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2011 National BDPA Awards Program
 

2011 National BDPA Awards Program

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This is the criteria used to evaluate the efforts of all 45 BDPA chapters from Jan-Dec 2010....

This is the criteria used to evaluate the efforts of all 45 BDPA chapters from Jan-Dec 2010.

Some chapter leaders mistakenly think that this document is solely for the benefit of getting awards and recognition. It serves a much greater purpose when you think about it.

This document spells out what a fully-functioning BDPA chapter should be doing. It is a national standard that should be used as a measuring tool for your chapter regularly throughout the year.

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    2011 National BDPA Awards Program 2011 National BDPA Awards Program Document Transcript

    • 2011 National Awards Program Award Evaluation Period: January 1, 2010 – December 31, 2010 BDPA 9500 Arena Dr., Suite 350 Largo, MD 20774 1-800-727-BDPA Fax: 301-322-3444 nbdpa@bdpa.org
    • BDPA NATIONAL AWARDS PROGRAM TABLE OF CONTENTSOVERVIEW 1GUIDELINES 2CHAPTER OF THE YEAR AWARD 2COMMUNITY SERVICE AWARD 4MANAGEMENT AWARD 6MEMBERSHIP AWARD 8PROFESSIONAL SERVICE AWARD 10OUTSTANDING PRESIDENT AWARD 12NATIONAL CHAPTER AND INDIVIDUAL RECOGNITION 1ERROR! BOOKMARKNOT DEFINED.3DEVELOPING CHAPTER 13OUTSTANDING CONTRIBUTOR 13HELPING HAND 13OUTSTANDING NATIONAL BOARD OF DIRECTOR MEMBER 13COMEBACK CHAPTER 13MOST IMPROVED CHAPTER 13CHAPTER OF THE YEAR AWARD INCENTIVES______________________ ______ _14
    • BDPA NATIONAL AWARDS PROGRAMOverview T he BDPA National Awards Program provides a means to MISSION recognize individual chapters members for their outstanding BDPA is a global member focusedachievements and contributions to the mission and organization that positions itsobjectives of the National organization. members at the forefront of the IT industry. BDPA is committed toThis Awards Program encompasses recognition delivering IT excellence to ourand awards in the following areas: Chapter of the members, strategic partners, andYear, Community Service, Membership, community.Management, Professional Services, andOutstanding Chapter President. Page 1
    • BDPA NATIONAL AWARDS PROGRAMGuidelinesThe criteria for all awards is designed to provide each chapter and individual member an equalopportunity to succeed while providing the entire association with the benefits of achievement. Thefollowing is a list of the criteria.1. Supporting documentation and standardization are required for the following awards:  Chapter of the Year Award  Community Service Award  Membership Award  Management Award  Professional Development Award2. A chapter may receive only one of the following awards:  Chapter of the Year Award  Chapter of the Year Award (1ST runner up)  Chapter of the Year Award (2nd runner up)3. 2011 Award submissions must be submitted to the National Office and postmarked by March 31st, 20114. The Awards Committee judges the awards. The BDPA National President and the BDPA Awards Committee Chairperson determine the committee’s composition jointly.5. Awards and recognition are presented at the National Conference.6. Award results are published to all chapters that submitted appropriate documentation.7. Program reviewed for modifications every 2 years. The National Board of Directors may form an Ad Hoc Committee to review the awards process as warranted.8. All submissions should be either in 3 ring, 3-inch or 4-inch binder(s) with sheet protectors. Submission on a compact disk, flash drive or other universally used media that is easily accessible is encouraged. The format should include the criteria, the response to the criteria and supporting documentation. Each section has a tab, for example, Community Service is denoted under a separate tab from the other groups. For consideration, supporting documentation must be submitted in the proper section and be resident in the binder or on the media submitted..9. Chapters must be sanctioned by BDPA. Page 2
    • BDPA NATIONAL AWARDS PROGRAMChapter of the Year Award T he Chapter of the Year Award is an award bestowed upon an individual chapter and its members for their outstanding achievements and contributions to the mission and objectives of the National Association for the previous year. The criterion for each award is presented in a 4-column table. The definition for eachcolumn is provided below: • N/L specifies whether the supporting documentation required to authenticate the criteria is the responsibility of National (N) or the Local Chapter (L); • # represents an identification for each criteria; • Criteria is the description of the criteria; • Points indicate the number of points allotted for any given criteria.This award is a combination of four (4) awards (Membership, Management, Professional Service andCommunity Service) plus the following criteria:N/L # CRITERIA POINTS L 1. Summarization of a Chapter’s contribution to the mission over the period 10 of Jan 1, 2010 – Dec. 31, 2010. Maximum number of pages 2.N/L 2. Submitted Chapter of the Year documentation the previous year. 3 L 3. Provide proof of chapter’s 501(c)(6) or 501(c)(3) status. 3 L 4. Provide proof of chapter’s Employer Identification Number. 3 L 5. Provide copy of Chapter’s Income Tax filing (Form 990). 10 L 6. Provide chapter’s Articles of Incorporation. 3 TOTAL represents the maximum number of points that can be 32 awarded within this Category Page 3
    • BDPA NATIONAL AWARDS PROGRAMCommunity Service Award T he Community Service Award is bestowed upon an individual chapter and its members for their outstanding achievements and contributions to the mission and objectives of maintaining/establishing Technology Learning Centers in their chapter city and influence and augment their educational system.N/L # CRITERIA POINTS L 1. Explain activity surrounding your Chapter sponsoring a marketing 10 campaign to increase college student’s awareness of BDPA. L 2. Number of formal relationships established or maintained with minority 4 organizations, IT professional coalitions or Black Technical Organizations. 2 points 2 relationships established (GOAL) 2.5 points 4 relationships established 3 points 6 relationships established 3.5 points 8 relationships established 4 points 10 or more relationships established (Provide a signed standard BDPA MOU between your Chapter and the organization )N/L 3. Chapter sponsored a HS Computer Competition Team at the BDPA 10 National Conference. (list names of students and ranking of the team in the competition) L 4. Number of community forums for which the chapter provided speakers. 4 2 points 2 community forums (GOAL) 2.5 points 3 community forums 3 points 4 community forums 3.5 points 5 community forums 4 points 6 or more community forums (include name of speaker, date of forum and topic presented) L 5. Number of local businesses/organizations assisted. 4 2 points 2 businesses or organizations assisted (GOAL) 2.5 points 3 businesses or organizations assisted 3 points 4 businesses or organizations assisted 3.5 points 5 businesses or organizations assisted 4 points 6 or more businesses or organizations assisted (include name of business and/or organization along with a description of the assistance rendered) L 6. Contributed to other non-profit or community service organizations. 4 (Goal: 2 contributions made) Describe contribution and provide copies of cancelled checks, receipts, and appreciation or thank you letters as proof of contribution. Amount of contribution must be a minimum of $100. (½ point for amounts greater that $100 or multiple contributions made. Maximum additional points is 2) Page 4
    • BDPA NATIONAL AWARDS PROGRAMN/L # CRITERIA POINTS L 7. Provided student scholarships. (minimum $100) 7 Determine amount and number of scholarships $100 - $499 1 point per scholarship $500 - $999 2 points per scholarship $1,000 - $2,499 3 points per scholarship $2,500 and above 4 points per scholarship Provide proof of scholarship received (maximum of 7 points) L 8. Maintained a Technology Center (Y or N), provide documentation, 10 (mutually exclusive with Criteria #9) L 9. Provide annual plan to create/maintain a Technology Center, 5 (mutually exclusive with Criteria #8) TOTAL represents the maximum number of points that can be 58 awarded within this CategoryIn the unlikely event of a tie, then the quality of the submission, adherence to instructions and items listed foroverall Chapter of the Year are considered. Additional criteria used for Tiebreakers would include: HighSchool Computer Competition participation; amount and number of donations made; and the amount andnumber of scholarships provided Page 5
    • BDPA NATIONAL AWARDS PROGRAMManagement Award T he Management Award is bestowed upon an individual chapter and its members for outstanding achievements in the operational and organizational management of their chapter.N/L # CRITERIA POINTS L 1. Date Chapter financial records were reviewed or audited: 10 Goal: Completed within 1st Quarter, by 3/31 (Verification includes date of audit, receipt, results and recommendations) 10 points Audit completed before end of 1st Quarter (GOAL) 7 point Review completed before end of 1st Quarter 5 point Audit late 2 point Review late Audit: involves an independent review of BDPAs financial records by a CPA. The CPA examines the transactions supporting the financial reports of the organization. The results of the examination reveal the accuracy of the accounting methods used as well as BDPAs compliance with GAAP (Generally Accepted Accounting Principles). Compliance with GAAP is imperative since BDPA is a not-for-profit organization and must file tax returns in accordance with the restrictions and standards required by law. Review: determines whether BDPA’s internal control procedures are being applied effectively. Essentially, someone should perform the financial review other than the individual responsible for recording the day-to-day financial transactions of the organization. The review enforces the internal accounting policies, procedures and controls which are designed to verify that assets are managed properly and transactions are properly recorded. In short, it is an internal system of checks and balances to ensure accurate reporting. L 2. Identify local fund-raising events. Financial reports must be provided. 4 Identify type of fund-raiser, Identify amount of money raised (gross/net), Number of people impacted. 1 point per fund-raiser (maximum of 4 points)L/N 3. Submitted Chapter finance information for the previous year to National 10 Office. 10 points Received no later than 3/31 (GOAL) 5 point Received after 3/31 and by 6/30 1 point Received after 6/30 (includes budget, Profit and Loss statement, Balance Sheet and Statement of Cash Flow)N 4. Secured Corporate Sponsors. 5 (Goal is 2 sponsors, maximum allowable points is 5) 1 point per $2,500 Sponsor Identify the amounts/resources secured from sponsors. Page 6
    • BDPA NATIONAL AWARDS PROGRAMN/L # CRITERIA POINTS N 5. Provide Chapter’s Business Plan to National Office by 03/31. 5 5 points Received no later than 3/31 (GOAL) 2 point Received after 3/31 and by 6/30 1 point Received after 6/30 but before Awards book cutoff. L 6. Provide local chapter documentation. 5 4 points Policies and Procedures 1 point Bylaws (National / Local Revisions). L 7. Conducted Executive Committee meetings. 3 (Goal is monthly (12)) (¼ point for each meeting conducted and documented with minutes) L 8. Provide insurance compliance. 3 Identify level of insurance and proper requirements Provide a copy of the Declaration page(s) of policy. Insurance types include Liability, D&O. L 9. Conducted Planning Meeting for the upcoming year. 5 Provide documentation of attendees, location, date and meeting minutes. N 10. Submitted quarterly reports. 8 (2 points given for each report received on time, Maximum 8 points) 2 point on time 1 point late 1-30 days Goal is to submit reports on time each quarter. L 11. Develop enhanced Chapter Operations Toolkit. 2 Toolkit Examples: Letterhead, Fax template with chapter address and logo, sign-in sheets, chapter expense report template, phone log, Executive Committee evaluation form, events log, etc. L 12. Established / Nurtured a new or challenged chapter. 3 Document meetings with the new or challenged chapter, attending chapter events, financial assistance, planning meetings, etc. TOTAL represents the maximum number of points that can be 63 awarded within this CategoryIn the unlikely event of a tie, then the quality of the submission, adherence to instructions and items listed foroverall Chapter of the Year are considered. Additional criteria used for Tiebreakers would include: amountof funds raised during the fund-raisers; amount of funds secured for National and number of sponsorssecured; Business Plan provided by chapter; and number of operational tools, quality of tools, mannerpresented. Page 7
    • BDPA NATIONAL AWARDS PROGRAMMembership Award T he Membership Award is an award bestowed upon an individual chapter and its members for their outstanding achievements in increasing the National organization, being “a member-focused organization” and ensuring that each member of BDPA feels valued as a member of the association.N/L # CRITERIA POINTSN 1. Identify chapter membership growth. 18 Number of active members as of 12/31 of the previous year and 12/31 of the chapter award submission year. Membership counts are determined as follows: Number of student members x 20% = total Number of full members x 100% = total. Submission Year member number (SY) minus Previous Year member number (PY) divided by Previous Year member number (PY) times 100 equals Percentage of Growth (SY – PY / PY / 100 = PG) For example: 100 – 75 / 75 * 100 = 33% (meets Goal: 2 points) Your Goal is 25%, worth 2 points, 2 points earned for each 10% over 25%, up to a maximum of 16 additional points; i.e., 105% growth from previous year. 0 points less than 25% membership growth 2 points 25% membership growth 4 points 35% membership growth 6 points 45% membership growth 8 points 55% membership growth 10 points 65% membership growth 12 points 75% membership growth 14 points 85% membership growth 16 points 95% membership growth 18 points 105% membership growthN 2. Percentage of members retained. (75% is the Goal) 8 0 points less than 25% 2 point 25% - 49% of membership retained 4 points 50% - 74% of membership retained 6 points 75% - 94% of membership retained 8 points over 94% Provide copy of membership roster for previous year and award submission year. Members listed for Submission Year divided by Members from Previous Year times 100 = Percentage of Retention (PR). For example, 50 (members retained from previous year) / 60 (total members in previous year) * 100 = 83% Retention Page 8
    • BDPA NATIONAL AWARDS PROGRAMN/L # CRITERIA POINTS N 3. Number of registered members attending the National Conference. 10 Registration Percentage Full 100% Presenter 100% Volunteer 75% Student 50% List members and type of registration. Your Goal is 50% of membership as of 6/30. 2 point provided for each 10% over 50%. 2 points 50% - 59% of membership attendance (GOAL) 4 points 60% - 69% of membership attendance 6 points 70% - 79% of membership attendance 8 points 80% - 89% of membership attendance 10 points 90% and greater of membership attendance L 4. Number of membership drives held. 8 2 points per membership drive held, maximum 8 points (GOAL 2 drives) Provide documentation announcing the membership drive, roster of attendees at the drive and identify members gained. L 5. Supply copy of Membership Package presented to new members. 2 Provide example of the package, may include chapter’s officer contact list, mission, background, history, handbook, ID card, benefits list, recent newsletter, brochure, etc. L 6. Provide examples of the following letters. (½ point for each) 1.5 (Membership Renewal, New Member, Prospect)N/L 7. Established or maintained student chapter in college. 6.5 2 points one Student Chapter maintained ½ point given for each over objective ½ point given if institution is HBCU (must indicate) Maximum allowable points for this criteria is 6.5 (Identify student members) L 8. Conducted membership survey. 10 Provide survey, sample of completed survey, overall results, and actions taken based on survey results. TOTAL represents the maximum number of points that can be 64 awarded within this CategoryIn the unlikely event of a tie, then the quality of the submission, adherence to instructions and items listed foroverall Chapter of the Year are considered. Additional criteria used for Tiebreakers would include: higherpercentage gets extra credit; higher percentage gets extra credit; type of registrations receive extract credit;quality of new member packet earns extra credit; and number of students in the chapter earn extra credit. Page 9
    • BDPA NATIONAL AWARDS PROGRAMProfessional Service Award T he Professional Service Award is an award bestowed upon an individual chapter and its members for their outstanding achievements in providing professional development programs and services to position its members at the forefront of the information technology industry.N/ # CRITERIA POINTSLL 1. Established/Maintained Advisory Council. 8 Document date established, list contact information for members of the CAC and provides meeting minutes from each meeting held. Goal: Quarterly meetings, minimum 5 members on the Council. (2 point awarded for each meeting held) L 2. Number professional workshops/seminars held. (not monthly program 4 meetings) 1 point per workshop or seminar held (GOAL 2) Provide list of attendees, instructors. L 3. Number of monthly Program Meetings held. (Goal 12) 6 ½ point awarded for each program meeting held Provide topic and speaker(s).N/L 4. Number of articles submitted for inclusion in the National Journal 6 2 points per article submitted maximum 6 points (GOAL 2) Provide copy of each article date submitted and journal in which the article appears, provide copy of article receipt from National L 5. Number of Chapter Newsletters published. 6 1 point 1 chapter newsletter published 2 points 2 chapter newsletters published 3 points 3 chapter newsletters published 4 points 4 chapter newsletters published (GOAL) 5 points 5 chapter newsletters published 6 points 6 or more chapter newsletters published. Provide copy of Newsletter. L 6. Number of Press Releases, Radio/TV promotions. 4 1 point 2 press releases or promotion 2 points 4 press releases or promotions (GOAL) 2.5 points 6 press releases or promotions 3 points 8 press releases or promotions 3.5 points 10 press releases or promotions 4 points 12 or more press releases or promotions. Provide documentation of the event or press release. Page 10
    • BDPA NATIONAL AWARDS PROGRAMN/ # CRITERIA POINTSLL 7. Number of Media appearances. 4 (Includes TV, Radio, Periodicals such as newsletters, magazines, trade journals and newspapers) 1 point 1 media appearance 2 points 2 media appearances (GOAL) 2.5 points 3 media appearances 3 points 4 media appearances 3.5 points 5 media appearances 4 points 6 or more media appearances Provide supporting documentation of the media appearance. L 8. Developed Special Interest Groups (SIGs) 2 1 point 1 SIG formed and maintained 2 points 2 SIGs formed and maintained (GOAL) Identify group leaders, list of members, document meetings and topics covered L 9. Conducted Technology Exposition. 4 Provide date of event, list of sponsors and activities included. L 10. Participated in a Technology Exposition. 2 Provide date of event, identify people involved and level of participation. L 11. Number of job fairs sponsored / co-sponsored./participated. 4 1 point 1 job fair 2 points 2 job fairs (GOAL) 2.5 points 3 job fairs 3 points 4 job fairs 3.5 points 5 job fairs 4 points 6 or more job fairs Provide copy of job fair brochure including the chapter as a co-sponsor, letter from the event organizer or advertiser L 12. Hosted a web site, provided an Internet presence. 5 Provide address of web site and copies of information provided. TOTAL represents the maximum number of points that can be 55 awarded within this CategoryIn the unlikely event of a tie, then the quality of the submission, adherence to instructions and items listed foroverall Chapter of the Year are considered. Additional criteria used for Tiebreakers would include: Criteria2, if more than 10; Criteria 4, if more than 6; Criteria 5, quality of newsletter, production costs, content (ITarticles); Criteria 6, if more than 12; Criteria 7, if more than 6; Criteria 8, if more than 2; Criteria 10, if morethan 6; Criteria 12, current information on web site, check web site and extra credit for hosting a List Server(listserv) Page 11
    • BDPA NATIONAL AWARDS PROGRAMOutstanding President Award T he Outstanding President Award is bestowed upon a Chapter President that has demonstrated a measurable commitment of time, talent, effort and exceptional skills to the National and Local Association. This president has been instrumental in ensuring that objectives of the National Association are being met locally. This award is voted on by the Chapter Presidents during the 4th quarter Presidents meeting. Page 12
    • BDPA NATIONAL AWARDS PROGRAM N ational Recognition for Chapters and Individuals are provided to reward behavior representing acts that are in the best interests of National BDPA. This group of awards provides recognition for consistent performance, promotion of teamwork, as well as outstanding individual and chapter contribution. This is intended to ensure that each member of BDPA feels valued as a member of the association.Developing Chapter The developing chapter recognition is given to chapter(s) that are less than (5) five years in existence and who submitted chapter of the year documentation that supports their contributions to the mission of the National Association during the previous year.Outstanding Contributor The outstanding contributor recognition is given to individual(s) that have gone above and beyond in achieving BDPA’s objectives and fulfilling BDPA’s mission during the previous year.Helping Hand The Helping Hand recognition is given to Chapter(s) that have gone above and beyond in assisting and supporting other chapters in reaching National objectives of the association during the previous year.Outstanding National Board of Director Member The Outstanding National Board of Director Member recognition is given to a National Board of Director member(s) or National Task Force member that has gone above and beyond in achieving BDPA’s objectives and fulfilling BDPA’s mission.Comeback Chapter The Comeback Chapter recognition is given to chapter(s) that were inactive or challenged the previous year and that have made a significant re-emergence on the BDPA scene.Most Improved Chapter The Most Improved Chapter recognition is given to a chapter that demonstrated the most membership growth along with increased budget during the previous year. Page 13
    • BDPA NATIONAL AWARDS PROGRAM Chapter Incentives Chapter of the Year Winner Free registration for HSCC and 2 chaperones at next National Conference 2 full Conference registrations – next conference (hopefully used for membership dev) 1 paid appearance by a National Officer 1 National Board Meeting in its city Banner on BDPA web site as COY for the next year Prominent table at next year’s banquet Representative of Chapter announces COY at next National Conference Significant award/trophy engraved (same style each year) * * * * * * * * * *** Individual Area Award Winner• 1 full conference registration – next conference (hopefully used for membership dev)• 50% discount for HSCC team and 2 chaperone’s registration at next Nat’l Conference• Nice award/trophy engraved (same each year) Page 14