Roster Procedures
It is critical for Fraternity and Sorority Life to have an accurate report of the members of each organization. This information is used for record keeping, assessing dues, grade reports, and crisis management, as well as many other areas of chapter management. Therefore, each chapter is asked to submit an updated roster at least twice a semester. The rosters will be due by the end of the first week of classes and two weeks before classes end for the semester. Please make changes to your roster by contacting your Fraternity & Sorority Life advisor. New Members will be added to your rosters after intake and recruitment each semester by the Office of Fraternity and Sorority Life staff.
Membership Status
When updating your roster, please make sure you are maintaining the following status of your members:
New Member: A student is a “new member” the semester the student joins the organization. An uninitiated member. The New Member status remains in effect for a complete semester, even if the person is initiated before the semester is complete. For example, if a student is initiated in September or October of the Fall Semester, they will continue to be a new member until the end of the Fall semester. New member status will be changed to members automatically after the grade report is completed each semester.
Active Member: A current student who is and initiated member in good standing with the chapter. A student continues to be an active member even if they are study abroad, internship, or co-op for only semester.
Inactive Member: A current student who is and initiated member in good standing with the chapter. A student is an inactive member if they are studying abroad, in an internship, or co-op for 1 year or more. They do not stay on your roster until they are back attending to class on-campus.
Removal of Member: Please complete the this form anytime a member or new member is removed by the chapter and may not return.
Additional Roster Information
In addition to information about member status, the Officer Transition Form asks for the following information from the chapter each semester.
- Advisors’ and Officers’ Contact Information
- Chapter House Residents, including room and phone number
- Chapter Parking List for non-house residents
Inter/National Organization
Fraternity and Sorority Life may cross check the official roster on file with the roster of your Inter/ National Organization. If there are discrepancies, we will defer to your Inter/National Roster.
Responsibility It is the responsibility of the chapter (via the President) to ensure that all rosters are up to date with both the University and the Inter/National Organization.