House Corporation Report & Award Application

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Sigma Chi Fraternity Board of Grand Trustees
House Corporation Reporting Form

2025-26 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 2026 report by answering the questions in the form below.

To be eligible for the 2026 Outstanding House Corporation Award, reports are due by 6/1/2026. 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.

Two points each will be added to your final score for the following:

Submission of your By Laws and Articles of Incorporation
At least one board member competing the House Corporation Academy training
Review of you report with your Grand Trustee

* Required Field

Informational Not Scored

Name of House Corporation

Please enter the name of the house corporation.

Undergraduate Chapter Name

Provide UG Chapter Name

Undergraduate University/School Name

Provide School name

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

Your officer title

Your Phone Number

please provide your phone number

Your Email

please provide your email

Insured Building Value

Please provide the estimated value of the property

House Corporation Structure and governance, Beginning of the scored Questions

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

Yes

yes or no

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

Yes

Invalid Input

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

Yes

yes or no

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

Yes

Please indicate Yes or No.

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

Yes

Yes or no

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

Yes

Yes or no

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?

Yes

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

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.

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.

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

yes or no

Have you submitted a list of your officers to the Grand Trustees?

Yes

yes or no

Have your officers joined the House Corporation Leaders Forum and Sigma Chi Member Hub?

Yes

yes or no

For US Chapters do you have an EIN Number, for Canadian Chapters do you have a BN

Yes

yes or no

Do you have annual board member elections?

Yes

yes or no

Do you have annual officer elections?

Yes

yes or no

Does the HC only contract services, no direct employees?

Yes

yes or no

Do you maintain Property Hazard insurance

Yes

yes or no

Do you maintain Liability insurance, (including D&O)

Yes

yes or no

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

Yes

yes or no

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

Yes

yes or no

House Corporation Finances, scored

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?

Yes

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

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

Yes

yes or no

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.

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 HC employ a collections agency for chapter members' accounts that are in arrears? (GreekBill)

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?

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?

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.)

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

Does the HC review the UG chapter's Risk Management Plan, as submitted to RMF, to support housing-related plan components?

Yes

yes or no

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

Yes

yes or no

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?

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?

Yes

yes or no

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

Yes

yes or no

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?

Yes

Please indicate if the house corporation uses controlled access security.

Does the HC/chapter/Landlord maintain a video camera security system?

Yes

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

House Corporation Communications, scored

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?

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

yes or no

Do the HC officers 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 HC have an annual alumni membership campaign to raise general funding?

Yes

yes or no

Is the HC in regular communication with chapter Alumni?

Yes

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

If so do you use a Newsletter, social postings, emails, Etc.?

Yes

yes or no

Do you have a method for managing or capturing alumni contact information?

Yes

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

Do you provide the alumni contact information to the Sigma Chi Fraternity data base?

Yes

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

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

Yes

yes or no

House Corporation Policies and Procedures, scored

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?

Yes

Please indicate if the house corporation has an established maintenance request 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 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.

Is the HC covered by RMF Insurance?

Yes

yes or no

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.

Are formal check list safety inspections carried out each semester?

Yes

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

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.

Is a security deposit collected from each resident?

Yes

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

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 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.

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

Yes

yes or no

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

Yes

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

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

Yes

yes or no

Does the HC support an annual maintenance event with undergraduates?

Yes

yes or no

Grand Trustee Endorsement

Two 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

Invalid Input

House Corporation Report & Award Application

Sigma Chi Fraternity Board of Grand Trustees
House Corporation Reporting Form

2025-26 School Year

Informational Not Scored

House Corporation Structure and governance, Beginning of the scored Questions

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

2025-26 School Year

Informational Not Scored

House Corporation Structure and governance, Beginning of the scored Questions

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