Advisors Nuts & Bolts

• Check in with the section leader, BCA & house corporation (if applicable).
• Attend a chapter and/or chapter officer’s meeting.
  • Give feedback on the meetings and review agenda usage.
  • Ensure officers are fulfilling tasks required by Fraternity Law, chapter Bylaws and college/university policies.
• Review the Officers Calendar for important deadlines.
• Read The Friday Letter – Graduate Advisors Edition eNewsletter.
• Confirm all newly initiated members have been reported to IHQ within 15 days of initiation.
• Confirm new brothers have begun CommunityEdu and Foundation of Courage LMS Courses.

• Attend Initiation and other Ritual ceremonies as you are able. If you are unable to attend Initiation, coordinate an alternate attendee within the BCA.
  • Purple legionnaires: Complete the Initiation Verification Form.
• Monitor the chapter’s completion rate of Certified Recruiter (60% minimum) and ChapterBuilder Training (20% minimum) each semester, and guide officers cabinet to the appropriate trainings.
• Ensure the chapter’s roster is accurate/updated with IHQ and the campus/IFC.
• Confirm the chapter’s graduate advisor list is updated with the Section Leader and IHQ staff.
• Review the chapter’s recruitment plan for the semester.
• Ensure the Chapter President’s Risk Management Agreement and Hazing Prevention Agreement have been submitted.
• Make a courtesy call to the school’s fraternity & sorority life advisor.
  • Get a timeline for when grades will be available and confirm that grades are submitted through the End of Term Report.
• Confirm an itinerary has established for this semester’s Field Secretary’s visit. (Refer to the previous FS report to check chapter follow-up.)

Built to Lead

• Review the chapter’s Built to Lead expectations.
  • Ensure the chapter appropriately planned their Build to Lead programming.
  • Oversee Foundation of Courage implementation.
  • Attend Built to Lead programs as needed.
• Attend any Built to Lead or brother education meetings as needed.

• Identify chapter/officers goals with the chapter president.
• Work with chapter officers to plan their fall calendar (including recruitment plans, Homecoming activities, parent functions and graduate events).
• Ensure officers request an updated list of chapter and area graduates for event planning (Pig Dinner, Homecoming, etc.).
• Assist with the beginning-of-year chapter retreat (planned during previous spring).
• Attend a recruitment event and work with undergraduate chairmen to follow-up with any graduates and/or speakers who attended.
  • Has the chapter tracked the event in ChapterBuilder and followed up with attendees.

• Deliver remarks on the importance of organizational structure, role of the PL and BCA, and building bonds “Not for College Days Alone.”
• Work with BCA/Scholarship Advisor to confirm brothers’ academic status and identify if there is any need for additional support.
• Determine the status of the chapter’s fall newsletter with Corresponding Secretary/committee chairman.
• Confirm completion of Dyad Member Experience Survey – due November 1. (Remind chapter leadership about insurance discount based on percent completion.)
• IRS Form 990 due November 15 for fiscal years ending June 30.
• Evaluate status of chapter calendar.
• Confirm Pig Dinner planning is in progress, and register your Pig Dinner’s date here.
• Confirm officer election plans begin well in advance of elections.
  • Ensure Election Prep programming is hosted.
  • Begin planning officers leadership/transition retreat.
• Remind undergraduate officers of Academy dates – include: Chapter President, Recruitment Chairman, Built to Lead Chairman and encourage additional officers as well.
  • Also encourage BCA (Foundation of Courage, Built to Lead and Recruitment) to consider if practical.

• Confirm all new officers are updated with IHQ and reported to their campus/the IFC.
• Confirm your registration and all undergraduate officers are registered for Academy by the deadline posted.
• Conduct Officers Leadership & Transition Retreat with BCA.
  • Help officers set goals for the year.
• Is the chapter sending holiday/Christmas cards to graduate brothers, parents, administration officials and/or sororities?
• Ensure spring Pig Dinner dates are set and announced to graduate brothers.
• Help advise on plans for spring recruitment. See the Growth & Recruitment page for information and suggestions on planning.

• Follow up with the status of any fall project.
• Confirm that delegates have registered for Academy and have finalized travel arrangements.
  • Remind attendees check their email for Academy prework and event expectations.
  • Consider having a pre-meeting with the chapter’s participants to ensure everyone is prepared for the event.
• Review chapter finances with the Treasurer and assigned BCA advisor, including budget and accounts receivable. Follow up on any that are past due.
• Work with the Recruitment Chairman to finalize spring recruitment plans.
• Continue working with chapter officers on Built to Lead implementation.
• Evaluate how well officers kept their calendar during the past semester.

• Attend Academy with undergraduate attendees.
• Review the officers’ spring goals and their timeline to accomplish those goals.
• Review the chapter’s/officers’ spring calendar and adjust if necessary.
• Give new officers feedback on: the pace of the meetings, agenda usage, and fulfilling tasks required by Fraternity Law, Chapter Bylaws and college/university policies.
• Start discussions with chapter officers regarding delegates for summer Fraternity events: Ekklesia and The Leadership Institute.
• Ensure the Chapter Historian is maintaining chapter history.
• Is the Ritual being performed with dignity?
• Check that the chapter is participating in Post-Initiation Education/continuing Ritual appreciation/education.
• Confirm that the spring Pig Dinner planning is on track.

• Remind chapter officers to request an updated graduate list from IHQ for spring communication, Pig Dinner invites and general engagement.
• Ensure the spring newsletter is being drafted.
• Confirm plans and graduate brothers’ role in leading Not for College Days Alone programming.
• Make sure the appropriate BCA member is advising the Chapter Treasurer and reviewing:  Chapter finances, treasurer’s books and all additional finances and forms are in order.
• Ensure insurance billing and membership dues are paid.
• Promote attendance at The Leadership Institute and UIFI (Undergraduate Interfraternity Institute) (note: scholarships are available by contacting IHQ).
• Ensure the Awards committee is composing and organizing an application packet, including chapter and individual awards.

• During the monthly chapter meeting, discuss the importance of organizational structure, to PL and BCA roles and building bonds: “Not for College Days Alone.”
• AFH Exemption application due April 1 (if applicable).
• Check on the status of each committee’s spring goals.
• Review Built to Lead status report.
• Ensure officers register attendees for The Leadership Institute and UIFI (checks links for registration deadlines).
• Confirm the chapter nominated a senior for the Wilkinson Award and deserving graduate brothers for Individual Awards.
• Help coordinate the beginning-of-year chapter retreat with the officers, and assist with appropriate graduate involvement.

• Work with chapter officers on registering attendees for Ekklesia (during applicable years).
• Ensure traditions and procedures are followed for hosting a successful Pig Dinner, including: bills paid, notebook maintained for next year’s chairman, attendance is reported, thank you notes sent to local graduate brothers/speaker and check that the Historian maintains appropriate memorabilia/photographs.
• Confirm the appropriate BCA member is advising the  Chapter Treasurer and reviewing: chapter finances, Treasurer’s books and all additional finances and forms are in order.
• Advise chapter as they submit their Fraternity and campus awards applications, and ensure a copy of the application is stored with the chapter.
• Encourage the chapter to send an end-of-year newsletter if one was not sent earlier in the spring.
• Ensures the chapter develops plans for this summer’s and fall’s recruitment.
• Confirm a summer roster is being assembled for distribution.

• Confirm all EOY forms are completed and submitted to IHQ: End of Term Report and Built to Lead Reporting Form.
• Conduct a review of each brother’s account and follow-up on past due notes and review chapter account as a whole.
• Evaluate how well the chapter officers kept their calendar during the past semester.
• Attend final chapter meeting and cabinet officer’s meeting.
• Confirm summer recruitment events are scheduled.
• Schedule time to work with the Built to Lead and Foundations of Courage chairmen on fall programming plans.
• Start planning for summer/start-of-year chapter and/or leadership retreat.
• Confirm all registrations are submitted for Ekklesia (if applicable).
• Purple Legionnaire: Conduct Annual Evaluation with Section Leader.