====== National Submissions Policy ======

===== Article I - General Guidelines =====

==== Section 1. General Guidelines ====
  - All Submissions are due by the following dates unless stated otherwise.
    - Fall Submissions - September 30.
    - Spring Submissions - January 30.
    - Summer and Annual Submissions - April 30.
  - Deadline extensions must be requested at least 15 days prior to the deadline.

===== Article II - Contact List =====

==== Section 1. Active Brothers ====
  - A list of the contact information and current residence of each active Brother shall be submitted by the Chapter Member-at-Large to the Brother’s Intranet by the dates outlined in Article I, Section I. 

==== Section 2. Alumni and Inactive Brothers ====
  - A list of the contact information and current residence for inactive Brothers is encouraged, but not required.

===== Article III - National Dues and Active Brothers List =====

==== Section 1. Active Brothers List ====
  - A list of all Active Brothers shall be submitted by the Chapter Treasurer via the Brothers’ Internet at the aforementioned Fall and Spring submission dates.

==== Section 2. National Dues ====
  - Dues for each active Brother shall be collected and submitted via the Brothers’ Intranet by the Chapter Treasurer by the aforementioned Fall and Spring submission dates.
    - In the event that not all Brother dues have been collected by the due date, the Treasurer must still submit Chapter dues by the submission date.

==== Section 3. Audit ====
  - It is the duty of the Chapter Treasurer to submit an audit by June 30th, including all ledger and bank statements.

===== Article IV - NCCM Quarterly Report =====

==== Section 1. NCCM Quarterly Report ====
  - A report detailing the following information shall be submitted to the Brothers’ Intranet by the Chapter Vice President by dates specified in Article I, Section 1:
    - Membership, including the number of current active Brothers, number of inactive Brothers, numbers of Members-in-Training, number of Advisors, average meeting length, and average meeting attendance.
    - Finances, such as the number of Chapter bank accounts, account types, funds in each account, and Chapter finances across all accounts.
    - Fundraising, including the dates of Chapter fundraisers, type of fundraiser, cost, gross earnings, and net funds raised.
    - Service, including the number of service events, date of each event, type of event, and Brother’s attendance.
    - A rating of the Chapter’s internal relations, including strengths, weaknesses, and additional comments.
    - A rating of the Chapter’s relationship with National Officers, including strengths, weaknesses, and additional comments.
    - A rating of the Chapters relationship with other Chapters, including strong, negative, and nonexistent relationships.
    - A rating of the Chapter’s relationship with Chapter Alumni.
    - A rating of the Chapter’s relationship with Michigan Technological University as an institution.
    - Current members of the Chapter Standards Board, and dates the Standards Board was held, if applicable. 

===== Article V - Alumni Report =====
 
==== Section 1. Alumni Report ====
  - It is the duty of the Alumni Relations Committee Chair to submit a report detailing a list of Brothers who have graduated from or are no longer enrolled at Michigan Technological University, with no intent of re-enrolling.
  - If the Alumni Relations Committee Chair cannot submit the alumni report, it then becomes the responsibility of the Chapter Member-At-Large.

===== Article VI - Initiation & Education Report =====

==== Section 1. Initiation Report ====
  - A report detailing the following information is to be submitted at the dates outlined in Article I, Section I by the Chapter Treasurer.
    - Name, contact information, and current residence of each joining member.
    - Class name.
    - Pinning Date.
    - List all new Honorary Brothers, if applicable.
  - Initiation fees shall be submitted by the Chapter Treasurer via the Brother’s Intranet by the aforementioned dates].

==== Section 2. Education Report ====
  - A report detailing the following shall be submitted via the Brother’s Intranet by the dates specified in Article I, Section 1.
    - Respective dates for Pinning, Formals, and Informals.
    - Number of people that started, finished, and withdrew from the education process, respectively.
    - Member Education staff.
    - Class name, year, and semester.
  - The officer submitting this report for a given term shall be chosen by the Executive Board no later than one week before the submission due date. 

===== Article VII - National Archives Submission =====

==== Section 1. End of the Year Submissions ====
  - It is the duty of the Chapter Historian to submit the Chapter Archives Submission to the National Historian by April 30th.
  - The Chapter Archives Submission is a collection of the following documents:
    - Chapter Newsletters - A copy of every issue of any Chapter newsletter for that year.
    - Composite Photograph - A group photograph, or individual Brother’s photos.
    - Correspondences - Official emails and notifications between Brothers.
    - Detailed Summary of Chapter Activities - Report of all events since the last report.
    - Financial Records - Leger or documentation of the Chapter’s transactions.
    - Labeled Photographs - Any noteworthy photographs in addition to the composite photograph, with the subjects labeled.
    - Meeting Minutes - All general meeting minutes as well as any recorded committee meeting minutes. 
    - Alumni Brother’s Update List - A list of all Brothers who have graduated since the last submission.
    - Chapter Policies - A list of all Chapter policies and when they were last updated. If any policies have been updated since the last submission, attach the updated policy.
  - National Archives Submissions must be submitted digitally, to the National Historian, either by email or jump drive.

===== Article VIII - Other Reports =====

==== Section 1. Chapter Bylaws Updates ====
  - A log of all changes to Chapter bylaws must be submitted via email to the National Secretary by the Policy Maintenance Committee Chair by April 30th.

==== Section 2. University Calendar ====
  - The official Michigan Technological University Academic Calendar must be sent by the Chapter Historian to the National Secretary by the dates outlined in Article I, Section 1 detailing class start and end dates, final exam dates, and University recesses. 

==== Section 3. Initiation Rituals ====
  - Eight physical copies of the Chapter’s Initiation Rituals must be submitted to the National Secretary between January 30th and April 30th.
  - These may be submitted in person at Convention, or mailed. 

> As adopted on April 21, 2024