Roster Procedures

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.

Grade Release Waiver

Each member must submit a Grade Release Waiver via MyState account. If the member does not fill out the waiver, their grades will not be released to the chapter, but their grade will be included in the chapter’s overall GPA.

“I, STUDENT NAME, a student at Mississippi State University and a member of ORGANIZATION NAME, understand that I am granting permission under my own free will to the Office of Fraternity and Sorority Life at Mississippi State University to release information concerning my academic and disciplinary records to the executive officers of my Greek organization, the advisors of my Greek organization, and my National Greek Organization Headquarters. I hereby grant permission to the Office of Fraternity and Sorority Life to release my academic and disciplinary records to the relevant officials for as long as I am a member of my Greek organization.

If at anytime you would like to no longer release your information, please contact the Office of Fraternity Life at 662.325.3917.”

Hazing Policy Acknowledgment Form “Mississippi State University is committed to maintain a supportive, educational environment that enhances the well-being of all members of the community. To support the University’s mission the following hazing policy has been implemented.

 

OP 91.208: HAZING

PURPOSE To provide uniform guidelines for the protection of the University community against the dangers associated with hazing.

POLICY Hazing is prohibited. Any student and/or group failing to comply with this policy is subject to disciplinary action as defined by the Student Code of Conduct. In addition to being in violation of the University hazing policy additional charges are possible both as an organization and as individuals engaged in hazing. Under certain circumstances, hazing may be a violation of the laws of the State of Mississippi, resulting in a criminal prosecution by state and/or local officials. Depending on the circumstances surrounding the hazing activities, responsible parties may be charged with either a misdemeanor or felony. For purposes of this policy, hazing is defined as: Any act, regardless of the person’s willingness to participate, that endangers the mental or physical health or safety of a student, or that destroys or removes public or private property; and/or assisting, directing, or in any way causing others to participate in degrading behavior and/or behavior that causes ridicule, humiliation, or embarrassment; and/or engaging in conduct which brings the reputation of the organization, group, or University into disrepute for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in a group or organization; or as part of any activity of a sponsored or registered student organization.

Any requirement that compels a member or new member, regardless of the person’s willingness, to participate in any activity that is illegal, or that is contrary to any rules or regulations of the University.

Any acts that unreasonably or unusually, impair a member’s or new member's academic efforts.

Reporting A hazing incident may be reported by anyone by contacting the Dean of Students Office or University Police. All reports of hazing behavior will be investigated, including those reported anonymously. However, please be aware that the University’s ability to investigate hazing incidents depends on the accuracy and specificity of the information provided. Please type your name and NetID to confirm that you have read and agree to comply with the above policy.”

 

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.