Military Officers Association of America

South Carolina Council of Chapters

Policies and Procedures Guide Number 5

9 May 2008

SOUTH CAROLINA MOAA COUNCIL OF CHAPTERS

AWARDS PROGRAM

1. General.

a. The South Carolina Council of Chapters conducts two Awards Programs annually. They are:

(1). “Most Improved Chapter of the Year” and “Outstanding Chapter of the Year.”

(2). “Outstanding Junior ROTC Unit of the Year” (High School) and “Outstanding ROTC Unit of the Year” (College/University).

b. Participation in these programs is voluntary on the part of Chapters and JROTC and ROTC units with which they have established liaison.

NOTE: It is an ongoing goal that all JROTC and ROTC units within South Carolina be in liaison with a South Carolina MOAA Chapter for these and all MOAA Awards Programs.

c. The awards submission period for Chapter Awards will be during the third calendar quarter of the year with the winners announced at the Fourth Quarterly Council Meeting.

d. The awards submission period for JROTC and ROTC units will be during the first calendar quarter of the year with the winners announced at the Second Quarterly Council Meeting. This processing cycle would coincide with end of school year award programs that generally occur in May.   

2. Procedures.

a. The four State Council Annual Awards are:

(1). Most Improved Chapter of the Year.

(2). Outstanding Chapter of the Year.

(3). Outstanding Junior ROTC Unit of the Year (High School).

(4). Outstanding ROTC Unit of the Year (College/University).

b. Awards Submissions Are Voluntary.

(1). Chapters. The chapter award submissions will be initiated and completed within each respective chapter at their option. Submission forms are provided in Appendices 1 and 2 of this Council Policy Guide. 

(2). High Schools and Colleges/ Universities. Chapters will invite all ROTC/JROTC units included on their respective ROTC/JROTC liaison list to submit the self-evaluation form as provided in Appendices 3 and 4 of this Council Policy Guide.

c. Simplicity of Evaluation and Submission. The award formats as listed in Appendices 1 through 4 are designed to be completed in minimum time without any onerous workload required.

d. Council Administration.

(1). Awards Coordinator. The Council Immediate Past President will serve as Awards Coordinator and will be responsible for administering all four annual awards. Other Council officers may be appointed to assist as deemed necessary.

(2). Due Dates. Award submission due dates will be in accordance with Paragraphs 1c and 1d above.

e. Chapter Administration. Chapters will appoint a chapter member to implement provisions of this Awards Policy 

f. Incentives. The Council will establish specific cash awards and certificates for each of the four awards.

APPENDICES:

A. Most Improved Chapter of the Year.

B. Outstanding Chapter of the Year.

C. Outstanding Junior ROTC Unit of the Year (High School).

D. Outstanding ROTC Unit of the Year (College/University).

APPENDIX A.

Most Improved Chapter of the Year Award Evaluation

All data to be as of 31 December of the previous year and compared to the previous year measured award items as applicable.

ADMINISTRATION

1. All elected officer members of MOAA...............TP___

2. Percentage of Regular Membership who are Members of MOAA 

a. 98% and above 25 Pts

b. 95% to 97% 15 Pts

c. 92% to 94% 5 points

d. Less than 92% 0 Pts...................................................TP___

3. Membership roster on file at MOAA.10 Pts...........TP___

4. Chapter Officer List on file at MOAA.10 Pts........TP___

5. Did the chapter have:

     a. A designated “Chapter E-mail Point of Contact POC”? 5 Pts...........................................TP___     b. The POC posted on the MOAA web site link? 5 Pts.................................................TP___

6. Did chapter sponsor more programs than previous year?

     a. An increase of at least 2 programs/events during the previous calendar year? (Includes full membership meet-ings, board meetings, special meetings.) 10 Pts.......TP___

b. An increase of 2 or more programs/events during the previous calendar year? (Includes full membership meet-   ings, board meetings, special meetings.) 20 Pts.......TP___

PRESIDENT

1. Did the chapter have an elected president and did he/she serve in office during:

a. Most of the calendar year? 10 Pts.............TP___

b. The full calendar year? 20 Pts................TP___

2. Did the president:

     a. Have an e-mail address? 5 Pts.................TP___

     b. Attend Chapter Board Meetings: (*Approximate)

          (1) 100% attendance = 20 points

          (2)  75% attendance* = 15 points

          (3)  50% attendance* = 10 points

          (4)  25% attendance* = 5 points

TP....................................................TP___

     c. Attend Quarterly State Council Meetings? (10 Pts each) 

     Feb = 10; May = 10; Aug = 10; Nov = 10...........TP___

     d. Did not attend any Council meetings. Minus 10 Pts……….......................................TP___

LEGISLATIVE AFFAIRS

1. Was a legislative affairs liaison person elected/ap-pointed? 10 Pts.......................................TP___

2. Did the legislative affairs liaison person:

     a. Have an e-mail address? 5 Pts.................TP___

     b. Attend Chapter Board Meetings: (*Approximate)

          (1) 100% attendance = 20 points

          (2)  75% attendance* = 15 points

          (3)  50% attendance* = 10 points

          (4)  25% attendance* = 5 points

     TP....................................................TP___

     c. Attend Quarterly State Council Meetings?(10 pts each):  Feb = 10; May = 10; Aug = 10; Nov = 10........TP___

     d. Did not attend any Council meetings. Minus 10 Pts..........................................TP___

     e. Submit articles for the chapter newsletter or chapter web page?

          (1) Regularly (4 or more times a year)? 20 Pts

          (2) Periodically (2 to 3 times a year)? 15 Pts

          (3) At least once a year? 10 Pts

TP....................................................TP___

     f. Communicate with the State Council Vice-President for Legislative Affairs Regularly? 10 Pts.............TP___

     g. Did not communicate with the State Council Vice-President for Legislative Affairs Regularly? Minus 10 Pts..........................................TP___

AWARDS/SCHOLARSHIP PROGRAMS

1. Was an Awards/Scholarship program established? 10 Pts................................................TP___

2. Did the chapter receive a National MOAA Award? 15 Pts................................................TP___

3. Did the chapter receive a local community ward? 15 Pts................................................TP___

4. Was a local scholarship awarded? 15 Pts............TP___

CIVIC/COMMUNITY PROJECTS

1. The chapter is a member of the local Chamber of Commerce.10 Pts.......................................TP___

2. The chapter participated in at least one community project during the competition year.10 Pts.............TP___

COMMUNICATIONS

1. Did the chapter:

a. Establish a new or enhanced newsletter program du-     ring the year? 15 Pts ...........................TP___

     b. Publish more newsletters than during the previous calendar year? 20 Pts........................TP___

     c. Mail newsletters to the State Council President? 10 Pts...................................................TP___

     d. Mail newsletters to the other 11 South Carolina    Chapters. 10 Pts......................................TP___

     d. Mail newsletters to MOAA National 10 Pts......TP___

2. Did the chapter establish it’s own web page during the year? 20 Pts......................................TP___

3. If the chapter did not have its own web page, did it    provide timely updates to the State Council Web Master for the State Council web page? 10 Pts...............TP___ 

4. Was most of the Chapter Board of Directors roster information, as required by State Council, provided to the Council web master? 10 Pts............................TP___

5. Was all of the Chapter Board of Directors roster information, as required by State Council, provided to the Council web master? 15 Pts............................TP___

6. Is the Chapter contact information on the MOAA National web page link current? 10 Pts.................TP___

7. Did the chapter win a National MOAA Communications Award

for the year of competition? 20 Pts...................TP___

8. Regarding news releases:

     a. Were at least 2 made during the Year? 10 Pts..TP___

b. Were three or more made during the Year? 20 Pts................................................TP___

MEMBERSHIP

1. Was a recruiting/retention program conducted for the year of competition? 15 Pts................................TP___

2. Was a concerted effort made to work the “Give Me Ten” program? 20 Pts..................................TP___

3. As of 31 December of the year of competition, the net gain/loss was:

a. Net gain of one to five new members. 10 Pts

b. Net gain of six to ten new members. 15 Pts

c. Net gain of 11 or more new members. 20 Pts

TP....................................................TP___

PERSONAL AFFAIRS

1. Was a “Personal Affairs Officer/Committee” ap- pointed? 10 Pts.......................................TP___

3. Did the chapter Personal Affairs program regularly:

     a. Monitor chapter members:

          (1). Illnesses/incapacitations? 10 Pts......TP___

          (2). Passings? 10 Pts ......................TP___

     b. Include (1)/(2) above in the chapter newsletter? 

10 Pts................................................TP___

ROTC/JROTC ACTIVITY

1. Was an ROTC/JROTC unit liaison list established? 10 Pts................................................TP___

2. Was the foregoing list provided to the State Council?  10 Pts................................................TP___

3. Did chapter members make in-person presentations of MOAA medals to ROTC/JROTC units?

a. One to five times 10 Pts......................TP___

b. Six to ten times 15 Pts.......................TP___

c. Eleven or more times 20 Pts..................TP___ 

GRAND TOTAL POINTS.....................................____

APPENDIX B.

Outstanding Chapter of the Year Award Evaluation

All data will be as of 31 December of the previous year.

ADMINISTRATION

1. All elected officers members of MOAA. 10 Pts ......TP___

2. Percentage of Regular Membership who are Members of MOAA 

a. 98% and above 25 Pts

b. 95% to 97% 15 Pts

c. 92% to 94% 5 points

d. Less than 92% 0 Pts...................................................TP___

3. Membership roster on file at MOAA.10 Pts...........TP___

4. Chapter Officer List on file at MOAA.10 Pts........TP___

5. Did the chapter have:

     a. A designated “Chapter E-mail Point of Contact POC”? 5 Pts...........................................TP___     b. The POC posted on the MOAA web site link? 5 Pts.................................................TP___

6. Did chapter sponsor at least 12 programs/events during the previous calendar year? (Includes full membership meet-ings, board meetings, special meetings.) 25 Pts.......TP___

PRESIDENT

1. Did the chapter have an elected president and did he/she serve in office during the full calendar year? 10 Pts................................................TP___

2. Did the president:

     a. Have an e-mail address? 5 Pts.................TP___

     b. Attend Chapter Board Meetings: (*Approximate)

          (1) 100% attendance = 20 points

          (2)  75% attendance* = 15 points

          (3)  50% attendance* = 10 points

          (4)  25% attendance* = 5 points

TP....................................................TP___

     c. Attend Quarterly State Council Meetings? (10 Pts each) 

     Feb = 10; May = 10; Aug = 10; Nov = 10...........TP___

     d. Did not attend any Council meetings. Minus 10 Pts..........................................TP___

LEGISLATIVE AFFAIRS

1. Was a legislative affairs liaison person elected/       appointed? 10 Pts.....................................TP___

2. Did the legislative affairs liaison person:

     a. Have an e-mail address? 5 Pts.................TP___

     b. Attend Chapter Board Meetings: (*Approximate)

          (1) 100% attendance = 20 points

          (2)  75% attendance* = 15 points

          (3)  50% attendance* = 10 points

          (4)  25% attendance* = 5 points

TP....................................................TP___

     c. Attend Quarterly State Council Meetings?(10 pts each):  Feb = 10; May = 10; Aug = 10; Nov = 10........TP___

     d. Submit articles for the chapter newsletter or chapter web page?

          (1) Regularly (4 or more times a year)? 20 Pts

          (2) Periodically (2 to 3 times a year)? 15 Pts

          (3) At least once a year? 10 Pts

TP....................................................TP___

     e. Communicate with the State Council Vice President for Legislative Affairs Regularly? 10 Pts………………………………TP___

AWARDS/SCHOLARSHIP PROGRAMS

1. Was an Awards/Scholarship program established? 10 Pts................................................TP___

2. Did the chapter receive a National MOAA Award? 15 Pts................................................TP___

3. Did the chapter receive a local community ward? 15 Pts................................................TP___

4. Was a local scholarship awarded? 15 Pts............TP___

CIVIC/COMMUNITY PROJECTS

1. The chapter is a member of the local Chamber of Commerce.10 Pts.......................................TP___

2. The chapter participated in at least one community project during the competition year.10 Pt..............TP___

COMMUNICATIONS

1. Did the chapter:

     a. Publish at least six newsletters during the previous calendar year? 15 Pts........................TP___

     b. Mail newsletters to the State Council President?  10 Pts................................................TP___

     c. Mail newsletters to the other 11 South Carolina    Chapters. 10 Pts......................................TP___

     d. Mail newsletters to MOAA National 10 Pts................................................TP___

2. Does the chapter have and maintain it’s own web page?

20 Pts................................................TP___

3. If the chapter does not have and maintain it’s own web page, does it provide timely updates to the State Council Web Master for the State Council web page? 10 Pts...............................................TP___ 

4. Was all Chapter Board of Directors roster information, as required by State Council, provided to the Council web master? 10 Pts........................................TP___

5. Is the Chapter contact information on the MOAA National web page link current? 10 Pts.........................TP___

6. Did the chapter win a National MOAA Communications Award for the year of competition? 20 Pts...................TP___

7. Were any news releases made during the Year? 10 PtsTP___

MEMBERSHIP

1. Was a recruiting/retention program conducted during the year of competition? 15 Pts............ ..............TP___

2. Was a concerted effort made to work the “Give Me Ten” program? 20 Pts.......................................TP___

3. As of 31 December of the year of competition, the net gain/loss was:

a. Net gain of one to five new members. 10 Pts

b. Net gain of six to ten new members. 15 Pts

c. Net gain of 11 or more new members. 20 Pts

TP....................................................TP___

PERSONAL AFFAIRS

1. Was a “Personal Affairs Officer” or “Committee” appointed? 10 Pts.........................TP___

3. Does the chapter Personal Affairs program regularly:

     a. Monitor chapter members’:

          (1). Illnesses/incapacitations? 10 Pts......TP___

          (2). Passings? 10 Pts ......................TP___

     b. Include (1)/(2) above in the chapter newsletter?  10 Pts................................................TP___

ROTC/JROTC ACTIVITY

1. Was an ROTC/JROTC unit liaison list established? 10 Pts................................................TP___

2. Was the foregoing list provided to the State Council?  10 Pts................................................TP___

3. Did chapter members make in-person presentations of MOAA medals to ROTC/JROTC units?

a. One to five times 10 Pts......................TP___

b. Six to ten times 15 Pts.......................TP___

c. Eleven or more times 20 Pts...................TP___

GRAND TOTAL POINTS.....................................____

APPENDIX C.

Outstanding JROTC of the Year Award Evaluation

GENERAL

1. Participation in this award is voluntary/optional both by each respective MOAA Chapter and JROTC Unit with which chapter liaison has been established. 

2. All data to include Summer and Fall Semester of the previous calendar year and Spring Semester through February 15th of present calendar year. 

3. Chapters will provide JROTC units with this evaluation sheet not later than December 31st of each award year.

4. Submission deadlines are outlined in Paragraphs 1c and 1d of this State Council Awards and Procedures Guide (Number 5).

5. The Chapter will forward it’s winning JROTC Unit (If more than one were in contention) to the State Council Awards Chairman as outlined in Paragraphs 1c and 1d of this State Council Awards and Procedures Guide (Number 5).

ENROLLMENT

1. MAINTAINED total enrollment (Plus or minus) from previous rating period:

a. Between 1 and 5 - 25 Pts

b. Between 6 and 10 - 20 Pts

c. Between 11 and 15 - 15 Pts

d. Above 15 - 10 Pts

Total Points.........................................TP____

2.  INCREASED total enrollment from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total Points.........................................TP____

3. MAINTAINED total first year enrollment (Plus or minus) from previous rating period:

a. Between 1 and 5 - 25 Pts

b. Between 6 and 10 - 20 Pts

c. Between 11 and 15 - 15 Pts

d. Above 15 - 10 Pts

Total Points.........................................TP____

4.  INCREASED first year enrollment from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total Points.........................................TP____

5. MAINTAINED total first and second year total enrollment (Plus or minus) from previous rating period:

a. Between 1 and 5 - 25 Pts

b. Between 6 and 10 - 20 Pts

c. Between 11 and 15 - 15 Pts

d. Above 15 - 10 Pts

Total Points.........................................TP____

6.  INCREASED total first and second year enrollment from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total Points.........................................TP____

7. MAINTAINED total third and fourth year enrollment (Plus or minus) from previous rating period:

a. Between 1 and 5 - 25 Pts

b. Between 6 and 10 - 20 Pts

c. Between 11 and 15 - 15 Pts

d. Above 15 - 10 Pts

Total Points.........................................TP____

8. INCREASED total third and fourth year enrollment from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total Points.........................................TP____

9. MAINTAINED total fourth year enrollment (Plus or minus) from previous rating period:

a. Between 1 and 5 - 25 Pts

b. Between 6 and 10 - 20 Pts

c. Between 11 and 15 - 15 Pts

d. Above 15 - 10 Pts

Total Points.........................................TP____

10. INCREASED total fourth year enrollment from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total ENROLLMENT Points (Paragraphs 1-10 above)......TP____

HONOR GUARD

1. Unit had an Honor Guard during the rating period.

15 Pts.............................................TP____

2. Number of dates performed: (Plus or minus) from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total Points..........................................TP____

3.  INCREASED total number of performances from previous rating period:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

Total Points.........................................TP____

DRILL TEAM

1. Unit had a Drill Team during the rating period.

15 Pts..........................................TP____

 2. Number of dates performed (Non-competition):

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

e. None - 0 Pts

 Total Points........................................TP____

3. Number of competitions:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

e. None - 0 Pts

Total Points.........................................TP____

POW/MIA CEREMONIES

1. Unit had an POW/MIA Performance Team during the rating period.

15 Pts...............................................TP____

2. Number of events performed:

a. Between 1 and 5 - 10 Pts

b. Between 6 and 10 - 15 Pts

c. Between 11 and 15 - 20 Pts

d. More than 15 - 25 Pts

e. None - 0 Pts

Total Points.........................................TP____

AWARDS PRESENTED - From within unit (INCREASE in percentage from previous year by year group)

1. First year:

a. Between 5% and 10% - 10 Pts

b. Between 11% and 15% - 15 Pts

c. Between 16% and 20% - 20 Pts

d. More than 20% - 25 Pts

e. No increase - 0 Pts

Total Points.........................................TP____

2. Second year:

a. Between 5% and 10% - 10 Pts

b. Between 11% and 15% - 15 Pts

c. Between 16% and 20% - 20 Pts

d. More than 20% - 25 Pts

e. No increase - 0 Pts

Total Points.........................................TP____

3. Third year:

a. Between 5% and 10% - 10 Pts

b. Between 11% and 15% - 15 Pts

c. Between 16% and 20% - 20 Pts

d. More than 20% - 25 Pts

e. No increase - 0 Pts

Total Points.........................................TP____

4. Fourth year:

a. Between 5% and 10% - 10 Pts

b. Between 11% and 15% - 15 Pts

c. Between 16% and 20% - 20 Pts

d. More than 20% - 25 Pts

e. No increase - 0 Pts

Total Points.........................................TP____

MEDALS/AWARDS. (Unit or individual Awards/ Medals received from the following outside units):

1. Air Force Association - 5 Pts

2. Air Force Sergeants Association - 5 Pts

3. American Legion - 5 Pts

4. AMVETS - 5 Pts

5. Association of the US Army - 5 Pts

6. Marine Corps League - 5 Pts

7. Military Officers Association of America - 5 Pts

8. Military Order of the Purple Heart 5 - Pts

9. Navy League of the United States - 5 Pts