St. Cloud State University

January 29 th is the deadline for all Spring roster updates.

September 10 th is the deadline for all Fall roster updates.

There is no flexibility in these deadlines.

ADD NEW/Potentail MEMBERS (Canidates & Associates)

You still must turn in IFC/PHC membership acceptance forms to CSOLD within 24hours of the member accepting membership.

To enter new members

First Name: (make sure you have the correct spelling and full name)

Middle Name (Use their full middle name)

Last Name

Gender

Date of Birth

Student # ID ( You MUST make sure you have an accurate number and verify that they are a student of SCSU).

Should you enter in an incorrect Student #ID you will follow up your membership status. To avoid incorrect entry of data and avoid the end of the semester issues that some Fraternities & Sororitys have had with grade reports (people’s grades not being counted due to incorrect entry of data).

Continue to tab down through the other fields to enter the correct information. These fields are:

Status (drop box for active vs. pledge)

Status (drop box for in house vs. out of house)

Class (Drop Box for year in school)

Release Grades (Drop box for whether or not you have submitted grade release/IFC and/or PHC membership acceptance forms to CSOLD)

Finally, click box “Add new member”.  You must do this after each person entered.

REMEMBER

*you must 'click" the save button before you leave any screen or it will not save the information. you must click "save ” for the changes to be effective on each screen .

After you are done with entering ALL new members that you plan to enter, you should click on the search to see if they all are showing in your report section.

SCSU Membership Roster Rules & Procedures
Procedures for Updating Sorority/Fraternity Rosters Online

Roster Rules

1. Each Fraternity/Sorority is required to submit rosters by the specified dates
• The Center for Student Organizations & Leadership Development tracks the academic, recruitment, and retention rates for each fraternity and sorority affiliated with the IFC,PHC, and SCSU's governing bodies.
• Such statistics are available for the previous semester at or near the beginning of the next semester for your records.
2. A roster consisting of all members listed on your inter/national/Local roster must be submitted to the CSOLD. If you are a Inter/national affiliated Fraternity/Sorority Chapter, your roster will be reported to your International Headquarters for verification that what you have reported to SCSU reflects their records.
3. We will compare our rosters with those submitted to your respective international headquarters office. If there are discrepancies, the chapter president will meet with a representative of the CSOLD to
review. The international headquarters office will be contacted if necessary. Local Organizations will also obligated to meet with the CSOLD.
4. All members will stay on your active roster throughout their collegiate career with the exception of those who disaffiliate, depledge (inactive associate), or are granted early alumni status. They will remain on your active roster through the end of the semester of separation.
5. Any time you must add a member, either new member or affiliate, including transfer students, you must submit a Grade Release/Non-Hazing (PHC/IFC membership acceptance form) form available on the SCSU Greek Life Website and/or the Panhellenic Website Facepage. You can also pick up hardcopies at the CSOLD Resource desk.

6. Once a bid is extended and accepted, that person stays on the roster for the remainder of that semester.You may change their status, but they stay on your roster.
7. Grade Release/Non-Hazing forms and the new member roster are due within 24 hours after completion of recruitment/rush/membership intake.
8. Grade Release/Non-Hazing forms for continuous open bidding (COB) are due within 24 hours of bid acceptance.
Note: Panhellenic women will also need to complete required COB grade release and acceptance forms according to Panhellenic policy.
9. Grade roster reviews will begin mid semester. Announcements will be made at the governing councils’ meetings to have a designated member of each chapter meet with Stuart Umberger to update rosters. The last day to make changes to the roster is (Set per semester). Failure to verify the roster by set date will result in the chapter’s
statistical information being reported inaccurately. No retroactive changes will be made to the roster or grade rankings after this date.

Commonly Asked Questions

1. “How do I add members to my roster if there is a mistake?”
If you have members that should appear on your computer-generated roster, and they do not (including newmembers/associates, transfers, etc.), you must have them complete a IFC/PHC Membership Acceptance form (Grade Release/Non-Hazing form). This
is the only way we are able to input a name into the system.

2. “How do I remove depledged/disaffiliated/early alumni members from the roster?”
YOu do not remove them. You change their status. Early Alumni status is not an alumni status in our system. YOu must be a Graduated Member to be alumni status by SCSU Policies for Greek Life. You can change their status to Inactive Status in the ICS system
*Codes for membership status changes

Active
Studying Abroad
Alumni status due to graduation
Transfer if leaving leaving the university
Inactive – not here this semester, but is expected to return (not study abroad)
Associate - New Member/Pledge
Active Status - Return from studying abroad
Removal/Expulsion of membership due to expulsion or withdrawal (no longer a member of the Inter/National organization)


Don’t forget to change New Members to Active status

It is important that you do this in an effort to ensure your roster is current. Failure to do this could result in inaccurate grade information and your insurance .

MAKE CHANGES TO CURRENT LIST

To change items such as active/inactive, associate/inactive assocaite;

PRINTING COPIES OF THE LIST

If you would like a hard copy of your membership list you can use the “Print Report” procedure which will give you a list of members in alphabetical order. We recommend this to ensure quality control. This process is only as perfect as human beings can allow, therefore mistakes can be made on all ends J.