CEI Submission Area - Forms, Templates, & Instructions
The VPCO has overall responsibility to ensure CEI submissions are made in a quality and timely fashion.
Various other officers have responsibility to ensure certain areas of chapter operations are successfully
completed. The VPCO should fully understand the CEI submission process and work with all officers to ensure
reporting is done in a timely and accurate manner. Responsible/involved officers are listed with each section
of CEI responsibility.
To access the forms needed to complete the 11 sections of CEI, click on the major section title below. Instructions for each area of CEI follow the section title, or for more details, please reference the CEI Guide. Submissions in some categories below are automatically approved upon sending the form. Audits will be periodically performed to ensure validity of data, and become "Not Approved" if requirements were not met. Refer to the help boxes and CEI Guide for more details.For further assistance, contact cei@dspnet.org or call 513-523-1907.
A help box (as shown at the left) is also provided in the submission area of most sections.
Click it in the appropriate sections for additional instructions.You will need to login with your chapter name and password (previously provided to chapter president and VPCO) to submit the various forms for CEI.
I. Officer Report (Form O)
* Note: Please use the officer report page to access officer information only when submitting an officer report or making an officer update, not to look for member numbers.This report is essential, as it is the only way the Central Office staff and volunteer leaders have to effectively communicate with chapter leaders.
Report chapter officer contact information for use by the Central Office, volunteer leadership, and other chapters
Must be reported between August 1 and within 14 days of start of fall term for officer report, between December 1 and within 14 days of start of term for spring/winter officer report, and within 14 days of spring commencement for the summer officer report.
Updates should be made to the online Officer Report each time an officer changes or contact information changes
3 points each submission (fall, spring, summer); 9 points maximum annually
VPCO ultimately responsible for completing and submitting
Archived in online chapter holding area (Document Well) for reference
II. Pledge Education Program
Report pledging requirements via official Pledge Education Program template
Submit at least twice per year: by December 15 for spring and by June 1 for fall pledging
If more than two pledge classes per year, Pledge Education Program must be submitted for all classes
Points awarded in June/July and December/January once staff have reviewed and approved Pledge Education Program
Notification sent by staff via email when approved
The Pledge Education Program submitted through CEI must be printed and provided to pledges as the official program for them to follow (only after approval granted)
4.5 points each; 9 points maximum annually
VPPE ultimately responsible for completing, submitting and providing approved copies to pledges
Archived in online chapter holding area (Document Well) for reference
III. Membership Dues
(Nothing to submit online, send dues payment and roster via mail)
No online reporting to be done for this CEI section
VPF will receive a Dues Roster (in the mail) from the Central Office in August, January (and March for quarter schools)
Complete the Dues Roster and return to the Central Office with full payment within 30 calendar days of the start of each school term
4.5 points each for semester; 3 points each for quarter; 9 points maximum annually
VPF ultimately responsible for mailing Dues Roster and payment
IV. Pledging Ceremony
Report name and information for each pledge within 14 days of Pledging Ceremony by starting the Online Initiation Packet -- provided here -- (and completing an Application for Membership for each pledge -- also provided here) Must be done at least twice per year (Fall and Spring) for collegiate initiates, as well as faculty and honorary initiates (special faculty/honorary form must also be completed online as National Fraternity approval is required for these individuals)
Each pledge class must be reported to process applicants For additional assistance with this process, go to the Online Initiation Guide
4.5 points each; 9 points maximum annually
VPPE is ultimately responsible for initializing the process and submitting all membership applications. Correct spellings and address information are very important!
V. Initiation Planning
(Click on a and b sub-head links to fulfill this requirement)Reserve regalia trunk (Form T) and order badges at least twice per year, or for each initiation ceremony
For additional assistance with this process, go to the Online Initiation Guide
4.5 points awarded when both regalia and badges are ordered and paid for fall and spring; 9 points maximum annually
See below for specific information on regalia and badges
a) Regalia Trunk Reservation Request Form (Form T)
At least 45 days before initiating pledges, official regalia from the Central Office must be requested
Regalia for initiations scheduled on a first-come, first-served basis -- so reserve early
To review a schedule of initiations with regalia already reserved, click here Must have regalia to have initiation
VPPE, VPCO and President responsible for coordinating initiation dates and requesting regalia
b) Official Badge Order Form
At least 21 days before the approved initiation date, badges must be ordered
May be ordered online via the Deltasig Shop, or call 513-523-1907 to place order
Each initiate must receive a badge at initiation
VPPE, VPCO and VPF responsible for ordering and paying for badges
VI. Initiation Report
Report all initiates at least twice per year (Fall and Spring) and within 14 days of chapter initiation using online Initiation Report (provided here)
Initiation fees must also be mailed to the Central Office within 14 days of initiation
Each initiation must be reported to process new members For additional assistance with this process, go to the Online Initiation Guide
4.5 points each for submission of report and fees; 9 points maximum annually
VPPE responsible for completing and submitting online report; VPF responsible for sending payment with printed copy of Initiation Report
VII. Chapter Strategic Plan
Report chapter calendar of all meetings and activities, with a brief statement of chapter goals using the online template (provided here)
Two comprehensive Strategic Plans submitted by December 15 for January-June and June 15 for July-December
4.5 points each; 9 points maximum annually. Points awarded in current fiscal year, for June 15 plans made for next fiscal year.
VPCO ultimately responsible for completing and submitting -- planning will require a group effort by all officers
Archived in online chapter holding area (Document Well) for reference
VIII. Professional & Community/University Service Activities
Report speakers, business tours, educational videos, workshops, and community/university service activities using online form provided here. (Note: student speakers or topics about Delta Sigma Pi operations and policies, and field trips to public recreation/museum or other tourist attractions are not eligible activities).
Conduct and submit 8 qualified professional activities and 6 qualified community/university service activities each year
Report each activity by the 15th of the month following the activity
5 points for completion of all 8 professional activities; 5 points for completion of all 6 community/university service activities; 10 points maximum annually. Points awarded only after 8 and 6 completed.
For ideas and assistance with professional activities, go to Professional Activities
For ideas and assistance with community/university service activities, go to Community and University Service
VPCO ultimately responsible for reporting all activities
IX. Officer Transition
Report transition meeting summary, including meeting date, attendees, major topics and goals using online template provided here
Complete and submit online template by the 15th of the month following each transition meeting (even if only 1 or 2 officers elected)
Report required for each transition to earn 9 points at year-end. No partial points are awarded
VPCO responsible for completing and submitting (only one comprehensive report for each transition meeting to be submitted). Will require help from other officers in communicating transition details to VPCO
X. Fraternity Conferences and Events
(No chapter reporting necessary, automatically generated by conference registrations)No online reporting to be done for this CEI section
Points automatically awarded with chapter registration and attendance (collegiate members and pledges) as follows:
- In fiscal years (July 1-June 30) including Congress, attendance is required at Grand Chapter Congress, LEAD Provincial Conference, and one of the following: a LEAD School, an area conference or a regional conference. 3 points for each event attended
- In fiscal years (July 1-June 30) without a Congress, attendance is required at a LEAD Provincial Conference and one of the following: a LEAD School, an area conference or a regional conference. 4.5 points for each event attended
RVP must certify attendance at area or regional conferences
VPCO responsible to ensure RVP reports area and regional conference attendance
XI. Budget and Financial Statements
Report chapter budget (in advance) and actual revenues/expenses (YTD) by January 15 and June 15 using online template provided here
Budget reporting is for upcoming six-month period and actual revenues/expenses for preceding six-month period
Both Income Statement and Balance Sheet "Actuals" are required for each six-month period 4.5 points each six-month period if both budget and financial statements are complete; 9 points maximum annually
VPF responsible for completing and submitting
Archived in online chapter holding area (Document Well) for reference
Additional Chapter Requirements
Although points are not awarded for the following items, it is very improtant that each chapter meets the appropriate deadlines.Annual Chapter Census
Collegiate chapters must complete and submit this Annual Chapter Census each year between February 1 and March 15. Once submitted, a copy is stored in the chapter’s Document Well and is used to assist chapter members, volunteer leadership and staff with accessing the membership, finances, property and management of the chapter.
Chapter Bylaws
Collegiate chapters should use the template below to create their own chapter bylaws, which they must submit as a Word or PDF document to bylaws@dspnet.org on an annual basis each year by November 15. Once submitted, a copy will be added to the chapter’s Document Well. (Chapter bylaws should be less than 200 KB in order to be stored in the chapter’s Document Well).
Chapter Bylaws template (Word Version)
Chapter Bylaws template (PDF Version)
Collegian of the Year Nomination
Collegiate chapters should nominate a chapter Collegian of the Year between October 1 and October 15 each year. To submit the chapter must go to the Awards and Recognition section of the web site, login as the chapter and start a new Collegian of the Year application.
Financial Review/Audit
The Vice President-Finance is responsible to ensure an independent accounting review of the chapter’s finances for the prior fiscal year is completed annually by July 15. The reviewer may be a CPA, a member of the school’s accounting faculty, or similar professional.
please contact the office directly at cei@dspnet.org
or phone (513) 523-1907.
