New Faculty Advisor Manual

As a new Faculty Advisor you most likely have many questions. The following information is designed to give a good start on answering many of them.

Your experience as Faculty Advisor can be one of the very best you ever have, full of rewards, satisfactions, and wonderful change. You are in a position to help change people’s lives, or to at least be a spectator to changes that are about to take place. So many positive changes can take place in the academic, social, and professional lives of members of Beta Alpha Psi, that it is a wonderful thing to behold, but only if you are an active, enthusiastic, and positive participant.

The fact that some of this metamorphosis in students can be due to your role as an advisor, is a blessing because it can provide wonderful life-long memories.

Purposes of the Manual

There are many ways in which this manual can be of use to you. These include the following:

To help you understand your role in accomplishing the mission of Beta Alpha Psi:
“Beta Alpha Psi recognizes academic excellence and complements members’ formal education by providing interaction and networking among students, faculty and professionals. Our aim is to foster lifelong growth, service, and ethical conduct.”
To understand the big picture of Beta Alpha Psi and its relationship to your local chapter.
To understand your local chapters, the guidelines related to governance, officers, members, and faculty advisor (FA).
To have an appreciation for the role of the Program of Chapter Activities in meeting the goals and objectives of the local chapter.
To provide insight into a variety of issues/problems you may face/experience.

International Governance

The Nancy C. Harke Executive Office

The Nancy C. Harke Executive Office, named after its long-revered administrator, is staffed by an Executive Director, a Coordinator, and a Conference Planner. Most questions concerning your chapter and its activities, usually begins with an email or call to the Executive Office or to the applicable Chapter Advocate. The staff can be reached at:

Beta Alpha Psi
220 Leigh Farm Road
Durham, NC 27707-8110
Phone: (919) 402-4044
FAX (919) 402-4040
Email: bap@bap.org
Website: www.bap.org

The Board of Directors

At the International level, Beta Alpha Psi is coordinated by the Executive Director of the Nancy C. Harke Executive Office which is operated under the direction of the Board of Directors. This board, composed of faculty, professionals, and alumni is made up of: (1) the past, president, and future presidents, (2) directors of global activities and administration and development, (3) two chapter advocates, (4) advisory forum chair, (5) dean representative, (6) two alumni representatives, and (7) an advisory forum chair-elect. The Board of Directors sets policy, administers the finances, and sets the overall direction for the organization.

The specific duties for each of the members of the Board are noted in the International Bylaws but the following is a brief overview of the responsibilities of each:

The Presidents

The President-elect is elected by members of the Board and all faculty advisors to a one-year term after which the person will succeed to the presidency for one year, and continue on the board for the following year as Past-president.

The Directors

The Director of Administration and Development and the Director of Global Activities are elected by the International Board and faculty advisors to a three year term.

The Director of Administration and Development is responsible for overseeing the maintenance and safe keeping of all records, correspondence, and properties not otherwise assigned. This includes the financial records, the operating budget, bonding, insurance policies, policy manuals, and final arrangements for an annual audit by a CPA firm approved by the Board. With the assistance of Executive Office and President, the director also assumes responsibility for the final content of publications of Beta Alpha Psi; keeps the Constitution and Bylaws updated for approved changes; develops and presents an annual budget for approval; and approves all disbursements except those involving his/her own travel.

The Director of Global Activities is responsible for expanding Beta Alpha Psi into other parts of the world.

The Chapter Advocates (CA) are selected to a three-year term on the Chapter Advocates Council. During the third year, they also serve on the BAP Board of Directors. Nominees for Chapter Advocates are selected by the Board of Directors. A Chapter Advocate is responsible for maintaining contact with the chapters in his/her region(s) and providing assistance to chapters as needed. The Chapter Advocate facilitates communication between the International Board and the chapters. The Chapter Advocates are also responsible for working with the host chapter in planning and promoting of their regional meeting.

Each region has a meeting in the winter or spring of the year. The regional meetings mirror the annual meeting in purpose and content, but on a smaller scale. The Chapter Advocates present a theme to the regional meeting host chapter(s) each year for consideration. The regions adopt this theme as the basis for the technical sessions and professional presentations at their meeting.

The International Advisory Forum Chair

The Advisory Forum chair-elect, elected by the Advisory Forum as its representative to the Board of Directors, serves a one-year term on the Board followed by a two-year term as Advisory Forum Chair. The Advisory Forum consists of leaders from industry, professional service firms, and government who serve staggered three-year terms. The Forum exists to aid the Board of Directors and Beta Alpha Psi in a number of ways. Most importantly, the Forum members provide input on strategic issues impacting Beta Alpha Psi. In addition, forum members provide a critical link between student members and the professions they are preparing to enter, as well as helping ensure that the mission and purpose of the organization are fully realized. Forum members are available to make presentations at local chapters and serve in a variety of ways at both Regional and annual meetings.

The Dean Representative

A dean from a college or university that has a Beta Alpha Psi chapter is elected by the Board of Directors to serve a two-year term, with an option for reappointment to a third year, upon agreement of the dean and the board. The dean represents the colleges of business in which the local chapters are an integral part.

Alumni Representatives

Each year a recent graduate of a Beta Alpha Psi chapter is elected by the Board of Directors to serve a two-year term as an alumni representative. Each chapter can nominate a representative from its chapter to serve as the student’s voice in the organization’s governance at the international level. The alumni representatives serve in a variety of ways at the local, regional, national and international levels.

Relationship With Local Chapters

Although each chapter has the authority and responsibility to run its operations, there are several ways in which the local chapter is closely linked to the International organization.

Each chapter’s by-laws must be compatible with the International Constitution and International by-laws, which can be found at http://www.bap.org/candb.aspx.
Each chapter must report its activities based upon the International Program of Chapter Activities (PCA) which can also be found at http://www.bap.org/pca.aspx.
Each chapter is asked to provide input to the International Board in regards to international governance.
Each chapter has the opportunity to interact with members of the Board at the regional and annual meetings.
Each chapter is encouraged to participate in all Beta Alpha Psi competitions
Each chapter is encouraged to accept a host or co-host roll for a meeting.

Local Chapters

The overall governance of the local chapter rests significantly in the hands of the executive committee, which is composed of the chapter officers, the faculty advisor, and may also include committee chairs and others as deemed desirable by the local chapter. The International Bylaws state that the executive committee shall have power to act in all matters except: revision of the chapter constitution and bylaws; election, initiation, or expulsion of members; and nomination and election of officers. For these exceptions the executive committee does have the power to make recommendations to the entire chapter membership that would then decide on such matters.

Beyond the limitations above, the chapter may establish whatever organizational structure is appropriate for its needs, as long as it does not violate the International Constitution and Bylaws of BAP. At a minimum, a chapter must have a student president and a student secretary-treasurer. Most chapters have a president, vice-president, treasurer, reporting secretary (reporter), and a recording secretary. The officers may be elected for an annual term or more frequently as provided in the chapter bylaws.

Student Officers

The International Bylaws contain the following descriptions of the duties of the chapter's student officers:

The president calls and presides at meetings of the chapter and of the executive committee; appoints such committees as the constitution or bylaws, or vote of the chapter shall provide; determines that all reporting responsibilities and other duties of the vice president, secretary, treasurer, and other officers are performed in accordance with the International Constitution and Bylaws; and seeks to promote the welfare of the chapter and Beta Alpha Psi generally.

The vice-president assists the president in the performance of prescribed duties and acts in the president's place in the event of absence or incapacity.

The secretaries (recording and reporting) record the minutes of the meetings of the chapter and the executive committee; maintains records concerning chapter and member attendance at all activities; transmits to the Executive Office reports on chapter activities in a prompt manner, remits to the Executive Office the initiation fees, as prescribed by the Program of Chapter Activities; transmits to the Executive Office a list of chapter officers within the appropriate period of time; transmits such other reports as required by the Board and the Program for Chapter Activities; and fulfills all other duties ordinarily associated with the office of the secretary.

The treasurer collects money owed to the chapter, makes disbursements for authorized purposes, maintains appropriate financial records, arranges for the audit if required, and prepares the local chapter's tax return. The Financial Reporting Guide, found at http://www.bap.org/frGuide.aspx, covers the chapter's tax status, using the chapter EIN (employer identification number), and tax exemption. It also includes instructions for establishing your chart of accounts, preparing the annual financial statements and tax return, having them audited, and preparing the year-end report for the Executive Office. These instructions and guidelines should be carefully read and followed.

Committees should be established to fit the needs of each chapter. Continuity in functions and leaving a record of activities under each committee's jurisdiction are additional incentives to having a workable committee structure.

Faculty Advisor

Faculty advisors are critical to the success of local chapters. In addition to providing counsel and assistance to the chapter, the faculty advisor serves as a liaison between the chapter and the International Chapter as well as between the chapter and the various administrative units of the university. Some chapters have an assistant faculty advisor or co-faculty advisors. The Nancy C. Harke Executive Office will place the faculty advisor(s) on its mailing list. All correspondence from the Executive Office will be directed to that person(s).

Qualifications: The faculty advisor should be a full-time member of the faculty of the accounting, finance or information systems department(s). He/she should have a vital interest in students, their activities, and Beta Alpha Psi. He/she should be a member of Beta Alpha Psi and should be prepared to devote time and effort on behalf of the chapter. If not a member before being selected as faculty advisor, the faculty member should be initiated at the first initiation ceremony after being selected.

Selection of a faculty advisor: A new faculty advisor should be determined in the manner provided by the local chapter bylaws. This normally means that the faculty advisor will be elected by the chapter membership. The chapter should consult with the accounting, finance and information systems department chair(s) and the outgoing faculty advisor regarding the qualifications and interest of potential new faculty advisors before any vote is taken. The selection of a new faculty advisor as well as any other changes in chapter officers must be reported to the Nancy Harke Executive Office.

Length of Service: The faculty advisor may be elected by the chapter for an indeterminate or a set term of office. The International Board hopes each new faculty advisor looks forward to a long and rewarding term of office. A working rule suggests at least three years as a reasonable term, but service beyond that period of time is entirely appropriate where the person has been meeting his/her other academic responsibilities and is willing to continue in office.

Faculty Advisor’s Duties and Responsibilities

There is no comprehensive list of duties that applies to all faculty advisors or all chapters. The duties do depend somewhat on the philosophies of both the chapter as a whole and the advisor individually. At a minimum, however, the FA must perform the following duties.

Availability and Advice on Chapter Operations: The most important responsibility of the faculty advisor is to be available to assist and guide the student members, officers, and committee chairs in the operation of the chapter. This is a most difficult task because it involves drawing a fine line between being too active and not doing enough. A reasonable rule is: "don't do anything that you are sure the student members are able to do for themselves."

One of the objectives of Beta Alpha Psi is to provide opportunities for the development of its members. This development should stress administrative, as well as professional growth. If too much help is given, the administrative development lies latent. If too little help is given, the result may be an inactive chapter. To perform the task effectively the faculty advisor must be thoroughly familiar with the provisions of the http://www.bap.org/candb.aspx, and the current Program for Chapter Activities (http://www.bap.org/pca.aspx).

The FA needs to know when it is appropriate to simply be available for advice (and give it when requested), when to actively give advice (even if not requested), when to provide input that is a requirement (and not simply advice), and when to be simply an equal member of the decision team.

There are some things that “have” to be done a certain way. It is not up to the chapter members or officers to decide. Examples include the PCA requirements concerning alcohol, solicitation, demeaning and derogatory activities, and the expectation of ethics and integrity. Less obvious but equally important requirements might relate to those of your department, college, university, or community of which your members may be unaware.

Attendance and Support of Chapter Activities: Attendance at most or all chapter functions is a part of the faculty advisor's responsibility. It’s not only important to your chapter that you demonstrate your interest and enthusiasm in its activities, but it is also important for you to be fully aware of what is typically going on at these events. It is also extremely beneficial to the chapter if you can secure the active support of other faculty members as well.

Attend Annual Meeting: Each annual meeting includes a session for New Faculty Advisors as well as a session where the International Board meets with all faculty advisors. Each annual meeting also includes an International Chapter meeting at which both the International Board and Advisory Forum meet with the faculty advisor and a student representative from each chapter. These sessions provide an opportunity to become acquainted with the International Board and Advisory Forum, to be updated on developments, obtain answers to specific questions, and hear discussion of general problems pertaining to chapter operations. Every effort should be made to attend these sessions at the annual meeting.

Voting Rights: As indicated in Article XIV, Section 1 of the International Bylaws, all members who are students or faculty (including the faculty advisor) are entitled to vote at chapter meetings. Honorary and alumni members are not permitted to vote or to hold office.

Guidance With Reports: Each reporting period as specified by the Board a report is submitted by the chapter reporter (a.k.a., reporting secretary) to the Executive Office Activities in accordance with the Program of Chapter Activities (PCA). The faculty advisor should have a thorough understanding of the PCA for two important reasons: (1) in order to provide assistance to the reporting secretary in his/her preparation of the reports, and (2) in order is to feel comfortable that the reports are acceptable when they are submitted by the FA to the Executive Office. Although the FA does have the option of having the chapter president substitute for the FA in this role, it is not recommended that this responsibility be delegated to anyone else, unless there is an emergency.

Liaison: The faculty advisor serves as liaison with the International Chapter, the administration of the university, school/college of business, and department(s) of accounting, finance and information systems.

Continuity of Chapter: The faculty advisor is the only constant from year to year. New officers, new members, and new committee chairs will often need to turn to the FA in order to conduct the activities of the chapter from year to year in a consistent manner.

Encouragement: The success of the chapter often depends upon the chapter, its officers and individual members, not only realizing when and where they are doing a good job, but also where they might be able to improve. The spoken encouragement by the FA of their effort and the obvious pride in their accomplishments means a lot to them, and should be given continuously.

Beyond What is Expected: Many faculty advisors like to get to know their officers and other members beyond simply knowing who they are and what they do. Mentoring relationships can be very meaningful to both the FA and the members.

Faculty advisors are encouraged to get involved at the Board of Directors Level. This is a great opportunity to serve beyond the local chapter level, but it does require giving up the FA position.

Chapter Membership

The International Chapter of Beta Alpha Psi encourages local chapters to open their membership to students majoring in the disciplines of accounting, information systems and finance. Because of the historical association with accounting, some chapters continue to limit membership to students majoring in accounting. If your chapter has not yet opened membership to finance or information systems majors, this is an important decision that should be discussed with your chapter officers and members.

There are four classes of membership: student, faculty, alumni, and honorary.

Student Members: Members of Beta Alpha Psi enrolled as students at an institution in which there is a chapter and have been formally initiated are designated as student members at the institution of the initiating chapter. Candidates are not officially Beta Alpha Psi members until they are formally initiated into an installed chapter.

Faculty Members: Those faculty teaching accounting, finance and information systems courses at the institution of the initiating chapter, once elected, will be designated as faculty members of the chapter.

Honorary Members: Members of Beta Alpha Psi who at the time of their initiation are neither students nor faculty at the institution of the initiating chapter shall be designated as honorary members.

Alumni Members: Members of Beta Alpha Psi once classified as student or faculty members who are no longer associated with a collegiate institution in which a chapter is located shall be designated as alumni members so long as they were not removed for cause from the membership rolls.

Minimum standards for candidacy and membership in Beta Alpha Psi are stated in section V of the International Bylaws http://www.bap.org/candb.aspx. However, individual chapters are permitted to establish higher standards in their chapter bylaws.

The faculty advisor is responsible for attesting to the eligibility of each person initiated into Beta Alpha Psi. The faculty advisor is also expected to assist the chapter members in evaluating the qualifications of individuals for honorary and faculty membership in the chapter and by recommending potential candidates. Beta Alpha Psi requires honorary members to be persons who exhibit those qualities that Beta Alpha Psi fosters and who have achieved prominence in the fields of accounting, finance or information systems or have contributed significantly of their time and talent to Beta Alpha Psi or its local chapters.

Selection of Officers

The faculty advisor and student officers, to a large extent, determine the success of a chapter. The faculty advisor should therefore be very interested in the selection of candidates for offices, but not make the selection. If a nominating committee is appointed by the Executive Committee to develop a slate of officers, the faculty advisor should meet with the nominating committee to consider possible candidates. The committee should then bring to a chapter meeting (at least one week before the election) a slate of officers with two candidates for each office. Additional candidates may be nominated from the floor if your chapter bylaws permit.

As an alternative, all nominations can be made from the floor at a meeting at least one week prior to the election, again if chapter bylaws permit.

It is important that at least two strong candidates be nominated for each office, so that regardless of the outcome of the election a competent person will fill each office. If there is at least one strong person nominated for an office, but no other strong candidate is interested, it is better to have only one strong candidate, than risk the possibility of nominating and electing a weak candidate, just to have two nominees. If you do not approve of your chapters selection process, suggest that the chapter consider revising your chapter bylaws to a more appropriate process.

Selection of Candidates

The International Bylaws do not forbid the chapter from having a candidate program whereby those likely to become future initiates (for example, those that excel in their beginning accounting, finance and information systems courses) are identified and invited to participate in the chapter's activities in all respects, except that of voting as a full member.

A candidate program has the advantage of improving continuity, improving interest and involvement, and identifying workers and potential leaders. The chapter may set up whatever rules it wishes to administer the candidate program and the member identification program so long as the process meets the minimum requirements for membership.

Initiations and New Officer Installation

Initiations and the reporting of the initiation follow the provisions in the Program for Chapter Activities. The initiation team is to be composed of the chapter officers, and they must follow the initiation ritual and guidelines in the booklet, "New Member Initiation and Officers' Election and Installation." (There is a separate initiation ritual for honorary members.)

Be sure that the initiates' data is collected early, so it can be entered into the reporting intranet within the specified time limit. See the instructions in the Program for Chapter Activities.

Consider carefully whether your chapter initiations are being held in a manner that enables the initiates to appreciate the solemnity of the ceremony. Initiates will develop a degree of pride in their accomplishment if your initiation is effective. To achieve this, you must execute the ceremony in a dignified manner. The following suggestions may be helpful:

Schedule the ceremony to precede other activities..
Encourage initiates to invite friends, spouses, and/or parents to the initiation.
Plan and rehearse the ceremony as outlined in the pamphlet "New Member Initiation."
Encourage member and faculty presence for the ceremony.
Encourage participation of professional accountants.
Initiates should be warmly congratulated after the ceremony.

Orientation/Operations Manual

Many chapters prepare a manual to give (or make available via chapter website) to each member/candidate that provides essential information about the chapter activities. Contents may include Beta Alpha Psi and chapter objectives, the governance structure of both the International Chapter and the local chapter, a schedule of events, the membership and duties of committees, a membership roster, a summary of the reporting system, the members' role in the chapter's success, and initiation data and instructions. This type of handbook is very helpful to new members/candidates and demonstrates good organization.

Supplies

Supplies the chapter may obtain from the Executive Office are listed on the form in the online store - http://www.bap.org/bapStore.aspx. Order those supplies directly from the Nancy C. Harke Executive Office. Allow adequate time for the supplies to reach you by regular mail. The chapter will be charged for costs incurred by the Executive Office in processing and sending supplies by means other than regular mail. Recruitment flyers, graduation medals, pens with Beta Alpha Psi's logo, money clips, keys, and lapel pins are among the items that can be ordered from Beta Alpha Psi's jeweler. Information regarding Beta Alpha Psi jewelry, including descriptions and order forms/information, can be found at https://www.awardconcepts.net/greekorder/betaAlphaPsi.php. Other supplies must be acquired by the chapter locally.

Relationship with Other Accounting, MIS and Finance Organizations

Many schools have an accounting club, FMA, IMA, NABA, or IIA student chapters and/or other discipline related organizations as well as a Beta Alpha Psi chapter. Often there are few, if any, restrictions to membership in these other organizations. The International Board encourages BAP chapters to cooperate with these other organizations where the objectives and interests are in common. Many chapters invite the members of these other organizations to the chapter's professional meetings. Members of these other organizations should be encouraged to seek membership in Beta Alpha Psi as soon as they meet the membership requirements. It is very important that a good relationship exists with student organizations within the three disciplines of BAP.

For those chapters that choose to limit membership to accounting majors, it is still recommended that a strong relationship be developed with the student organizations of the related disciplines of finance and information systems.

Relationship with the University

Beta Alpha Psi is the premier business and financial information student organization. As such it ranks high in the esteem of financial information students. All chapters admitted to Beta Alpha Psi have first obtained the support and approval of the administrative officers of the appropriate departments, the school of business, and the university. That support must be a continuing support. The department chairpersons should take an active interest in the chapter's affairs and urge the faculty to do likewise. The importance which students attach to Beta Alpha Psi is frequently a direct reflection of faculty and administrators’ interest in the chapter. The faculty advisor is charged with the duty of seeing that Beta Alpha Psi's position of eminence in the eyes of the department/school/college/ university faculty is maintained and enhanced.

Fiscal and Operating Years

The Chapter's fiscal year is May 1 to April 30. The audited financial statements for chapters having over $100,000 in receipts are part of the chapter's year-end report must be sent to the Nancy C. Harke Executive Office with a postmark no later than the dates noted in the PCA (for point credit and award eligibility) or to avoid probation. For chapters having $100,000 or less in receipts, the non-audited financial statements are to be submitted. See the Financial Reporting Guide at http://www.bap.org/frGuide.aspx.

For reporting purposes, the chapter’s operating year is June 1 to May 31. Activities of the chapter between these dates must be reported in December and by June 1. For greater detail, refer to the PCA at http://www.bap.org/pca.aspx.

Things to Do Immediately

The following suggestions represent things that a new FA needs to do as soon as possible.

Visit the Beta Alpha Psi website www.bap.org. Become familiar with the information and resources that are available to you at the touch of your finger.
Have an orientation session with the former faculty advisor, especially if he/she was a strong role model.
Become familiar with the expectations of the position and your responsibilities. The former advisor and this manual will hopefully provide a good start.
Inquire of the Beta Alpha Psi Executive Office and your Chapter Advocate if there will be/are mentors for new FAs. Find someone you can call for help and advice!
Meet your officers. Know what they do and what their expectations are for themselves, the chapter, and you. Get involved in their planning for the new year of activities. This is imperative.
Decide on your philosophy and that of the chapter. (More on this below.)
Become familiar with the Program of Chapter Activities. Read it through several times. It will seem more intimidating than it really is. It will be discussed at the annual meeting. (More on this topic below.)
Attend the annual meeting. Attend the new Faculty Advisors’ workshop at the annual meeting. Do not miss! Take advantage of the sessions, the information, and the contacts you can make.
Be sure that the annual plan has begun.

Things to Do Continually

The list above relates to things that should be done as soon as possible. The following list represents what you should do continually throughout the year, or as needs arise.

Meet with your officers, often.
Meet with committee chairs. After the first year, you may be the only person who really knows what is involved with certain committees. Meet with them to be sure they know what is expected of them. During the first year, you may need to meet with them in order to find out what is required, so you can assist new chairs in the future. There is no reason to reinvent the wheel each year.
Review reports that go to the Executive Office with the chapter reporter at your side. Do not assume that he/she is necessarily correct when you are the novice. In later years, even when you are experienced, do not assume that you are necessarily always correct..
Meet with nominees who are interested in running for office. Be sure they are aware of the responsibilities, expectations and standards associated with the position.
Promote the chapter continuously and find innovative ways to recruit. Never assume that the quote from the movie, Field of Dreams, applies to recruiting, “If you build it they will come.”
Be sure the chapter recruits candidates with the right message. It should not be, “It looks good on your resume.” Beta Alpha Psi is so much more and should be promoted as such.
Attend regional and annual meetings.

The Program of Chapter Activities

Program planning is one of the most important tasks for the chapter year. The faculty advisor and the officers should work diligently, prior to beginning the school year, to plan the chapter calendar. The faculty advisor should encourage the members to offer suggestions for events, topics for guest speakers and professional programs, ideas for community activities, etc. One of the surest ways of maintaining an active and successful chapter is to have meaningful events and to hold those events when the largest number of chapter members can participate.

For as long as anyone can remember, the basis for recognition of a chapter’s accomplishments has been the Program of Chapter Activities, known as the PCA. Since each chapter is held responsible by the International Board for maintaining certain standards of activity and reporting, it is critical that the faculty advisor and chapter officers are quite familiar with the requirements of the Program for Chapter Activities prior to planning the chapter's events. Each section of the program should be adequately covered in the chapter calendar. It is desirable to maintain a good balance between business meetings, professional activities, social activities, and service activities.

The Program for Chapter Activities requires each chapter to hold at least six professional programs each academic year. The program committee should determine the types of programs desired, the dates, and the topics. Some of the programs should be prepared and presented by student members to enable the students to improve their communication abilities and promote greater student interest through direct involvement. Student-prepared and presented programs may involve the presentation of a paper, a panel, a debate, or a discussion.

Each program should have a specific purpose. Careful planning will help accomplish the set objectives and assure that all areas are covered. Your efforts to attain maximum attendance will be aided by an impressing on the members that attending the meetings is worthwhile.

Objectives of the PCA

The PCA has always had as its objective to help chapters and members achieve the overall objectives of Beta Alpha Psi. The PCA establishes guidelines for a minimum level of chapter activity as well as guidelines for chapters who seek recognition for outstanding performance.

A Summary of the PCA

From a reporting perspective, all chapters are divided into two categories: award seeking and non-award seeking. For the award seeking chapters, they are attempting to achieve either “Distinguished” or “Superior”. A new "Gold Chapter" status has been added for chapters who have achieved Superior status during the current and past year. See the BAP Website for additional information.

If a chapter decides to be a non-award seeking chapter, there are specified minimum requirements, called “Mission-Based Activities,” that must be achieved. Failure to achieve the minimum puts the chapter on probation, which if not corrected, could eventually result in the loss of the chapter’s charter. In order to achieve either Distinguished or Superior, the chapter must meet a much higher minimum, based primarily upon hours of professional and service activities.

The hours that are reported by each chapter are similar to continuing professional education (CPE) hours, with a minimum total per year. See the PCA for complete details.

Faculty Advisors must complete the Faculty Advisor Sign-off portion of the End of the Year Reporting to ensure their chapter receives their earned award status and avoid chapter probation.

Policies of the International Chapter

There are several International policies of the PCA that must be followed with no exceptions by the local chapters. Failure to comply may result in either the rejection of reported hours, or the loss of the chapter’s charter. These policies relate to alcohol, solicitations, and demeaning and derogatory (nonprofessional) activities. Be sure to read these policies carefully and completely understand them when planning events.

Common Problems and Issues

All chapters seem to face many of the same problems, and often have trouble getting timely answers. This section attempts to answer some of these questions before they are even asked. For other common questions refer to the “Frequently Asked Questions” section of the website.

Where to Go To For Help

There are many sources of assistance that can be used by the faculty advisor. They include, but are not exhausted by, the following suggestions:

The previous advisor at your university
The International website at http://www.bap.org/
The Executive Office, at: bap@bap.org
Phone: (919) 402-4044
FAX: (919) 402-4040
Your Chapter Advocate. If you don’t know him/her, information and contact information can be found at http://www.bap.org/activeChapters.aspx.
Your volunteer mentor
Regional and annual meetings
Alumni
This manual

Attracting New Members

Many chapters are smaller than they would prefer, which has a definite impact on their finances and on their ability to conduct certain chapter activities. Often times, this problem is simply a matter of ineffective recruiting, rather than having too small a sample of potential recruits, or too many potential recruits working, or too little interest on the part of potential recruits. The following is a partial list of things you can do to be more effective in your chapter’s recruitment efforts.

Promote your chapter on all occasions

In Accounting Principles classes (remember you have ALL business majors in your audience here!)
In the first course in the majors of finance and information systems
In any other class where they will let you promote the organization
On your website
In the high schools
On the walls
In the halls
Word of mouth of your members

Contact all that are eligible as soon as they become eligible, with

Letters
Phone calls
Announcements by enthusiastic members in classrooms
Encouragement of faculty inside and outside of the classroom
Signs in halls and in classrooms
Recruitment tables in throughways
Encouragement of members to classmates
Professional recruiters encouraging nonmembers at career fairs and interviews

Have a strong recruiting party; make it a “sales meeting;” be sure to:

Have a great chapter
Have friendly members
Be polished
Be informative
Promote the benefits
Have a great speaker (a previously active alumnus)
Promise something for everyone and mean it
Make it fun (consider door prizes; give free food)

Have great meetings. Be sure they:

Are well organized and well-run
Have strong speakers
Have strong and regular faculty attendance
Have a rolling agenda of announcements
Have fun (remember those door prizes; ice breakers; food!)

Have great events. Be sure to:

Have something for everyone
Have variety
Make them meaningful and memorable
Have fun (get the idea?)

Inactive Members

Many chapters face the difficulty of large numbers of candidates who become members, get a job, and then drop out, never to be seen again. In essence, their only reason to join BAP in the first place was to take advantage of the chapter by simply getting a job. When this occurs it makes the attainment of your chapter’s goals, whatever they are, all the more difficult to achieve. It is also extremely discouraging to those loyal and active members. Some tips for greater participation include:

Recruit selectively. Look for those who will make a contribution to your chapter. Go for quality, not quantity.
Preach the right message. If you promote the benefit of getting a job and improving your resume, you’ll most likely attract those that want only that. Downplay that benefit entirely. Potential candidates are well aware of it and don’t need a reminder. Instead, promote the benefits of leadership, networking, life-long friendships, communication (written, verbal, nonverbal) skills, time and stress management skills, and enhanced knowledge about career opportunities, just to name a few.
No matter how large the chapter becomes, keep everyone involved. Give everyone a responsibility and then hold them accountable. In this way, everyone makes a contribution and the overall chapter enthusiasm is much higher.
For those who will not cooperate through active participation, and become inactive, ask them to resign and return their certificates. When they first become a candidate be sure to tell them that this is what you will do, if necessary. However, be sensitive to needs, problems, and circumstances of chapter members. Stay in touch with your members, find out why they may have been inactive and see if you or the chapter can help.
When undergraduate students get their degree and go on to graduate school at your institution, be sure to get a commitment from them that they will continue to come to your events. Have them sign an agreement in which they commit to remaining active throughout their graduate year.

Fundraising

In the matter of finances for local operations the chapter is autonomous from the Executive Office. Funds may be raised through activities; contributions from alumni or the accounting, finance and information systems department or the business school; dues from members; and any other means not contradictory to established policies and professionalism.

At the International level there is The International Associates Program and The Regional Associates Program that is available to firms that wish to join. This membership requires a contribution according to a set schedule, and is used to fund activities initiated at the international or regional level that directly benefit the chapters. The projects funded by this program are given appropriate publicity in the publications or by other means. Because these contributions are substantial, and because they benefit the chapters directly, an Associates Program member should not be approached by local chapters for contributions. (You can refer to this list at the BAP website). Firms that are not Associate Members may be solicited for contributions but care should be exercised in recognition for these contributions. Again, refer to publications at the BAP website or contact your Chapter Advocate for guidance.

Some chapters have difficulty financing their operations. Sometimes it is a result of university regulations. Other times it may be unwilling members. But sometimes it may simply be a matter of a lack of good ideas. The following have been used by one or more chapters quite successfully. Maybe these will get the creative juices flowing for your chapter.

Concession stands at local concerts or athletic events
Allocations from student government
Sponsorships (through advertising) from professional community for chapter activities
Requests for donations
Auctions of donated gifts and member services
Golf tournaments with local professionals
Homecoming event
Sale of flowers, donuts, candies, etc. on special occasions (graduation; holidays)
Sale of practice sets for introductory courses (can create a committee responsible for writing, grading, tutoring)
Accounting, finance and information systems conferences that offer CPE to professionals

Getting Alumni Involved

Alumni represent a wonderful supply of individuals for a variety of reasons – CPE programs, meeting speakers, fundraising, banquet participants, etc. Many chapters never see or hear from its alumni once they have left the campus and possibly the general vicinity. The following ideas can be used to maintain interested and supportive alumni:

Have a chapter that provides so many great memories for members that they want to come back as alumni.
Send out chapter newsletters or include a section on your chapter in your department’s or school’s newsletter.
Maintain an up-to-date alumni database.
Start an alumni chapter.
Start a homecoming activity.
Invite alumni to be speakers at your meetings and CPE programs.
Recognize alumni as your “Outstanding Alumnus.”
Nominate alumni for the “Business Information Professional of the Year.”

Bakers Dozen List for Having a Successful Chapter

Although everything in this handbook is intended to help you become a successful faculty advisor and to have a successful chapter, a synthesis of the preceding pages is provided in the following partial list of success factors. There is no particular order or priority, and there can obviously be many more.

Never do just the minimum.
Have fun in all you do.
Maintain ethics and integrity in all you do.
Never have a too big a sense of self-importance.
Always stress quality over quantity.
Keep officers motivated.
Have an actively involved faculty advisor.
Keep all members active.
Maintain consistency.
Love what you do.
Have great leaders.
Gain the support of the faculty, dean, professionals, and alumni.
Measure success in terms of what is best for your chapter and its members.

Top 10 list for dealing with officers

One of the key points in the list above was keeping officers motivated. Having a successful chapter may start with you, but it can’t be accomplished without terrific officers, those members with whom you will work closely for the next 6-12 months. The better they are, the easier is your job. So it is to your benefit to know how to relate to them. Here are a few thoughts.

Expect a lot
Stay on top of chapter activities
Be part of the group!
Use committees
Develop leadership skill
Meet before they run for office
Meet after they win their office
Meet regularly
Hold accountable

Final Remarks

It is important that you know how much your decision to be a faculty advisor is appreciated by everyone at the International level of Beta Alpha Psi. We would not exist, and could not operate effectively, without committed and involved individuals at the local level. Although it may not be stated, the members of your chapter also appreciate you for your willingness to make this contribution. And they will continue to appreciate you for your time, commitment and dedication to them and their chapter. Also, the Board does recognize annually the work of Faculty Advisors by selecting on a competitive basis Outstanding Faculty Advisors for an award. Please see the Beta Alpha Psi website for guidance on applying for the award.

We hope that this manual has provided you with enough useful suggestions, advice, information, and “food for thought” to get you started on the right foot. If you have any suggestions or things that you would like to see included in the manual, don’t hesitate to send your input to the Communications Coordinator, at bap@bap.org, and the Director of Administration and Development, so that the manual can better accommodate the needs of new faculty advisors in the future.

Good luck in the next year and hopefully for years to come.