Initiation Report Review Procedure
Review Initiation Report for accuracy and completeness:
- All New Members
- All new members on the roster should appear on the Initiation Report as "initiated", "held", or "depledged". To ensure all new members are on the report, select the "Approve" button in the Report Work Queue. If there are members on the roster who do not appear on the report, a notice will appear.
- Initiation Report Name
- Term and Year should correspond with the "Initiation Date".
- Spring: January - May
- Summer: June - July
- Fall: August - December
- Winter: December - February
- Term and Year should correspond with the "Initiation Date".
- Pledge Dates
- Review Pledge Dates for accuracy. Update any incorrect dates.
- (note that updating the Pledge Date on the member’s record does not update the pledge date on the Initiation Report)
- Initiation Date
- Chapters should submit one Initiation Report per "Initiation Ceremony". If a report has more than one "initiation date", decline it.
- Held/Depledged Members
- Review the notes for held/depledged members to ensure no follow-up is required.
If the Initiation Report is complete and accurate, approve the report:
- Select "Approve" in the Report Queue.
- (REMEMBER: Do not approve Initiation Reports until after the Initiation Ceremony occurs.
- Review how the Chapter has assigned roll numbers.
- Include a note congratulating the Chapter on the "Initiation Class"
If the Initiation Report is incomplete/inaccurate, decline the report:
- Select "Decline" in the Report Queue.
- Include a note explaining why the report declined, and instructions on how to re-submit the report properly.
- Note - Declining an Initiation Report prompts an auto-generated email to all chapter officers and Vault users.