Graduate MIP Checklist with Timeline

Transcription

1 1. Chapter votes to conduct MIP during regular chapter meeting. To sponsor a prospective candidate, there must be one sponsor and two co-sponsors. Upon favorable vote, Committee distributes Guide to Sponsorship Form to Sponsor / Co-Sponsors to determine eligibility. 2. Committee collects Guide to Sponsorship Chairman Forms and verifies list of eligible Sponsors/Co-Sponsors. 3. Chapter submits Request for Authorization to Conduct Graduate MIP; packet is sent electronically by Grammateus and Chairman with the following documents: MIP Health Check Request for Authorization to Conduct Graduate MIP Sponsor/Co-Sponsor Eligibility Verification Form MIP Budget Schedule of Activities Director I -19 Eligibility is based on active criteria in the Chapter Bylaws. When chapter updates its bylaws, it must be on file with Director. Corporate Office will accept paperwork Jan. 15- April 15 and Sept. 1 Nov. 15. Director submits Sponsor/Co-Sponsor Eligibility Verification Form to Corporate Office to verify prospective Sponsor/Co-Sponsors consecutive years of active membership and to verify chapter s retention rate. Chapter may include fees for an upcoming conference in MIP Budget. Chapter retains dues for second year of membership. Any changes to the MIP schedule must be approved by the Director.

2 4. Corporate Office verifies that Chapter has 85% retention rate Director and electronically sends a list of eligible Sponsors/Co- Sponsors to the Director. 5. Director electronically notifies Chapter to proceed with MIP. She forwards the approval by Corporate Office of the retention rate and list of eligible Sponsor/Co-Sponsors. The Director also gives approval of the MIP budget and Schedule of Activities. 6. Committee orders General Information Regarding Graduate brochure and Chapter stationery from Corporate Office. 7. Chairman electronically notifies Sorors who are eligible to Sponsor/Co-Sponsor. Chairman Chapter retention rate is based on the new sorors initiated within the last five (5) years. The Background Check letter with a link for prospective candidates is sent to the Chairman from Corporate Office. Corporate Office Brochures and Chapter stationery cannot be photocopied. Chapter Sorors Chapter Basileus appoints Resource Committees. Chapter conducts MIP Orientation Workshop. Sorors Director sign the Soror Commitment Form and send scanned copy to Director. Chairman sends Sponsor/Co-Sponsor Recommendation Form electronically to the Sponsor with deadline for submission. Soror Commitment Form(s) shall be sent as follows: Original to Corporate Office Scanned copy to Director Copy in Chapter files See guidelines for Conducting MIP Orientation Workshop I - 20

3 8. Committee hosts Information Session. At the completion of the session, the committee must have the following: Graduate Prospective Candidate Form Letter of Interest Graduate Legacy Application (if applicable) One (1) Sponsor/Co- Sponsor Recommendation Form Two (2) Letters of Recommendation Official transcript embossed with college/university seal or certified letter from college or university (the transcript or certified letter must be received directly from the registrar and mailed to the Chairman). Send scanned copy of the Information Session Attendance Sheet to the Director. Chairman Director 9. The Epistoleus electronically Chapter Sorors sends notice to Chapter or by U.S. mail regarding voting on prospective candidates. Voting must take place within two weeks of the Information Session. See attendance guidelines for Information Session. Prospective candidate packets will not be accepted by the Chairman after the close of the Information Session. Chairman opens and reviews the official transcript. Each candidate packet should be organized and reviewed by the membership committee to ensure candidate meets qualifications. Information Session Attendance Sheet shall be sent as follows: Original to Corporate Office Scanned copy to Director Copy in Chapter files Chapter must be notified seven (7) days prior to voting date. Voting may occur on the same date as Information Session, if proper notice is given to the chapter. I - 21

4 10. Grammateus prepares ballots based on prospective candidates with all required documents and qualifications. 11. During a CALLED Chapter meeting, Grammateus reads the Graduate Prospective Candidate Form and the name of the Sponsor and Co- Sponsors for each prospective candidate. 12. Sorors vote by secret ballot on all prospective candidates,except prospective legacy candidates. The Basileus announces the results of the vote. 13. Chairman Prospective distributes Background Check Candidates letter with link for processing to prospective candidates with favorable vote and prospective legacy candidates. Letters of Regret and Background Check letters are distributed simultaneously. Prospective legacy candidates do not go on the ballot. Ballots are only prepared for and distributed to financial sorors. Prospective legacy candidates are not voted upon. The Tellers Committee is appointed by the Basileus. Favorable vote is determined by guidelines outlined in the Manual of Standard Procedure. Prospective candidates complete the Background Check online with required fees for processing. I - 22

5 14. Chairman mails original MIP packets to Corporate Office that contain the following for prospective candidates who received a favorable vote and Legacy candidates: Graduate Prospective Candidate Form Graduate Legacy Application One (1) Sponsor/Co- Sponsor Recommendation Form (Part II ONLY) Information Session Attendance Sheet Official transcripts embossed with college/university seal or certified letters from college or university. Must show degree(s) conferred at the institution(s). Signed Soror Commitment Form Corporate Office Do not staple. Must be sent within two (2) weeks of Information Session. Allow 20 business days for processing. Include Legacy form if applicable. The following documents are maintained in the Chapter files: Part I of the Sponsor/Co-Sponsor Recommendation Form Two (2) Letters of Recommendation Do not send transcript of a degree that has not been conferred. If prospective candidate has a Masters or Doctorate Degree conferred from an accredited institution, only send the most recent transcript that validates the earned degree. I - 23

6 15. Upon notification from the Corporate Office that MIP packets and background checks have cleared, the Director will electronically send approval to proceed with MIP. Chairman Chapter must allow sufficient time for communication from the Director. 16. Chairman simultaneously sends Letter(s) of Acceptance to prospective candidates and Letters of Regret to those who did not clear the background check.. Prospective Candidates, and Sponsor/Co- Sponsor(s) 17. Pecunious Grammateus collects MIP fees from approved prospective candidates and orders Graduate MIP Candidate Allow at least one (1) week from notification to receive fees from prospective candidates. Manual and Protocol Manual. 18. Chairman mails MIP Remittance Summary Forms (EAF, badge, special jewelry, etc.) with chapter check to Corporate Office by expedited mail service. 19. Committee purchases items for rituals and prepares materials for prospective candidates (binders, ivy plants, candles, etc.). Corporate Office The Corporate Office will notify the Director the fees are received and all documents are in order. If all is in order, the Director will provide final approval. Committee prepares all materials and items required for MIP. I - 24

7 20. Chairman requests names of active guest Sorors from candidates and sends invitations to Final Commitment Ceremony. Invitation to Final Ceremony should include required attire and fee for initiation luncheon (optional). 21. Chapter conducts MIP sessions for three (3) weekends, over a span of six (6) weeks; hosts initiation luncheon. 22. Included in the Final Commitment Ceremony on Sunday, Sponsors, Co- Sponsors and new initiates will participate in the Re- Affirmation Ceremony. 23. Chairman sends the Candidate Commitment Forms and Intake Process Not Report (if applicable) electronically to the Director and Corporate Office. 24. Chairman sends the MIP Evaluation Forms and summary to the Director and Representative to the International Committee. Chapter may decide if luncheon is for sorors only or open to public. The Basileus conducts the Re-Affirmation Ceremony for the new initiate and at least two of the three Sponsors and Co-Sponsors. These forms must be Director and the available during the Corporate Office process in the event that a candidate does not complete the MIP. Director and Representative to International Committee The MIP evaluation forms are completed by the new initiates and current chapter members. I - 25