Exact wording of questions may change slightly. This document is for preparation purposes only. The actual application
will be an online form. The application form will open no earlier than June 30, 2017. Questions?
[email protected].
CHAPTER LEADERSHIP
1 POINT = chapter filled the four required EC
Executive Committee (EC)
positions and submitted roster to HQ
Chapters are required to elect (at minimum) an executive committee
consisting of a president, vice president (or president-elect), treasurer, and
secretary. All elected officers must be current NCMA members. Officer
rosters are to be submitted to headquarters (HQ) by May 15. (No
submission required – HQ provides this information to the reviewing
team.)
CL1: National Events (World Congress/GCMS/SubCon) [LIST]
Please list all national events attended by EC members. Attendance will be
confirmed with HQ records. (EX: If one EC member attended all three
national events, the chapter earns 3 points. If two EC members attend two
national events each, the chapter earns 4 points.)
1 POINT per EC member attending a national
event
CL2: Strategic Plan
Does your chapter have and use a strategic plan? Please attach for review
(if applicable). A strong strategic plan will be customized to meet the
needs of your chapter, and will include specific, measurable goals.
1 POINT = strategic plan contains basic elements
1 POINT = plan has been customized and is
specific to chapter needs
1 POINT = plan includes specific measurable goals
[MAXIMUM 3 POINTS POSSIBLE]
CL3: Succession Plan
Please describe your chapter’s official succession plan for chapter officers.
Attach relevant documentation (if applicable). A strong succession plan
must be documented and fully explained to avoid complications within the
leadership of your chapter.
1 POINT = adequate succession plan in use (and
explained or attached)
CL4: New Officer Installation
How do new officers transition into their new positions? Please describe
all aspects of the transition including how election results are announced,
how new officers are installed, and how they are prepared for their new
responsibilities.
1 POINT = election results are announced to general
membership
CL5: Executive Committee Meetings
How often are executive committee meetings held? Please provide the
dates and attendance for all EC meetings held in PY17. What business is
addressed at these meetings? (Optional: attach example of meeting
agendas/minutes if available.)
1 POINT = plan has been customized and is specific to
chapter needs
[MAXIMUM 2 POINTS POSSIBLE]
1 POINT = installation ceremony/event is held to
welcome new (or renewing) officers
1 POINT = training/ other onboarding provided to new
officers
[MAXIMUM 3 POINTS POSSIBLE]
1 POINT = EC meetings held at least once per quarter
1 POINT = EC communicates outside of in-person
meetings
1 POINT = identifiable objectives and purposes for
meetings
[MAXIMUM 3 POINTS POSSIBLE]
CHAPTER OPERATIONS
Year-End Reports
Chapters are required to submit all year-end reports to HQ by July 31.
Year-end reports include the financial report, executive summary, audit
checklist, and updated bylaws. No submission or response required. HQ
will provide this information to the reviewing team.
CO1. Chapter Website
What is the address of your chapter’s main website? Please provide link for
review. A chapter website should (at the minimum) always contain current
contact information. A strong website will include links to the chapter’s
social media sites, details about upcoming events, and links back to HQ.
CO2. Social Media Presence [LIST]
Chapters are encouraged to use all tools available to connect with their
members. Online social media platforms are powerful (and free!) ways to
maximize your outreach and member involvement. Please list all social
media sites currently in use by your chapter (include links).
CO3. Communications
Please list any other communication tools your chapter is using (indicate
frequency). Do you send monthly newsletters, welcome emails, other
notices via online email servers? Attach a (recent) sample newsletter/email
if available. Successful communication efforts will deliver results – higher
attendance, increased involvement, etc. Please share any results your
chapter has documented related to your communication efforts.
CO4. Financial Operations I
How does your chapter maintain financial records throughout the program
year? Please list any software programs being used. How are chapter
financial records stored and accessed by officers (particularly, when
leadership transitions to new officers). Financial data should be monitored
each month by the chapter treasurer – transactions should be recorded
with high accuracy to make year-end reporting as easy as possible. Records
(or access to records) must be transitioned to new leadership as necessary
to allow the chapter to continue to operate smoothly.
CO5. Financial Operations II
Chapters are expected to be able to accept member payment (for
events/activities) by cash, check, or credit. This means your chapter should
have (at minimum) an active checking account, and a credit card
processing method (this may be done online through PayPal, merchant
services through your bank, or new technologies like Square). Please
indicate the ways your chapter accepts payments.
CO6. Sponsorships
Chapters are not required to utilize sponsorships to support their activities.
However, sponsorships can be a great way to nurture relationships with
local interested businesses, and supplement the funds available to your
chapter – resulting in potentially larger, more diverse, or more frequent
events and programs for your members. If your chapter currently uses
sponsorships, please provide as many details as possible. We are collecting
data and examples of sponsor invitations, agreements/contracts, and
financial impact. This question does not have a point value; it is an attempt
to gather information.
1 POINT = chapter submitted all year-end
reports
1 POINT = basic website published with current
contact info
1 POINT = website contains upcoming events
1 POINT = contains additional resources,
photos, and/or other interactive features
[MAXIMUM 3 POINTS POSSIBLE]
1 POINT per social media account
1 POINT = emails are used to invite members to
events
1 POINT = regularly scheduled email provides
updates regarding chapter operations
1 POINT = emails also contain NCMA news, local
business/community updates, and/or relevant
contract management news
[MAXIMUM 3 POINTS POSSIBLE]
1 POINT = financial records are monitored and
maintained monthly
1 POINT = record-keeping is designed for ease of
year-end reporting
1 POINT = proper security measures are in place
[MAXIMUM 3 POINTS POSSIBLE]
1 POINT = all three forms of payment are
accepted
--
MEMBER INVOLVEMENT
% Membership Growth from July 1 to June 30
No submission or response required. HQ will provide this data to the
reviewing team. Points correspond with membership shift percentages.
(EX: If your membership total decreased, 0 points are earned. If your
membership increased by 12%, 12 points are earned.)
MI1. Member Recruitment Plan
What steps have been taken by your chapter taken to recruit new
members? What factors in your local area have affected membership
this year? (EX: Businesses closing/opening offices, contracts being won
or terminating, economic trends, etc.) If you have an official recruitment
plan (separate from your strategic plan), please attach.
1 POINT per percent increase
1 POINT = chapter is aware of external factors
(local community) affecting membership
1 POINT = specific, measurable goals for
membership growth identified
1 POINT = officers and other members actively
pursue member recruitment
[MAXIMUM 3 POINTS POSSIBLE]
MI2. Member Retention Plan
(1-2 = plan exists, 3-4 = thorough plan, 5 = excellent plan with
documentation provided) Chapters are encouraged to engage their
members throughout the course of their membership. How does your
chapter welcome new members or celebrate membership anniversaries?
How does your chapter approach members when their memberships
have expired? If you have an official retention plan (separate from your
strategic plan), please attach.
MI3. Student Outreach
NCMA’s vision statement includes engaging with universities to advance
the contract management field through degree programs and career
development. Tell us how your chapter has engaged with local students
– please list any student-centered events, student recruitment efforts, or
any other interaction you have had with universities/colleges in your
area. Have these relationships resulted in new members, volunteers, or
any other benefits to the chapter?
MI4. Individual Awards: nominations submitted/ awarded [LIST]
Chapters are encouraged to submit nominations for members exhibiting
extraordinary talent or commitment. Please list all individuals that have
been nominated by the chapter for awards. Awards include:
1. W. Gregor Macfarlan Excellence in Contract Management Research
and Writing Award
2. Best Contract Management Magazine Article Award
3. Innovation in Contracting Award
4. Elmer B. Staats Contracting Professional Excellence Award
5. Advancing Professionals Award
6. Outstanding Chapter Volunteer Award
7. Fellow Award
8. Outstanding Fellow Award
9. Lifetime Achievement Award
MI6. Local Community
To support NCMA’s mission to advance the contract management
profession, increasing awareness of the field, opportunities, and its
impact is critical. Chapters are encouraged to be present and visible in
their local communities. Does your chapter host events in public spaces
or participate in events hosted by other local organizations? Does your
chapter sponsor any community service projects? Please list and provide
details.
1 POINT = chapter welcomes new members
1 POINT = membership anniversaries are
celebrated/acknowledged
1 POINT = retention plan includes means of engaging
members (volunteer opportunities, etc.)
[MAXIMUM 3 POINTS POSSIBLE]
1 POINT = hosted at least one student-centered event
or participated in a university-hosted event
1 POINT = participated in a university-hosted event
1 POINT = engages students in the chapter and provides
mentorship or professional guidance
[MAXIMUM 3 POINTS POSSIBLE]
1 POINT per nomination submitted
1 POINT = hosted event(s) that was open to the public
1 POINT = partnered with other local organizations on
special event(s)
1 POINT = participated in a community service project
with members
[MAXIMUM 3 POINTS POSSIBLE]
MEMBER SERVICES
% Certification Increase from July 1 to June 30
No submission or response required. HQ will provide this data to the
reviewing team. (EX: If the total number of designees in your chapter
increased by 5%, 5 points are earned.)
Chapter-Proctored Exams
Chapters have the option (and are encouraged) to host and proctor
certification exams for the convenience of their members. One point for
each proctored exam day – only one point per hosted date. HQ will
provide this data to the reviewing team.
National Education Seminar (NES)
(1 point per hosted NES – there are nine titles available from HQ)
National Education Seminars are packaged education products available
from HQ. These seminars are full day (7 hour) training sessions, and
multiple titles are available. HQ will provide this data to the reviewing
team.
NCMA Webinars (chapter comps)
(1 point per webinar or webinar-on-demand) Chapters are entitled to
two complimentary webinars-on-demand, or one live webinar each
program year. HQ will provide this data to the reviewing team.
MS1. Certification Study Groups [LIST]
Chapters are encouraged to host study groups to support members who
want to pursue NCMA certification. If your chapter hosted any study
groups, please list the dates, certification type (CPCM, CFCM or CCCM),
and number of participants.
MS2. NCMA Webinars [LIST]
Please list any additional NCMA webinars/WODs your chapter hosted for
your members (beyond the comps). Include dates, POC’s name, webinar
title, and number of attendees.
MS3. Other Educational Events [LIST]
Please list all educational events hosted by your chapter. Include dates,
event name or brief description, and number of attendees. Events may
only be counted once (Choose to list in MS3 or MS4, not both.)
MS4. Networking or Community Events [LIST]
Please list all networking events hosted by your chapter. Include dates,
event name or brief description, and number of attendees.
MS5. Contract Management Leadership Development Program
(CMLDP): applications and participation
The CMLDP is a powerful way for chapters to cultivate upcoming leaders
within their chapter – we encourage chapters to provide information
and guidance to qualifying members within their chapter. Please list any
individuals who (with chapter officer assistance/guidance) applied for
CMLDP – please also indicate who their mentor was within the chapter.
MS5. Showcase Chapter Event
We ask that you provide in-depth details for at least one of these events
– choose your most successful or most unusual educational or
networking event! In-depth details should include target audience,
breakdown of member versus non-member attendance, marketing
materials, partners/sponsors, etc.
1 POINT per percent increase
1 POINT per proctored exam (date)
1 POINT per NES
1 POINT per webinar or webinar-on-demand
1 POINT per hosted study group
1 POINT per hosted webinar
1 POINT per educational event
1 POINT per networking/community event
1 POINT per applicant
1 POINT = unique program/event, original concept
1 POINT = event embodied more than one goal (student
outreach + community service + education + professional
development…)
1 POINT = event was well-marketed, to an appropriate
target audience
1 POINT = budget for event was thoughtfully planned
and documented
1 POINT = chapter utilized sponsorship or grant funds to
accomplish this event/program
[MAXIMUM 5 POINTS POSSIBLE]