Association of Independent Living Groups

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AILG Accreditation Review Basic Data Form

Full FSILG name (as known on campus)

The line above and the document title will be replaced with the first line of your answer to "A5. Full FSILG Name, address" when the form is updated.

Guide to filling out the Basic Data Form

This online web form, which we have updated for the Spring Semester of the 2010-11 academic year, allows you to fill in sections of the form, submit the form for update, and save the resulting HTML file with all of your edits in place. You may then work on it again later to update or add information. Your saved copy from a previous review cycle may be used to initialize input fields and reduce your data entry time when preparing for a new review.

Work Together

We request that the alumni/ae and undergraduates work together on the completion of the form, and return a single form with both alumni/ae and undergraduate responses. You may do this by emailing saved HTML files of your partially completed form to other officers who may then add information and send the form on. Alternatively, you may work in parallel, with the final submitter using cut and paste to merge the input fields into a single combined form.

Complete and Brief

Please be both complete and brief. While some of the response fields allow as many lines of input as you would like to provide, others are small single line fields. If we ask you a question, and the response field is only five characters, we don't expect a long explanation. However, we've provided an "Extended Comments" section at the end.

Saving Your Work

To save the completed or partially completed form, use the Save as HTML button on the form. Do not use your browser's File-Save function. This is required to ensure that your entries are saved with to the page. Whenever you load a saved form, use the Update Page button before continuing work, in order to incorporate any changes we have made to the underlying form. You may also use the Update Page button if you have entered a large amount of information into a text area, and the text area will be expanded for you. These buttons have been repeated at the beginning and end of each section to make them easy for you to access. We suggest using Update Page and Save as HTML frequently while you are entering data. If you accidentally hit "return" with focus in the URL window of your browser, you will most likely clear everything, but using the back button on your browser should restore everything and relax your nerves. Please be aware that none of the information you enter into this form is being stored on the web server after your page is updated or your HTML file is saved to your computer. There are no data files on the athena script server.

Using the Form from Your Last Review

If you have been previously reviewed since we began using this online version of the BDF, you may open your old form and use the Update Page button to merge in the new information. Where possible, old field values will be brought forward. In semester-by-semester or year-by-year tabular information, the older information will appear under the appropriate older year, if it is not too old to be displayed at all.

Working Offline

While it is possible to work on the form while not connected to the internet, you must be connected to update or save your work. As long as you "sleep" your computer rather than shutting it off completely, you should not lose any work. Most browsers will allow you to "select all" and then copy and paste to a text file to ensure that you do not lose any information already entered if you become disconnected unexpectedly.

Initial Field Values

The first time you display the form, or when you use "Update Page" and we have added a new field, there may be initial values to help guide you in filling out the field. Please remove comments like "(if applicable)" and other data which is not applicable to your organization from the initial field values.

Official Communication

As the alumni organization of the FSILGs at MIT, our official communications are with the alumni/ae of each organization, and your alumni/ae officers have the ultimate responsibility for providing the complete information to us.

Submit On Time

We need your responses well in advance of the review date, to allow the visiting committee time to prepare for the review. Previous visiting committees have suggested that we reschedule reviews if we have not received a "unified document with no gaps." We are not yet implementing this policy, but it should be obvious to FSILGs that the ability of the alumni/ae and undergraduates to work together effectively to organize complete information about their organization is one objective evaluation point in this process.

Submitting the Completed Work

When you have fully completed the form, use the "Save as HTML" button on the form, and send the resulting file by Email as an attachment to the Accreditation Coordinator, who will produce a PDF document for the Visiting Committee. The HTML in this form makes use of CSS media classes to allow the printed result to omit instructional text intended only for those completing the document.

Improvements

We are constantly improving the form. The design allows updates to the form to be applied to work in progress. Please don't edit the HTML. (Yes, I have received a submission which had been customized.) Any edits you make will be discarded by the "Update Page" or "Save as HTML" buttons. If you have a good idea, please tell me, and I'll consider incorporating it.

Begin your work below:

Contact Information -- Section A is the only section of this document which will be shared with the MIT Administration, Alumni Association, and AILG Board.

The Rest of this Document is Confidential -- Except for Section A, none of the information details submitted will be shared beyond the members of the AILG Accreditation Visiting Committee, the Accreditation Coordinator, and yourselves. Please see our Privacy Policy.

There are eleven sections:
A. Contact Information
B. Occupancy and Membership
C. Recruitment and Retention
D. Financial Information
E. Governance
F. Member Development
G. Values
H. Scholarship
I. Behavioral and Judicial
J. Physical Plant
K. Extended Comments

A. Contact Information

  1. Date Submitted
    Please indicate the day, month, and year the form was submitted by your organization.

  2. Submitted by:
    Please provide the name and role or title of the person who completed the form, and if not one of the roles listed in this section, please also include his or her full name, year of graduation (and if not MIT, the name of the undergraduate university), and the requested contact information.
     
    Name:
Role/Title:
(if not included below, add email, address, phone, and class year)
   

    (Items 3 and 4) Undergraduate FSILG President
    Please provide the name and class year of the undergraduate president, previous undergraduate president, the requested contact information, and the starting and ending dates of their terms.

  3. Undergraduate President for current term of office
    Name
    Year Email
    Term Start End

  4. Previous undergraduate president
    Name
    Year Email
    Term Start End

  5. Full FSILG Name, address
    Provide the full name of your undergraduate organization as it is known on the MIT campus, its chapter designation within your national organization if applicable, and its legal name if different. Please include the street address. The first line of the entry in this answer will become the heading at the beginning of this form after UPDATE PAGE is pressed. PLEASE make sure that there is not a blank line at the top of this box.
    Full FSILG name (as known on campus)
(if applicable) Chapter designation within National
(if different) Legal name
Street Address
   

  6. Is there a National affiliation?
    If your FSILG is affiliated with a National organization, please provide the full name of the national organization, the address, the name of the main contact official, telephone, email address, and web site.
    (if applicable)
Full Name of National organization
Address (full mailing address)
Main Contact Official and Title (e.g. Executive Director)
Telephone
Email Address
Web Site
   

  7. What is the legal name of your House and/or Alumni/ae Corporation?
    Please provide the full legal name of your Corporation(s) as registered with the Secretary of the Commonwealth of Massachusetts. If none, please explain.
    Legal name registered with the Commonwealth
   

    For the next three items, please provide the names, class year (and undergraduate university if not MIT), and contact information for the listed officers of your corporation. If you use different titles for your major officers, please include those titles.

  8. Corporation President
    President's name:
Year:
Address
Phone
Email 
   
  9. Corporation Secretary
    Secretary's name:
Year:
Address
Phone
Email 
   
  10. Corporation Treasurer
    Treasurer's name:
Year:
Address
Phone
Email 
   
  11. Corporation House Manager
    House Manager's name:
Year:
Address
Phone
Email 
   

  12. Other alumni/ae board members and advisory board
    Provide a list of any additional members of the alumni/ae/house corp. board(s). Some organizations have separate house and advisory boards. Please explain. List the names of all members, the office(s) or role(s) they hold and which board(s) they serve on. Please provide class year (including school if not MIT), city/state of residence, email address, and approximate year when joined the board.
    Name:
Office/Role/Board:
Class Year:  City/State:  Email:  Year Joined Board:

Name:
Office/Role/Board:
Class Year:  City/State:  Email:  Year Joined Board:
   

  13. Faculty Advisor
    Name:
Email:
School/Year:
   

    Member of your organization? Yes   No

  14. MIT Staff Chapter Counselor
    Name:
Email:
School/Year:
   

  15. Alumni/ae Advisor
    Name:
Email:
School/Year:
   

  16. National or Regional, Advisor(s) to FSILG
    Name:
Email:
School/Year:
   

  17. Alumni/ae Risk Management Advisor(s) (CARMA)
    Name:
Email:
School/Year:
   

    Does he or she attend the CARMA meetings? Yes   No

  18. Undergraduate Risk Manager, this semester
    Name:
Email:
Year:
   

  19. Who is your current Resident Advisor (RA)?
    Please provide name, undergraduate university, year of graduation, number of years as your RA, whether a member of your FSILG, and email address. If this RA has not yet completed a full year with you, please provide the same information about the previous RA.
    RA's name:
Undergraduate University:
Year:
Number of Years with you:
Member? 
Email 
If less than one year, same info for previous RA, please.
   

  20. Undergraduate Organization Executive Committee
    Please provide the Position, Name, and Class Year of the current members of the undergraduate organization's executive committee. The President will be automatically filled from Question A3 when UPDATE PAGE is pressed.
    President     
    
   

End of Section A (Contact Information). All information beyond this point is strictly confidential.

B. Occupancy and Membership

  1. Historical Occupancy and Membership Data.
    The purpose of this chart is to provide a semester-to-semester statistical record of your total undergraduate membership at MIT's campus and how many of these members live in your house versus dorms or off-campus. It represents the required housing capacity for everyone at MIT who is part of your organization. If you have non-member tenants, these are listed as well.

    Please begin by indicating both your "ideal" occupancy and your legal maximum occupancy. Then, in the chart provided, please indicate membership and occupancy by category for the four most recent semesters. In each column, the same person must not be listed in more than one category. The totals will be calculated as the input fields change. In some browsers the recalculation will not happen until you click elsewhere in the form.

    The total membership calculation counts both New Members and Full Members and includes your Frosh in Dorms + Upperclass New Members in Dorms + Upperclass New Members in the House + Upperclass Full Members in Dorms + Upperclass Full Members in the House + Local Members and New Members living off-campus.

    It does not include members who are on study-abroad programs or away from campus for any other reason.

    Goals Ideal occupancyLegal occupancy
    Four Semester History Spring 2011 Fall 2010 Spring 2010 Fall 2009
    Total Membership (calculated)
    Total Occupancy (calculated)
    Frosh in dorms
    UC* New Members in dorms
    UC* New Members in house
    UC* Full Members in dorms
    UC* Full Members in house
    Local Members (Full+New) living off-campus
    The members listed above this line must be enrolled at MIT's local campus during the semester listed. Only these are included in the "Total Membership" calculation.
    UC* Non Members in house
    Grad Students in house (not including RA)
    RA in house
    The "Away from Campus" line is to list members or usual occupants who are away from campus for the semester, but expected to return. This is for any reason, including study abroad, taking the semester off, or any special status. These will not be added to the Membership or Occupancy totals, even if your organization's rules consider them to be members.
    Away from campus
    *Note: Upperclass (UC) are Sophomores and above who have not yet received an undergraduate degree. A 5th year Senior or MEng is "UC" if the undergraduate degree has not yet been awarded (not yet "walked"), but is otherwise a grad student. MIT considers FSILGs undergraduate organizations. Your organization may have its own membership rules, but to maintain consistent numbers throughout the review system, we will count grad students in the house in occupancy but not in undergraduate membership.

  2. Performance against Membership goals: Please describe how the numbers above correspond to your organization's own goals for size and growth, and, if applicable, to National or Panhellenic quotas.
    
   

  3. Summer occupancy
    If your house is occupied during the summer, please indicate the most recent summer's occupancy by non-member boarders and members.
    # Summer Members# Summer Boarders

  4. Discuss how you handle security, risk management, and house rules during the summer. 
    
   

C. Recruitment and Retention

  1. What number of new members did you set as a target for your most recent recruitment period?

  2. Retention. The purpose of this chart is to track your retention (or loss) of members from the semester these members were recruited through the present time. Each row represents a specific group of new members recruited the same semester, including their progression through your new member program and subsequent retention.

    Provide the number of (a) new members who joined your organization during each of the following semesters. Then break out those who joined each semester into the number (b) who completed your new member program, (c) left without completing the new member program, (d) are still undergraduate members or new members today, and (e) have graduated and become alumni/ae members. List alumni on the line for the semester they joined, not when they became alumni. Since we only list six semesters, this column counts only those members who graduated or otherwise left MIT less than four years after they were recruited.

    The members in category (d) are those who actively participate and contribute to your organization, whether they have been initiated or moved into your house or not. You have "retained" (d) plus (e). The last column (f) is calculated for you. It is those you lost during and after the new member program: (a)-((d)+(e)), i.e. everyone who left without becoming an alumnus.

    We recognize that some organizations have new member programs that are completed on the day of joining; for these organizations we would expect the first two columns to be the same and the third to be all zeroes. If your new member program is not yet complete, do not fill out columns (b) and (c) but be sure to list everyone still in your new member program in column (d).


    Recruitment Semester Total
    Recruited    		 Completed
    Program    		 Did Not
    Complete    		 Undergrad
    Members    		 Became
    Alumni/ae    		 Not
    Retained
    Spring (January to June) 2011
    Fall (July to December) 2010
    Spring (January to June) 2010
    Fall (July to December) 2009
    Spring (January to June) 2009
    Fall (July to December) 2008
    Calculated Retention: (Undergrad Members+Alumni/ae Members)/Total Recruited
    Undergrad members recruited in semesters prior to the above (calculated)
    Total current undergraduate members (Autofill from chart B1)

  3. Are you satisfied with your efforts and results for recruitment? If no, please explain.
    Yes No
    
   

  4. What worked and didn't work during recruitment? 
    
   

  5. Which of the following are you planning (or did you participate in) this academic year?
    Fall Formal Recruitment
    Fall Informal or Semester-long Recruitment
    Spring Formal Recruitment
    Spring Informal or Semester-long Recruitment

  6. Recruitment expenditures.
    Please provide your budget and actual expenditures for recruitment for the current and previous academic years.
    2008-9 Budget:  Actual:
    2009-10 Budget:  Actual:

  7. Did you have any recruitment violations in the last 2 years? If yes, please explain.
    Yes No
    
   

  8. Please explain any retention less than 100% in C2 above. What part of the loss was while the members were still new members, and what part was later? What reasons can you give for the lack of retention, and what plans do you have to improve retention? 
    
   

  9. What are your organization's diversity goals (ethnic, racial, nationalities, disabilities, religious, activities, sports, courses of study, etc.) and how are these promoted within the organization and when recruiting new members? 
    
   

  10. Please describe your organization's current diversity. 
    
   

  11. Are you satisfied with the current diversity?
    Yes No

D. Financial Information

  1. When were the last real estate taxes paid? (Month and Year.)

  2. Are any real estate taxes overdue?
    If Yes, please explain.
    No Yes

  3. List all mortgages, including loans from the MIT IRDF. For each mortgage, list the lender, amount, and frequency of payments due.
    Lender            Amount     Frequency of payments due
   

  4. Are there any payments on any mortgage currently past the due date?
    No Yes -- Please provide details if yes.
    
   

  5. Were any payments during your current or previous fiscal year made after the due date?
    No Yes     If yes, please explain the reasons for and magnitude of the shortfall and the length of the late period.
    
   

  6. Please provide the ending date of your Corporation's fiscal year.

  7. What is its incorporation type (e.g. 501(c)(7))?
    Please provide the type of corporation as referenced in the federal tax code.

  8. Please provide the EINs (IRS Tax Identification Numbers) for
        your alumni/ae or house corporation
        your undergraduate organization.
    You may be able to find your EIN in one of the following two Excel files: Massachusetts Exempt A-K or Massachusetts Exempt L-Z. These listings also include important information such as the date of your or your parent organization's Letter of Determination, whether you have your own LoD (Group Exemption is zero) or are covered by your parent organization's Group Exemption, which section of IRS Regs 501(c) your organization falls under, etc. If you are not found in one of these two lists, see the IRS charitable statistics page for more information. This likely indicates a problem which it is important to solve.

  9. An important part of the accreditation process is checking the status of your organization's required IRS Form 990 filing. Almost all organizations are required to file separate Form 990s for the Alumni and the Undergraduate organizations, unless there is truly no financial separation between the two, or unless one or both operate and file as for-profit corporations. The Form 990 is a public document, and Treasury Regulations 301.6104(d)-2-5 permit any member of the public to request a copy of the forms for several recent years. Because of this, you are absolutely required to provide your Form 990s, for both your alumni organization and your undergraduate group, to the Visiting Committee subject to the same rules as to any member of the public. If you are not able to do so, the Visiting Committee is required to register a reservation as part of your finding.

    The IRS requires you to either have regular office hours or a web location where the general public can easily examine your Form 990s. Even if you have not posted them, your Form 990s may already be on the web site of an organization such as The Foundation Center. If the most recent Forms 990 for your alumni and undergraduate organizations are available online, either at a site which posts filed Form 990s or at your own web site, please provide the URLs below. You may need to shorten URLs using TinyURL.com.

    If your Forms 990 are not available on line, you must have copies available for inspection by the general public at your primary location, and you must show these to the Visiting Committee during your accreditation visit. Even if you are part of a National organization which included you in a group return, the IRS requires you to have a copy of the group return (which is separate from the National organization's own return) available locally for public inspection. If you are covered by a group return you must read the requirements for providing information about your group filings at our Group 990 information page and the special procedures there must be completed by the due date for the BDF. You may read more about the public disclosure requirements for your Form 990 and other documentation and the substantial penalties for failure to disclose at The Foundation Center.

    Did your alumni/ae corporation and undergraduate organization file a Federal IRS Form 990 last fiscal year?
    Alumni/ae Yes No  
    Date:
    URL:    		 
    
   
    Undergraduates Yes No Combined With Alumni/ae On a Group Return filed by National
    Date:
    URL:    		 
    
   
    If you did not file, please explain why not below. 
    
   

  10. Has an annual Corporation filing with Commonwealth been made by your alumni/ae organization in the past year?
    This is the required annual filing with the Secretary of the Commonwealth of Massachusetts. For more information, please see the website of The Secretary of the Commonwealth and follow the link to the Corporations Division. This is not a financial requirement, per se, but we have included this question with questions about other filings. If you have not filed it, please explain.
    Yes No

  11. Are any Federal taxes currently due or overdue?
    If so, please explain.
    No Yes

  12. Do you have any employees?
    If no, skip to question D19(*).
    Yes No

  13. Employee names and job title/description
    For each employee, provide name and a job title with a short description of responsibilities.
    1.
2.
3.
   

  14. Do you use a paid payroll preparer?
    If yes, who. If not, how do you handle payroll?
    
   

  15. Withholding taxes
    Is this being handled properly, and how?
    
   

  16. Workmen's compensation
    Is this being handled properly, and how?
    
   

  17. When were your last state and federal payments made?

  18. Were any payments made late during the current or previous fiscal year?
    No Yes     If so, please explain.
    
   

    * Some older browsers are not numbering the questions. The next question is "D19".

  19. Which officers are responsible for vendor and utility payments?
    Current officer term.

  20. Which officers are responsible for vendor and utility payments?
    Previous officer term.

  21. Have any accounts to vendors or utilities been in arrears?
    No Yes
    If any account was more than 90 days overdue at any time in the past 12 months, please explain which account, how much, why, and whether it has been paid off now.
    
   

  22. Undergraduate Budget process
    Please give a brief overview of your undergraduate budget process, including how dues and/or house bills are set. Has this process proved satisfactory, from the view of both the undergraduates and the house corporation? If no, how do you plan to improve the process? Enter "No separate undergraduate budget process" below if there is only an alumni/ae budget process.
    
   

  23. Alumni/ae Budget process
    Please give a brief overview of your alumni/ae organization's budget process, including how financial obligations the undergraduate organization has to the alumni/ae organization, if any, are set. Has this process proved satisfactory, from the view of both the undergraduates and the house corporation? If no, how do you plan to improve the process? Enter "No separate alumni/ae budget process" below if there is only an undergraduate budget process.
    
   

  24. By what percent did the membership bill change from last school year to this year?

  25. What percent of your member bills remained unpaid at the end of either last school year or last semester?
    You may choose to answer either the most recent semester or the previous school year; indicate which. Provide the percentage and total amount due but unpaid and the number of bills that were delinquent.
    Last Semester Year

  26. Is this considered a problem?
    Yes No
    If not, why not?

    If yes, are you using the ability to place registration holds and/or graduation holds through the FSILG office?
    Yes No

  27. Please describe the processes you use for assessing the ability of a member to pay outstanding debt and for ensuring collection from members who are delinquent: 
    
   

  28. Loss or profit
    For each of the last two years, did the undergraduates and/or the alumni/ae corporation show a profit or a loss? If possible, answer this separately; if not, you may combine them (write "Combined" in the alumni/ae box). We would like the result as either a dollar amount or a percent, or both. You may put explanatory text in the box at the bottom.
    20102009
    UndergradsAlumni/ae UndergradsAlumni/ae
    
   

  29. Savings to budget ratio. Compute the sum of your savings, set asides, and reserves. Divide this by your annual operating budget. (This is your zero-income burn rate, that is, "2.0" would mean that your reserves could cover your operating budget for two years if your income were zero.) Please provide this ratio.

    Do you consider it satisfactory?
    Yes No     If not, what are plans to improve?
    
   

  30. Commercial Alumni/ae Relations and Communications company?
    Do you use the services of Stewart Howe or a similar company? If yes, please indicate the name. If no, please explain how you remain in contact with your alumni/ae.
    Yes No
    
   

  31. Do you actively solicit annual donations from your alumni/ae?
    Yes No

  32. Do you have a written capital plan?
    Yes No

  33. Do you have any alumni/ae capital fundraising initiatives underway?
    Yes No

  34. Are any planned?
    Yes No

  35. Have you submitted an IRDF Annual Educational Operating Grant request for the most recent year?
    If No, why not?
    Yes No

  36. Membership in FSILG Cooperative, Inc. (FCI)?
    Yes No

E. Governance

  1. Undergraduate Meeting frequency
    Please provide frequency of meetings for your undergraduate organization (weekly, every two weeks, etc.). Please explain your meeting structure and answer for each type of meeting if there are separate meetings for different member classifications (e.g. new members, residents, non-residents, etc.). 
    
   

    Do new members attend the meeting at which most business is conducted?
    Yes No
    If yes, what is their allowed participation?
    
   

  2. Please describe the overall rate of attendance, quorum requirement, and general trends and percentages of members attending regularly.
    
   

  3. How are members held accountable for their attendance at required meetings? 
    
   

  4. Officer meetings
    Are there separate officer meetings, and if so, how often? If no, please explain.
    Yes No
    
   

  5. Officer to membership communications
    How are the results of officer meetings communicated to the other members? Is this working? If not, how might it be improved?
    
   

  6. Filling officer positions
    Is there difficulty getting members nominated for officer positions? If so, which positions are the most troublesome?
    No Yes

  7. Young alumni/ae
    Do recent alumni/ae in the area remain in contact?
    Yes No
    Are they a positive and mutually desired influence?
    Yes No
    How are any problems handled?
    
   

  8. Alumni/ae corporation meeting frequency
    How often does the alumni/ae corporation meet (annually, monthly, etc.)? Please answer for (a) meetings to which the entire corporation is invited, (b) meetings to which the entire elected board is expected to attend, (c) meetings attended by a subset, such as an executive committee, and (d) meetings by a separate advisory board.

    We recognize that some organizations do not have these distinctions. Please indicate if that is the case by some understandable notation, such as the default values given for (c) and (d). Be sure to remove the defaults if they are not appropriate for your organization.

    Please indicate which of the above meetings are open to alumni/ae only, all undergraduates, or undergraduate officers only. Explain any restrictions on undergraduate attendance or limitation on involvement or access to information.
    (a) Entire Corporation
    		 
    Explain Restrictions
   
    (b) Elected Board
    		 
    Explain Restrictions
   
    (c) Executive Cmte
    		 
    Elected Board is Executive Committee
   
    (d) Advisors
    		 
    No separate Advisory Board
   

  9. Alumni/ae Oversight
    It is the expectation of MIT and the AILG that alumni/ae are actively involved in the day to day operation of all accredited FSILGs. Please describe how often each of the members of the corporate and advisory boards listed in Section A (Contact) visits the FSILG, and give the date of the most recent visit for each member. Also, if you have other alumni organizations that are involved with the undergraduates, please describe them in this section as well.
    Name:
Frequency of visits:
Date of most recent visit:

Name:
Frequency of visits:
Date of most recent visit:
   

  10. Alumni/ae to undergraduate communications
    How are the results of corporation and advisory board decisions communicated to the undergraduates? Is it working well, and/or how could it be improved?
    
   

  11. AILG Participation
    Important information is exchanged between members of the AILG and the MIT Administration at each of the Plenary Meetings of the AILG. Please indicate the name of one member of your alumni/ae corporation or advisory body who actually attended each of the following Plenary meetings:
    2010 Nov: 2010 Sep: 2010 Jun:
    2010 Apr: 2010 Feb: 2009 Nov:

  12. National Assistance
    If your FSILG is affiliated with a national organization please answer the following questions, with descriptive (not just yes/no) answers. In each box, please describe
    - written manuals provided,
    - any advisor assigned to the position,
    - regional and national training sessions and conferences, including their frequency and your chapter's number of attendees over the past four semesters,
    - what these materials, advisors, and training sessions contribute,
    - and what they ignore.
    For new members and the new member educator?
    
   

    For the treasurer?
    
   

    For the house manager?
    
   

    For the President?
    
   

    For the Risk Manager?
    
   

    For other undergraduate leadership positions?
    - Judicial/Standards Board
    - Social Chair
    - Alumni/ae relations Chair
    - Recruitment Chair
    - Ritual Chair
    - any other leadership positions 
    
   

    For the alumni/ae board?
    
   

    How often does a field representative from your National office visit your organization?
    What other National or Regional representatives visit on any sort of regular basis?
    
   

    What does he/she contribute? What does he/she ignore?
    
   

F. Member Development

  1. New Member Training
    How are your processes and expectations documented?
    
   

    For the current or most recent New Member program, please provide:
    Starting Date:
    Ending Date:
    Duration in elapsed calendar weeks:
    19-Sep - 12-Dec is 12 weeks
    19-Sep - 30-Jan is 19 weeks
    Contact hours (hours of expected activity
    together with other new members and active members)

    (Fraternities/Sororities only) If you exceed the National IFC/Panhellenic recommendation of 8 weeks or limit of 12 weeks, what are your plans to shorten your program?
    
   

    How are activities reviewed to prevent hazing or the appearance of hazing?
    
   

  2. How does your organization promote continuing member development throughout each member's undergraduate years? 
    
   

  3. Does your organization hold retreats? Please describe, including topics, frequency, duration, location, and funding. 
    
   

  4. How does your organization interact with your faculty advisor and the MIT faculty in general? 
    
   

  5. How many of your members are MedLinks

  6. How does your organization promote continuing member development for alumni/ae members? 
    
   

  7. Leadership involvement
    List both undergraduate and alumni/ae involvement as officers or committee members in any MIT IFC/AILG organizations, student government, activities, clubs, sports teams, or fraternal leadership at the National or Interfraternal, level, including similar independent organizations. Please organize in columns as indicated. Remember that "Update Page" will expand the size of the form field as needed. The numeric ruler in the initial contents of the next several input boxes is for your convenience in lining up text in columns. Please delete the ruler before submitting your form.
    Undergraduates:
    1234567890123456789012345678901234567890123456789012345678901234567890
Name                        Organization                 Position
   

    Alumni/ae:
    1234567890123456789012345678901234567890123456789012345678901234567890
Name                        Organization                 Position
   

    Optional: include summary counts of general sports team and club involvement by season or semester. Organize in the field below in any convenient manner.
    
   

  8. Alumni/ae Involvement
    What activities or efforts are made to maintain good relations and communications between undergraduates and alumni/ae, both local and dispersed, young and old?
    
   

  9. Do you hold periodic reunions? Yes No
    Describe frequency and attendance
    
   

  10. Are you approaching any significant milestones?
    Yes No
    Have you considered a reunion for the milestone?
    N/A Yes No

G. Values

Introduction. Unlike clubs and dormitories, MIT expects its FSILGs to be values-based organizations. The accreditation process is less interested in what your values are and more interested in how you articulate these values.
  1. Please provide your organization's public statement of its values and mission. This might be how you explain this to recruits and their parents. If you are a chapter of a national organization please include your national organization's public statement of values, public motto, and official mission statement, as well as any local officially adopted statement. 
    
   

  2. How often and under what circumstances does your organization meet to discuss its values and mission? For many organizations this might be a formal ritual, for others it may be organized discussions or both. 
    
   

  3. Describe philanthropic and community service events held over the past two years. Indicate whether these were all member events or new member events, the number of undergraduate members and or alumni/ae participating, and whether the event was a fundraiser or a direct service event. 
    
   

  4. Does your organization participate in philanthropy and community service events with other groups such as neighborhood organizations, and if so, please describe these events. 
    
   

H. Scholarship

  1. Grades
    Provide your organization's GPA for each of the most recent four semesters.
      Fall 2010   Spring 2010   Fall2009   Spring 2009

  2. CAP Actions
    How many academic withdrawals have there been in your organization in each of the last two years?
    Academic Year 2009-10   2008-9

    CAP Actions
    How many other CAP actions have there been in your organization in each of the last two years?
    Academic Year 2009-10   2008-9

  3. How many days per week and at what times does your house have quiet hours? Entire house? Certain areas? Are there areas set aside for quiet study at all times?
    
   

  4. Does your FSILG offer tutoring sessions led by an upperclass member for freshman core courses? Please describe them.
    
   

  5. How do you identify students in academic trouble and what do you do to help them?
    
   

  6. Scholarship Development
    What else does your FSILG, and/or your alumni/ae organization, do to encourage scholarship?
    
   

I. Behavioral and Judicial

  1. Neighbor Relations
    Describe your relationship with your neighbors. What proactive efforts are made to maintain good neighbor relations? What community or civic activities are supported or engaged in by the FSILG as a unit? What about such activities done by members individually or as small groups?
    
   

    List your nearest neighbors and the date you most recently contacted and/or visited them. Describe the visit.
    
   

  2. Describe your organization's participation in IFC/LGC/Panhellenic activities including individual membership on IFC/LGC/Panhellenic boards.
    
   

  3. Describe any awards or special recognition your organization has received from your National organization (if applicable) or from other groups outside of MIT. 
    
   

  4. Please describe a few things your organization is most proud of. 
    
   

  5. Please describe a few things your organization wishes to improve. 
    
   

  6. Does the FSILG have a Risk Management Policy?
    Yes No
    Is it in writing?
    Yes No

  7. Is it provided to each new member and each member?
    Yes, on paper   Yes, in PDF   Yes, both   No
    How often? 
    
   

  8. Please describe your risk policy regarding drugs and alcohol. 
    
   

  9. Please describe your risk policy regarding mental health. 
    
   

  10. Please describe your process when examining or assisting with personal issues of a member: 
    
   

  11. How do you hold members accountable when they violate your policies? 
    
   

  12. Have any members been told to move out or been suspended or expelled from your organization in the past year?
    Yes   No
    If yes, please explain.
    
   

  13. Have there been any IFC/LGC/Panhellenic, national organization, MIT Administration, city, or other investigations and/or sanctions in the past two years?
    Yes   No
    Explain each, including the findings, actions, and duration of sanctions and/or probation.
    
   

  14. How often, and for what reason have the police made a visit to your house in the past year? Identify whether it was MIT police or city/state police.
    
   

  15. How often and for what reason has the Fire Department sent equipment to your house in the past year?
    
   

J. Physical Plant

  1. Is your Property Insurance billed via FCI?
    If not via FCI, give name of insurance company, amount and evidence that it is in force.
    FCI   National   Other 
    
   

  2. Is your Liability Insurance billed via FCI?
    If not FCI, give name of insurance company, amount and evidence that it is in force.
    FCI   National   Other 
    
   

  3. Membership in the Safety, Licensing, & Inspection (SLI) program?
    Yes No

  4. Using SLI Building Safety Facilitator (BSF) for pre-inspection advice and assistance?
    Yes No     If no, how do you prepare for inspections?
    
   

  5. Boston Dormitory, Cambridge Lodging House, or Brookline Lodging House License
    Do you have a current license from your city and when does it expire? Where is it displayed in your house? Answer for each of your locations if separately licensed.
    Current license expiration date      Location in house
   

  6. Fire Department Inspection
    Provide date of last inspection and list any citations given during the past two years and the status of each, indicating which are open and which are closed.
    Date of last inspection:
Citation date     Open/Closed Summary of problem
   

  7. (Boston, Brookline, Cambridge) Egress Inspection
    Provide date of last inspection and for any deficiencies noted, list which are open and which are resolved.
    Date of last inspection:
For each deficiency noted:
Open/Resolved Summary of problem
   

  8. Other Inspections
    for each of the following: indicate if up to date and if not, plans to resolve the problem.
    • Sprinkler System inspection
      Yes   No  
    • Fire Alarm inspection
      Yes   No  
    • Ansul inspection
      Yes   No  
    • Fire Escape Affidavit
      Yes   No  
    • Fire Extinguisher inspection tags
      Yes   No  
    • Member Fire Drills
      Yes   No  
    • Roof Deck Structural Study and Permit (Boston only)
      Yes   No  

  9. Do you have a contract with a Pest Control company?
    If Yes, which one?
    No   Yes  

  10. Which undergraduate and which alumni/ae officer(s) are responsible for maintaining safe and sanitary conditions?
    
   

  11. Please describe any deferred or upcoming facility maintenance projects and how they will be funded.
    
   

K. Extended Comments

You are not required or expected to enter anything here. This is for information that you feel is important but for which there was not a place or enough room for you to answer above. Chances are, if a field was only five characters, we only wanted a number or a single word as the answer. But if you need to expand, please do so here, and we'll consider modifications to the form to make it less likely that comments will be needed here in the future. 
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