Table of Contents. Chapter 1 Introduction 1. Chapter 2 Conclave and Regional Conference Spirit Awards 2. Chapter 3 Chapter Membership Growth Awards 3

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2 Table of Contents Chapter 1 Introduction 1 Chapter 2 Conclave and Regional Conference Spirit Awards 2 Chapter 3 Chapter Membership Growth Awards 3 Chapter 4 Chapter Performance Awards & Recognitions 4 Chapter 5 International Championship Step Show Competition 8 Chapter 6 Miss International Phi Beta Sigma Pageant 9 Chapter 7 Dr. Guilbert L Daily Oratorical & Debate Competition 13 Chapter 8 Conclave Special Awards 15 Chapter 9 Collegiate Academic Excellence & Achievement Awards 16 Appendix A Reward Schedule 18 Appendix B Step Show Competition 20 Appendix C Oratorical & Debate Competition 25 Appendix D Miss Inernational Phi Beta Sigma Pageant 29 Appendix E The Alain Leroy Locke Academic Achievement Award Application 33 Appendix F Collegiate Chapter with the Highest GPA Award Application 34 Appendix G Emmit Smith Athletic Achievement Award Application 35 Appendix H Chapter Awards and Recognition Assessment Tool 36

3 Chapter 1 Introduction This guide contains the names and criteria for the awards, recognitions and competitions approved by the General Board for Phi Beta Sigma Fraternity, Incorporated. Some of the competitions have a prerequisite requiring advancement from the regional conference level. The guide provides a description of all awards and activities along with their perspective rules and regulations. The applicable measurements for the distribution of awards are provided in the Chapter Operating Standards and Awards, Recognition Policy (COSARP) document. The COSARP document provides operating standards for our chapters and a points system for measuring current standing and a benchmark for improvement planning. The awards and recognitions guide was developed to provide a clear and comprehensive tool which outlines the Fraternity s process for awarding chapters and members for their commitment to excellence in the execution of the fraternity s programs and activities. Although the adherence to providing good sound programming within our communities across the country and aboard is tantamount to the organizations ideals and purpose; the General Board deemed it necessary and within good judgment to express a resounding since of gratitude to those chapters and members who are flagships among the membership. The guide also contains all of the necessary forms, rules and regulations to enable consistent submission for fair and accurate assessing. The guide provides a criterion that will be consistent throughout the entire Fraternity, at all levels of competition. This guide is another example of the things to come as we build centers of excellence, within the overall programming of the organization, with purpose, vision and goals. This dynamic guide will be updated as the General Board and Conclave deems necessary. We hope that you find this document helpful and offer suggestions for improvement to members of the International Standards and Awards Team. Special Thanks to: John E. White Project Leader and Director of Social Action Steve Ballard, Chicago, IL Jimmy Hammock, First Vice -President Michael Hines, Former Director of Education Steven Kniffley, Second Vice- President Theodore TJ Lewis, Vice Director Southwestern Region Winston K. O Neal, Director of Bigger and Better Business William Powell, Director of Education Mario Brown, Memphis, TN Anthony Fishback, Louisville, KY Jean B. Lamothe, New Jersey Dennis Lanham, Corporate Headquarters Savannah Winston, Corporate Headquarters Marquis Miles, Corporate Headquarters Awards & Achievements Criteria Guide Spring 2009 Edition 1

4 Chapter 2 Conclave & Regional Conference Spirit Awards These categories are presented by the Conclave and Regional Conference Credential Committees based upon registration information. Longest Traveled Chapter This award is given to the chapter that has traveled the longest distance. This award is given at each regional conferences and conclave. The Regional Conference or Conclave Credentials Committee presents this award. Chapter with the Most Registered Members This award is given to the chapter that has the most members registered at a Regional Conference and/or Conclave. Host chapters are not eligleble to compete in this award category. The Regional Conference or Conclave Credentials Committee presents this award. The Oldest Sigma in Attendance. This award is presented to the brother in attendance at a Regional Conference or Conclave with the most Sigma Service Years. This award is based on registration information and is presented by the Regional Conference or Conclave Credentials Committee. The Youngest in Attendance This award is presented to the newest brother in attendance at a Regional Conference or Conclave. This award is based on registration information and is presented by the Regional Conference or Conclave Credentials Committee. 2 Awards & Achievements Criteria Guide Spring 2009 Edition

5 Chapter 3 Chapter Membership Growth Awards Chapters will be recognized by the International First-Vice President for achieving membership targeted goals. These awards are presented annually during the regional conference series and the Conclave. These awards are based on year-end numbers of membership. Alumni Chapters Award Categories Largest Alumni Chapter - Region Largest Chapter in the Fraternity Chapter with the largest growth in membership year/year Collegiate Chapters Award Categories Largest CollegiateChapter - Region Largest Chapter in the Fraternity Chapter with the largest growth in membership year/year Awards & Achievements Criteria Guide Spring 2009 Edition 3

6 Chapter 4 Chapter Performance Awards & Recognition 4.1 PURPOSE To provide detail on implementing the Fraternity s Chapter Awards and Recognition system. Chapters will be required to self-evaluate in 5 focus areas: Scholarship and Academic Achievement Program Implementation and Reporting Membership Growth and Retention Chapter Operations Risk Management 4.2 POLICY STATEMENT All chapters are required to self-evaluate and submit Chapter Awards and Recognition Assessment Reports electronically. Prior to submitting, a chapter will confirm that all information in the report is presented accurately and true. Any falsification of the report will result in immediate chapter suspension by the Regional Director. Each Regional Director will review and approve his chapters reports through the Fraternity s electronic reporting process. 4.3 REQUIRED SUBMISSION PERIOD All chapters are required to submit the Chapter Awards and Recognition Assessment to the Regional Director through an electronic process by December 1st of each calendar year. Each Regional Director is required to submit the reports to the Corporate Headquarters for the International Standards and Awards Committee Review by January 9th of each year. [During this first year of implementation, the submission date is May 1st to Regional Director. Each Regional Director will be required to review and submit reports to the Corporate Headquarters for committee review by June 1st.] 4.4 ACCOUNTABILITY All chapters are encouraged to follow established submission period. In 2009 the Fraternity will focus on training and Conclave competitions. Beginning in 2010 all chapters will be required to comply with full audit process and submission period. 4 Awards & Achievements Criteria Guide Spring 2009 Edition

7 4.5 KEY DEFFINTIONS Level I Classification Chapters with active membership of 40 or plus Level II Classification Chapters with active membership of 15 to 39 Level III Classification Chapters with active membership of 5 to 14 Gold Status Highest ranking of chapters with audit scores above 880 Silver Status Second Highest ranking of chapters with audit scores ranging from Bronze Status Third highest ranking of chapters with audit scores ranging from Marginal Status Chapter scoring less that 581 Chapters in Marginal Status will be placed on review until performance is brought up to a minimum of Bronze status. Annual Chapter Report The mandated report that chapters are required to submit according to the constitution. A template of report is in the Appendix section of this guide. Conclave Display Must be displayed on an 8 foot table consisting of bound books, unique scrapbooks, plaques, limited electronics. Displays must be able to stand alone. Backboards, and/or sideboards, not exceeding the length of the table, may be used. Formal Interview An interview session will be facilitated by selected members of the Fraternity s Standards and Awards Committee with the leaders of the chapters competing for Sigma Model Chapter honors Awards & Achievements Criteria Guide Spring 2009 Edition 5

8 4.6 GUIDELINES FOR OUTSTANDING CHAPTER AWARDS AND RECOGNITION Outstanding Regional Collegiate Chapter This chapter will be judged on the following criteria: Final score of Chapter Awards and Recognition Audit Report with Regional Director s recommendation. Annual Chapter Report submitted by required deadline. Degree of participation in Sigma International Programs Twenty-one (21) awards are given in this area (one award for each of the 7 regions and recognition at each of the 3 chapter levels). Outstanding Regional Alumni Chapter This chapter will be judged on the following criteria: Final score of Chapter Awards and Recognition Audit Report with Regional Director s recommendation. Annual Chapter Report submitted by required deadline and procedures. Degree of participation in Sigma International Programs Twenty-one (21) awards are given in this area (one award for each of the 7 regions and recognition at each of the 3 chapter levels). Sigma Model Collegiate Chapter Most Outstanding Chapter in Fraternity Award This chapter will be judged on the following criteria: Must be recognized as the Outstanding Regional Chapter Highest score of Chapter Awards and recognition Audit Report with Regional Director s recommendation. Annual Chapter Report submitted by required deadline and procedures. Degree of participation in Sigma International Programs National display (good presentation, neat, logical, relevant and attractive) Formal interview with chapter leadership by Standard & Awards Committee. Committee will follow an established interview protocol with scoring. Sigma Model Alumni Chapter Most Outstanding Chapter in Fraternity Award This chapter will be judged on the following criteria: Must be recognized as the Outstanding Regional Chapter Highest score of Chapter Awards and recognition Audit Report with Regional Director s recommendation. Annual Chapter Report submitted by required deadline and procedures. Degree of participation in Sigma International Programs National display (good presentation neat, logical, relevant and attractive) Formal interview with chapter leadership by Standard & Awards Committee. Committee will follow established interview protocol with scoring 6 Awards & Achievements Criteria Guide Spring 2009 Edition

9 4.7 AMERICAN CANCER SOCIETY PARTNERSHIP AWARDS These awards will be given to chapters, states and regions whom have raised the most funds during their fund raising campaigns. 4.8 CODE BLUE - CALL TO ACTION AWARD This award is presented by the American Cancer Society to the Chapter and Region whom provided the highest response to all Code Blue alerts to their respective congressional constituents. 4.9 MARCH OF DIME FOUNDATION - MARCH FOR BABIES AWARD These March for Babies Awards will be given to those chapters that have raised the most funds during their chapter s fund raising campaigns. Awards & Achievements Criteria Guide Spring 2009 Edition 7

10 Chapter 5 International Championship Step Show Competition The International Championship Step Show consists of each of the seven regional champions competing for the International Step Show Championship title. This step show competition is held at each Conclave. To ensure that this event is a success, the following are guidelines for the respective regional winning chapters. 1. A registration form must be sent via to the Corporate Headquarters no later than June 1, of the year of competition. Also note that your chapter must be officially registered including each member of your step team. Credentials will be audited. 2. There will be a mandatory meeting at the beginning of the Conclave. A representative from your chapter must be present for this meeting. There will be a scheduled practice for the show. 3. Each team is allowed two managers to assist with props or music. All other members and guest must be registered or pay the entrance fee. Failure to follow this rule will result in automatic disqualification. 4. A package will be distributed to each chapter consisting of the rules of the contest, registration form and judges rating form. 8 Awards & Achievements Criteria Guide Spring 2009 Edition

11 Chapter 6 Miss International Phi Beta Sigma Pageant 6.1 GUIDELINES AND QUALIFICATIONS All applications and photos are due by Monday, May 29, Contestants must NOT be older than 25 years of age. Contestants must be single and without child(ren) at the time of the pageant. If chosen, she must remain single and without child(ren) during her reign. The Application Entry Fee is $ and non-refundable. Please make checks payable to Phi Beta Sigma Fraternity, Inc. The Entry Fee is due on the application due date. No fire, water or animal acts are permitted. Contestants should check in by 5:00 pm on Tuesday, July 7, Contestants arriving after 5:00 pm will have 5 points deducted from their final score. Rehearsals are MANDATORY and all contestants are required to attend. In the event of a tie, a TIEBREAKER QUESTION will be asked. Please be courteous and professional to all fellow contestants. A minimum of $1, in Ad Sales for the Program Souvenir Journal is required. 25 points will be deducted from a contestant s final score, if the minimum requirements for ads are not sold. Awards & Achievements Criteria Guide Spring 2009 Edition 9

12 6.2 WINNERS AND AWARDS WINNER & OBLIGATIONS: $2, Scholarship, tiara and trophy, sash and flowers Represent Phi Beta Sigma Fraternity at local, state or regional pageants in 2009 and 2010 at the local chapter s, state s or region s expense. Serve as hostess at International Headquarters events and projects. Assist in the promotion of fraternity events. 1ST RUNNER UP: $1, Scholarship, trophy, and flowers 2ND RUNNER UP: $ Scholarship, trophy, and flowers CATEGORY AWARDS Miss Congeniality Miss Photogenic Miss Sigma Spirit (No cash prizes, scholarships only) CATEGORIES THE INTERVIEW The interview will take place prior to the pageant by the judges earlier in the day. The attire is a business suit. PRESENTATION The presentation will be evaluated on the overall attractiveness, poise, personality, and self-expressive introduction to the judges and audience. Points will not be awarded or deducted on the production itself; however, each contestant should display enthusiasm and enjoyment during this category. TALENT COMPETITION Contestants will perform a talent of their choice for a maximum of three (3) minutes. An acceptable talent is not limited to a dramatic reading/monologue, dance interpretation, singing and musical instruments. Contestants must submit a brief description of their talent, along with any props needed for this category. 10 Awards & Achievements Criteria Guide Spring 2009 Edition

13 SWIMWEAR COMPETITION Contestants will wear a one-piece bathing suit of personal color choice. Swimsuits should be tasteful and complimentary to the figure. Over exposure of the body will not be tolerated. EVENING GOWN COMPETITION Contestants are required to wear a FORMAL EVENING GOWN. The gown should represent personal taste of color and style. QUESTION AND RESPONSE Contestants will be asked impromptu questions with a personal response. 6.3 JUDGING SYSTEM The Miss International Phi Beta Sigma Pageant judging system is designed to promote diversity, individuality and overall achievement among all contestants. Judges score the individual contestants immediately following each phase of the competition. Contestants are scored totally on a point scale in whole numbers; within each category (more than one contestant may receive the same score). There is one panel of judges for the entire competition. All judges have been educated about the Miss International Phi Beta Sigma Pageant 2009 Judging System and represent a variety of professional sectors within their communities. Contestants may receive an additional 5-25 points (maximum 25) for the sale of advertisements in excess of the $1, minimum ad sales requirements. THE INTERVIEW (up to 25 points per judge) Overall first impression Personality Personal appearance Ability to dialogue in conversation PRESENTATION (up to 10 points per judge) Creativity and personal introduction Overall appearance/demeanor of the contestants TALENT COMPETITION (up to 20 points per judge) Stage presence Originality of talent Overall performance Totality of all elements (including costume, props, voice, use of Outfit for Talent must have a body, choreography) New Orleans theme/attire SWIMWEAR COMPETITION (up to 15 points per judge) Overall first impression Overall physique (compliment height, weight, and figure) Sense of confidence and attractiveness Awards & Achievements Criteria Guide Spring 2009 Edition 11

14 EVENING GOWN COMPETITION (up to 20 points per judge) Overall first impression (sense of confidence, style of gown, movement, as well as gown compliment) Sense of attractiveness (hair, make-up, accessories) Stage presence (poise, grace, style) ON-STAGE INTERVIEW (up to 10 points per judge) Response in context with speech and grammer Emotional control 6.4 RULES & REGULATIONS 1. Contestants must come prepared. a. Please bring all items that you will need (personal items, medication, hose, etc.) Do not plan to shop for items of necessity. b. Contestants must bring all items needed for the competition (i.e., costumes, instruments, music, props, etc.) 2. Mandatory for All Contestants: a. You must be on time for all scheduled events. One point will be deducted for each minute you are late. The points will be subtracted from pageant score. b. Contestants will not be permitted to leave the premises with parents, other relatives or friends until after the pageant. Chaperone may request permission. c. Male visitors are strictly prohibited. Only visits from other contestants are allowed. d. During your stay in New Orleans, Louisiana. Contestants are expected to be a person of good moral character. (NO Profanity or Unruly Behavior). e. No alcoholic beverages are to be consumed during your official stay with the Miss International Phi Beta Sigma Pageant. f. Contestants will use the Miss International Phi Beta Sigma Pageant Transportation. You will not be allowed to travel with family or friends. g. Each contestant will be assigned a room with another contestant. Each person will be responsible for their phone calls and other incidental charges. No additional person(s) will be allowed to lodge in the assigned room. h. Any contestant who is unable to perform during the pageant will be automatically disqualified. i. Contestants that violate rules B, C, D, and E will automatically be disqualified. j. During the talent segment of the competition, the contestant must perform ALONE. k. Contestants traveling by bus, plane or train must notify Pageant Coordinator immediately. If travel plans change, do likewise. Please note: We ask that you arrive no later than 5:00 p.m. on Tuesday, July 7th. 12 Awards & Achievements Criteria Guide Spring 2009 Edition

15 Chapter 7 Guilbert L. Dailey Oratorical & Debate Competition Dr. Guilbert A. Daley, Professor Emeritus of Speech and Theatre, retired from Coppin State College in 1996 after more than 30 years of service to the College. He joined the Coppin State College faculty in 1962, as an Assistant Professor of English and Speech and as Director of Theater. Around 1968, Coppin State Teachers College began its transition into a four-year liberal arts institution; thus, new majors were developed. When the English major was instituted, Daley developed new courses in literature, speech and drama, including Shakespeare and Advanced English Grammar. He was a Shakespearian scholar. In 1973, he became chairman of the newly established Speech-Theatre Department, and the speech, drama and productions courses, originally offered through the English Department, were moved into his area. Today, students can pursue the Speech-Theatre concentration as a minor and an Urban Theatre Management major. Dr. Daley is a Past Director of the Eastern Region, past Editor in Chief of the Crescent Magazine, Past National Director of Education and Member of the Distinguish Service Chapter. Dr. Daley took pride in being a part of the 100 Black Men of Maryland and the Connecting Links. It was through these public service arms that he funneled his undaunted service to youth and to the community. For several years he chaired the William Dorsey Scholarship Fund, directing scholarships to predominantly black colleges of Maryland. Guilbert A. Daley served Coppin State College for thirty-three years. Throughout his entire career, he had a reciprocal learning relationship with his students. He believed that every good teacher can and does learn something from his students. He has always placed his students first. Their growth in learning and their ability to think more profoundly and progressively were his chief concern. He set and modeled extremely high standards for his students and never allowed them to compromise for mediocrity. In 1996 he retired and as a tribute, he was requested to deliver the Commencement Address. Two years later, in 1998, Dr. Daley was bestowed another great honor. He was conferred Professor Emeritus for his outstanding service and contribution to Coppin State College, its faculty, and its students. Dr. Daley was the first faculty member at Coppin to be bestowed this status. Dr. Guilbert Alfred Daley died in He had shared a beautiful marriage with Dr. Thelma Thomas Daley, past National President of Delta Sigma Theta Sorority, Inc. The greatly complemented each other. Dr. Thelma Daley, former Coordinator of Guidance and Counseling for Baltimore County Public Schools, is a consummate educator. She has a continued history of community and public service. Her leadership skills have been acknowledged by a number of professional and public service organizations. As a couple, they gave freely of their time to local, national and international community endeavors. Awards & Achievements Criteria Guide Spring 2009 Edition 13

16 7.1 National Oratorical Contest -Oratorical Rules Participants must adhere to the following rules for the topic presented: Each participant will have seven minutes to address the given topic No props are allowed Each participant must present a perspective supported with relevant reasons and/or examples Participants must demonstrate a knowledge of current issues to validate perspectives Participants must be able to organize thoughts in a cohesive and fluid manner 7.2 National Debate Contest Topic and Format Phi Beta Sigma Fraternity partners with the National Center for Policy Analysis Project and Debate Central to avail our debaters with the most up to date resources. This partnership will allow debaters to review articles, research debate tactics and properly prepare for an informed intelligent dialogue. Each region will sponsor a two-member team to compete in National Debate Contest. Please follow the steps below, which will guide you to key information on the debate. Step 1: Refer to the following website for Step 2: Click the Research Topics Link (You should see the topic under the Cross Examination Section) Step 3: Review the Research Topic Link for a variety of resources, which can be implemented in your debate. Especially take note of the Glossary Terms, which will strengthen your vocabulary on Sub-Saharan Africa. Step 4. Click on the Learn Debate Link and scroll down to Understand Cross Examination Debate Step 5. Click on Understand Cross Examination Debate and then scroll down to Outline of CX Debate Step 6. Click on Outline of CX Debate and review the debate outline structure. The debate will encompass 60 minutes. Teams must prepare for both the affirmative and negative. Step 7. Once you have reviewed the debate format return to the Understand Cross Examination Debate Page and click on The Code of the Debater: Introduction to the Way of Reason. This should be extremely sup portive in understanding the intricacies of debating. Step 8. Your team preparation for the debates should include use of resources on the Debate Central website; however, you may use others as well. Be sure to also review the Evidence Link to gain valuable insight and details. 14 Awards & Achievements Criteria Guide Spring 2009 Edition

17 Chapter 8 Conclave Special Awards 8.1 Sigma Lifetime Achievement Awards Presented at the International Conclave to a member who has provided outstanding service on all levels of the Fraternity in the areas of Bigger & Better Business, Education and Social Action. The nomination for this award is made by the Conclave Planning Committee and approved by the General Board. 8.2 African American Male IMAGE Awards Honorees represent men that have achieved national and local recognition in various career industries. Honorees are nominated by the Conclave Planning Committee and approved by the General Board. 8.3 Women of Achievement Awards Honorees represent women that achieved national and local recognition in various career industries. Honorees are nominated by the Conclave Planning Committee and approved by the General Board. 8.4 Program Directors Awards The Program Directors Awards are presented to fraternity members who have made significant contributions in implementing Sigma Wellness Programs. Sigma Wellness is the umbrella program of Phi Beta Sigma, each award will be presented by each International Director for their respective area. Awards & Achievements Criteria Guide Spring 2009 Edition 15

18 Chapter 9 Collegiate Academic Excellence & Achievement Awards 9.1 The Alain Leroy Locke Academic Achievement Award The Alain Leroy Locke academic achievement award was established to honor Brother Locke, the first Black Rhodes Scholar. This award will be presented to the Collegiate Brother that demonstrates high academic achievement as well as exceptional leadership abilities and a commitment to serving his campus and community. To apply for this award the applicant must submit the following: completed application two letters of recommendation from a professor/ teacher or academic advisor Essay Requirement. Possible topic: Why I Believe Academic Achievement is Neccessary for Superior Character established chapter/ community involvement an updated resume The recipient of this prestigious award will receive a $1,500 scholarship and certificate. All qualified collegiate brothers are encouraged to apply as we seek to pay homage to the past and honor outstanding collegiate scholars. Application is available in the Appendix section of this handbook. 9.2 Collegiate Chapter with the Highest Grade Point Average Award This award is presented to the collegiate chapter with the highest grade point average. Chapters are required to complete the official application to compete. The application will be rated on verfiability of information and evidence of grade point average as listed on official transcripts. Incomplete applications and unofficial copies of transcripts will not be considered. Application is available in the Appendix section of this handbook. Official transcript for each brother is required (Certified by Registrar) verifying G.P.A. and Classification. All brothers shall be financially active and in good standing with their local collegiate chapter, and currently enrolled as an undergraduate student at an accredited college or university. All courses listed on member s transcripts must be approved baccalaureate curriculum by the state s Board of Regents. Only four and five year baccalaureate programs are acceptable. 16 Awards & Achievements Criteria Guide Spring 2009 Edition

19 9.3 The Emmitt Smith Athletic Achievement Award This award is established in honor of Brother Emmitt Smith. Emmitt James Smith, III (born May 15, 1969 in Pensacola, Florida) is a former American football player. He played for the Dallas Cowboys and Arizona Cardinals and is the NFL s all time rushing leader, a record formerly held by his childhood hero, Walter Payton. He is the only running back to ever win a Super Bowl Championship, the NFL Most Valuable Player Award, the NFL rushing crown, and the Super Bowl Most Valuable Player Award all in the same season (1993). He is also one of four running backs to lead the NFL in rushing three or more consecutive seasons, joining Steve Van Buren, Jim Brown, and Earl Campbell. This award is presented to a collegian that demonstrates athletic achievement, academic success, fraternity and community involvement. Nominees for this award must complete an application and present all ancillary information required as detailed in the application. The recipient of this award will receive a monetary scholarship, medallion and certificate. The Phi Beta Sigma National Foundation is the funding source for this award. Awards & Achievements Criteria Guide Spring 2009 Edition 17

20 Appendix A Reward Schedule Listed below are the rewards that will be given at the Conclave. These rewards may vary at the Regional level. This listing serves as a guideline that will be used to determine the reward structure for awards and competitions. Regional Outstanding Collegiate Chapter Winner Trophy or Plaque and Banner Other Participants Certificates Regional Outstanding Alumni Chapter Winner Trophy or Plaque and Banner Other Participants Certificates Sigma Model Collegiate Chapter Winner Plaque and Banner Sigma Model Alumni Chapter Winner Plaque and Banner Guilbert A. Dailey Oratorical Contest Winner Medal with Ribbon $1,500 Second Place Medal with Ribbon, Certificate $500 Third Place Medal with Ribbon, Certificate $250 Guilbert A. Dailey Debate Competition Winner Medal with Ribbon $1,500 Second Place Medal with Ribbon, Certificate $500 Third Place Medal with Ribbon, Certificate $500 Phi Beta Sigma Global Step Show Competition Winner Gold Medals with Ribbon for Each Team Team Banner $2,000 Second Place Silver Medals with Ribbon, Plaque $1,000 Third Place Bronze Medals with Ribbon, Plaque $ 500 Alain Leroy Locke Academic Achievement Award Winner Medal, Certificate and $1,000 Other Participants Certificates 18 Awards & Achievements Criteria Guide Spring 2009 Edition

21 Collegiate Chapter with the Highest Grade Point Average Winner Plaque $1,000 Other Participants Certificate Emmitt Smith Achievement Award Gold Medal with Ribbon Plaque Special Emmitt Smith Award Presentation Miss Phi Beta Sigma, International Winner $2,000 Scholarship Tiara and Trophy Sash Flowers 1st Runner Up $1,000 Scholarship Trophy Flowers 2nd Runner Up $ Scholarship Trophy Flowers Awards & Achievements Criteria Guide Spring 2009 Edition 19

22 Appendix B Step Show Competition Template for Sending Registration Letter October 2, 2008 Brother Kevin Kilgore Chapter President Delta Delta Delta Chapter Kentucky Fake University Louisville, Kentucky Congratulations! I would like to formally congratulate you on winning your Regional Conference Competition. We are looking forward to having you compete at Conclave New Orleans Step Show Competition. This year s step show theme is Stepping with a Passion to Service. The step show will be held at the Sheraton New Orleans in the Grand Ballroom on Thursday, July 9, To ensure that this event will be a success, please take note of the following: Registration form must e mailed to Corporate Headquarters not later than June 1, Also note that your chapter must be officially registered including each member of your step team. Credentials will be audited. There will be a mandatory meeting on, at. This meeting will take place in the. A representative from your chapter must be present for this meeting. Practice for the show will be, and the scheduling of practice times will also be determined at the meeting. Each team is allowed two managers to assist with props or music. All other brothers and guest must be registered on pay the entrance fee. Failure to follow this rule will result in automatic disqualification. Included in this package your find the rules of the contest, registration form and judges rating form. If you have any questions, please contact me at. Once again, congratulations and I look forward to seeing you in New Orleans. Nila D. White Director of Stepshow Events Cc: Regional Director Chapter Advisor 20 Awards & Achievements Criteria Guide Spring 2009 Edition

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26 Phi Beta Sigma Fraternity, Inc. Step Show Registration Form Date: Number of Participants: Chapter: Primary Contact: Phone/Cell# Secondary Contact; Phone/Cell# Step Master: Performers MANAGER #1 MANAGER #2 Please note that all members must be active members of the fraternity. A copy of a valid ID must be presented at the convention for every name submitted on this registration form. Also send a picture of the entire team with this registration form. I certify that all members are active members of the Chapter and we have read and fully understand the rules of the competition. Presidentʼs Signature Date Financial Secretaryʼs Signature Date Step Masterʼs Signature Date 24 Awards & Achievements Criteria Guide Spring 2009 Edition

27 Appendix C Oratorical & Debate Competition Phi Beta Sigma Fraternity, Inc. Oratorical Competition Instruction for Judges Thank you for agreeing to judge the contest. The contest would not be possible without adults willing to help. Three judges will judge each contestant. Each judge will be provided with the contestant speaking order and a set of ballots, the name of the contestant will be marked on the ballot. Traditionally, the first judge to enter the room is considered the judges spokesperson. But any of the three judges may act as the spokesperson. In many cases the timekeeper will act as the spokesperson, signaling when the judges are ready for the next speaker, etc. The spokesperson makes sure all of the judges are in the room and ready to begin the round, and when the next speaker should be called. As each contestant is speaking, the judge may write comments on the ballot, or choose to write the comments after the speech is complete. Each judge has one ballot for each contestant. The purpose of the ballot is to maximize the educational experience for the contestant. Judging and the Ballot Take a minute to familiarize yourself with the ballot and the rules before the contest. A. There are four areas of judging criteria; Introduction, Content, Presentation, and Conclusion. Introduction: Does the introduction make you want to hear more? Does it have a clear thesis? How well is the beginning laid out? Content: Is each point relevant to the topic and substantiated with current documentation? Are the facts and figures used current? Good word usage? Does it have a logical, clear organization? Does it define how Phi Beta Sigma Fraternity, Inc. can improve the admission and attrition rates of African American males? Presentation: Appropriate eye contact, audibility, rate of delivery, voice inflection, fluency, tone, gestures, pronunciation, general sense of confidence, etc. Conclusion: Does conclusion sum up main points of the speech? *These are the areas of criteria, but you are not limited to commenting on only these areas. The questions above are designed to help you, feel free to expand them. Awards & Achievements Criteria Guide Spring 2009 Edition 25

28 Each has a 1-10 score, 10 being the best, with a perfect score of 40. A total score of is considered a very good speech, a good speech, an average speech and a total score of under 25 is considered poor speech. (Don t worry about re-checking your addition, it will be done during the tallying.) Sign the bottom of the ballot. Write pertinent comments on the ballot. Comments should be largely encouraging and positive, but not overly so, a student who receives a middle to low score has the right to know why. It is okay to be honest, you can help the contestant to become a better speaker. The students will be given the ballots after the contest. Comments can relate to the areas of scoring or the condition of admission and attrition rates of African American male students. Judges comments need not be detailed or lengthy. (Judging Hint: One experienced judge takes a few minutes before the contest to write down a list of words that may be used for comments on the ballot. It lessens the time between speeches and helps prevent the block you might have during the contest.) At the end of each speech the timekeeper will provide you with the time of the speech. The collegians are given a 5-10 minute limit, although they are not disqualified unless the speech is under 4 minutes or over 11 minutes. If the speech is within 4-11 minutes, it is at your discretion to use the time issue in your scoring. You may ask yourself; was the extra time a critical part of the speech, or could the contestant cut something? How much over time was the speech, one minute or ten seconds? (It is not your responsibility to disqualify students that are under or over time. If that does happen, complete your bal - lot and continue with the contest. The timekeeper or spokesperson should inform the contest director after the round is complete. The director will handle any issues regarding disqualification.) The spokesperson or timer should check to see if all of the judges have completed their scoring prior to allowing the next contestant to proceed. When the contest and the ballots are completed, give them to the spokesperson or timer. They will give them to the individuals who will tally the results. If you have any questions before or during the contest, the director is available. 26 Awards & Achievements Criteria Guide Spring 2009 Edition

29 Phi Beta Sigma Fraternity, Inc. ORATORY CONTEST BALLOT Speaker Name NOTE: 10 is the highest score. Region TIME: Introduction Score Comments: Content Score Comments: Presentation Score Comments: Conclusion Score Comments: Judge s Signature Total Score **Please note: A total score of is considered a very good speech, a good speech, an average speech and a total score of under 25 is considered a poor speech. Judging Criteria: 1. Introduction: Does the introduction make you want to hear more? Does it have a clear thesis? How well is the beginning laid out? 2. Content: Is each point relevant to the topic and substantiated with current documentation? Are the facts and figures used current? Good word usage? Does it have a logical, clear organization? Does it clearly delineate Phi Beta Sigma s ability to improve African American Male admission and attrition rates? 3. Presentation: Appropriate eye contact, audibility, rate of delivery, voice inflection, fluency, tone, gestures, pronunciation, general sense of confidence, etc. 4. Conclusion: Does conclusion sum up main points of the speech? Awards & Achievements Criteria Guide Spring 2009 Edition 27

30 Lincoln-Douglas Debate Judges Sheet 28 Awards & Achievements Criteria Guide Spring 2009 Edition

31 Appendix D Miss International Phi Beta Sigma Pageant Souvenir Program Journal Advertising Schedule ADVERTISING RATES (% of proceeds to benefit the Education Scholarship Fund) Full Page $ Half Page $ Quarter Page $75.00 Business Card $50.00 Patron $25.00 PRINT OR TYPE ONLY (person buying the ad) Name Address City State Zip Make checks payable to: Phi Beta Sigma Fraternity, Inc. The Miss International Phi Beta Sigma Pageant Date: Thursday, July 9, 2009 Time: 6:00 pm ADVERTISEMENT DEADLINE: Monday, May 29, 2009 AD SOLICITED BY: Awards & Achievements Criteria Guide Spring 2009 Edition 29

32 Sample Letter Soror Barbara C. Moore, International Grand Basileus Zeta Phi Beta Sorority, Inc. Zeta University Columbia, South Carolina Dear Soror Moore: Phi Beta Sigma Fraternity, Inc. is an international organization founded on the principles of Brotherhood, Scholarship and Service. It is the desire of the Fraternity to bring events to the local community that will foster support for educational programs and educational awareness. It is in the spirit of promoting scholarship, Phi Beta Sigma Fraternity, Inc. is promoting and sponsoring The Miss International Phi Beta Sigma Pageant. The pageant will be held on Thursday, July 9, Proceeds from the pageant will benefit the Fraternity s EDUCATION SCHOLARSHIP FUND, a 501(c)(3) TAX EXEMPT ENTITY designed to assist financially disadvantaged students in our local school district to pursue an undergraduate degree at any University or College of their choice. I am soliciting your support in this effort by asking you to purchase an ad in the program souvenir journal. The ad rates are as follows: Full page $ Half page $ Quarter page $75.00 Business Card $50.00 Patron $25.00 All camera-ready ads and money are due by Monday, May 29, Enclosed is an advertisement form. Please make checks payable to Phi Beta Sigma Fraternity, Inc. Additionally, I thank you in advance for your support of Phi Beta Sigma Fraternity, Inc. and its mission. Sincerely, Brother Marion Wright, Coordinator Miss International Phi Beta Sigma Pageant 30 Awards & Achievements Criteria Guide Spring 2009 Edition

33 Application Name Address City State Zip Phone (H) (Cell) Age Region Representing Last School or Attendance Major Current GPA (if applicable) Classification Projected Graduation Date List all organizations currently a member of: Pageant, homecoming or modeling experience: Hobbies: Describe yourself in one word: Signature of Contestant Signature of Regional Director PLEASE ATTACH A 1-PAGE PERSONAL BIO, ONE 4x6 COLOR HEAD SHOT AND ONE 4x6 BLACK AND WHITE HEAD SHOT OF YOU WITH PACKET. 31

34 Disclaimer THE MISS INTERNATIONAL PHI BETA SIGMA PAGEANT IS A NON DISCRIMINATORY EVENT OPEN TO ALL FEMALES REGARDLESS OF: Race Religion Undergraduate/Graduate Classification Organization affiliation Contestants must NOT be older than 25 years old. Entry Fee is NON-REFUNDABLE. All photos are the property of PHI BETA SIGMA FRATERNITY, INC. All contestants are required to sell a minimum of $1, in advertisements. I, have received and read a copy of the application packet with all rules, guidelines, requirements and pageant score sheet and hereby agree with the rules, terms and conditions of The Miss International Phi Beta Sigma Pageant. I, also agree that the decision of the judges is FINAL and I am entitled to see a copy of my performance results. I further understand that if chosen as Miss International Phi Beta Sigma, I must be unwed (single) and without child(ren). Furthermore, I must remain unwed and without child(ren) during my reign. I further understand that I am NOT an agent for The Miss International Phi Beta Sigma Pageant and I am NOT authorized to act on behalf of the fraternity other than as permitted in my capacity as a contestant or The Miss International Phi Beta Sigma, if selected. I further understand any violation of the pageant rules, regulations, and/or failure to serve in the capacity as The Miss International Phi Beta Sigma if selected, may be grounds for removal or the termination of my reign. I further understand that no cash will be made available to the top three winners. SCHOLARSHIP AWARDS ONLY. SCHOLARSHIP WINNING WILL BE AWARDED THE NEXT ACADEMIC SCHOOL YEAR. This disclaimer must accompany the application, entry fee and photo. Signature of Contestant Notary Public Date Regional Director Commission Expires Pageant Coordinator 32 Awards & Achievements Criteria Guide Spring 2009 Edition

35 Brother Alain Leroy Locke Academic Achievement Award Appendix E Scholarship Application Please type all information. The essay should be thoughtfully and clearly written, but succinct. The application will be rated in appearance, verfiability of information, clarity, and evidence of achievements. Incomplete applications will not be conisdered. PERSONAL INFORMATION Name School Address City State Membership # Permanent Address City State Address SCHOOL/PROFESSIONAL INFORMATION College/University G.P.A. Major/Minor Region Classification Campus/Community Acitivities: (include offices held, honors, and awards) FRATERNAL INFORMATION Chapter: Fraternal Activities: Attach additional information if necessary, all offices held, honors and awards APPLICATION REQUIREMENTS (a) Official transcripts or letter (certified by Registrar) (d) List any scholarship(s) received and other academic awards verifying G.P.A. and classification* (e) List involvement with national programs and special events (b) Two (2) letters of recommendation** (f) Essay including career ambition/goals and an explanation of why you should be (1) Personal source awarded the Achievement Award (2) Institution source (College letterhead) (g) Picture (Headshot) (c) Resume *All applicants must be Sigma Men in good standing, currently enrolled as an undergraduate. Minimum G.P.A. 3.0/4.0 or equivalent. **Institutional recommendations can come from a teacher/professor or an academic advisor. APPLICATION SUBMISSION Attention: Brother Alain Leroy Locke Academic Achievement Award, Corporate Headquarters, 145 Kennedy Street, NW, Washington, DC Complete Application Postmark: Deadline: June 1 of each year Notification of Award: During The Conclave 33

36 Appendix F Collegiate Chapter with the Highest GPA Award Application Phi Beta Sigma Fraternity Incorporated Application for the Collegiate Chapter with the Highest Grade Point Average Award Please type all information. The application will be rated on verifiability of information and evidence of grade point averages as listed on official transcripts. Incomplete applications and unofficial copies of transcripts will not be considered. Date: (Official use only) College/ University and Chapter Information COLLEGE/UNIVERSITY and CHAPTER INFORMATION College/University: Chapter Name: Chapter President: Chapter President Telephone Contact Chapter Advisor: Chapter Advisors Name of Sponsoring Alumni Chapter: Chapter Honors/Awards 34 Membership Information MEMBERSHIP INFORMATION Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Member Name: Membership # GPA Note: Attached additional sheet if necessary. APPLICATION REQUIREMENTS Official Transcript for each brother is required (Certified by Registrar) verifying G.P.A and Classification **All brothers shall be financially active Sigma Men in good standing with their local collegiate chapter and currently enrolled as an undergraduate student at the named college/university above. All courses listed on member s transcripts shall be approved baccalaureate curriculum by the states Board of Regents. Only four and five year baccalaureate programs are acceptable. Awards & Achievements Criteria Guide Spring 2009 Edition

37 Appendix G Emmit Smith Athletic Achievement Award Application 35

38 Appendix H Chapter Awards and Recognition Assessment Tool Chapter Awards and Recognition Assessment Name of Chapter College/University City/Community Region Chapter Address Presidentʼs Name Telephone Advisorʼs Name (Collegiate) Chapter Level Status* Areas of Focus Total Possible Points Your Chapter Points Scholarship and Academic Achievement 100 Program Implementation and Reporting 275 Membership Growth and Retention 90 Chapter Operations 290 Risk Management 125 TOTAL 880 Chapter Overall Performance Levels and Analysis Check One If your chapter score is , your chapter is rated Gold Status If your chapter score is , your chapter is rated Silver Status If your chapter score is , your chapter is rated Bronze Status If your chapter score is below 581, your chapter is rated Marginal Status Chapters in Marginal Status will be placed on performance review until performance is brought up to a minimum of Bronze Status -All Reports Will Be Submitted Electronically- Prior to Submitting, chapter will confirm that all information in report is presented accurate and true. Any falsification of in this report will result in chapter suspension. Each Regional Director will review and approve his chaptersʼ report and forward to Corporate Headquarters for processing. Any chapter that does not submit report to Regional Director during required period will be suspended. 36 Awards & Achievements Criteria Guide Spring 2009 Edition

39 Collegiate Chapters Points Your Score The Chapter has written Academic Policy 15 The Chapter Cumulative GPA is above The Chapter Cumulative MIP Candidates GPA is above Compared to other fraternities on campus, the Chapter Chapter has the highest GPA or 25 Or at least in the top quartile Points Your Score Chapter has implemented 3 Sigma Global Programs during the past year. 25 Bonus points for each additional Sigma Global Program Implemented. 5 additional points for each additional Sigma Global Program implemented. 5 each Chapter raised/contributed a minimum of $100 to March For Babies. 25 Chapter raised/contributed a minimum of $100 to American Cancer Society via Relay for Life. 25 Chapter host and/or participated in Sleep Out For the Homeless Campaign 25 Chapter has an active Sigma Beta Club Program or supports/sponsor an active Sigma Beta Club 50 Chapter has an established Scholarship Fund That provides scholarships annually. 25 Bonus for chapters contributing more than $1,500 in charitable giving 50 Chapter submitted article to Editor of Crescent. 25 Awards & Achievements Criteria Guide Spring 2009 Edition 37