Twas the night before the Hallmark Awards deadline and the Alpha Chapter was bemoaning their fate: neither the chapter nor its hard-working members and advisors had been nominated for a Hallmark Award.

Despite a calendar full of activities promoting the Society’s Hallmarks of Scholarship, Leadership, Service and Fellowship, no one had considered putting the finishing touches on all of their hard work by submitting entries for the Hallmark Awards Program.

Phi Theta Kappa’s Hallmark Awards Program recognizes chapters and individuals for their excellence in the Society’s Hallmarks.

By entering, chapters have the opportunity to gain international recognition during the International Convention in Anaheim, California, April 29-May 1, 1999, for the quality programs implemented throughout the year.

If your chapter has not made plans to participate in the competition, it’s not too late. When setting goals now, be sure to set a goal that is attainable based on the amount of time remaining for implementation of comprehensive programs. If your chapter wants to compete for the coveted Distinguished Chapter Award, you must plan comprehensive programs for all four Hallmarks.

As your chapter sets its course for the Hallmark Awards competition, refer to the publications prepared to guide you through the entry process. The Hallmark Awards Brochure, found in all Chapter Officer and Advisor Resource Packets, outlines everything a chapter needs to know from tips on writing essays and chronological lists to specific judging criteria. The Hallmark Awards Program Guide, mailed to chapter presidents and advisors in November, contains the cover sheets required for each entry. Samples of  Hallmark Award - winning essays as well as a sample chronological list can be found on the Society’s web site.

As you conduct activities throughout the year, keep a "tickler file" that includes flyers, photos, and descriptions of chapter activities. This will make it easier to recall who did what once the time arrives to compose entries. Also, add to chronological lists as activities are completed. Both of these tips will help your chapter avoid the mistakes and stress that often accompany the last-minute rush.

Chronological lists are required for each Hallmark, and should be a brief list of activities relative to that particular Hallmark. Include the name of the activity, the date of the activity, and a brief description if necessary to explain its relevance to the Hallmark. For example, if a chapter meeting featured a senior institution admissions representative discussing scholarship opportunities, you’ll want to briefly describe this activity, rather than simply listing Chapter Meeting, March 8, 1998, in your Scholarship Hallmark entry.

Make sure your list is an honest reflection of what your chapter did from the last Hallmark Awards deadline (February 20, 1998) until the time your chapter enters the competition. Do not take full credit for things your chapter did as a joint project with a sister chapter or another campus organization.

For many chapters the organization of the entry process begins in December. By this time chapters have designated a Hallmark Awards Committee. Committee members are often charged with the tasks of writing essays, securing letters of recommendation, maintaining chronological lists, proofreading and assembling packets. Typically, the vice president of each Hallmark oversees the completion of that particular Hallmark entry.

By January, chapters should begin writing essays and structuring chronological lists. The chapter should plan to complete its essays and chronological lists and gather supplementary materials such as photos and flyers by mid-February. This will allow plenty of time for proofreading and last-minute tweaking of entries.

By mid-February, chapters should also notify writers of recommendation letters that they will need completed letters in two weeks. Remember that letters of recommendation should be included with all other entry materials. Do not mail letters to Headquarters under separate cover.

To stay on track and avoid the last-minute rush, plan to assemble Hallmark entry packets by March 6. Remember to type and attach the cover sheets provided in the Hallmark Awards Program Guide to each entry. Be certain that the chapter advisor signs each cover sheet. Entries without signed cover sheets will be disqualified.

Once packets are completed, plan to mail them by March 9. Mailing early will save the chapter the extra expense of overnight delivery charges. When mailing entries, remember that all entries must be received at Headquarters by 5 p.m. on March 19, so be certain that the shipping method you select will guarantee delivery of your package by the deadline.

While winning an award at the International Convention is exciting, winning should not be a chapter’s sole motivation. The Hallmark Awards Program is designed to promote participation in the chapter by all members. Entering the awards program also provides wonderful opportunities for officers and members to develop leadership skills. To win is an honor, but to enter is an achievement in itself. Good luck!