Member Initiation Reporting

Left-hand Navigation: Compass » Work Queues » Member Initiation Reporting

The Member Initiation Reporting queue is where all new member and/or initiation reports submitted in Vault will land in Compass, to be reviewed by staff. While reviewing the reports in the queue, staff can:

Add a flag and note to the report
View any files attached
Approve the report
Decline the report
Email a Chapter officer regarding the report.

Once the report is approved in the queue, it will live on the Chapter’s record under the Promptness tab. If the report is declined, staff have the option to add a note of why it was declined and return the report to the Chapter for edits.

Via the drop-down options, filter results by Report Type and Chapter and click Filter

Review Report

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.

Initiation Report Name  
- Term and Year should correspond with the Initiation Date. 
  - Spring: January - May  
  - Summer: June - July 
  - Fall: August - December 
  - Winter: December - February

Pledge Dates 
- Review pledge dates for accuracy.  Update any incorrect dates.
  - Note - 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.

Approve

If the Initiation Report is complete and accurate, approve the report: 

Select "Approve"  in the Report Queue. 
Review how the chapter has assigned roll numbers. 
Include a note congratulating the Chapter on the Initiation Class (see the miscellaneous section below for examples). 
Approve the Report.

Add a late fee via Compass Billing (Specific Groups)

If the Chapter submitted the report late, a fine may need to be assessed to the Chapter’s Compass Billing account.   

Chapter » Compass Billing » Invoices > Add Invoice
- Invoice Name: Late Initiation Reporting Fine 
- Interval/Year (current interval/year) 
- Select "Generate" and Continue 
Add Transaction (Hover and click the invoice) 
- Charge Type: xx 
- Account:  xx
- Transaction Type: DB 
- Description: "X" Initiated mm/dd/yy | Reported mm/dd/yy (i.e. ‘3 Initiated 09/19/14 | Reported 09/28/14’ where "3" is the number of Initiates on the report, 09/19/14 is the Initiation Date, and 09/28/14 is the Submission Date of the report) 
- Amount: $XX *  # of Initiates on Initiation Report 
- Select "Add Transactions "
Go back to the Invoices page and select "Post" on the "Reporting Fine" Invoice .

Decline Report

If the Initiation Report is incomplete/inaccurate, decline the report: 

Select "Decline" in the Report Queue. 
Include a note explaining why the report declined, plus instructions on how to re-submit the report properly (reference the miscellaneous section at the bottom of this procedure for examples).  Note that declining an Initiation Report prompts an auto-generated email to all Chapter officers and Vault users. You may use  HTML in the notes (see the miscellaneous section below for an image of a declined email).

Unapproved

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

Select “Unapprove” and include a note of why the report was unapproved, plus instructions on how to resubmit. When you do this to an Initiation Report, Chapter officers automatically receive an email, along with the notes.

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.