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<strong>Reporting Intranet Guide</strong><br> &nbsp;&nbsp;&nbsp;Last updated: March 16, 2004 <blockquote> <!--All content follows this line --> <a name="_Toc46480580"></a> <p><a href="#_Toc49877059">Tasks by Timeframe</a> <blockquote> <a href="#_Toc49877060">Beginning of the Year (Due Oct. 15)</a><br> <a href="#_Toc49877061">Monthly Reporting</a><br> <a href="#_Toc49877062">Initiation</a><br> <a href="#_Toc49877063">End of the Year (Due June 1)</a> </blockquote> <a href="#_Toc49877064">Overview</a> <blockquote> <a href="#_Toc49877065">Understanding the Sections within the Reporting Intranet</a><br>&nbsp;&nbsp;&nbsp; <a href="#_Toc49877066">Chapter Information</a><br>&nbsp;&nbsp;&nbsp; <a href="#_Toc49877067">Document Library</a><br>&nbsp;&nbsp;&nbsp; <a href="#_Toc49877068">Activity Reports</a><br>&nbsp;&nbsp;&nbsp; <a href="#_Toc49877069">Members</a><br> <a href="#_Toc49877070">Understanding the RI s Inbox Approval Process</a> </blockquote> <a href="#_Toc49877071">Procedures</a> <blockquote> <a href="#_Toc49877072">Updating Chapter Information</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877073">Understanding Chapter Information and Login Rights</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877074">Entering/Reviewing Updates, Submitting for Review, and Verifying Approval</a><br> <a href="#_Toc49877075">Working with the Document Library</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877076">Understanding the Document Library and Login Rights</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877077">Uploading Documents</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877078">Verifying Documents Uploaded to the Document Library</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877079">Replacing Documents in the Document Library</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877080">Updating the Description or Document Type in the Document Library</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877081">Downloading Documents from the Document Library</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877082">Deleting Documents from the Document Library</a><br> <a href="#_Toc49877083">Understanding the Activity Check List and Login Rights</a><br> <a href="#_Toc49877084">Working with Activity Worksheets</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877085">Understanding Activity Worksheets, Deadlines, and Login Rights</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877086">Understanding the YTD Professional Summary</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877087">Understanding the YTD Service Summary</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877088">Understanding the Legend: YTD Baseline &amp; Award-seeking Activities</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877089">Creating Activity Worksheets</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877090">Submitting Activity Worksheets for Review</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877091">Editing Activity Worksheets</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877092">Deleting Events from Activity Worksheets</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877093">Deleting Activity Worksheets</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877094">Returning Activity Worksheets to the Reporter Inbox</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877095">Resubmitting Activity Worksheets Returned by the National Office</a><br> <a href="#_Toc49877096">Updating Membership Information</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877097">Understanding the Standard Sequence from Pledge to Active Member</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877098">Understanding the Adjusted Member Pledge Base (AMPB)</a><br> &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<a href="#_Toc49877099">1. Adding Pledges</a><br> &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<a href="#_Toc49877100">2. Mailing Total Amount Due to the National Office </a><br> &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<a href="#_Toc49877101">3. Submitting Pledges to the Faculty Inbox</a><br> &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<a href="#_Toc49877102">4. Submitting Pledges to the Initiates/National Office Inbox</a><br> &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<a href="#_Toc49877103">5. Monitoring Active Members List for National Office Approval of Initiates</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877104">Changing Other Member Statuses Throughout the Year</a><br> &nbsp;&nbsp;&nbsp;<a href="#_Toc49877105">Editing an Individual s Information (Other than Status)</a> </blockquote> <a href="#_Toc49877106">Appendices</a> <blockquote> <a href="#_Toc49877107">Procedures for Mailing Payments to the National Office</a><br> <a href="#_Toc49877108">Understanding Minimum Eligibility Requirements for Membership</a> </blockquote> </P> <h1><a name="_Toc49877059"></a><a name="_Toc49846320">Tasks by Timeframe</a></h1> <h3><a name="_Toc49877060"></a><a name="_Toc49846321"><a name="boyr_tasks"></a>Beginning of the Year (Due Oct. 15)</a></h3> <p><span style='font-size:10.0pt; font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Updating_Chapter_Information"><span style='font-size: 10.0pt;font-family:Arial'>Update Chapter Information</span></a></p> <p><span style='font-size:10.0pt; font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Upload_Documents"><span style='font-size:10.0pt; font-family:Arial'>Upload Plan of Activities</span></a></p> <p><span style='font-size:10.0pt; font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Uploading_Documents"><span style='font-size:10.0pt; font-family:Arial'>Upload Chapter Bylaws (if changed)</span></a></p> <h3><a name="_Toc49877061"></a><a name="_Toc49846322">Monthly Reporting</a> </h3> <p><span style='font-size:10.0pt; font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Update_Membership_Information"><span style='font-size: 10.0pt;font-family:Arial'>Update Member Information</span></a></p> <p><span style='font-size:10.0pt;font-family: Arial'>a.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Uploading_Adding_Pledges"><span style='font-size:10.0pt; font-family:Arial'>Add a Pledge</span></a><span style='font-size:10.0pt; font-family:Arial'> (if applicable)</span></p> <p><span style='font-size:10.0pt;font-family: Arial'>b.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Changing_Other_Member"><span style='font-size:10.0pt; font-family:Arial'>Change Member Statuses</span></a><span style='font-size: 10.0pt;font-family:Arial'> (if applicable) </span></p> <p><span style='font-size:10.0pt; font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Entering/Reviewing_Updates,_Submitting"><span style='font-size:10.0pt;font-family:Arial'>Update Chapter Information</span></a><span style='font-size:10.0pt;font-family:Arial'> (if changed)</span></p> <p><span style='font-size:10.0pt; font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Working_with_Activity"><span style='font-size:10.0pt; font-family:Arial'>Enter Activity Worksheets</span></a></p> <p><span style='font-size:10.0pt; font-family:Arial'>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Uploading_Documents"><span style='font-size:10.0pt; font-family:Arial'>Upload Reaching Out Activities</span></a></p> <h3><a name="_Toc49877062"></a><a name="_Toc49846323">Initiation</a></h3> <p><span style='font-size:10.0pt; font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Submitting_Pledges_to_1"><span style='font-size:10.0pt; font-family:Arial'>Submit Pledges to Initiates/National Office Inbox</span></a></p> <p><span style='font-size:10.0pt; font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Enter as </span><a href="#_Creating_Activity_Worksheets"><span style='font-size:10.0pt;font-family: Arial'>Professional Activity Worksheet</span></a><span style='font-size:10.0pt; font-family:Arial'> with 0 hours</span></p> <p><span style='font-size:10.0pt; font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Special Step for 2<sup>nd</sup> Initiation:</span></p> <p><span style='font-size:10.0pt;font-family: Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Uploading_Documents"><span style='font-size:10.0pt; font-family:Arial'>Upload a  Second Initiation document to the Document Library</span></a><span style='font-size:10.0pt;font-family:Arial'> for Reaching Out Activities containing the initiation date and names</span></p> <h3><a name="_Toc49877063"></a><a name="_Toc49846324"><a name="eoyr_tasks"></a>End of the Year (Due June 1)</a></h3> <p><span style='font-size:10.0pt; font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Uploading_Documents"><span style='font-size:10.0pt; font-family:Arial'>Upload Documents in the Year-End Report</span></a><span style='font-size:10.0pt;font-family:Arial'>:</span></p> <p><span style='font-size:10.0pt;font-family: Arial'>a.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Statement of Financial Position </span></p> <p><span style='font-size:10.0pt;font-family: Arial'>b.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Statement of Activity (Faculty Advisor (FA) Sign Off or Auditor s Report)</span></p> <p><span style='font-size:10.0pt;font-family: Arial'>c.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>IRS From 990</span></p> <p><span style='font-size:10.0pt;font-family: Arial'>d.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Tax Release Form</span></p> <p><span style='font-size:10.0pt;font-family: Arial;color:black'>e.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Statement of Expected Achievement Level</span></p> <p><span style='font-size:10.0pt;font-family: Arial;color:black'>f.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Ver<span style='color:black'>ification of non-BAP hours</span></span></p> <p><span style='font-size:10.0pt; font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><a href="#_Entering/Reviewing_Updates,_Submitting"><span style='font-size:10.0pt;font-family:Arial'>Update Chapter Information</span></a></p> <br clear=all style='page-break-before:always'> <h1><a name="_Toc46724360"></a><a name="_Toc46480592"></a><a name="_Toc49877064"></a><a name="_Toc49846325"></a><a name="_Update_Chapter_Information"></a>Overview</h1> <h2><a name="_Toc49877065"></a><a name="_Toc49846326">Understanding the Sections within the Reporting Intranet</a></h2> <h3><a name="_Toc49877066"></a><a name="_Toc49846327">Chapter Information</a></h3> <p>Update your Chapter Information as it changes, such as officer and advisor contact information, school information, award seeking status, etc. This information is used by the National Office for communication purposes, and is posted to the Chapter s section of the BA&#936; web site.</p> <h3><a name="_Toc49877067"></a><a name="_Toc49846328">Document Library</a></h3> <p>Upload documents throughout the year to meet various reporting requirements, such as documents included in your Beginning of the Year report.</p> <h3><a name="_Toc49877068"></a><a name="_Toc49846329">Activity Reports</a></h3> <p>Submit Activity Worksheets throughout the year to report your professional and service activities and monitor your progress towards meeting requirements.</p> <h3><a name="_Toc49877069"></a><a name="_Toc49846330">Members</a></h3> <p>Keep your membership roster up-to-date with member s information and status of each member from pledge to initiation, and inactive statuses.</p> <h2>&nbsp;</h2> <br clear=all style='page-break-before:always'> <h2><a name="_Toc49877070"></a><a name="_Toc49846331">Understanding the RI s Inbox Approval Process</a></h2> <p>The Reporting Intranet (RI), is organized around a hierarchical approval process using Inboxes. <b>Chapter Information</b> updates, <b>Activity Reports</b>, and <b>Member</b> status changes must go through this approval process using Inboxes.  </p> <p>Each role involved in the approval process has an Inbox.  Therefore the Inboxes are as follows: </p> <div style='border:solid windowtext 1.0pt;padding:1.0pt 4.0pt 1.0pt 4.0pt; '> <p align=center style='text-align:center;border:none;padding:0in'><b>Reporter </b><b><span style='font-family:Wingdings'>à</span></b><b> President/Faculty Advisor </b><b><span style='font-family:Wingdings'>à</span></b><b> National Office</b></p> </div> <p>Once information is created, it must be submitted to the next level inbox for approval.  Next level inbox means the inbox subsequent to or  above the role creating the information. </p> <p>NOTE <span style='font-family: Webdings'>i</span>     The names of the inboxes vary slightly by section within the RI.</p> <p><b>The submission process works like this:</b></p> <div style='border:solid windowtext 1.0pt;padding:1.0pt 4.0pt 1.0pt 4.0pt; '> <p style='border:none;padding:0in'><b><u>Creator of Information (Role/Login ID)             Next Level Inbox</u></b></p> <p style='border:none;padding:0in'>Step 1. Reporter submits to <span style='font-family:Wingdings'>à</span>                            President/Faculty Advisor</p> <p style='border:none;padding:0in'>Step 2. President/Faculty Advisors submit to <span style='font-family:Wingdings'>à</span>   National Office</p> </div> <p>The National Office is the ultimate approving entity.</p> <p>If the President/Faculty creates the information, they may submit it directly to the National Office, thereby skipping Step 1.</p> <p>NOTE <span style='font-family: Webdings'>i</span>     The Document Library does not use the approval process, and therefore no Inboxes are related to the Document Library.</p> <br clear=all style='page-break-before:always'> <h1><a name="_Updating_Chapter_Information"></a><a name="_Toc49877071"></a><a name="_Toc49846332">Procedures</a></h1> <h2><a name="_Toc49877072"></a><a name="_Toc49846333">Updating Chapter Information</a></h2> <h3>&nbsp;</h3> <h3><a name="_Toc49877073"></a><a name="_Toc49846334"></a><a name="_Toc46724361"></a><a name="_Toc46480593">Understanding Chapter Information</a> and Login Rights</h3> <table border=1 cellspacing=0 cellpadding=0> <tr> <td colspan=3 valign=top class="Normal"> <p><b>Who can Update Chapter Information?</b></p></td> </tr> <tr> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>¤</span></b><b><span style='font-size:24.0pt'> </span></b>Reporter </p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&amp;</span></b><span style='font-size:24.0pt'> </span>President</p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:24.0pt'> </span></b>Faculty Advisor</p></td> </tr> <tr> <td colspan=3 valign=top class="Normal"> <p><b>Who can Submit Chapter Information to the National Office Inbox?</b></p></td> </tr> <tr> <td valign=top class="Normal">&nbsp; </td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&amp;</span></b><span style='font-size:24.0pt'> </span>President</p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:24.0pt'> </span></b>Faculty Advisor</p></td> </tr> </table> <p>The President and/or Faculty Advisor must review and submit Chapter Information updates to the National Office Inbox for approval. The National Office will then approve and post updates to Chapter Information Updates  on your chapter information page of the live web site.</p> <p>The status of the approval process is denoted as <b>workflow </b>on the Chapter Main Menu / Chapter Information section. The workflow displays a series of Inboxes that illustrates the progressive hierarchy of the approval process. The inbox that is red in color denotes the where Chapter Information Updates are in the workflow/approval process.  Workflow and status are synonymous on this screen.</p> <p>If the Reporter updates the Chapter Information, there will be a 2-step submission workflow.  The Reporter will first submit the updates to the President/Advisor Inbox for review.  Second, the President or Faculty Advisor will review the updates and then submit them for National Office Inbox for review.  </p> <p>If the President or Faculty Advisor updates the Chapter Information, there will be a 1-step submission workflow process. The President or Faculty Advisor will submit updates directly to the National Office for approval and posting.</p> <table border=1 cellspacing=0 cellpadding=0 width=566> <tr> <td width=283 valign=top class="Normal"> <p align=center style='text-align:center'><b><span style='font-size:10.0pt;font-family:Arial'>Summary of Steps when </span></b></p> <p align=center style='text-align:center'><b><span style='font-size:10.0pt;font-family:Arial'>REPORTER </span></b></p> <p align=center style='text-align:center'><b><span style='font-size:10.0pt;font-family:Arial'>Updates Chapter Information</span></b></p></td> <td width=283 valign=top class="Normal"> <p align=center style='text-align:center'><b><span style='font-size:10.0pt;font-family:Arial'>Summary of Steps when PRESIDENT/ADVISOR </span></b></p> <p align=center style='text-align:center'><b><span style='font-size:10.0pt;font-family:Arial'>Updates Chapter Information</span></b></p></td> </tr> <tr> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>¤</span></b><span style='font-size:10.0pt;font-family:Arial'>Reporter Updates Chapter Information</span></p></td> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>&amp;</span></b><b><span style='font-size:18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:18.0pt;font-family:Arial'> </span></b><span style='font-size:10.0pt;font-family:Arial'>President or Advisor Updates Chapter Information</span></p></td> </tr> <tr> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>¤</span></b><span style='font-size:10.0pt;font-family:Arial'>Reporter submits Updates to President/Advisor Inbox</span></p></td> <td width=283 valign=top class="Normal">&nbsp; </td> </tr> <tr> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>&amp;</span></b><b><span style='font-size:18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:18.0pt;font-family:Arial'> </span></b><span style='font-size:10.0pt;font-family:Arial'>President/Advisor submits Updates to National Office Inbox</span></p></td> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>&amp;</span></b><b><span style='font-size:18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:18.0pt;font-family:Arial'> </span></b><span style='font-size:10.0pt;font-family:Arial'>President/Advisor submits Updates to National Office Inbox</span></p></td> </tr> <tr> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>National Office approves and posts</span></p></td> <td width=283 valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>National Office approves and posts</span></p></td> </tr> </table> <br clear=all style='page-break-before:always'> <h3><a name="_Toc46480594"></a><a name="_Entering/Reviewing_Updates,_Submitting"></a><a name="_Toc49877074"></a><a name="_Toc49846335"></a><a name="_Toc46724362">Entering/Reviewing Updates, Submitting for Review, and Verifying Approval</a></h3> <p><span style='font-size:10.0pt;font-family: Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>From the Chapter Main Menu / Chapter Information section, click the <b><u>Edit Chapter Information</u></b> option<b>.</b></span></p> <p><span style='font-size:10.0pt;font-family: Arial'>NOTE </span><span style='font-size:10.0pt;font-family:Webdings'>i</span><span style='font-size:10.0pt;font-family:Arial'>     If this Option is not available, Chapter Information is not available for editing. You may edit Chapter Information only when the Workflow is  Available or  Reporter Inbox as in the screen-shot below.</span></p> <p><span style='font-size:10.0pt;font-family: Arial'><img border=0 width=408 height=58 src="/images/image001.gif" ></span></p> <p><span style='font-size:10.0pt;font-family:Arial'>If the workflow status is  Advisor/President inbox or  National Office inbox you must wait a few days to edit Chapter Information again, because there are already edits pending approval. </span></p> <p><span style='font-size:10.0pt;font-family: Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:10.0pt;font-family:Arial'>Enter </span></b><span style='font-size:10.0pt;font-family:Arial'>updated data in the New Values column.  </span></p> <p><span style='font-size:10.0pt;font-family: Arial'>NOTE </span><span style='font-size:10.0pt;font-family:Webdings'>i</span><span style='font-size:10.0pt;font-family:Arial'>     If you are the President or Faculty Advisor, you may be reviewing the information entered by your Reporter.  </span></p> <p><span style='font-size:10.0pt;font-family: Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:10.0pt;font-family:Arial'>Click </span></b><span style='font-size:10.0pt;font-family:Arial'>the <img border=0 width=179 height=24 src="/images/image002.jpg" ><b> </b>button at the lower right corner of the screen, before leaving the current screen.</span></p> <p><b><span style='font-size:10.0pt; font-family:Arial;color:red'>ALERT !</span></b><span style='font-size:10.0pt; font-family:Arial'>      You must click the <b> Save Changes, Next Screen </b></span><b><span style='font-size:10.0pt;font-family:Wingdings'>à</span></b><b><span style='font-size:10.0pt;font-family:Arial'> </span></b><span style='font-size: 10.0pt;font-family:Arial'> button on every screen for which you entered New Values, <i>before</i> Clicking  Submit . . . , otherwise your New Values will not be submitted to the next level inbox.</span></p> <p><span style='font-size:10.0pt;font-family: Arial'>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Repeat the steps # 2 and # 3 on each screen until you have updated or reviewed all Chapter Information.</span></p> <p><span style='font-size:10.0pt; font-family:Arial'>NOTE </span><span style='font-size:10.0pt;font-family:Webdings'>i</span><span style='font-size:10.0pt;font-family:Arial'>     You may navigate directly to a particular screen by clicking that screen title from the index directly above the table of values.  The name of each screen is in the left uppermost column of the table.  Click  All to view all information on page.  <img border=0 width=419 height=139 src="/images/image003.gif" ></span></p> <p><span style='font-size:10.0pt;font-family: Arial'>5.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>If you are the Reporter . . . </span></p> <p><span style='font-size:10.0pt; font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Click  <b>Submit for Advisor Review</b> to the right of the index  </span></p> <p><span style='font-size:10.0pt; font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>When prompted again, click  <b>Submit Chapter Information Changes</b> </span></p> <p><span style='font-size:10.0pt;font-family:Arial'>If you are the President or Advisor . . . </span></p> <p><span style='font-size:10.0pt; font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>Click  <b>Submit for National Office Review</b> to the right of the index  </span></p> <p><span style='font-size:10.0pt; font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>When prompted again, click  <b>Submit Chapter Information Changes</b> </span></p> <p><span style='font-size:10.0pt;font-family: Arial'>6.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>From the Chapter Main Menu / Chapter Information section, verify the status and workflow.</span></p> <p><span style='font-size:10.0pt;font-family: Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>If you are the Reporter, the status and workflow should display  Advisor/President Inbox </span></p> <p><span style='font-size:10.0pt;font-family: Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>If you are the President or Faculty Advisor, the status and workflow should display  National Office Inbox. </span></p> <p><span style='font-size:10.0pt;font-family:Arial;background:yellow'><img border=0 width=433 height=60 src="/images/image004.gif" ></span></p> <p><span style='font-size:10.0pt;font-family:Arial'>NOTE </span><span style='font-size: 10.0pt;font-family:Webdings'>i</span><span style='font-size:10.0pt;font-family: Arial'>     The updates are not received by the National Office until the Advisor or President has submitted to the National Office inbox. </span></p> <p class=MsoBodyTextIndent3>7.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Approximately one week after submission to the National Office Inbox . . . </p> <p class=MsoBodyTextIndent3>Monitor the Chapter Main Menu / Chapter Information section for a Workflow status of <b>Available</b>.  When the National Office has approved your updates, the status and workflow will again display  Available. </p> <p class=MsoBodyTextIndent3><img border=0 width=415 height=67 src="/images/image005.gif" ></p> <p class=MsoBodyTextIndent3>If your updates are for the beginning or end of the year . . . From the Chapter Main Menu / Activity Reports section, click  Go to <b><u>Activity Check List</u></b>, and verify that the  On-line Chapter Information Update* item has been checked-off by the National Office.</p> <br clear=all style='page-break-before:always'> <h2><a name="_Upload_Documents"></a><a name="_Working_with_the"></a><a name="_Toc49877075"></a><a name="_Toc49846336"></a><a name="_Toc46724363"></a><a name="_Toc46480595"><a name="doc_library"></a>Working with the Document Library</a></h2> <h3><a name="_Toc49877076"></a><a name="_Toc49846337"></a><a name="_Toc46724364">Understanding the Document Library and Login Rights</a></h3> <p>You will upload several types of documents applying to the Beginning of the Year, End of the Year, and National Regional Activities.  </p> <p>Documents uploaded to the Document Library are reflected on the Activity Check List.  See <a href="#_Enter_Activity_in">Understanding the Activity Check List</a> for more information.</p> <p>For a list of all the documents that will be uploaded throughout the year, from the Chapter Main Menu / Activity Reports section, click  Go to <b><u>Activity Check List</u></b>.   Items on the Check List with<i>out</i> an asterisk reflect uploaded documents.</p> <p><img border=0 width=575 height=374 src="/images/image006.gif" ></p> <table border=1 cellspacing=0 cellpadding=0> <tr> <td colspan=3 valign=top class="Normal"> <p><b>Who can Upload, Update, &amp; Delete Documents?</b></p></td> </tr> <tr> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>¤</span></b><b><span style='font-size:24.0pt'> </span></b>Reporter </p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&amp;</span></b><span style='font-size:24.0pt'> </span>President</p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:24.0pt'> </span></b>Faculty Advisor</p></td> </tr> </table> <h3><a name="_Toc46480596">&nbsp;</a></h3> <br clear=all style='page-break-before:always'> <h3><a name="_Uploading_Documents"></a><a name="_Toc49877077"></a><a name="_Toc49846338"></a><a name="_Toc46724365">Uploading Documents</a></h3> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click  Add<b> <u>new</u> </b>document<b> </b>, from the Chapter Main Menu / Document Library section.</p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span> <table cellpadding=0 cellspacing=0> <tr> <td width=72 height=0 class="Normal"></td> </tr> <tr> <td class="Normal"></td> <td class="Normal"><img width=235 height=75 src="/images/image007.gif" ></td> </tr> </table> <br clear=ALL> From the Add Document screen, click the <b>Browse& </b>button. <p></p> <p><b>ALERT !</b>      Use short file names because files with lengthy names sometimes do not upload properly</p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Example of good file name: Act Other BAP.doc</p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Example of bad file: Activities with Another Beta Alpha Psi Chapter.doc </p> <p>Specify the contents, when uploading multiple documents of the same type</p> <p><span style='font-family: Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Example of good file name: StmtofAct.doc </p> <p><span style='font-family: Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Example of bad file name: YearEnd.doc</p> <p>For nomination files please include your chapter number.</p> <p>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Select the file you want to upload, and click the <b>Open </b>button. </p> <p>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span><b>Enter</b> a brief description of the file in the Description field. (i.e.  Plan of Activities )</p> <p>NOTE <span style='font-family: Webdings'>i</span>     When you upload only one document for the Document Type selected in Step 6 below, the description should be identical to the Document Type (i.e.  Plan of Activities ). </p> <p>When you upload more than one document, as in Nomination documents, abbreviate the Document Type and add a specific description, for example  Alumni Rep Nom-22-Photo , etc.</p> <p>5.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span><b>Select </b>the radio button in the  Applies to section for the category that applies to your document.</p> <p>6.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span><b>Select</b> the Document Type from the drop down list corresponding to the  Applies to radio button you selected in Step 5. </p> <p><b><img border=0 width=415 height=69 src="/images/image008.gif" ></b></p> <p>7.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click the <b>Save</b> button in the lower right corner.</p> <h3><a name="_Toc46480597">&nbsp;</a></h3> <br clear=all style='page-break-before:always'> <h3><a name="_Toc49877078"></a><a name="_Toc49846339"></a><a name="_Toc46724366"></a><a name="_Toc46480598">Verifying Documents Uploaded to the Document Library</a> </h3> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Chapter Main Menu / Document Library Section, in the  Status- Attachments To table, verify that the <b>Count</b> increased by one for the category of document you uploaded.</p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span><b>Click</b> the category of your uploaded document to open the Activity Check List.</p> <p>NOTE <span style='font-family: Webdings'>i</span>     From the Chapter Main Menu / Activity Reports section, you may also <b>click</b>  Go to <b><u>Activity Check List</u> </b> to open the Activity Check List. <img border=0 width=259 height=85 src="/images/image009.gif" ></p> <p>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Activity Check List screen. . . </p> <p>a.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Locate a <b>checkmark </b>for the document you uploaded  </p> <p>b.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Locate the <b>file name </b>in  Current Documents Referenced </p> <p>c.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click the file name to view its contents</p> <p><img border=0 width=463 height=73 src="/images/image010.gif" ></p> <p><span style='font-size:10.0pt;font-family:Arial'>NOTE </span><span style='font-size: 10.0pt;font-family:Webdings'>i</span><span style='font-size:10.0pt;font-family: Arial'>     If you can view the file, then the upload was successful. If you get a blank screen or any error message, the upload was not successful, Please upload the file again with a shorter file name. </span></p> <br clear=all style='page-break-before:always'> <h3><a name="_Toc46480600"></a><a name="_Toc49877079"></a><a name="_Toc49846340"></a><a name="_Toc46724367">Replacing Documents in the Document Library</a>    <span style='background:yellow'> </span></h3> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Chapter Main Menu / Document Library section, click<b>  </b>List <b><u>all</u></b> documents. </p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Document Library screen, click the file name you want to replace.</p> <p>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the  Update a document in the Document Library screen, replace the existing file by following steps 2-7 for <a href="#_Uploading_Documents">Uploading Documents</a>.</p> <h3><a name="_Toc46724368">&nbsp;</a></h3> <h3><a name="_Toc49877080"></a><a name="_Toc49846341">Updating the Description or Document Type in the Document Library</a> <span style='background:yellow'> </span></h3> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Chapter Main Menu / Document Library section, click<b>  </b>List <b><u>all</u></b> documents. </p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Document Library screen, click the file name you want to update.</p> <p>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Update details . . . </p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Enter a new description, or </p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Select a new Document Type from the  Applies to drop down list, or </p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Select a new  Applies to radio button AND a new Document Type from the drop down list</p> <p>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click the <b>Save</b> button in the lower right corner.</p> <h3><a name="_Toc46724369">&nbsp;</a></h3> <h3><a name="_Toc49877081"></a><a name="_Toc49846342">Downloading Documents from the Document Library</a>      <span style='background:yellow'> </span></h3> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Chapter Main Menu / Chapter Information section, click<b>  </b>List <b><u>all</u></b> documents. </p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Document Library screen, click <b><u>download</u> </b>to view the file s contents.</p> <p>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>If you need to save a copy of the document on your local system because you no longer have a copy, you may select the menu items <b>File | Save As...</b> to save the file on your local system.</p> <p>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click the <b>Main Menu</b> icon to return to the Chapter Main Menu.</p> <h3><a name="_Toc46724370">&nbsp;</a></h3> <h3><a name="_Toc49877082"></a><a name="_Toc49846343">Deleting Documents from the Document Library</a> <span style='background:yellow'> </span></h3> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Chapter Main Menu / Chapter Information section, click<b>  </b>List <b><u>all</u></b> documents. </p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>From the Document Library screen, click the file name.</p> <p>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click the <b>Delete</b> button in the lower right corner.</p> <p>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Click <b>OK</b>, when prompted  Are you sure you want to delete this document? </p> <br clear=all style='page-break-before:always'> <h2><a name="_Enter_Activity_in"></a><a name="_Understanding_the_Activity"></a><a name="_Toc49877083"></a><a name="_Toc49846344"></a><a name="_Toc46724371"></a><a name="_Toc46480601">Understanding the Activity Check List</a> and Login Rights</h2> <p>The purpose of the Activity Check List is for users to monitor the Chapter s detailed progress in meeting reporting requirements.  </p> <p>Users do not directly check-off items on the Activity Check List. Instead, items are checked-off in the following two ways:</p> <p>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Manually by the National Office, when the National Office deems certain items complete. These items are labeled with asterisks (*) on the Activity Check List. The items checked-off by the National Office are:  </p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Receipt of Pledge or Initiation Fees</p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Receipt of Annual Maintenance Fee</p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Receipt of host chapter attendance/student presenter lists for corresponding Reaching Out Activities, such as the Annual Meeting</p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Receipt of Chapter Information Updates</p> <p><span style='font-family:Symbol'>·<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span>Receipt of New Initiates in the Initiates/National Office inbox</p> <p>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span>Automatically by the RI, when users upload documents.  These items are NOT labeled with asterisks</p> <p>See <a href="#_Working_with_the">Working with the Document Library</a> for more information.</p> <table border=1 cellspacing=0 cellpadding=0> <tr> <td colspan=3 valign=top class="Normal"> <p><b>Who can view the Activity Check List?</b></p></td> </tr> <tr> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>¤</span></b><b><span style='font-size:24.0pt'> </span></b>Reporter </p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&amp;</span></b><span style='font-size:24.0pt'> </span>President</p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:24.0pt'> </span></b>Faculty Advisor</p></td> </tr> </table> <h2><span style='font-size:10.0pt; color:#990000;font-weight:normal'>&nbsp;</span></h2> <br clear=all style='page-break-before:always'> <h2><a name="_Working_with_Activity"></a><a name="_Toc49877084"></a><a name="_Toc49846345"></a><a name="_Toc46724372"></a><a name="_Toc46480602"><a name="work_activsheet"></a>Working with Activity Worksheets</a></h2> <h3><a name="_Toc46480603"></a><a name="_Toc49877085"></a><a name="_Toc49846346"></a><a name="_Toc46724373"></a><a name="_Understanding_Activity_Worksheets,"></a>Understanding Activity Worksheets, Deadlines, and Login Rights</h3> <p>Each month (reporting period) of the school year, you create and submit Activity Worksheets to report your professional and service activities. Professional and service activities are reported on separate worksheets. Therefore you will submit one Professional Activity Worksheet and one Service Activity Worksheet for each reporting period. See the <a href="http://www.bap.org/chapact/pca.htm#reprtg" >Reporting Activities</a> of the PCA regarding exceptions for baseline chapters. </p> <p>The activities or <b>Events </b>that occur during the month are reported on each monthly worksheet. Therefore, Activity Worksheets consist of several <b>Events </b>for each reporting period. (It is possible that some reporting periods would only include one Event.)</p> <table border=1 cellspacing=0 cellpadding=0> <tr> <td colspan=3 valign=top class="Normal"> <p><b>Who can add Activity Worksheets?</b></p></td> </tr> <tr> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>¤</span></b><b><span style='font-size:24.0pt'> </span></b>Reporter </p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&amp;</span></b><span style='font-size:24.0pt'> </span>President</p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:24.0pt'> </span></b>Faculty Advisor</p></td> </tr> <tr> <td colspan=3 valign=top class="Normal"> <p><b>Who can Submit Activity Worksheets to the National Office Inbox?</b></p></td> </tr> <tr> <td valign=top class="Normal">&nbsp; </td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&amp;</span></b><span style='font-size:24.0pt'> </span>President</p></td> <td valign=top class="Normal"> <p><b><span style='font-size: 18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:24.0pt'> </span></b>Faculty Advisor</p></td> </tr> </table> <p>The President and/or Faculty Advisor must review and submit Activity Worksheets to the National Office Inbox for approval. </p> <p>Please see the Program for Chapter Activities / <a href="http://www.bap.org/chapact/pca.htm#reprtg" >Reporting Activities to International Office</a> section for important information about meeting deadlines.  <b>Deadlines are considered met when the worksheet is submitted by the President/Advisor to the National Office Inbox</b>.</p> <p>As indicated in the table below, if the Reporter creates the Activity Worksheet, there will be a 2-step submission process. The Reporter will first submit the updates to the President/Advisor Inbox for review.  Second, the President or Faculty Advisor will review the updates and then submit them for National Office Inbox for review.  </p> <p>If the President or Faculty Advisor creates the Activity Worksheet, there will be a 1-step submission process. The President or Faculty Advisor will submit updates directly to the National Office for approval.</p> <table border=1 cellspacing=0 cellpadding=0 width=90%> <tr> <td width=50% valign=top class="Normal"> <p align=center><b><span style='font-size:10.0pt;font-family:Arial'>Summary of Steps when </span></b></p> <p align=center><b><span style='font-size:10.0pt;font-family:Arial'>REPORTER </span></b></p> <p align=center><b><span style='font-size:10.0pt;font-family:Arial'>Adds Activity Worksheets</span></b></p></td> <td width=50% valign=top class="Normal"> <p align=center><b><span style='font-size:10.0pt;font-family:Arial'>Summary of Steps when PRESIDENT/ADVISOR </span></b></p> <p align=center><b><span style='font-size:10.0pt;font-family:Arial'>Adds Activity Worksheets</span></b></p></td> </tr> <tr> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>¤</span></b><span style='font-size:10.0pt;font-family:Arial'>Reporter </span><a href="#_Creating_Activity_Worksheets"><span style='font-size:10.0pt; font-family:Arial'>Creates Activity Worksheet</span></a></p></td> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>1.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>&amp;</span></b><b><span style='font-size:18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:18.0pt;font-family:Arial'> </span></b><span style='font-size:10.0pt;font-family:Arial'>President or Advisor </span><a href="#_Creating_Activity_Worksheets"><span style='font-size:10.0pt; font-family:Arial'>Creates Activity Worksheet</span></a></p></td> </tr> <tr> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>¤</span></b><span style='font-size:10.0pt;font-family:Arial'>Reporter </span><a href="#_Submitting_Activity_Worksheets"><span style='font-size:10.0pt; font-family:Arial'>submits Activity Worksheet to President/Advisor Inbox</span></a></p></td> <td width=50% valign=top class="Normal">&nbsp; </td> </tr> <tr> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>&amp;</span></b><b><span style='font-size:18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:18.0pt;font-family:Arial'> </span></b><span style='font-size:10.0pt;font-family:Arial'>President/Advisor </span><a href="#_Submitting_Activity_Worksheets"><span style='font-size:10.0pt; font-family:Arial'>submits Activity Worksheet to National Office Inbox</span></a></p></td> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>2.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><b><span style='font-size:18.0pt;font-family:Webdings'>&amp;</span></b><b><span style='font-size:18.0pt;font-family:Webdings'>&#151;</span></b><b><span style='font-size:18.0pt;font-family:Arial'> </span></b><span style='font-size:10.0pt;font-family:Arial'>President/Advisor </span><a href="#_Submitting_Activity_Worksheets"><span style='font-size:10.0pt; font-family:Arial'>submits Activity Worksheet to National Office Inbox</span></a></p></td> </tr> <tr> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>4.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>National Office </span><a href="#_Resubmitting_Activity_Worksheets"><span style='font-size:10.0pt;font-family:Arial'>returns</span></a><span style='font-size:10.0pt;font-family:Arial'> or </span><a href="#_???_Monitoring_for"><span style='font-size:10.0pt;font-family:Arial'>approves</span></a></p></td> <td width=50% valign=top class="Normal"> <p><span style='font-size:10.0pt;font-family:Arial'>3.<span style='font:7.0pt "Times New Roman"'>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span><span style='font-size:10.0pt;font-family:Arial'>National Office </span><a href="#_Resubmitting_Activity_Worksheets"><span style='font-size: 10.0pt;font-family:Arial'>returns</span></a><span style='font-size:10.0pt; font-family:Arial'> or </span><a href="#_???_Monitoring_for"><span style='font-size:10.0pt;font-family:Arial'>approves</span></a></p></td> </tr> </table> <h3><a name="_Creating_an_Activity"></a>&nbsp;</h3> <br clear=all style='page-break-before:always'> <h3><a name="_Creating_Activity_Worksheets"></a><a name="_Toc46724374"></a><a name="_Toc49877086"></a><a name="_Toc49846347">Understanding the YTD Professional Summary</a></h3> <p>To access the YTD Summary Reports, click  Go to <b>Professional</b> <b>YTD Summary</b> from the Chapter Main Menu / Activity Reports Section.</p> <p><b>Each item on the summary is described below:</b></p> <p><b>YTD Hrs </b><br> The total year-to-date hours (BAP &amp; non-BAP) earned by each member/pledge. </p> <p><b>YTD BAP Hrs</b><br> The total year-to-date BAP hours earned by each member/pledge. (NOTE: the &quot;Yes&quot; answer for the &quot;In the name of BAP?&quot; question on the professional activity gray form determines which professional activity is done in the name of Beta Alpha Psi.)</p> <p><b>YTD Other Hrs</b><br> The total year-to-date non-BAP hours earned by each member/pledge. (NOTE: the &quot;No&quot; answer for the &quot;In the name of BAP?&quot; question on the professional activity gray form determines which professional activity is NOT done in the name of Beta Alpha Psi.)</p> <p><b>One-To-One Basis </b><br> Both at the chapter and individual level, the system will only count a member/pledge's YTD other hrs up to his/her YTD BAP hrs. </p> <p>Example:<br> Member X performed 8 BAP hours and 5 non-BAP hours. Pledge Y performed 5 BAP hours and 10 non-BAP hours. Member X would receive a total of 13 professional hours (8 BAP and all 5 non-BAP). Pledge Y would receive a total of 10 professional hours (5 BAP and only 5 non-BAP). </p> <p><b>Total Professional &amp; Service Hours</b><br> Sum of total one-to-one professional hours and total one-to-one service hours that the chapter has earned. </p> <p><b>Minimum Hours of Professional Activities</b><br> Required professional hours (superior - 15; distinguished - 10) multiplied by the AMPB. This is the minimum professional hours required by the chapters depending on the award level. </p> <p><b>Total Required Professional &amp; Service Hrs:</b><br> Required professional and service hours (superior - 40; distinguished - 25) multiplied by the AMPB. This is the total professional and service hours required by the chapters depending on the award level. </p> <p><b># of members/pledges with &gt;=3 hrs</b><br> The number of individual with at least three one-to-one professional hours. </p> <p><b>50% Rule for Baseline</b><br> The percentage of the chapter meeting the 50% rule requirement for baseline (the number of member/pledge that have earned a minimum of three professional hours divided by 50% of AMPB). </p> <p><b># of members/pledges with &gt;=5 hrs</b><br> The number of individual with at least five one-to-one professional hours. </p> <p><b>50% Rule for Award-Seeking</b><br> The percentage of the chapter meeting the 50% rule requirement for award-seeking (the number of member/pledge that have earned a minimum of five professional hours divided by 50% of AMPB). </p> <h3><a name="_Toc49877087"></a><a name="_Toc49846348">Understanding the YTD Service Summary</a></h3> <p>To access the YTD Summary Reports, click  Go to <b>Service</b> <b>YTD Summary</b> from the Chapter Main Menu / Activity Reports Section.</p> <p><b>Each item on the summary is described below:</b></p> <p><b>YTD Hrs </b><br> The total year-to-date hours (BAP &amp; non-BAP) earned by each member/pledge. </p> <p><b>YTD BAP Hrs </b><br> The system calculates the year-to-date BAP hours earned by each member/pledge. (NOTE: the &quot;Yes&quot; answer for the &quot;In the name of BAP?&quot; question on the service activity gray form determines which service activity is done in the name of Beta Alpha Psi.)</p> <p><b>YTD Other Hrs </b><br> The system calculates the year-to-date non-BAP hours earned by each member/pledge. (NOTE: the &quot;No&quot; answer for the &quot;In the name of BAP?&quot; question on the service activity gray form determines which service activity is NOT done in the name of Beta Alpha Psi.)</p> <p><b>One-To-One Basis </b><br> Both at the chapter and individual level, the system will only count a member/pledge's YTD other hrs up to his/her YTD BAP hrs. </p> <p>Example:<br> Member X performed 8 BAP hours and 5 non-BAP hours. Pledge Y performed 5 BAP hours and 10 non-BAP hours. Member X would receive a total of 13 service hours (8 BAP and all 5 non-BAP). Pledge Y would receive a total of 10 service hours (5 BAP and only 5 non-BAP). </p> <p><b>Total Professional &amp; Service Hours</b><br> Sum of total one-to-one professional hours and total one-to-one service hours that the chapter has earned. </p> <p><b>Minimum Hours of Service Activities</b><br> Required service hours (superior - 15; distinguished - 10) multiplied by the AMPB. This is the minimum service hours required by the chapters depending on the award level. </p> <p><b>Total Required Professional &amp; Service Hrs:</b><br> Required professional and service hou