Gamma Iota Sigma
Grand Chapter

Administrative Guide

Monthly Reporting

Each Chapter is expected to submit reports to Grand Chapter using the Monthly Report of Chapter Activity form.

1. Each report must be reached at Grand Chapter by the 10^th (tenth) of each month.

2. You can send several reports at once with “no activities this month“ written on each one; except during the months of July and August . Summer activities may be reported on the report due by September 10^th.

3. Points are given for the Bowers Award based on timely Monthly Reports being submitted.

4. Mail reports to Grand Chapter, Gamma Iota Sigma, 2586 Oakstone Drive, Columbus, OH 43231.

5. or FAX reports to 614-891-7698. FAX only summary page information. Mail supporting documentation.

6. or E-mail reports to gammagrand@aol.com . Send only summary page information. Grand Chapter has Microsoft Word 97 for Windows 95.

7. Be consistent in reporting membership and meeting data. This information is used in determining the Bowers Award.

8. Be sure to report all your activities. This information is needed to prepare the monthly Chapter Newsletter and is used in award consideration.

9. Send copies of letters, news releases/publicity to members, newspapers, sponsors and advertising.

10. All sections of the report should be filled in or commented on each month. If not applicable write “no activities this month”.

11. A copy of the Monthly Report is found on the following page.

12. Report forms can be obtained from Grand Chapter by calling 614-891-4242 or

E-mail us with your request.

Sigma Chapter won a Black and Gold Award at the 1998 Annual Management Conference for the following “Monthly Report”. This is an excellent “how to” so please read on.........

Step-By-Step Process to Write a Monthly Report

Taken from Sigma Chapter, Temple University 1998 Black and Gold Award winner “Monthly Report”

Introduction

The key to being an award winning chapter of Gamma Iota Sigma is the timely delivery of a detailed, documented, and accurate monthly report. Your chapter may have the most dedicated officers and heavily involved general members whose combined efforts strive to create lasting ties with the insurance industry and community at large but, if your monthly report is lacking, late or non-existent then your chapter’s efforts in being recognized locally or even nationally is diminished. The timely delivery of the monthly report provides the Grand Chapter with an accurate assessment of each chapter’s activity. The monthly report is the means by which successful chapters are awarded numerous awards including the nationally recognized Bower’s Award.

The intent of this document is to provide a step-by step process to write a monthly report. It can also be used as a quick reference guide if questions should arise. This manual is divided into 3 steps, which are the essential components for writing a successful monthly report.

STEP 1 TIMELINESS

Due date of Monthly Report – 10^th of every month.

In order to receive full credit for your monthly report you must make sure that the report is at the Grand Chapter by the 10^th of every month. However, if the 10^th falls on a weekend then the report should be at Grand Chapter on the Friday before the 10^th. It cannot be stressed too strongly that the key to winning any awards from the Grand Chapter is the timely delivery of the monthly report.

STEP 2 DOCUMENTATION

For the Grand Chapter to gain an accurate assessment of your chapter’s activity you must provide documentation of your chapter’s activity. This requires the cooperation of all officers in your chapter. For example, suppose the president of your chapter mails a letter to John Doe of XYZ Company thanking him for hosting a corporate presentation at your college. You not only write in the monthly report that he hosted a presentation and that a thank you letter was sent, you also want to include the letter as an enclosure in the monthly report. Therefore, it is up to every officer to provide documentation of his or her monthly activity. A helpful suggestion is to set up a mailbox of some kind so that other officers can simply provide a listing of what they did in the last month.

STEP 3 THE MONTHLY REPORT

The report is divided into 11 sections.

1. The Template

2. Summary of Programs Held

3. Alumni Activities with the Chapter

4. Public Relations and Publicity

5. Inter Chapter Activities

6. Relations with the Insurance Industry

7. Special Upcoming Events Planned

8. Sponsorship of New Chapters

9. Changes in Chapter Officers

10. Chapter Management

11. Other

What follows are descriptions of each section of the report and an example of what the section should resemble. Please note that the font size used for the report should be size

10, except for the section headings, use font size 11.

THE TEMPLATE

1. The Template

Your monthly report starts out with the template. As you can see below it lists the chapter’s name, the month of the report, a breakdown of the membership and a list of meeting dates. The structure of the template remains the same every month, simply change the month, update the number of members and meeting dates and the number who attended and you are ready to begin your report.

GAMMA IOTA SIGMA

XXX Chapter Month 1997

MONTHLY REPORT OF CHAPTER ACTIVITY

		CHAPTER MEETINGS
MEMBERSHIP REPORT	NUMBER	DATE	ATTENDING
Current Members	24	October 7	44
New Members	35	October 10	57
Total as of 9/30/97	59
Alumni Members	225
Other	0
		OFFICERS MEETINGS
		DATE	ATTENDING
TOTAL	284	October 6	19
		October 24	19
NUMBER OF MEMBERSHIP APPLICATIONS ENCLOSED: 35

SUMMARY OF PROGRAMS HELD

The summary is a listing of all of the activities your chapter held during the month. You want to list the programs in date order, and bold each date entry. A description of the event is then given always ending with “The banner was displayed.” Not only do you make sure that you did display the GIS banner, but you also want to write that in bold in every entry in the Summary of Programs Held. Next you want to write in bold the number of members that attended, followed by the enclosure # bolded. The enclosure # bolded allows the Grand Chapter to easily verify all of your work. To document the number of members that attended pass around a sign-in sheet at the program. Also, make sure that the written description of the event is between .5 and 6.5 inches in length on your word processor and indented, see example below.

2. Summary of Programs Held

On October 1, the President of Penn America Insurance, Joe Saltzman delivered on intriguing presentation to members of XXX Chapter. Mr. Saltzman told the members of XXX Chapter that one of the reasons for Penn America’s incredible growth over the past few years is directly attributable to what Jon Has called the “Hatboro Creed.” The Hatboro Creed is a commitment to excellence and a “breaking down” of formal barriers between the various levels of management. This enables anyone in the firm to present a new more efficient way of performing a task or even discussing a sensitive issue that in other firms might not be tolerated. Mr. Saltzman stated that the Hatboro Creed has enabled his firm to be one of the most efficient, fastest growing and customer oriented firm in the insurance industry today. The banner was displayed. 74 members attended. (See enclosure #1)

On October 8, the XXX Chapter co-hosted a Business Awareness Event with the HR Society. SCI was the featured company of the event. SCI specializes in outsourcing employees to various companies with certain needs. SCI’s business is growing at an incredible rate, as is the outsourcing market as a whole. Some of the reasons for this growth is an improved business focus, access to world class capabilities and reduced operational costs. Employers also gain an another advantage by dealing with SCI; they find qualified candidates facing employers today. Both organizations were proud and look forward to a continuing relationship with SCI. Please note that do to the large auditorium needed to house both organization members, two GIS sign-in sheets were passed around so that all GIS members could sign-in. The banner was displayed. 89 members attended. (See enclosure #3)

ALUMNI ACTIVITIES WITH CHAPTER

Just as in the Summary you want to list the alumni activities with your chapter in bolded

date order. Also, you want to bold any reference to alumni. Again provide documentation where ever possible.

3. Alumni Activities with Chapter

On October 6, Faculty Advisor Bob Drennanosky and Vice President of Finance Tom Jones sent a letter to alumnus and industry members alike requesting donations to the 1997-98 Resume Book. In exchange for their donation, each person will receive a complimentary copy of the ninth Annual Resume Book and the opportunity to participate in the fourth Annual Career Fair held in March 1998. (See enclosure #29)

PUBLIC RELATIONS AND PUBLICITY

This is the section where EVERYTHING that transpired over the past month is documented. From activities performed by officers to letters sent, this is the section to document it. Again, put all entries in bolded date order and provide enclosures where possible.

4. Public Relations and Publicity

On October 2, President Mark Savastinator and Vice President of Career Placement Tim Kristishtisier dispatched a letter to Beth Pazi of Prudential. In the Letter, Mark and Tim express their gratitude to Beth for hosting an interview workshop in September. (See enclosure #9)

On October 1, Vice President of Alumni Relations, Major Payne sent a letter to Sasha Zelensky and Sabrina Gagliotta of XXX Gamma Chapter inviting them and interested students to attend the Chubb presentation held on October 15. (See enclosure #17)

On October 10, Officer Kendrick Payne dispatched a letter to Traci Allotey of Morgan State University. Kendrick expresses his elation over the news that Traci will be able to attend the corporate presentation by Dr. Gallagher. Mr. Payne also tells Traci that Dr. Williams of the Grand Chapter will be in attendance. (See enclosure #19)

INTER CHAPTER ACTIVITIES

Just as in previous sections list all entries with the date order bolded. Also, bold the name of the Chapter with which there was interaction. Again provide documentation where applicable.

5. Inter Chapter Activities

On October 6, Professor Drennanosky and the officers of XXX Chapter were delighted to receive a thank you letter from Yukie Takuma and Andrea Gaggle of Alpha Gamma. As mentioned earlier the two officers from Alpha Gamma Chapter were invited to travel with the officers of XXX Chapter to Mackinaw Island, Michigan. In the letter, both officers were very much appreciative for all of the kindness shown to them by XXX officers. They also congratulated the faculty advisor and officers for all of the hard work and dedication that went into winning the awards at Mackinac. (See enclosure #13)

RELATIONS WITH THE INSURANCE INDUSTRY

In this section you simply list in date order the relations that your chapter had with the insurance industry over the past month. Whether it was program held or a letter sent this is the section to list interaction with the industry. It should be noted that unlike Public Relations and Publicity where all of your chapter’s activity was listed, ONLY the activity with industry is listed in this section.

6. Relations with Insurance Industry

SPECIAL UPCOMING EVENTS PLANNED

Simply provide a list of your Chapter’s upcoming events.

7. Special Upcoming Events Planned

Liberty Bond Mutual Corporation November 5

Organizational Meeting November 11

Organizational Meeting November 12

AIG Corporate Presentation November 19

SPONSORSHIP OF NEW CHAPTERS

If anyone in your chapter is assisting others in another university in establishing a chapter of Gamma Iota Sigma, this is the section designed to let the Grand Chapter know about it.

8. Sponsorship of New Chapters

Faculty Advisor Dr. Bob Drennanosky and President Mark A. Savastanator dispatched a letter to Dr. Nance Wellington of Washington DC University. In the letter Mark expressed interest in assisting in the activation of a chapter of Gamma Iota Sigma at Washington DC University. Mr. Savastanator and Dr. Drennanosky offered to come to Washington to initiate and facilitate the chartering of the new chapter.

CHANGES IN CHAPTER OFFICERS AND ADVISORS

Any changes in chapter personnel note it in this section.

9. Changes in Chapter Officers and Advisors

Mark A. Savastanator ………………………President

William Sparkey ……………………………Executive Vice President

CHAPTER MANAGEMENT

This is the section where you list only the meetings that were held for officers. Provide a brief description of what was discussed at the meeting(s). As before, list the meeting(s) in bolded date order and also bold and list the number of officers that attended.

10. Chapter Management

On Monday, October 6, an officer meeting was held. Topics reviewed were the Lady Luck Lottery tickets, updates on the committees and a review of the management conference. Also discussed was the upcoming management conference in 1998. 19 officers attended. (See enclosure #55)

On Friday, October 24, the second officer meeting was held. Of immediate importance was the arrival of Irv Saltzman visit. The Gamma Iota Sigma database was discussed and ideas for this year’s Black and Gold award were discussed. 19 officers attended. (See enclosure #56)

OTHER

This is sort of a miscellaneous section designed to allow the author the opportunity to either set something apart from the rest of the report or to provide a message to the Grand Chapter.

11. Other

Gamma Iota Sigma Grand Chapter