2015-2016 Chapter Personnel Report Information

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The Chapter Personnel Report for your chapter for the 2015-2016 school year is now available for submission in the Online Membership & Reporting System.  The names that are pre-populated on this form are members who were active during the 2014-2015 academic year and persons reported as initiates during 2014-2015. Use the “Members to Add” section for any additional names that were missing from the list.  (If a member is transferring in to your chapter, please contact Aaron Moore at hqacc@kkytbs.org prior to submitting your Chapter Personnel Report to verify their status and have their name added to your report.)  If you have Initiate Registration Forms that are still pending in the OMRS, those will need to be completed before your new members are available to be added to the Chapter Personnel Report. Be sure to fill out the membership status of each person listed, even if it is “inactive” or “alumni”.

2.      Prior to beginning the Chapter Personnel Report, please ask each of your members to log in to the OMRS to check their name, address, and graduation date for any needed corrections.

3.      The Online Membership & Reporting System will automatically determine whether your submitted forms are to be considered Early, On-time, or Late based on the date that the form is submitted to National Headquarters for processing.  For Chapter Personnel Reports, Chapter Personnel Updates, Initiate Registration Forms and Honorary Initiation Forms, signed summary pages and fees must also be postmarked by the following deadlines or the status of the submission will be changed to Late regardless of when the online form was stepped to a status of “Form & Payment Sent to National Headquarters.”

4.      Summary Page: After the approval of the Director of Bands your reports and forms will show a status of either “Submitted to Headquarters” or “DOB Approved, Pending Collection of Fees”.  If the form shows the “DOB Approved, Pending Collection of Fees” status, you will need to update the status to “Form & Payment Sent to National Headquarters” in the OMRS. At this point, you will need to print the Summary Page and gather signatures from the listed Active, Conditional, Associate or Initiate Members to verifying that each has read, understands, and agrees to abide by the policies of their organization. The signed Summary Page, along with any required payment, is then mailed to National Headquarters before the forms postmark deadlines to not be considered late

5.      Deadlines for all forms:

6.      CHAPTER FEE & MEMBER DUES:  It is encouraged that fees and dues, along with correctly completed forms, should be submitted on or before SEPTEMBER 15th* of each year. Chapters that do not complete their online submission and postmark their signed summary page and fees by September 30th will immediately be placed on probation, their Chapter Personnel Report will be considered late, and the Chapter will be assessed a late fee of twenty-five percent (25%) of the total member dues and chapter fee; see the table below for amounts.   Chapters that do not pay by January 1 will be suspended and may be removed from the roster of active chapters.

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The fee schedule for Kappa Kappa Psi is as follows:

*  Chapters at schools that start after September 15 should  report their dues by October 1 (late fees wills be due if the report is submitted after October 15)

and will need to include proof from their university of their late starting date. 

7.      INITIATE FEES (an important reminder): An Initiate Registration Form must be submitted through the OMRS, and the signed summary page and fees must be postmarked within thirty (30) days of initiation.  Failure to submit the fees within the thirty (30) day period will result in a twenty-five percent (25%) late fee being assessed on the total number of initiates. If the late fee is not included, there will be a delay in processing the initiates; see the above table for amounts.

8.      A detailed guide to using the OMRS can be found online at http://www.kkytbs.org/forms/OMRS Guidebook v2.0.pdf.  If you have any additional questions concerning the OMRS, please feel free to contact National Headquarters.

9.   Finally, I encourage you all to take care of your administrative and financial responsibilities on-time, or better yet, early!  By doing so, you enable your Headquarters Staff to focus on providing better service to you, rather than tracking down chapters who have procrastinated on their administrative and financial obligations.  You will also be better able to devote your time and energy to serving your band program and to enjoying the experience of being a brother of Kappa Kappa Psi.

Remember, Kappa Kappa Psi Matters!

Have a terrific year!

Jack D. Lee, III

National President