Tasks by Timeframe
Beginning of the Year (Due Oct. 15)
Monthly Reporting
Initiation
End of the Year (Due June 1)
Overview
Understanding the Sections within the Reporting Intranet
Chapter Information
Document Library
Activity Reports
Members
Understanding the RI’s Inbox Approval Process
Procedures
Updating Chapter Information
Understanding Chapter Information and Login Rights
Entering/Reviewing Updates, Submitting for Review, and Verifying Approval
Working with the Document Library
Understanding the Document Library and Login Rights
Uploading Documents
Verifying Documents Uploaded to the Document Library
Replacing Documents in the Document Library
Updating the Description or Document Type in the Document Library
Downloading Documents from the Document Library
Deleting Documents from the Document Library
Understanding the Activity Check List and Login Rights
Working with Activity Worksheets
Understanding Activity Worksheets, Deadlines, and Login Rights
Understanding the YTD Professional Summary
Understanding the YTD Service Summary
Understanding the Legend: YTD Baseline & Award-seeking Activities
Creating Activity Worksheets
Submitting Activity Worksheets for Review
Editing Activity Worksheets
Deleting Events from Activity Worksheets
Deleting Activity Worksheets
Returning Activity Worksheets to the Reporter Inbox
Resubmitting Activity Worksheets Returned by the National Office
Updating Membership Information
Understanding the Standard Sequence from Pledge to Active Member
Understanding the Adjusted Member Pledge Base (AMPB)
1. Adding Pledges
2. Mailing Total Amount Due to the National Office
3. Submitting Pledges to the Faculty Inbox
4. Submitting Pledges to the Initiates/National Office Inbox
5. Monitoring Active Members List for National Office Approval of Initiates
Changing Other Member Statuses Throughout the Year
Editing an Individual’s Information (Other than Status)
Appendices
Procedures for Mailing Payments to the National Office
Understanding Minimum Eligibility Requirements for Membership
Beginning of the Year
(Due Oct. 15)
1.
Update Chapter Information
2.
Upload Plan of Activities
3.
Upload Chapter Bylaws (if changed)
1.
Update Member Information
a.
Add a Pledge (if applicable)
b.
Change Member Statuses (if applicable)
2.
Update Chapter Information (if changed)
3.
Enter Activity Worksheets
4.
Upload National/Regional Activities
1.
Submit Pledges to Initiates/National Office Inbox
2.
Enter as Professional Activity Worksheet with 0 hours
3.
Special Step
for 2nd Initiation:
·
Upload a “Second Initiation” document to the Document Library
for National/Regional Activities containing the initiation date and names
End of the Year (Due June
1)
1.
Upload Documents in the Year-End Report:
a.
Statement of
Financial Position
b.
Statement of
Activity (Faculty Advisor (FA) Sign Off or Auditor’s Report)
c.
IRS From 990
d.
Tax Release
Form
e.
Statement of
Expected Achievement Level
f.
Verification of non-BAP hours
2.
Update Chapter Information
Overview
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 BAΨ web site.
Upload documents throughout the year to meet various reporting requirements,
such as documents included in your Beginning of the Year report.
Submit Activity Worksheets throughout the year to report your professional
and service activities and monitor your progress towards meeting requirements.
Keep your membership roster up-to-date with member’s information and status
of each member from pledge to initiation, and inactive statuses.
The Reporting Intranet (RI), is organized around a hierarchical approval
process using Inboxes. Chapter Information updates, Activity Reports,
and Member status changes must go through this approval process using
Inboxes.
Each role involved in the approval process has an Inbox. Therefore the Inboxes
are as follows:
Reporter
à President/Faculty Advisor à National Office
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.
NOTE i The names of the inboxes vary slightly by section within
the RI.
The submission process works like this:
Creator of Information (Role/Login
ID) Next Level Inbox
Step 1. Reporter submits to à President/Faculty
Advisor
Step 2. President/Faculty Advisors submit
to à National Office
The National Office is the ultimate approving entity.
If the President/Faculty creates the information, they may submit it directly
to the National Office, thereby skipping Step 1.
NOTE i The Document Library does not use the approval process,
and therefore no Inboxes are related to the Document Library.
| Who can Update Chapter Information? |
| ¤
Reporter |
&
President |
—
Faculty Advisor |
| Who can Submit Chapter Information
to the National Office Inbox? |
| |
&
President |
—
Faculty Advisor |
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.
The status of the approval process is denoted as workflow 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.
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.
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.
| Summary of Steps when
REPORTER
Updates Chapter Information |
Summary of Steps when PRESIDENT/ADVISOR
Updates Chapter Information |
| 1.
¤Reporter Updates Chapter Information |
1.
&— President or Advisor Updates Chapter
Information |
| 2.
¤Reporter submits Updates to President/Advisor
Inbox |
|
| 3.
&— President/Advisor submits Updates
to National Office Inbox |
2.
&— President/Advisor submits Updates
to National Office Inbox |
| 4.
National
Office approves and posts |
3.
National
Office approves and posts |
1.
From the Chapter
Main Menu / Chapter Information section, click the Edit Chapter Information
option.
NOTE i 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.
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.
2.
Enter updated data in the New Values column.
NOTE i If you are the President or Faculty
Advisor, you may be reviewing the information entered by your Reporter.
3.
Click the 
button
at the lower right corner of the screen, before leaving the current screen.
ALERT ! You must click the “Save Changes, Next Screen à” button on every screen for which you entered New Values,
before Clicking “Submit . . .”, otherwise your New Values will not
be submitted to the next level inbox.
4.
Repeat the
steps # 2 and # 3 on each screen until you have updated or reviewed all Chapter
Information.
NOTE i 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. 
5.
If you are
the Reporter . . .
·
Click “Submit
for Advisor Review” to the right of the index
·
When prompted
again, click “Submit Chapter Information Changes”
If you are the President
or Advisor . . .
·
Click “Submit
for National Office Review” to the right of the index
·
When prompted
again, click “Submit Chapter Information Changes”
6.
From the Chapter
Main Menu / Chapter Information section, verify the status and workflow.
·
If you are
the Reporter, the status and workflow should display “Advisor/President Inbox”
·
If you are
the President or Faculty Advisor, the status and workflow should display “National
Office Inbox.”
NOTE i The updates are not received by the National Office until the Advisor
or President has submitted to the National Office inbox.
7.
Approximately one week after submission to the National Office Inbox
. . .
Monitor the Chapter Main Menu / Chapter Information
section for a Workflow status of Available. When the National Office
has approved your updates, the status and workflow will again display “Available.”
If your updates are for the beginning or end of
the year . . . From the Chapter Main Menu / Activity Reports section, click
“Go to Activity Check List,” and verify that the “On-line Chapter
Information Update*” item has been checked-off by the National Office.
Working with the Document Library
You will upload several types of documents applying to the Beginning of the
Year, End of the Year, and National Regional Activities.
Documents uploaded to the Document Library are reflected on the Activity
Check List. See Understanding the Activity
Check List for more information.
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 Activity
Check List.” Items on the Check List without an asterisk reflect
uploaded documents.
| Who can Upload, Update, &
Delete Documents? |
| ¤
Reporter |
&
President |
—
Faculty Advisor |
1.
Click “Add new document”, from the Chapter Main
Menu / Document Library section.
2.
From the Add Document screen, click the Browse… button.
ALERT ! Use short file names because files with lengthy names
sometimes do not upload properly
·
Example of good file name: Act Other BAP.doc
·
Example of bad file: Activities with Another Beta Alpha Psi
Chapter.doc
Specify the contents, when uploading multiple documents of the same type
·
Example of good file name: StmtofAct.doc
·
Example of bad file name: YearEnd.doc
For nomination files please include your chapter number.
3.
Select the file you want to upload, and click the Open button.
4.
Enter a brief description of the file in the Description field.
(i.e. “Plan of Activities”)
NOTE i 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”).
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.
5.
Select the radio button in the “Applies to” section for the
category that applies to your document.
6.
Select the Document Type from the drop down list corresponding
to the “Applies to” radio button you selected in Step 5.
7.
Click the Save button in the lower right corner.
1.
From the Chapter Main Menu / Document Library Section, in the “Status-
Attachments To” table, verify that the Count increased by one for the
category of document you uploaded.
2.
Click the category of your uploaded document to open the Activity
Check List.
NOTE i From the Chapter Main Menu / Activity Reports section,
you may also click “Go to Activity Check List” to open
the Activity Check List. 
3.
From the Activity Check List screen. . .
a.
Locate a checkmark for the document you uploaded
b.
Locate the file name in “Current Documents Referenced”
c.
Click the file name to view its contents
NOTE i 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.
1.
From the Chapter Main Menu / Document Library section, click “List
all documents.”
2.
From the Document Library screen, click the file name you want to replace.
3.
From the “Update a document in the Document Library” screen, replace
the existing file by following steps 2-7 for Uploading
Documents.
1.
From the Chapter Main Menu / Document Library section, click “List
all documents.”
2.
From the Document Library screen, click the file name you want to update.
3.
Update details . . .
·
Enter a new description, or
·
Select a new Document Type from the “Applies to” drop down list,
or
·
Select a new “Applies to” radio button AND a new Document Type
from the drop down list
4.
Click the Save button in the lower right corner.
1.
From the Chapter Main Menu / Chapter Information section, click
“List all documents.”
2.
From the Document Library screen, click download to view
the file’s contents.
3.
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 File | Save As...
to save the file on your local system.
4.
Click the Main Menu icon to return to the Chapter Main Menu.
1.
From the Chapter Main Menu / Chapter Information section, click
“List all documents.”
2.
From the Document Library screen, click the file name.
3.
Click the Delete button in the lower right corner.
4.
Click OK, when prompted “Are you sure you want to delete this
document?”
The purpose of the Activity Check List is for users to monitor the Chapter’s
detailed progress in meeting reporting requirements.
Users do not directly check-off items on the Activity Check List. Instead,
items are checked-off in the following two ways:
1.
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:
·
Receipt of Pledge or Initiation Fees
·
Receipt of Annual Maintenance Fee
·
Receipt of host chapter attendance/student presenter lists for
corresponding National/Regional Activities, such as the Annual Meeting
·
Receipt of Chapter Information Updates
·
Receipt of New Initiates in the Initiates/National Office inbox
2.
Automatically by the RI, when users upload documents. These items
are NOT labeled with asterisks
See Working with the Document Library for
more information.
| Who can view the Activity
Check List? |
| ¤
Reporter |
&
President |
—
Faculty Advisor |
Working with Activity Worksheets
Understanding Activity Worksheets,
Deadlines, and Login Rights
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 Reporting Activities of the PCA regarding exceptions for baseline chapters.
The activities or Events that occur during the month are reported
on each monthly worksheet. Therefore, Activity Worksheets consist of several
Events for each reporting period. (It is possible that some reporting
periods would only include one Event.)
| Who can add Activity Worksheets? |
| ¤
Reporter |
&
President |
—
Faculty Advisor |
| Who can Submit Activity Worksheets
to the National Office Inbox? |
| |
&
President |
—
Faculty Advisor |
The President and/or Faculty Advisor must review and submit Activity Worksheets
to the National Office Inbox for approval.
Please see the Program for Chapter Activities / Reporting Activities to International Office
section for important information about meeting deadlines. Deadlines are
considered met when the worksheet is submitted by the President/Advisor to
the National Office Inbox.
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.
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.
To access the YTD Summary Reports, click “Go to Professional YTD
Summary” from the Chapter Main Menu / Activity Reports Section.
Each item on the summary is described below:
YTD Hrs
The total year-to-date hours (BAP & non-BAP) earned by each member/pledge.
YTD BAP Hrs
The total year-to-date BAP hours earned by each member/pledge. (NOTE: the
"Yes" answer for the "In the name of BAP?" question on
the professional activity gray form determines which professional activity
is done in the name of Beta Alpha Psi.)
YTD Other Hrs
The total year-to-date non-BAP hours earned by each member/pledge. (NOTE:
the "No" answer for the "In the name of BAP?" question
on the professional activity gray form determines which professional activity
is NOT done in the name of Beta Alpha Psi.)
One-To-One Basis
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.
Example:
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).
Total Professional & Service Hours
Sum of total one-to-one professional hours and total one-to-one service hours
that the chapter has earned.
Minimum Hours of Professional Activities
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.
Total Required Professional & Service Hrs:
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.
# of members/pledges with >=3 hrs
The number of individual with at least three one-to-one professional hours.
50% Rule for Baseline
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).
# of members/pledges with >=5 hrs
The number of individual with at least five one-to-one professional hours.
50% Rule for Award-Seeking
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).
To access the YTD Summary Reports, click “Go to Service YTD Summary”
from the Chapter Main Menu / Activity Reports Section.
Each item on the summary is described below:
YTD Hrs
The total year-to-date hours (BAP & non-BAP) earned by each member/pledge.
YTD BAP Hrs
The system calculates the year-to-date BAP hours earned by each member/pledge.
(NOTE: the "Yes" answer for the "In the name of BAP?"
question on the service activity gray form determines which service activity
is done in the name of Beta Alpha Psi.)
YTD Other Hrs
The system calculates the year-to-date non-BAP hours earned by each member/pledge.
(NOTE: the "No" answer for the "In the name of BAP?" question
on the service activity gray form determines which service activity is NOT
done in the name of Beta Alpha Psi.)
One-To-One Basis
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.
Example:
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).
Total Professional & Service Hours
Sum of total one-to-one professional hours and total one-to-one service hours
that the chapter has earned.
Minimum Hours of Service Activities
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.
Total Required Professional & Service Hrs:
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.
# of members/pledges with >=3 hrs
The number of individual with at least three one-to-one service hours.
50% Rule for Baseline
The percentage of the chapter meeting the 50% rule requirement for baseline
(the number of member/pledge that have earned a minimum of three service hours
divided by 50% of AMPB).
# of members/pledges with >=5 hrs,br/> The number of individual
with at least five one-to-one service hours.
50% Rule for Award-Seeking
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 service hours
divided by 50% of AMPB).
To access the legend, locate it on the Chapter Main Menu / Activity Reports
section.
Each item on the legend is described below:
Beginning of the Year Report (BOY) - One point will be granted if
all boxes are checked (Chapter By-law is required only if changed from
previous year) on the Activity Check List under the Beginning of the Year
category.
Initiation (IN) - One point will be granted if both boxes are
checked on the Activity Check List under the Initiation category. When the
National Office receives your chapter's membership fees check, a check mark
will appear in the "Initiation Dues" box. When your chapter's initiates
listing is submitted to the Initiates/National Office inbox, a check will
appear in the "New Initiates Listing" box.
Year-end Report (YE) - One point will be granted if all boxes
are checked on the Activity Check List under the Year-End Report category
including Statement of Activities, Statement of Financial Position, auditor's
report if gross receipt is $25,000 or more or faculty advisor sign off of
financial statements if gross receipt is less than $25,000, IRS Form 990,
Tax Release form, on-line chapter information update and FA expected award
status.
National/Regional Activities (NRA) - One point will be granted (up
to 3 points) for each checked box on the Activity Check List under the National/Regional
Activities category.
Professional Activity (PA) - One point will be granted (up to six
points) for each professional event submitted on a Professional Activity worksheet
with a minimum of 30% attendance as calculated based on the monthly adjusted
member/pledge base (AMPB) and at least one hour length of event.
Professional Activity Rule (PAR) - One point will be granted when
50% of the AMPB individually earns at least three professional hours at some
time throughout the year.
Service Activity (SA) - One point will be granted if any service activity
done in the name of Beta Alpha Psi is submitted on a Service Activity worksheet
with a minimum of 30% attendance based on the monthly adjusted member/pledge
base (AMPB).
Services Activity Rule (SAR) - One point will be granted when 50%
of the AMPB individually does at least three service hours at some time throughout
the year.
Total Points (TP)- Sum of all points received for baseline activities. All chapters must earn a total of 15 points in baseline activities to remain in "good standing".
YTD Summary for Additional Award-Seeking Activities
National/Regional Activities (NRA)
One point will be granted when the chapter reaches the 3 baseline NRA points
as stated on the YTD Summary Baseline Activities table, the system will grant
1 point for each additional checked box on the Activity Check List under the
National Regional Activities category. When the chapter reaches 6, the system
will turn black.
Error Points (EP)
One error point penalty is given to each late activity worksheet submitted
after the reporting deadline. (NOTE: More than three penalty points in a reporting
year will result in a chapter forfeiting its award status for that year.)
1.
From the Chapter
Main Menu / Activity Reports section, select the reporting period deadline
from the drop down list for the “Go to ... Worksheet for” option.
NOTE i Deadlines refer to the reporting period for the month
prior. For example, the 12/15 deadline reflects activity for the month of
November.
2.
Click the Go
button.
3.
From the Worksheet
screen, click “Add a New … Activity for the period.”
4.
Complete the
Activity form.
HELP ON SPECIFIC FIELDS
Name of Event Enter a descriptive title specific to the event,
(e.g., “Meet the Firms Night,” not “Professional Activity 1”.)
Length of the Event Enter the number of minutes if all participants
attended for the same number of minutes.
NOTE iSee Exhibit B
and C of the
PCA regarding which specific activities may be included in the length of the
event.
OR ð
Variable Minutes Check this box if the meeting length varies among
attendees.
In the Name of BAP Select Yes or No. NOTE i If you select No, Event details are not required. However, the Faculty
Advisor must submit a statement of verification of non-BAP hours at year-end.
Event Details For professional
activities, enter the presentation topic, speaker’s name and firm.
For service activities, enter the non-for-profit
organization name and the type of service provided.
This internet text box contains a limited amount of characters, variable
depending on your browser and operating system.
5.
Click the Continue
button.
6.
From the Worksheet
screen, check each individual who attended, if the length of the event was
the same for each attendee. If the length of the meeting varied for individuals,
enter the number of minutes each individual attended.
7.
Click the SAVE
EVENT button in the lower right corner.
8.
To add more
Events, repeat Steps 1-7.
9.
After adding all Events for the Activity Worksheet, if you are ready
to submit the Worksheet to the next level in box, click the SUBMIT THE
WORKSHEET button in the lower left corner.
NOTE i If you prefer to wait to submit the worksheet to the next
level inbox, you may follow the directions in the Submitting the Worksheets for Review Section
below once you are ready submit at a later time.
NOTE i You may submit the worksheet immediately after creating
it. See Step 9 in the prior section. If you did not submit the worksheet
for review in Step 9 above, follow the directions below.
1.
From the Chapter Main Menu / Activity Reports section, click the Inbox
in the Status table containing the Activity Report(s) you want to submit
for review.
NOTE i For the Reporter, click the Planning/Reporter Inbox. For
the President or Advisor, click the President/Advisor Inbox.
2.
To submit only one Activity Worksheet . . .
a.
Click the “Submit to _____” option corresponding to the worksheet
you want to submit.
NOTE i For the Reporter, ____ is Submit to Advisor/President.
For the President or Advisor, ____ is Submit to National.
b.
Click the Continue button when prompted.
To submit more than one Activity Worksheet . . .
a.
Check the Bulk Operation column for each worksheet you want
to submit.
b.
Select the appropriate command from the bulk operation drop down list.
c.
Click the Submit Checked Worksheets button.
d.
Click the Continue button when prompted.
1.
From the Chapter Main Menu / Activity Reports section, click the Inbox
in the Status table containing the Activity Worksheet(s) you want to
edit.
2.
Click the Edit option corresponding to the Worksheet name.
3.
Click the column name of the Event.
NOTE i You can edit reports in your inbox or an inbox below the
level of yours.
4.
Complete steps 4-7 in the Creating
an Activity Worksheet section above.
1.
From the Chapter Main Menu / Activity Reports section, click the Inbox
in the Status table containing the Event you want to delete.
2.
Click the Edit option corresponding to the Worksheet name.
3.
Click the column name of the Event.
NOTE i You can delete Events for worksheets in your inbox or an
inbox below the level of yours.
4.
Click the Continue
button.
5.
Click the DELETE
EVENT button in the lower right corner.
6.
Repeat Steps
3-5 to delete another Event within the same worksheet, or repeat Steps 1-5
to delete another Event from another Activity Worksheet. When done, click
the Main Menu icon.
1.
From the Chapter Main Menu / Activity Reports section, click the Inbox
in the Status table containing the Activity Worksheet(s) you want to
delete.
2.
To delete only one Activity Worksheet . . .
c.
Click the Delete option corresponding to the worksheet you want
to delete.
d.
Click the Continue button when prompted.
To delete more than one Activity Worksheet . . .
e.
Check the Bulk Operation column for each worksheet you want
to delete.
f.
Select the Delete command from the bulk operation drop down
list.
g.
Click the Submit Checked Worksheets button.
h.
Click the Continue button when prompted.
NOTE i As the President or Advisor, you may find errors in the
Activity Worksheet submitted to you by the Reporter. These procedures will
return the Worksheet to the Planning/Reporter Inbox so the Reporter can edit
the report.
1.
From the Chapter Main Menu / Activity Reports section, click the Inbox
in the Status table containing the Activity Worksheet(s) you want to
return.
2.
To return only one Activity Worksheet . . .
a.
Click the Return option corresponding to the worksheet you want
to return.
b.
Click the Continue button when prompted.
To return more than one Activity Worksheet . . .
a.
Check the Bulk Operation column for each worksheet you want
to return.
b.
Select the Return to Reporter command from the bulk operation
drop down list.
c.
Click the Submit Checked Worksheets button.
NOTE i If there was only one Worksheet in your inbox, the Worksheet
will be returned to the Planning/Reporter Inbox and the message may appear
“No Worksheets Found” because the one Worksheet in your Inbox was moved to
the Planning/Reporter Inbox.
The National Office sends a bulk email notifying chapters that the period’s
worksheets have been reviewed. Upon receiving this email notification, you
should check the Planning/Reporter Inbox to determine if any Activity Worksheets
have not been approved, but have been returned instead. In such cases, you
must edit the worksheet, provide additional information, and resubmit to the
National Office Inbox.
1.
From the Chapter Main Menu / Activity Reports section Status table,
click the Planning/Reporter Inbox.
2.
Click the edit option corresponding to the period of the returned
worksheet.
3.
Click the column name of the Event for the returned Event
NOTE i Returned Events are identified by column color (bright
yellow for returned Events vs. dark yellow for approved Events.)
4.
At the bottom of the “For the period” dialog box, locate the “National
Office” comment box for an explanation of why the Event was returned (usually
additional information is required for approval).
5.
Enter the additional information in the Chapter Respond comment
box.
6.
Click the Continue button.
7.
From the Edit Event screen, adjust attendance if necessary.
8.
From the Edit Event sceen, click the SAVE EVENT button.
9.
If you are ready to re-submit the worksheet, from the Worksheet screen,
click the SUBMIT WORKSHEET button. When done, click the Main Menu
icon.
NOTE i If you want to submit the worksheet later, follow the procedures
above to Re-Submit the Worksheet
for Review.
ALERT ! The Faculty Advisor or
President must re-submit the Worksheet to the National Office Inbox for approval.
See Understanding Activity Worksheets
for more information on the submission process.
NOTE i To enter Professional and Service Activity Worksheets for
members and pledges, those individuals must be added and up-to-date.
NOTE i If the Pledge is added by the
Faculty Advisor or President, it will be saved and stored in the President/Advisor
Inbox, skipping the Planning/Reporter Inbox step in the approval process.
Please see the Program for Chapter Activities,
AMPB Section for a thorough description
of the AMPB.
Please record changes in membership status as these changes occur. The RI
uses the data in your Members section to populate your Professional and Service
Activity Worksheets with members who were eligible to participate on the date
of the Event. Therefore, to create Activity Worksheets, your membership information
must be up-to-date. Changes to membership status will affect the adjusted
member/pledge base as of the beginning of each month.
a.
From the Chapter
Main Menu / Members Section, click “Add new Pledge”
b.
At the prompt
regarding fees, click OK.
c.
Fill in the
form for the new pledge.
HELP ON SPECIFIC FIELDS
Required First Name
Last Name
Address Line
1
City
State
Zip
Phone
Type of Membership
Major
Email Address
Name Be sure to enter the names exactly as it
should appear on the membership CERTIFICATES. Pay special attention
that the first name is in the First Name Field, etc. Use proper punctuation.
DO NOT use all capital letters.
Initiation Date Is not required at the time of adding a new pledge. (It
will be required when the Faculty Advisor submits the pledge to the Initiates/National
Office inbox.)
d.
Click the Save this Pledge button.
ALERT ! Each time you save a new
Pledge, your chapter will be charged the standard pledge fee, regardless of
error. The fees are displayed on the Chapter Main Menu / Members section
in the Status table.
NOTE i The $Due displayed
in the table below reflects the net outstanding balance. If the chapter has
a carry forward credit balance from prior year, it will be reflected here.
e.
At the prompt
describing the Effective Date’s impact to the AMPB and roster of members,
click OK.
f.
At the prompt
confirming the Effective Date, change the Effective Date if necessary and click OK.
g.
Repeat Steps
1a through 1f until all Pledges are added.
2.
Mailing Total Amount Due to the National Office š
Mail a check for the total amount due (pledge fees plus any carry
forward balance) immediately upon saving pledges in the RI. See Mailing
Payments to the National Office for instructions.
For pledges entered prior the 2002-2003 year, there may be special payment
instructions. Please contact the National Office for more information.
3.
Submitting Pledges to the Faculty Inbox
a.
From the Chapter
Main Menu / Members section Status table, click Pledge/Reporter/President
Inbox.
b.
Check the select
column for each pledge you want to submit to the Faculty Advisor Inbox for
eligibility approval.
c.
From the Change
Member Status drop down list, select Submit to Faculty.
d.
Enter the Effective
Date of the status change if different than today.
NOTE i Ensure that all checked individuals have the same effective
date.
e.
Click the “Change
the status of selected individuals” button.
f.
At the prompt
describing the Effective Date’s impact to the AMPB and roster of members,
click OK.
g.
At the prompt
confirming the Effective Date, change the Effective Date if necessary and click OK.
h.
Click the Main
Menu icon.
UNDERSTANDING SUBMITTING PLEDGES TO THE INIATES/NATIONAL OFFICE INBOX
| Who Can Submit Pledges to
Initiates/National Office Inbox? |
| —
Faculty Advisor |
NOTE i The Faculty Advisor must enter eligibility information
for each Pledge in the Approval Code field, as well as review each
Pledge’s record before submitting to the Initiates/ National Office Inbox.
The Pledge must meet at least one of the five minimum
eligibility requirements in the bylaws.
To prevent student officers from viewing other student's grades in the form
of the Approval Code, once a Pledge has been submitted to the Faculty Inbox,
the Reporter and President logins no longer have access to edit the Pledge’s
record, or change the Pledge’s status. Furthermore, Approval Codes are never
viewable by Reporter or President logins.
The Pledge becomes an Initiate when the Faculty Advisor submits the Pledge
to the Initiates/National Office Inbox.
procedures for submitting pledges to the initiates/national office inbox
a.
From the Chapter Main Menu / Members section Status table, click
Faculty Inbox.
b.
If initiation dates are entered for each Pledge, skip to step
c below. If initiation dates are not entered for each Pledge, you must
edit the record and submit in two separate steps . . .
i.
From the Members list, click edit.
ii.
Enter the Initiation Date.
iii.
Select the Approval Code.
iv.
Click the Save this Member button.
v.
Repeat steps b-i through b-iv for each Pledge.
vi.
From the Members list, complete steps c-ii through c-iv below.
c.
If initiation dates are entered for each Pledge you may select
Approval Codes and submit to the National Office Inbox in a single step.
From the Members list . . .
i.
Check the Select column for each Pledge you want to submit.
ii.
Select the Approval Code from the drop down list.
NOTE i If the Approval Code drop down list does not appear in
the Select column, the initiation date has not been entered. Return to step
b above.
iii.
From the Change Member Status drop down list, select “Submit
to National.”
iv.
Enter the Effective Date.
NOTE i Ensure that all checked individuals have the same effective
date.
v.
Click the “Change the status of selected individuals” button.
vi.
At the prompt
regarding fees, click OK.
vii.
Click the Main
Menu icon.
NOTE i
Once the Initiates have been submitted to the Initiates/National Office inbox,
membership CERTIFICATES will be printed and mailed to the chapter Faculty
Advisor listed in your Chapter Information Section. Please allow at least
3 weeks for delivery.
1.
A week or two after submitting Pledges to the Initiates/National Office
Inbox, from the Chapter Main Menu / Members section Status table, click
the Active Members category.
2.
Ensure that the recent initiates appear in this list.
3.
Click the Main Menu icon.
4.
From the Chapter Main Menu / Members section Status table, locate
the Active Members count and ensure it accurately reflects your total
number of active members.
UNDERSTANDING other member statuses AND lOGIN RIGHTS
The following table summarizes the various status
changes that can occur and who has rights to make those changes. The procedures
below are identical for each status change.
| Current Status/Inbox |
New Status/Inbox |
Who can make this Status
Change? |
| Active Member |
Alumni |
— Faculty Advisor |
| Active Member |
Members on Internship or Non-Enrollment |
— Faculty Advisor |
| Members on Internship or Non-Enrollment |
Active Member |
— Faculty Advisor |
| Inactive Pledges |
Pledge/Reporter & President
Inbox |
¤ Reporter
& President
— Faculty Advisor |
| Pledge/Reporter & President
Inbox
OR Faculty Inbox |
Inactive Pledges |
¤ Reporter
& President
— Faculty Advisor |
| Pledge/Reporter & President
Inbox
OR Faculty Inbox |
Not Eligible for Membership |
— Faculty Advisor |
| Not Eligible for Membership |
Pledge/Reporter & President
Inbox
OR Faculty Inbox |
— Faculty Advisor |
PROCEDURES FOR CHANGING OTHER MEMBER STATUSES
1.
From the Chapter Main Menu / Members section Status table, click
the status category for the individuals you want to change.
2.
From the Members list, check the Select column for each individual
requiring the same status change.
3.
From the Change Member Status drop down list, select the appropriate
action for all selected members.
4.
Enter the Effective Date.
NOTE i Ensure that all checked individuals have the same effective
date.
5.
Click the “Change the status of selected individuals” button.
6.
At the prompt
describing the Effective Date’s impact to the AMPB and roster of members,
click OK.
7.
At the prompt
confirming the Effective Date, change the Effective Date if necessary and click OK
8.
Click the Main
Menu icon.
1.
Locate the individual:
If you know the individual’s status . . .
From the Chapter Main Menu / Members section Status table, click the
status category for the individual. Locate the individual in the list.
If you do not know the individual’s status . . .
From the Chapter Main Menu / Members section, click “List all
active members and Pledges.” Locate the individual in the list.
NOTE: Unfortunately this list is not sorted alphabetically by name.
2.
From the list of individuals, click the edit option corresponding
to the individual you want to edit.
3.
Edit the fields that have changed.
NOTE: Reporters are not allowed to edit all fields.
4.
Click the “Save this Member” button.
WHEN DUE? ·
Annual Maintenance Fee: Oct. 15, with the Beginning of the Year Report
· Pledge Fees: Upon Saving Pledges in the
RI.
NOTE i: For Pledges entered with an effective date prior
to 6/1/2002 there may be special payment instructions. Please contact the
National Office for more information.
- From the Chapter Main Menu / Members section, click “Generate
Membership Fees Invoice”
NOTE i: The total amount due is also displayed in the Status table
on the Chapter Main Menu / Members section.
- Simultaneously press the Ctrl key and the P
key on your keyboard [Ctrl-P] to print the Invoice to include
with your payment.
- Close the Membership Fees Invoice Window to return to
the Chapter Main Menu.
- Mail a check to the National Office for the
total amount due displayed on the Invoice.
NOTE i: Please follow the payment instructions on the invoice.
- After 7-10 days, from the Chapter Main Menu / Membership
section, click “View YTD Membership Report” to verify receipt of
payment.
NOTE i: You may also click “Go to Activity
Check List” to ensure the item is checked-off for the payment you sent.
The bylaws state that to be initiated, each Pledge must meet at least one
of the five minimum eligibility requirements:
1.
Faculty
members who are
full-time members of the accounting, finance, or information systems faculty
at institutions in which a chapter is located.
2.
Honorary. Individuals who exhibit those qualities
that Beta Alpha Psi fosters and have achieved prominence in the fields of
accounting, finance or information systems or have contributed significantly
of their time and talent to the fraternity or its local chapters are eligible
for election as Honorary members.
3.
Graduate. Students who have been accepted and
matriculated into a master's degree level program in accounting, finance or
information systems. Undergraduate students and non-degree seeking, post-baccalaureate
students must meet one of the following minimum criteria:
4.
3.0. Be a declared accounting, finance
or information systems major who has completed a minimum of two years of collegiate
courses, with at least a 3.0 grade point average in all university courses
attempted (or ranks in the upper 35% of the university class), and have completed
at least one upper level accounting, finance or information systems course
with at least a 3.0 grade point average in all upper level accounting, finance
or information systems courses attempted. Note that a grade point average
below 3.0 (such as 2.99) does not meet the minimum requirements for undergraduate
membership.
5.
Be a declared
accounting, finance or information systems major who has completed a minimum of one year of
collegiate courses, with at least a 3.25 grade point average in all university
courses attempted in the most recent academic terms that include 30 semester
hours, and have completed at least one upper level accounting, finance or
information systems course with at least a 3.0 grade point average in all
upper level accounting, finance or information systems courses attempted.
