House Corporation Report & Award Application

Sigma Chi Fraternity Board of Grand Trustees
House Corporation Reporting Form

2024-25 School Year

In conjunction with the Risk Management Foundation (RMF) and the Constantine Housing Initiative (CHI), the Sigma Chi Fraternity Board of Grand Trustees requests each house corporation that provides housing to Sigma Chi undergraduate chapters to complete their 2024-2025 report by answering the questions in the form below.

To be eligible for the 2025 Outstanding House Corporation Award, reports are due by 5/6/2025. Reports received on or before the deadline will give eligible house corporations the opportunity to be recognized as either "Blue" or "Gold" based on their responses, and qualify for premium discounts on RMF property insurance.

Please note: * denotes a required field.

Name of House Corporation*

Please enter the name of the house corporation.

Undergraduate Chapter Name*

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Undergraduate University/School Name*

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Your First Name*

Please enter the first name of the person completing this form.

Your Last Name*

Please enter the last name of the person completing this form.

Your Title*

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Your Phone Number

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Your Email*

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Informational Not Scored

Which state (or country) does the corporation operate in?*

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Insured Building Value

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House Corporation EIN Number (USA only)

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What type of corporation is the house corporation?

501(c)3

501(c)7

Canadian corporation

Other

Please indicate the type of corporation this house corporation is.

How many voting board members does the corporation have?

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How often are board Elections Held?

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What is the period of a board member's term, in years?

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Please upload full list of House Corp Officers, (name, email, phone)

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Please provide a copy of your tax status letter - available from the IRS website. If provided in 2024 it does not need to be resent. Not applicable for Canadian Chapters.

Please attach a document as a valid .pdf file.

Please send the articles of incorporation, by-laws and Secretary of State annual filing with this application. If this was provided with your 2024 report, it does not need to be resent.

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Does the House Corporation own/hold title to property occupied by the undergraduate chapter?

Yes

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Does the HC rent (as tenant from third-party landlord) property occupied by the undergraduate chapter?

Yes

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If the HC does not provide housing, do you rent or reserve meeting space to conduct chapter business?

Yes

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Does the HC employ a chef, house mother, or resident advisor?

Yes

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Are any service providers hired as independent contractors (1099 or T2125)?

Yes

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Are any employees directly hired by the HC (W2 or T4)?

Yes

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Is the property (hazard) insurance covering the house obtained through the Risk Management Foundation (RMF)?

Yes

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Does the HC maintain liability and directors and officers insurance through RMF?

Yes

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If you produce a regular newsletter do you use a third party to distribute?

Yes

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If you maintain a website, what is the URL?

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Are you interested in having officers participate in the online House Corporation Academy?

Yes

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Are regular janitorial services provided for the resident rooms?

Yes

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Does the HC provide meal services to the chapter residents?

Yes

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Are meal services available for non resident active members?

Yes

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House Corporation Structure and governance, scored

Does the house corporation/owner utilize (or oversee) a Master Lease of the facility to the active chapter?

Yes

Please indicate if the house corporation/owner utilize (or oversee) a Master Lease of the facility to the active chapter?

Is there a rental agreement between the undergraduate members and either the HC or, in the case of a Master Lease, the undergraduate chapter?

Yes

Please indicate if there a rental agreement direct to the undergraduate members.

Does the HC meet at least two (2) times annually, preferably once per semester?*

Does the HC meet at least two (2) times annually, preferably once per semester?

Yes

Please indicate if the house corporation meets at least two (2) times annually.

Does the house corporation meet at least four (4) times annually?*

Does the house corporation meet at least four (4) times annually?

Yes

Please indicate if the house corporation meets at least four (4) times annually.

Does the HC maintain and operate by-laws for the board?*

Does the HC maintain and operate by-laws for the board?

Yes

Please indicate if the house corporation has by-laws.

Are house corporation meetings guided by Roberts Rules of Order?*

Are house corporation meetings guided by Roberts Rules of Order?

Yes

Please indicate if the house corporation meetings utilize Roberts Rules of Order.

Does the house corporation maintain written, video, or audio recorded meeting minutes?*

Does the house corporation maintain written, video, or audio recorded meeting minutes?

Yes

Please indicate if the house corporation maintains written, video, or audio recorded meeting minutes.

Is the HC legally incorporated, organized and recognized by all applicable government authorities?

Yes

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Do your by-laws outline how invoice payments are approved? Multiple signatures on checks or other?*

Do your by-laws outline how invoice payments are approved? Multiple signatures on checks or other?

Yes

Please indicate Yes or No.

Has an attorney reviewed the corporation documents and leases in the past five years?*

Has an attorney reviewed the corporation documents and leases in the past five years?

Yes

Please if an attorney reviewed the corporation documents and leases in the past five years.

Does the HC have at least three (3) officers actively serving on the board (President, Treasurer and one other)?

Yes

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Are by-laws reviewed and approved by the house corporation every three (3) years?*

Are by-laws reviewed and approved by the house corporation every three (3) years?

Yes

Please indicate if house corporation by-laws are reviewed and re-approved every three years.

Is there a formal Check In/Out procedure for Tenants?*

Is there a formal Check In/Out procedure for Tenants?

Yes

Please indicate if there are formal check in and check out procedures administered.

Are formal check list safety inspections carried out each semester?*

Are formal check list safety inspections carried out each semester?

Yes

Please indicate if formal check list safety inspections carried out each semester.

Are security deposits for each tenant lease collected before the start of each lease term?*

Are security deposits for each tenant lease collected before the start of each lease term?

Yes

Please indicate if the every individual tenant living in the facility pays a security deposit.

Is the security deposit also collected for non resident member or the Chapter itself?*

Is the security deposit also collected for non resident member or the Chapter itself?

Yes

Please indicate if the house corporation collects a security deposit with the master lease.

Are non resident active out of house members assessed a general use or parlor fee?*

Are non resident active out of house members assessed a general use or parlor fee?

Yes

Please indicate if non-resident chapter members are assessed general use or parlor fees.

Does a designated HC representative visit the chapter house when the house is not occupied (winter break, spring break, etc.)?*

Does a designated HC representative visit the chapter house when the house is not occupied (winter break, spring break, etc.)?

Yes

Please indicate if a house corporation representative visits the facility when the facility is vacant.

Are you current with all Federal, State, Provincial, City and Local or University reporting requirements?

Yes

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Did the HC file with the federal government for the past tax year? Form 990 (US) or T3010 (Canada) *

Did the HC file with the federal government for the past tax year? Form 990 (US) or T3010 (Canada)

Yes

Please indicate if the house corporation has options for collecting and using tax-free/charitable donations.

Do you have access to the Sigma Chi Chapter System to maintain key information?

Yes

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Does your HC work with a 501c3 (US) or 3/ T3010 (Canada) entity that can accept tax deductible gifts and grant those funds to the HC for educational purposes (i.e. computers, Wi-Fi, library/study room, etc.)?

Yes

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Are regular janitorial services provided for the common areas of the chapter house?

Yes

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Does the HC or Owner contract with third-party property management services?

Yes

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Is a resident undergraduate House Manager on site who manages day to day maintenance operations?

Yes

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House Corporation Finances, scored

Does the house corporation create and approve an annual budget?*

Does the house corporation create and approve an annual budget?

Yes

Please indicate if the house corporation creates and approves an annual budget.

Does the HC provide an annual financial statement to all board members?*

Does the HC provide an annual financial statement to all board members?

Yes

Please indicate if the house corporation creates and approves an annual budget.

Does the house corporation utilize an accounting software system (QuickBooks, etc.) to manage finances?*

Does the house corporation utilize an accounting software system (QuickBooks, etc.) to manage finances?

Yes

Please indicate if the house corporation utilizes an accounting software system (QuickBooks, etc.) to manage finances.

Has the past year financial statement been reviewed with your Grand Trustee?*

Has the past year financial statement been reviewed with your Grand Trustee?

Yes

Please indicate if the house corporation creates and approves an annual budget.

Is a professional accounting service utilized to create and submit annual reports and taxes?*

Is a professional accounting service utilized to create and submit annual reports and taxes?

Yes

Please indicate if a professional accounting service is utilized to create and submit annual reports and taxes.

Does the house corporation utilize a collections agency for accounts that are in arrears?*

Does the house corporation utilize a collections agency for accounts that are in arrears?

Yes

Please indicate if the house corporation utilizes a collections agency for accounts that are in arrears.

Does the house corporation maintain and fund an emergency/reserve account?*

Does the house corporation maintain and fund an emergency/reserve account?

Yes

Please indicate if the house corporation maintains and funds an emergency/reserve account.

Does the emergency/reserve account maintain a balance greater than one semester's expenses?*

Does the emergency/reserve account maintain a balance greater than one semester's expenses?

Yes

Please indicate if the emergency/reserve account maintains a balance greater than one semester's expenses.

Does the HC create and execute a capital expenditure plan for major purchases? (Roof, HVAC, Blacktop etc.)*

Does the HC create and execute a capital expenditure plan for major purchases? (Roof, HVAC, Blacktop etc.)

Yes

Does the HC create and execute a capital expenditure plan for major purchases? (Roof, HVAC, Blacktop etc.)

House Corporation Health Safety and Risk Management, scored

Did the undergraduate chapter submit a risk plan to the Risk Management Foundation (RMF) for the current calendar year?*

Did the undergraduate chapter submit a risk plan to the Risk Management Foundation (RMF) for the current calendar year?

Yes

Please indicate if the property (hazard) insurance is provided via Risk Management Foundation (RMF).

Does the HC/undergraduate chapter maintain property (hazard) insurance?*

Does the HC/undergraduate chapter maintain property (hazard) insurance?

Yes

Please indicate if the house corporation maintains property (hazard) insurance.

Does the HC maintain liability and D &O insurance? *

Does the HC maintain liability and D &O insurance?

Yes

Please indicate if the house corporation maintains liability insurance including D&O insurance.

Is there a posted Emergency Exit or evacuation plan within the facility?*

Is there a posted Emergency Exit or evacuation plan within the facility?

Yes

Please indicate if the liability insurance is provided via Risk Management Foundation (RMF).

Do residents and chapter officers participate in Emergency Response training or tests?*

Do residents and chapter officers participate in Emergency Response training or tests?

Yes

Please indicate if residents and chapter officers participate in Emergency Response training or tests.

Does the HC/owner use a licensed contractor to maintain the site fire and safety equipment?*

Does the HC/owner use a licensed contractor to maintain the site fire and safety equipment?

Yes

Please indicate if the house corporation uses a licensed contractor to maintain the site fire and safety equipment.

Has the house corporation had a professional inspection of the property, either from CHI or independent resource?*

Has the house corporation had a professional inspection of the property, either from CHI or independent resource?

Yes

Please indicate if the house corporation utilizes a third-party professional architect and/or engineer to provide inspections every 3-5 years.

Is the professional property inspection performed at least once a year?*

Is the professional property inspection performed at least once a year?

Yes

Please indicate if the house corporation utilizes a third-party professional architect and/or engineer to provide inspections every 3-5 years.

Are there any actions from the previous (CHI) inspection that remain "open" or unresolved?*

Are there any actions from the previous (CHI) inspection that remain "open" or unresolved?

Yes

Please indicate if there are any actions from the previous inspection that remain "open" or unresolved.

Does the facility contain a fire sprinkler system?*

Does the facility contain a fire sprinkler system?

Yes

Please indicate if the facility contains a fire sprinkler system.

Does the house corporation use controlled access security for residents and chapter members?*

Does the house corporation use controlled access security for residents and chapter members?

Yes

Please indicate if the house corporation uses controlled access security.

Does the house corporation maintain a video camera security system?*

Does the house corporation maintain a video camera security system?

Yes

Please indicate if the house corporation maintains a video camera security system.

If the HC has employees, do you maintain worker's compensation insurance coverage?

Yes

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House Corporation Communications, scored

Does the HC meet with undergraduate chapter members/officers at least once per school term?*

Does the HC meet with undergraduate chapter members/officers at least once per school term?

Yes

Please indicate if the house corporation meets with chapter members at least once per school term.

Is the Chapter Advisor invited to the HC meetings?*

Is the Chapter Advisor invited to the HC meetings?

Yes

Please indicate if the house corporation communicates with the Chapter Advisor on a regular basis.

Is the Grand Trustee invited to the HC meetings?

Yes

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Does the house corporation meet with the host institution at least once per year?*

Does the house corporation meet with the host institution at least once per year?

Yes

Please indicate if the house corporation meets with the host institution at least once per year.

Does the house corporation facilitate an annual campaign for general fundraising?*

Does the house corporation facilitate an annual campaign for general fundraising?

Yes

Please indicate if the house corporation facilitates an annual campaign for general fundraising.

Does the house corporation use newsletters, social media, email, or another method to communicate with the non-student members?*

Does the house corporation use newsletters, social media, email, or another method to communicate with the non-student members?

Yes

Please indicate if the house corporation distributes this communication two (2) or more times each year.

Does the house corporation have a method for capturing and managing membership/donor information?*

Does the house corporation have a method for capturing and managing membership/donor information?

Yes

Please indicate if the house corporation has a method for capturing and managing membership/donor information.

Does the house corporation regularly provide updated contact information to the Sigma Chi membership database?*

Does the house corporation regularly provide updated contact information to the Sigma Chi membership database?

Yes

Please indicate if the house corporation regularly provides updated contact information to the Sigma Chi membership database.

Is the HC in regular communication with chapter Alumni?

Yes

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House Corporation Policies and Procedures, scored

Are tenants required to acknowledge receipt of published risk management or house rules?*

Are tenants required to acknowledge receipt of published risk management or house rules?

Yes

Please indicate if the tenants are required to acknowledge receipt of published risk management or house rules.

Does the house corporation have an established maintenance request procedure?*

Does the house corporation have an established maintenance request procedure?

Yes

Please indicate if the house corporation has an established maintenance request procedure?

Does the house corporation have an established incident/insurance claim procedure?*

Does the house corporation have an established incident/insurance claim procedure?

Yes

Please indicate if the house corporation has an established incident/insurance claim procedure?

Does the HC support an annual maintenance event with undergraduates?*

Does the HC support an annual maintenance event with undergraduates?

Yes

Please indicate if the house corporation hosts a work-week or maintenance/repairs event.

Grand Trustee Endorsement

Up to three (3) additional points are available with the endorsement from the Grand Trustee who represents the region where your facility is located.

Selecting the Grand Trustee in the list below will email the information you have provided in this application.*

Please select the Grand Trustee who represents your house corporation.

Comments

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House Corporation Report & Award Application

Sigma Chi Fraternity Board of Grand Trustees
House Corporation Reporting Form

2024-25 School Year

Informational Not Scored

House Corporation Structure and governance, scored

House Corporation Finances, scored

House Corporation Health Safety and Risk Management, scored

House Corporation Communications, scored

House Corporation Policies and Procedures, scored

Grand Trustee Endorsement

SIGMA CHI

Quick Links

Sigma Chi

House Corporation Report & Award Application

Sigma Chi Fraternity Board of Grand TrusteesHouse Corporation Reporting Form

2024-25 School Year

Informational Not Scored

House Corporation Structure and governance, scored

House Corporation Finances, scored

House Corporation Health Safety and Risk Management, scored

House Corporation Communications, scored

House Corporation Policies and Procedures, scored

Grand Trustee Endorsement

Sigma Chi Fraternity Board of Grand Trustees
House Corporation Reporting Form