2024-2025 Chapter Profile - Membership/Financial Info

WELCOME TO THE 2024-2025 CHAPTER PROFILE - MEMEBERSHIP/FINANCIAL INFO FORM!

WHO? Each Chapter President (during 2024-2025) to complete and submit this Chapter Profile form on behalf of her ARCS Foundation Chapter

WHY? This Chapter Profile Form collects the annual information required by the Affiliation Agreement between each Chapter and National. It is the authoritative historical record of each Chapter’s members and financial sustainability. The 2024-2025 Scholar Awards and UR Profile form is the historical record of each Chapter's scholars, awards, recipient institutions and site visits to those institutions. Accuracy is important as the Chapter Profile information is used for:

Communicating to our members, scholars, recipient institutions and donors (ARCS Foundation Annual Report, Facts at a Glance, fundraising and social media content);
Identifying longer term trends in membership, financial sustainability, scholars and awards through the annual compilation of Chapter and National Profiles; and
Calculating annual National dues payable by each Chapter based on the number of each Chapter’s dues-paying members.

WHEN?

By July 15, 2025 - Complete this form with information as of June 30, 2025

WHAT?

About confidentiality? Membership information and endowment balances will be reported
- to the Council of Presidents or the directors of National as requested for the fulfillment of their responsibilities;
- to all ARCS Foundation members in the annual Chapter and National compilation available only on the members-only intranet website; and
- in the aggregate in National public communications but all Chapter-specific membership and financial information will be held as confidential.
If I have a question about a question? Please contact Sue Zoby at suezoby@gmail.com.

HOW? General instructions for completing the 2024-2025 Chapter Profile - Membership/Financial Info Form

Use whole numbers and whole dollars only – please round up or down as applicable
Do not use dollar signs ($), commas (,) or periods (.) – any answer with these symbols will not be saved.
Go to the end of the form to save or submit your answers
- You may choose either “Save Draft” or “Submit”
- If you select “Save Draft,” the next time you open the Chapter Profile form, your entries will be immediately available for editing or adding more information. However, error checking will not be activated until you select “Submit.” You must select "Submit" to finalize the process.
- If you select “Submit,” the next time you open the Chapter Profile, you will see the prompt “You have already submitted this form” with a link to “View your previous submissions.” If you click on this link, you will see a list of your previous submissions (there should be just one), and you can select “edit” to view, edit and add to your prior submission.
  - When you edit a prior submission, your answers will be saved automatically even if there are errors.
  - When you edit a prior submission and then click “Submit,” you will be notified of errors and the field will be marked in red for your action.

CHAPTER INFORMATION

Chapter Name *

Chapter President

Chapter Treasurer

SECTION 1 - CHAPTER MEMBERSHIP AS OF 6/30/2025

National assesses dues on the number of dues paying members, but chapters are interested in whether your chapter offers complimentary, no-dues memberships, for example to recent ARCS Scholar Alums, so please describe those in the "Additional Membership Categories".

Total Number of Members

Total Number of Dues Paying Members

Total Number of Non-Dues Paying Members

Active Members

Number of Active Members

Dues per Active Member $

Amount of dues paid by each active member

Additional Financial Obligation $

Contributions required above dues to support scholars (e.g., Scholar Award Fund, Awards Dinner).

Associate Members

Number of Associate Members

Dues per Associate Member $

Amount of dues paid by each associate member

Additional Financial Obligation $

Contributions required above dues to support scholars (e.g., Scholar Award Fund, Awards Dinner).

Honorary Members

Number of Honorary Members

Additional Membership Category 1

Additional Membership Category Name

Number Members

Dues per Member $

Amount of dues paid by each associate member

Additional Financial Obligation $

Contributions required above dues to support scholars (e.g., Scholar Award Fund, Awards Dinner).

Additional Membership Category 2

Additional Membership Category Name

Number Members

Dues per Member $

Amount of dues paid by each associate member

Additional Financial Obligation $

Contributions required above dues to support scholars (e.g., Scholar Award Fund, Awards Dinner).

Additional Membership Category 3

Additional Membership Category Name

Number Members

Dues per Member $

Amount of dues paid by each associate member

Additional Financial Obligation $

Contributions required above dues to support scholars (e.g., Scholar Award Fund, Awards Dinner).

Additional Membership Category 4

Additional Membership Category Name

Number Members

Dues per Member $

Amount of dues paid by each associate member

Additional Financial Obligation $

Contributions required above dues to support scholars (e.g., Scholar Award Fund, Awards Dinner).

SECTION 2 - FINANCIAL INFORMATION AS OF JUNE 30, 2025

Bank and Investment Account(s) Excluding Endowments

Aggregate Balance All Bank and Investment Accounts $

Amount Designated/Restricted for Operating Funds $

Amount Designated/Restricted for Scholar Awards $

Endowment Funds Held by Chapter (Fair Market Value)

Balance All Endowment Funds for Operations $

Balance All Endowment Funds For Scholar Awards $

Endowment Funds Held at Universities or Other Entities (consolidated information)

Names of Universities/Other Entities Holding Endowment Funds

Total Balance of All Externally Held Endowment Funds $

Valuation Date (if not June 30)

Year

Month

Day

If you are unable to obtain the balance of these accounts as of June 30, please enter the date of the balance.

SECTION 3 - Compliance (As of 6/30/2024)

All required state corporation reports have been timely filed and Chapter has maintained its not-for-profit exempt status and is a corporation in good standing. (If no, contact Chair of Audit Committee.)

Does your chapter have state compliance requirements for an audit or review of your financial statements?

Does your chapter use an outside accountant to complete the 990?

Is your chapter in compliance with all state and federal regulations?

SECTION 4 - Accounting/Fiscal Practices

Have all bank and investment accounts been reconciled as of June 30?

Are scholar award funds held in a separate account from your operating funds?

Are endowment funds held by your chapter segregated from operating funds?

Are written investment and spending policies in place for chapter-held endowment funds?

Are any of your chapter-held investment or endowment funds professionally managed?

Are all disbursements supported with appropriate documentation that indicates the organizational purpose of the expenditure?

Are checks signed (or approved, if electronic) by someone other than the person requesting the disbursement?

Do your universities select the scholars for your chapter?

Have all scholar award obligations committed for the year been paid on a timely basis?

What financial information is shared with your board?

Income Statement?

Balance Sheet?

Cash flow?

How often is this information shared?

Unpaid Award Obligations

Does your chapter have unpaid award obligations for multiple-year commitments to scholars?

If Yes, scholar award length

If Yes, how much is unpaid as of June 30?

Receivables for multi-year commitments

Does your chapter have receivables from donors for multi-year commitments?

If yes, how much is still due from donors?

Are donations with restrictions identified and spent according to donors' wishes?

Does your chapter prepare an annual budget?

Does your chapter use a software package to track data and complete financial statements?

If your chapter does use a software package, which one do you use?

Who prepares your monthly financial statements?

Board Volunteer?

Paid staff?

Outside Accountant?

Will you likely continue to receive a review or compilation of your annual financial statements if not required by your state?

Note that ARCS is waiving this chapter compliance item for 2024 if not required by your state.

Written Accounting Policies

Does your chapter have written accounting policies and procedures?

Are you in compliance with your policies and procedures?

How often does the board review and update policies and procedures?

Do you keep your accounting records on a Cash or Accrual basis?

Provide explanations of "No" answers in Section 4 in the space below:

COMPLETED BY:

Chapter President

Have you reviewed and confirmed all of these answers with your chapter's financial officer?

Date

Year

Month

Day