Annual Checklist for Alumni Associations

When you're active in your alumni association, it's easy to get caught up by many important responsibilities. However, each association is responsible for completing certain tasks each year to remain in good standing with the national fraternity. These tasks are relatively simple (which sometimes makes them easy to overlook).

Here's a checklist to make sure your organization is on the right track. Each of these tasks should be done before attending Convention each year.

Verify that your incorporation is current.

This can be done easily using the Internet. In each state, The Secretary of State (or in some cases, the State Corporation Commission) keeps track of all incorporation information. Every state has a searchable website that can inform you of the association's status.

Fill out the AA-1 Alumni Association Report.

Download and complete the AA-1 form (Microsoft Word file).

The main purpose of this form is to help the Grand Council keep track of the names and addresses of all the board members of each alumni association.

The AA-1 form can be turned in at Convention. However, if you would like to turn in the AA-1 form by mail, it should be sent to the Worthy Grand Estimator.

Note: The AA-1 form also contains a checklist, which has been incorporated into this checklist. There is no need to do any of these tasks twice.

Pay the Alumni Association Fee of $100.00.

The check should be made payable to "Alpha Rho Chi Fraternity" and should be included when the AA-1 form is submitted.

Update us on new, old, or deceased alumni.

The Grand Council tries very hard to keep its database up to date. It is very important to us that all alumni receive The Archi, the APX Letter, and all other correspondence to which they are entitled. In addition, an up-to-date database helps in development of regional alumni events.

Create and submit a financial statement for the most recently ended fiscal year.

This is not as hard as it sounds. Primarily, this is a listing of income versus expenses. The Grand Council realizes that each alumni association is different. The income for an alumni association that manages a chapter house will probably be much more substantial than one that does not.

If you have any questions or concerns, feel free to ask the Worthy Grand Estimator for advice.

Prepare a delegate for the National Convention.

Each alumni association in good standing with the fraternity is eligible to seat one delegate at Convention. The choice of delegate is solely up to the discretion of the alumni association. This chosen delegate must also be in good standing with the fraternity, having paid his or her annual dues prior to being seated. (Constitution: Article V, Section 06)

Fill out a Delegate Credential Form (pdf) with the delegate's name and the signitures of the alumni association's President and Secretary. This document simply verifies that the alumni association has chosen the delegate.

Delegate credentials are typically handed in at Convention, directly before the start of the business session. If necessary, the form may also be mailed to the Worthy Grand Architect.

Complete these simple steps, and you should have no problem being seated at Convention. Thank you for your active interest and participation of Alpha Rho Chi.