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Chapter Citation Program: What, Why, and How?

The Citation Program is an annual evaluation of chapter performance that celebrates achievements in seven critical areas of activity: Chapter Operations, Membership Development, Alumni Relations, Musical Achievement, Province Interaction, Special Projects, and Fraternal Tradition. This program serves as a public recognition tool and a checklist for chapters to assess their fulfillment of fraternity goals. It encourages proactive planning, promotes collaboration, and drives continuous improvement among members. Striving for citations not only acknowledges past successes but also lays the groundwork for future achievements.

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Chapter Citation Program: What, Why, and How?

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  1. Chapter Citation Program:What, Why, and How? 2011 Province 27 Workshop Prepared and Presented by: Jeff Hoffman. PG 27

  2. What is it? • An annual evaluation of chapter performance that recognizes achievement in one or more of seven critical areas of chapter activity. • The award is in the form of a citation certificate and is based on a chapter self-survey and province governor observation. • Public recognition of a job well done.

  3. Chapter Operations Membership Development Alumni Relations Musical Achievement Province Interaction Special Projects Fraternal Tradition The Seven Citations

  4. Why Strive for Them? • Checklist of Required Activities • Self-check of the fulfillment of the Object of the fraternity and its purposes • Great Planning Tool.

  5. “Citations are not to be considered at the end of the year after the fact, but used as a planning tool for the year before the fact”

  6. How did we do last year? In a word:Abysmal!!! • What went right? • All chapters completed all citations • One chapter received all 7 citations • Rho Omicron’s 1st attempt was a great success • What went wrong? • Very little in terms of paper documentation was turned in • Places where various persons needed to sign were left blank • Sections were left blank • Directions were not followed • 33% of chapters turned them in late

  7. Let’s take a walk through the citations, one by one

  8. Chapter Operations • Largely the responsibility of the president but all brothers (officer and non-officers) play a part.

  9. Membership Development • Largely the responsibility of the Fraternal Education Officer (FEO) but in conjunction with the executive board.

  10. Alumni Relations • Largely the Responsibility of the Alumni Relations Officer • Other brothers can help with information about recent alumni. • Secretary can help with producing an alumni newsletter and communicating with alumni • All Brothers should help with planning and executing special alumni events. This is a chapter function, not an ARO one alone

  11. Musical Achievement • Largely the responsibility of the Song Leader or Music Director • Communication with Executive Board for the music part of chapter meetings. • Special Musical events (Rituals, AMRs, MMMs) are the responsibility of every brother (attendance at rehearsals, performances, etc.)

  12. Province Interaction • Chapter Road Trip!! • Ritual • Alumni Event • Province Paddle • Brotherhood Activity • Colony Support • Significant Attendance at Province Workshop • Voting delegation at Province Council and Province Workshop

  13. Special Projects • Financial Aid-scholarships, donations, commissions, etc. • Donating Time • Donating Labor • Donating Talent • Sponsoring Special Music Activities-festivals, productions, events, etc. • SEF Contributions

  14. Fraternal Tradition • Ritual Memorized? Appropriate Regalia? • Opening and Closing Rituals Memorized? • Founders Day Recognized and Celebrated? • Chapter Day Recognized and Celebrated? • Singing at meetings and elsewhere? • Pin and Letters? • Scrapbook?

  15. Minutes Articles Financial Records Forms Lists Letters Emails Flyers Written Descriptions Schedules Agendas Newsletters Invitations Programs Receipts Pictures Etc. DOCUMENTATION!!!!!

  16. John Q. Sinfonian • No man is an island. • Working toward the Citations is a team effort. • “Phi Mu Alpha expects each man to act a brother’s part.”

  17. Going the Extra Mile The Full Citation

  18. How much is enough? • The “minimum requirement” is a step in the right direction, but it is only the beginning. • Strive for the highest!

  19. Charles E. Lutton Province Merit Award • Charles E. Lutton was the first national secretary of Phi Mu Alpha Sinfonia • Awarded at the national convention to the chapter in each province with the most citations during the triennium. • Minimum of fifteen required.

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