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Explaining Initiation Report Unapproval

  • Updated

Initiation Report - Unapproved 

Reporting errors may require an approved Initiation Report be unapproved and resubmitted. 

 

Initiation Report Unapproval Procedure 

  1. Gather details from a Chapter officer to determine if the Initiation Report should be unapproved.  If the situation warrants it, (i.e., someone who wasn't initiated gets in), proceed to Step 2.
  2. Access the approved Initiation Report (Left-hand Navigation: Chapters » Select Chapter » Promptness). 
  3. Open and save the report (you will attach it to a Contact Log later).
  4. Select "Unapprove" on the most recently approved Initiation Report.   
    1. Include a note explaining why you unapproved the report along with instructions to properly re-submit the report (reference the miscellaneous section at the end of this document for examples).  Note that when you "unapprove" a report, the system automatically sends an email to all Chapter officers with the notes.
    2. Continue this process until the Initiation Report is unapproved. 
  5. Update the "Next Roll Number" on the Chapter’s record (Chapters » Select Chapter » Profile » Edit) accordingly.  It can also be reverted on the Change Log. 
  6.  If applicable, add a credit to the Chapter’s Compass Billing account to offset the Membership Fees billed to the chapter at the time of Initiation Report(s) approval. 
    • Amount: $XX  *  # of initiates on the unapproved report(s) 
    • Transaction Type: CR 
    • Account: Initiation Dues Revenue 
    • Description: Reversal of mm/dd/yyyy Membership Fees 
    • Notes: Include any applicable notes 
  7. Add a "Reporting" Contact Log to the Chapter’s record to record details of the unapproval (be specific - include who, what, when, where, and why). 
    • Attach the unapproved report to the Contact Log.
  8. Review and update member records as applicable:
    • Status History 
      1. Delete "Initiate Status History"
      2. Update "From Date" on the current "New Member Status" to the date located on the original status.
      3. Delete the original "New Member Status History"
  9. Resubmit Initiation Report. 
    • Request the Chapter resubmit the Initiation Report and deselect the member reported in error, if applicable.  

Note - Initiation Reports must be unapproved in order of approval, to prevent roll number gaps. If more than two were approved after the desired report, it may be necessary to leave the report as is and manually make the necessary updates.  Open and save all reports that are unapproved. 

 

Miscellaneous 

  • Unapproved Initiation Report Notes 
    • "This Initiation Report was unapproved to correct a reporting error reported by (insert Officer Name). 
        1. Log into Vault
        2. Delete this report
        3. Create and submit a new report
    • Be sure to include (insert Member Name) as an Initiate on the first step. Please ensure this is done as soon as possible.  Contact me with questions."
  • "Per (insert Officer Name), (insert Member Name) should not have been reported as initiated. Log into Vault to edit and resubmit this report – on step one, only select the names of those who initiated. Please ensure this is done as soon as possible.  Contact me with questions."

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