Helping Your Chapter Succeed

Deborah Medlar, Chapter Advocate – Western and Northwest Regions

Janice Klimek, Chapter Advocate – Rocky Mountain & Missouri Valley Regions

BAΨ Annual Meeting Friday, August 8, 2013

Today’s Objectives

1) How to Succeed2) Where to get guidance3) Program of Chapter Activities

(“PCA”)4) Importance of reporting

Your Role• Provide guidance• Help sustain chapter membership• Attend local, regional, annual meetings• Guide/monitor all activities – operating

and financial• Oversee reporting to Executive Office • Facilitate Chapter Success• Develop officer leadership skills

Baker’s Dozen List for a Successful Chapter

1. Have fun/love what you do

2. Know that it takes a lot of time!

3. Work with the officer group

4. Keep the officers motivated

5. Keep all members active

6. Strive for superior or distinguished chapter award

6. Be very familiar with PCA

Baker’s Dozen List for a Successful Chapter

7. Be very familiar with A) PCA and ALSO B) Policies and Procedures Manual C) Constitution and Bylaws

8. Be familiar with your own bylaws and make sure they work for you and your chapter

9. Don’t be afraid to call the executive office. They are VERY helpful!

Baker’s Dozen List for a Successful Chapter

10. Make sure your chapter participates in competitions

11. Gain faculty, dean, professionals, and alumni support

12. Measure success in terms of what is best for YOUR chapter and its members

Where Do You Get Guidance?1. Executive Office

Margie Fiorentino - Executive DirectorLisa - Manager - Chapter Services

2. Chapter Advocate

3. Monthly communications from BAΨ

4. Fellow/former BAP Faculty Advisors

5. The Web WWW.BAP.ORG

Chapter AdvocatesATLANTIC COAST REGION

Incoming: Linda Schain, Hofstra UniversityOutgoing: Molly Brown, James Madison University

MIDWEST REGIONMehmet Kocakulah, University of Southern Indiana

NORTHWEST and WESTERNDeborah Medlar, University of Washington – Bothell

ROCKY MOUNTAIN and MISSOURI VALLEY Janice Klimek, University of Central Missouri

SOUTHEAST REGIONGwen Highsmith-Quick, North Carolina A&T State University

SOUTHWEST REGIONIncoming: Veronda Willis, University of Texas at TylerOutgoing: Treba Marsh, Stephen F. Austin State University

Your lifeline: www.bap.org & Chapter Handbook

• https://www.bap.org/files/2014-pca.pdf

• https://www.bap.org/financial-reporting-guide

• https://www.bap.org/bap-constitution

• https://www.bap.org/policy-and-procedure

• https://www.bap.org/code-of-ethics

MANY, MANY GUIDELINES (RULES)

• Initially are totally overwhelming.• Gradually you will understand• Have been a big help to all of us.• Creation has been very careful, and thoughtful.• Reread them at least every year• Require your officers to read them at LEAST once• You may not remember which documents

contain which rules, but you will find it.

https://www.bap.org/files/2014-pca.pdf

https://www.bap.org/chapters

https://www.bap.org/financial-reporting-guide

https://www.bap.org/bap-constitution

https://www.bap.org/policy-and-procedure

https://www.bap.org/code-of-ethics

• PLEASE ATTEND BOTH REPORTING SESSIONS• PROGRAM OF CHAPTER ACTIVITIES AND

REPORTING INTRANET TUTORIAL – 3.01 2:00-3:15 Friday or – 4.01 3:30 4:45 Friday,

• NEW REPORTING INTERNET– 5.01 9:15 Saturday

There will be continuing updates to tutorials addedthroughout the next few months ON YOU TUBE!!!!.

REPORTING

OTHER Reporting• Beginning of year report – October 15

Every Chapter fills out Plan of Activities• Activity Reports – December 15 and June 1

for Award Seeking• End of year report – June 1

Includes FA sign off (more)Includes Financial Reports Includes Updated Profiles

Financial Reporting

Financial Reporting• BAΨ year end = April 30• All chapter reporting due = June 1

• 990N vs. 990• <$50,000 gross receipts 990N• >$50,000 gross receipts 990 (3 year

average) • >$100,000 gross receipts 990 AND

independent audit report OR internal audit report

International Office Fees

2. One Time International Candidate Fee (must be submitted within 60 days after entering candidate into Reporting $65 (effective Sept. 1, 2013

3. Late Payment Fee (per candidate, after 60 days) -- $20

4. Certificate Fee for Honorary Initiate (who is already a member of another chapter) -- $155. Replacement Certificate Fee -- $15

6. Returned Check Fee -- $25

7. Delivery Charges for Supplies (other than regular mail) -- $25

8. End-of-Year Late Fee (this includes, tax filing 990-N e-Postcard and Faculty Advisor Sign off) -- $100

DESCRIPTION OF FEES -- AMOUNTS1. Annual Chapter Maintenance Fee (must be submitted by October 15) -- $300

Things to Calendar & Remember

• Deadlines• Competitions• Complete Year End Reports Before

Officers Leave • That June 1 report must include both

semesters• Officers are Important – Don’t be afraid

to encourage people to run!• Watch service and professional hours if

award seeking

BAP Competitions

For deadlines and contact information please see: Competition @ https://www.bap.org/competitions webpage.

Outstanding Faculty Advisor Up to 5 win $5000 each

Best Practices - 3 categories - Compete at Regionals and Nationals - If you win 1st place at Regionals

Beta Alpha Psi Ethics Award Initial Award – up to 10 chapters $1,000 each.4 chapters – $2500 each at national level

Ernst & Young LLP Diversity Award 10 chapter receive awards between $500 and $2500

Gold Chapter Challenge 10 Minute Video Up to 15 chapters win $2,500 to each winning chapter

BAP Competitions

For deadlines and contact information please see: Competition @ https://www.bap.org/competitions webpage.

Project Run With Its Up to 15 chapters win $1000 for each chapter

Medal of Inspiration – 1 student wins $5000 scholarship

Business Information Professional of the Year - The three winning nominating chapters receive $2,000 each

Outstanding Dean Award - Winner is recognized at the annual meeting in August and receives a plaque.

VITA - IRS gives plaques to numerous chapters in 4 categories

Award Seeking ChapterDefined in PCA

• NOT Mission based chapter

Award seeking are as follows:• Distinguished chapter • Superior chapter • Gold chapter

Awarding seeking requirements

1) INDIVIDUALS:

Minimum average number of both Service and Professional hours

2) CHAPTERS

A) To enable students to meet hours requirements:I.) Probably extra reaching out activities II.) Probably extra Professional Activities

B) More Reaching out Activities

C) Chapters seeking superior status must attend either the 2013 annual meeting or a 2014 Regional meeting

D) One professional meeting must be on “Essential Skills”

INDIVIDUAL Activity hours required

These are a required AVERAGE per member

Reaching Out Activities

• REACHING OUT ACTIVITIES • All chapters must participate in Reaching Out

activities during the year. The following activities are required, depending on the chapter’s achievement level:

• Mission Based - 3 activities • Distinguished - 5 activities • Superior 8 - activities

Required Service ActivityALL chapters must report at least 1

• Participation by at least 25% of the active members/candidates for the month, and

• The activity must be at least 1 hour (50 minutes) in duration.

• See Guidelines and suggestions• NOT volunteering with firm where underlying purpose is

recruitment.• Any money received must be donated to charity or used in

charitable cause• May not receive course credit

NEW!!!!

• New! Mandatory Professional Activity – Award Seeking Chapters (Distinguished, Superior & Gold)

• Along with the above topics, award seeking chapters will have to conduct one mandatory professional session that will include a session devoted to “essential skills”

ESSENTIAL SKILLS • Business Writing Skills• Facilitation Skills (Group Discussion)• Managing Disractions (people calling or stopping by to chat, etc.)• Ethical Decision Making Skills• Negotiation Skills• Conflict Management• Change Management

Things To Do Continuously

1. Meet with your officers, often

2. Meet with your committee chairs

3. Review with reporter all reports that go to the Executive Office

4. Promote your chapter and find innovative ways to recruit members

POLICIES• No-alcohol policy for BAP-sponsored events

• Professional Nature - No content that is demeaning or derogatory

• No Solicitation -Chapter activities can not used as a conduit for the sale of products or services: CPA Review Courses & Accounting Firms

• Privacy Policy

ENTRY of New Officers’ Data by FA ONLY

• Loading of new officers’ data can be done only by faculty advisors

• In September each faculty advisor will receive an e-mail getting log in details

• Faculty advisor must log self in

• Faculty advisor will then enter new officers names contact data

• Each year thereafter the faculty advisors must continue this practice.

• The intent to increase security and accuracy

Follow BAP• www.bap.org

• Twitter

• Facebook

TidbitsPROFESSIONAL MEETING CAVEATS

Remember that 50 minutes = one hour for reporting purposes

Professional meetings need to be 50 minutes minimum.

Firms may NOT use this time for “telling about their firm”…no advertising. This is not the proper Forum.

CPA REVIEW FIRMS PRESENTATIONS are GENERALLY not considered professional hours

UNLESS all they talk about is CPA exam.

May NOT talk about their product AT ALL

Tidbits II

LATE MEETING REGISTRATION FEES - Regional and Annual MeetingsPOLICY TO BE FINALIZED THIS FALL, EFFECTIVE FOR THIS COMING YEAR

Will be Early bird fee until period ABOUT 45 days before conference

Regular fee will be from $40 to $100 more.

Late fee (less than 2 ½ weeks before conference) may add on $200 to $250.

If you don’t have MONEY, YET, but know how many, then call executive office and they will work with you.

If you don’t have SPECIFIC NAMES, YET, but know how many, then a. call executive office and they will work with you.b. OR set up gmail account for position and register by position.

Tidbits IIIBEST PRACTICES:

Topics already available

Abstracts due ALL regions January 31, by 4:00 CST.

FEEDBACK TO WINNERS ONLY:Written feedback will be given to top three teamsOral feedback will be given to first place teamNo feedback will be given to other teams, and there will be no opportunity to discuss results with the judges.

Reaching Out Activities from Executive Office

• R.I.S.E. – Beta Alpha Psi will sponsor up to two finance students’ registration fees to attend the RISE Conference at the University of Dayton.

Reaching Out Activities Sponsored by Chapter• Alumni Activity 1 • Alumni Activity 2 • Minority Recruitment Event (may report 2 per year) • Multi-Chapter Event - A professional or service activity co-sponsored with

another Beta Alpha Psi chapter. In order to promote interaction between chapters, this co-sponsored event should involve at least 25% of each chapter’s current membership. May be“multi-chapter webcast” meeting per year.

Chapters who conduct a webcast meeting will have to provide documentation proving that they had controls in place to ensure that those who logged in actually participated and were engaged in the webcast.

• Promoting Careers in Accounting/Finance/Information systems (may report 2 per year) -

• Second Initiation

More Service events

STILL MORE Service events

BENEFITS Far Exceed Your Input

Questions?