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This is the criteria used to evaluate the efforts of all 46 BDPA chapters from Jan-Dec 2013. Some chapter leaders mistakenly think that this document is solely for the benefit of getting awards and recognition. It serves a much greater purpose when you think about it. This document spells out what a fully-functioning BDPA chapter should be doing. It is a national standard that should be used as a measuring tool for your chapter regularly throughout the year.
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2014 National Awards Program
Award Evaluation Period January 1, 2013 – December 31, 2013
National Black Data Processing Associates 9500 Arena Dr., Suite 106
Largo, MD 20774
Office: 301-584-3135 Fax: 301 - 560-8300
N B D P A N A T I O N A L A W A R D S P R O G R A M
TABLE OF CONTENTS
Overview 1
Guidelines 2
Chapter of the Year Award 3
Community Service Award 4
Management Award 5
Membership Award 7
Professional Development Award 9
Outstanding President Award 10
Developing Chapter 11
Outstanding Contributor 11
Helping Hand 11
Outstanding National Board of Director Member 11
Comeback Chapter 11
Most Improved Chapter 11
N B D P A N A T I O N A L A W A R D S P R O G R A M
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Overview
he NBDPA National Awards Program provides a means to recognize individual chapters and members for their outstanding achievements and contributions to the mission and objectives
of the national organization.
This awards program encompasses recognition and awards in the following areas: Chapter of the Year, Community Service, Membership, Management, Professional Development, and Outstanding President.
MISSION
BDPA is a global member
focused technology
organization that delivers
programs and services for
the professional well being
of its stakeholders.
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Guidelines The criteria for all awards is designed to provide each chapter and individual member an equal opportunity to succeed while providing the entire association with the benefits of achievement. The following is a list of the criteria. 1. Supporting documentation and standardization are required for the following awards: Chapter of the Year Award
Community Service Award
Membership Award
Management Award
Professional Development Award
2. 2013 award submissions must be submitted to the National Office and postmarked by April 30, 2014.
3. The Awards Committee judges the awards. The NBDPA National President and the BDPA Awards Committee Chairperson determine the committee’s composition jointly.
4. Awards and recognitions are presented at the National Conference.
5. Awards results are published to all chapters that submitted appropriate documentation.
6. The National Awards Program is reviewed for modifications every two (2) years. The National Board of Directors may form an Ad Hoc Committee to review the awards process as warranted.
7. All submissions should be submitted on a compact disk or flash drive. The format should include the criteria, the response to the criteria and supporting documentation. Each section has a tab, for example, Community Service is denoted under a separate tab from the other groups. For consideration, supporting documentation must be submitted in the proper section.
8. Chapters must be active to be eligible for the awards program.
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Chapter of the Year Award
he Chapter of the Year Award is an award bestowed upon an individual chapter and its members for their outstanding achievements and contributions to the mission and objectives of the national association for the previous year. The criterion for each award is presented in a 4-column table. The definition for each column is provided below:
N/L specifies whether the supporting documentation required to authenticate the criteria is the responsibility of National (N) or the Local Chapter (L);
# represents an identification for each criteria;
Criteria is the description of the criteria;
Points indicate the number of points allotted for any given criteria.
This award is a combination of four (4) awards (Membership, Management, Professional Development and
Community Service) plus the following criteria:
N/L # CRITERIA POINTS
L 1. Summarization of a chapter’s contribution to the mission over the period of Jan 1, 2013 – Dec. 31, 2013.
10
N/L 2. Submitted Chapter of the Year documentation the previous year. 10
L 3. Provide proof of chapter’s 501(c)(6) or 501(c)(3) status. 10
L 4. Provide proof of chapter’s Employer Identification Number. 5
L 5. Provide copy of chapter’s income tax filing (Form 990). 10
L 6. Provide chapter’s Articles of Incorporation. 5
TOTAL represents the maximum number of points that can be awarded within this Category
50
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Community Service Award
he Community Service Award is bestowed upon an individual chapter and its members for their outstanding achievements and contributions to the mission and objectives of the national association by maintaining/establishing Technology Learning Centers in their chapter city and influencing and augmenting the city’s educational system.
N/L # CRITERIA POINTS
L 1. Explain activity surrounding your chapter’s sponsoring of a marketing campaign to increase college students’ awareness of NBDPA.
8
L 2. Number of formal relationships established or maintained with minority organizations, IT professional coalitions or Black Technical Organizations. 2 points 2 relationships established (GOAL) 4 points 4 relationships established 6 points 6 relationships established 10 points 8 relationships or more relationships established (Provide a signed standard NBDPA MOU between your chapter and the organization )
10
N/L 3. Chapter sponsored a HS Computer Competition Team at the NBDPA National Conference. (List names of students and ranking of the team in the competition)
20
L 4. Number of community forums for which the chapter provided speakers. 2 points 2 community forums) (GOAL) 4 points 3 community forums 8 points 4 community forums 10 points 5 community forums or more (Include name of speaker, date of forum and topic presented)
10
L 5. Number of local businesses/organizations assisted. 2 points 2 businesses or organizations assisted (GOAL) 4 points 3 businesses or organizations assisted 8 points 4 businesses or organizations assisted 12 points 5 or more businesses or organizations assisted (Include name of business and/or organization along with a description of the assistance rendered)
12
L 6. Contributed to other non-profit or community service organizations. (Goal: 2 contributions made) Describe contribution and provide copies of cancelled checks, receipts, and appreciation or thank you letters as proof of contribution. Amount of contribution must be a minimum of $100.
10
L 7. Provided student scholarships. (minimum $100) Determine amount and number of scholarships $100 - $499 1 point per scholarship $500 - $999 2 points per scholarship $1,000 - $2,499 3 points per scholarship $2,500 and above 4 points per scholarship (Provide proof of scholarship received (maximum of 16 points)
16
L 8. Maintained a Technology Center (Y or N) (Provide documentation, (mutually exclusive with Criteria #9)
7
L 9. Provide annual plan to create/maintain a Technology Center (Mutually exclusive with Criteria #8)
7
TOTAL represents the maximum number of points that can be awarded within this Category
100
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Management Award
he Management Award is bestowed upon an individual chapter and its members for their outstanding achievements in the operational and organizational management of their chapter.
N/L # CRITERIA POINTS
L 1. Date chapter financial records were reviewed or audited: (Goal: Completed within 1st Quarter, by 3/31) (Verification includes date of audit, receipt, results and recommendations)
Audit: involves an independent review of NBDPA's financial records by a CPA. The CPA examines the transactions supporting the financial reports of the organization. The results of the examination reveal the accuracy of the accounting methods used as well as NBDPA's compliance with GAAP (Generally Accepted Accounting Principles). Compliance with GAAP is imperative since NBDPA is a not-for-profit organization and must file tax returns in accordance with the restrictions and standards required by law. Review: determines whether NBDPA’s internal control procedures are being applied effectively. Essentially, someone should perform the financial review other than the individual responsible for recording the day-to-day financial transactions of the organization. The review enforces the internal accounting policies, procedures and controls which are designed to verify that assets are managed properly and transactions are properly recorded. In short, it is an internal system of checks and balances to ensure accurate reporting.
10
L 2. Identify local fund-raising events. Financial reports must be provided. Identify type of fund-raiser, amount of money raised (gross/net), and number of people impacted.
1 point per fund-raiser (maximum of 6 points)
6
L/N 3. Submitted chapter finance information for the previous year to National Office. (Goal: Completed within 1st Quarter, by 3/31) (Includes budget, Profit and Loss statement, Balance Sheet and Statement of Cash Flow)
8
N 4. Secured corporate sponsors. (Goal is 2 sponsors, maximum allowable points is 8) 1 point per $1,000 Sponsor Identify the amounts/resources secured from sponsors.
8
N 5. Provide chapter’s business plan to National Office (Goal: Completed within 1st Quarter, by 3/31)
8
L 6. Provide local chapter documentation. 5 points Policies and Procedures 3 point Bylaws (National / Local Revisions).
8
L 7. Conducted Executive Committee meetings. (Goal is monthly-----12) ½ point for each meeting conducted and documented with minutes)
6
L 8. Provide insurance compliance. Identify level of insurance and proper requirements Provide a copy of the Declaration page(s) of policy. Insurance types include Liability, D&O.
8
L 9. Conducted planning meeting for the upcoming year. Provide documentation of attendees, location, date and meeting minutes.
10
N 10. Submitted quarterly reports. (2 points given for each report received on time; maximum 8 points) (Goal is to submit reports on time each quarter)
8
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N/L # CRITERIA POINTS
L 11. Develop enhanced Chapter Operations Toolkit. Toolkit Examples: Letterhead, fax template with chapter address and logo, sign-in sheets, chapter expense report template, phone log, Executive Committee evaluation form, events log, etc.
15
L 12. Established / Nurtured a new or challenged chapter. Document meetings with the new or challenged chapter, attending chapter events, financial assistance, planning meetings, etc.
5
TOTAL represents the maximum number of points that can be awarded within this Category
100
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Membership Award
he Membership Award is an award bestowed upon an individual chapter and its members for their outstanding achievements in increasing the membership of the national organization, being “a member-focused organization”, and ensuring that each member of NBDPA feels valued as a member of the association.
N/L # CRITERIA POINTS
N 1. Identify chapter membership growth. Number of active members as of 12/31 of the previous year and 12/31 of the chapter award submission year. Membership counts are determined as follows: Number of student members x 20% = total Number of full members x 100% = total. Submission Year member number (SY) minus Previous Year member number (PY) divided by Previous Year member number (PY) times 100 equals Percentage of Growth (SY – PY / PY / 100 = PG) 3 point less than 25% membership growth 8 points 26% -45% membership growth 10 points 46%-85% membership growth 15 points 86%-100% membership growth
15
N 2. Percentage of members retained. (75% is the Goal)
2 points less than 25% membership retained 6 points 26% -45% membership retained 10 points 46%-85% membership retained 16 points 86%-100% membership retained
Provide copy of membership roster for previous year and award submission year.
16
N 3. Number of registered members attending the National Conference. Registration Percentage Full 100% Presenter 100% Volunteer 75% Student 50% List members and type of registration. Your goal is 50% of membership as of 6/30.
4 points 50% - 59% of membership attendance (GOAL) 6 points 60% - 69% of membership attendance 8 points 70% - 79% of membership attendance 10 points 80% - 89% of membership attendance 12 points 90% and greater of membership attendance
12
L 4. Number of membership drives held. (1 point per drive) (GOAL 2 drives)
Provide documentation announcing the membership drive, roster of attendees at the drive and identify members gained.
12
L 5. Supply copy of Membership Package presented to new members.
Provide example of the package; may include chapter’s officer contact list, mission, background, history, handbook, ID card, benefits list, recent newsletter, brochure, etc.
15
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N/L # CRITERIA POINTS
L 6. Provide examples of the following letters. ( 2 points for each) (Membership Renewal, New Member, Prospect)
6
N/L 7. Established or maintained student chapter in college. (Identify student members)
12
L 8. Conducted membership survey. Provide survey, sample of completed survey, overall results, and actions taken based on survey results.
12
TOTAL represents the maximum number of points that can be awarded within this Category
100
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Professional Development Award
he Professional Development Award is an award bestowed upon an individual chapter and its members for their outstanding achievements in providing professional development programs and services to position its members at the forefront of the information technology industry.
N/L # CRITERIA POINTS
L 1. Established/Maintained Advisory Council. Document date established, list contact information for members of the CAC, and provides meeting minutes from each meeting held.
(Goal: Quarterly meetings, minimum 5 members on the Council) (2 points awarded for each meeting held)
8
L 2. Number professional workshops/seminars held. (not monthly program meetings) (2 points per workshop or seminar held) (GOAL 2)
Provide list of attendees, instructors.
8
L 3. Number of monthly program meetings held. (Goal 12) 1 point awarded for each program meeting held Provide topic and speaker(s).
12
N/L 4. Number of articles submitted for inclusion in the National Journal 2 points per article submitted; maximum 6 points (GOAL 2) Provide copy of each article, date submitted and journal in which the article appears; provide copy of article receipt from National
6
L 5. Number of chapter newsletters published. 1 point 1 chapter newsletter published 2 points 2 chapter newsletters published 3 points 3 chapter newsletters published 4 points 4 chapter newsletters published (GOAL) 5 points 5 chapter newsletters published 6 points 6 or more chapter newsletters published. Provide copy of newsletters.
6
L 6. Number of press releases, radio/TV promotions. 1 point 2 press releases or promotion 2 points 4 press releases or promotions (GOAL) 2.5 points 6 press releases or promotions 3 points 8 press releases or promotions 3.5 points 10 press releases or promotions 4 points 12 or more press releases or promotions. Provide documentation of the event or press release.
4
L 7. Number of media appearances. (Includes TV, radio, periodicals such as newsletters, magazines, trade journals and newspapers) (2 points per event)—Maximum 10 points Provide supporting documentation of the media appearance.
10
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N/L # CRITERIA POINTS
L 8. Developed Special Interest Groups (SIGs) Identify group leaders, list of members, document meetings and topics covered
5
L 9. Conducted Technology Exposition. Provide date of event, list of sponsors and activities included.
8
L 10. Participated in a Technology Exposition. Provide date of event, identify people involved and level of participation.
8
L 11. Sponsored job fair/co-sponsored/participated. Provide copy of job fair brochure including the chapter as a co-sponsor, letter from the event organizer or advertiser.
10
L 12. Hosted a web site, provided an Internet presence. Provide address of web site and copies of information provided.
5
TOTAL represents the maximum number of points that can be awarded within this Category
100
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atonal recognition of chapters and individuals is provided to reward behavior representing acts that are in the best interests of National BDPA. This group of awards provides recognition for consistent performance and promotion of teamwork, as well as outstanding individual and chapter contribution. This is intended to ensure that each member of NBDPA feels valued as a member of
the association.
Developing Chapter The developing chapter recognition is given to chapter(s) that are less than (5) five years in existence and submitted chapter of the year documentation that supports their contributions to the mission of the national association during the previous year.
Outstanding Contributor The outstanding contributor recognition is given to individual(s) that have gone above and beyond in achieving NBDPA’s objectives and fulfilling NBDPA’s mission during the previous year.
Helping Hand The Helping Hand recognition is given to chapter(s) that has gone above and beyond in assisting and supporting other chapters in reaching national objectives of the association during the previous year.
Outstanding National Board of Directors Member The Outstanding National Board of Directors Member recognition is given to a National Board of Directors member(s) or National Task Force member that has gone above and beyond in achieving NBDPA’s objectives and fulfilling NBDPA’s mission.
Comeback Chapter The Comeback Chapter recognition is given to chapter(s) that were inactive or challenged the previous year and have made a significant re-emergence on the NBDPA scene.
Most Improved Chapter The Most Improved Chapter recognition is given to a chapter that demonstrated the most membership growth along with increased budget during the previous year.
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Chapter of the Year Receive:
One (1) full 2015 conference registration for the chapter president
Two (2) full adult memberships (Chapter President to designate)
HSCC 2015 conference registrations (up to five (5) students and two (2) chaperones)
Five hundred dollars ($500.00) for chapter expenses
Banner on NBDPA website as Chapter of the Year---for a full year
Engraved trophy
Individual(s) Receive:
One (1) full adult membership
Recognition on the national website
Engraved trophy
All awards are to be used within one (1) year of acceptance
