A Guide for Advisors and Membership Chairs

1. From Membership Services at International Corporate Headquarters:The TORCH Process and Headquarters A Guide for Advisors and Membership Chairs

2. Calendar Review • Things that membership services checks for on calendar: • The calendar is approved by the Syntaktes • The calendar is 49 days in length • Formal Rush is Day 1 and Induction is Day 49 • If it is an abbreviated calendar (undergrad only) that it has supporting documentation • The calendar is signed by the Membership Chair and/or Advisor

3. Calendar Review Cont. • Chapter conducting TORCH is currently financial • Chapter dues for the current financial year have been submitted to ICHQ and processed – remember it can take up to 30 days processing time • No balance due or fines owed by the chapter (for late reports or 2 consecutive Boules missed, etc.) • For an undergrad chapter, the advising grad chapter must also be financial • Dues paid for the current financial year and processed, no balance due or fines owed by the chapter

4. Calendar Review Cont. • Membership Chair/Advisor listed on Calendar is financial • Member dues for the current financial year have been submitted to ICHQ and processed(remember the up-to-30-days processing time) • Membership Chair/Advisor has been TORCH trained within the last two calendar years • Membership Chair/Advisor has submitted a signed and completed Arbitration Agreement Form to ICHQ • Chapter has submitted the end of year report and 990

5. TORCH CLEARANCE EMAIL

6. Membership Applications • Things that membership services checks for on membership applications: • For each prospective member ICHQ should receive: • Membership Application • Terms and Conditions form • Policy on Hazing • New Member Arbitration Agreement • Sealed Official Transcript or (for Grad only) Copy of Degree • $25 Application Fee

7. Membership Applications Cont. • An application has been received for each prospective member listed on the RPMR • Application is the most current version, available on the website • Will be dated 2008 in the footer. If it is dated 2004, it is the outdated version and will not be accepted. • On page 3 of the application, the prospective member has indicated “yes” or “no” for each question concerning misdemeanors and felonies.

8. Membership Applications Cont. • Also on p.3 – the jewelry section • If left blank, the new member will automatically receive the official badge. The section only needs to be filled out if the prospective wants to order a chapter guard or their initials engraved in the badge. • If a guard or engraving is ordered, the prospective will need to include payment along with the induction fees. • See the Official Jewelry Order Form on the private side of the SGR website for a listing of chapter guard and engraving prices • The Membership Chair/Advisor will receive the jewelry separately from the rest of the new member items, within 4-6 weeks of induction. • If no chapter guard or engraving is ordered, the official badge will be included with the New Member Kit shipped from ICHQ before induction.

9. Membership Applications Cont. • Terms and Conditions and Policy on Hazing Forms • Must be signed by both the prospective and the Membership Chair/Advisor • New Member Arbitration Form • Signed by the prospective and, if under 21, the parent/guardian

10. Membership Applications Cont. • Education Verification – Undergraduate • Sealed, official transcript from the school in which they are currently enrolled • Things checked on the transcript: • Prospective member has completed at least 12 credit hours at the current college/university • Cumulative GPA is 2.5 or higher • Prospective member is enrolled in classes for the current semester/quarter • If the transcript does not have the GPA or does not show current enrollment, additional documentation from the registrar will be needed as proof of enrollment.

11. Membership Applications Cont. • Education Verification – Graduate • Sealed official transcript or copy of degree • Must have completed a degree at a 4-year accredited college or university • $25 application fee • Money Order, Cashier’s Check, or Credit Card Authorization • No personal checks or cash

12. EMTA • Education Module Training Approval will be in writing in the form of an email from membershipservices@sgrho1922.org

13. EMTAEMAIL

14. Filling Out the International Remittance Form • Refer to the “How-to International Remittance Form for Induction Fees” document on the private side of the SGR website

15. Induction Fees Review • Membership Services checks: • The correct amount has been submitted • $415 for Undergraduate SGR Induction Fee, $50 to Seven Pearls • $525 for Graduate SGR Induction Fee, $100 to Seven Pearls • Separate Money Orders, Cashier’s Checks, or Credit Card Authorizations • $415 (undergrad) or $525 (grad) made out to Sigma Gamma Rho • $50 (undergrad) or $100 (grad) made out to Seven Pearls

16. Induction Fees Review Cont. • Induction fees have been received for all prospective members listed on the most recently received RPMR • If any special jewelry was ordered – chapter guards or engraving – payment for these items is included with the induction fees.

17. For a Charter or Reactivation • Charter or Reactivation Fees are to be included with induction fees. • If any existing members will be transferring into the new chapter, transfer fees are also required. • The Regional Syntaktes will approve and forward new charter or reactivation forms to ICHQ. • Page 2 of this form is completed with the names of members who will be the chartering members or reactivating members.

18. Induction Approval • If there is any issue with induction fees, Membership Services will contact the membership chair/advisor by email with a copy to the Syntaktes and UCC. • Induction Approval will be in writing in the form of an email from membershipservices@sghro1922.org • This means the chapter is cleared to proceed with induction on the scheduled date.

19. INDUCTION APPROVAL EMAIL

20. New Member Kits • For a graduate chapter, the kits will be shipped to Membership Chair • For an undergraduate chapter, the kits will be shipped to Advisor • Shipped via UPS Signature Required • Address is taken from the RPMR • Please make sure it is a street address (not a PO Box) where someone will be available to sign.

21. New Member Kits Cont. • Will contain one of each for each new member: • Official Badge • Handbook of Constitution and Bylaws • History Book Vol. I • Set of Founders Cards • If something is missing or damaged, contact membership services for a replacement • In most cases, will be received before the induction date • If any approved prospective members does not complete the process, please notify ICHQ ASAP and return the new member kit items that were received for that prospective.

22. Membership Certificates • Certificates will be ordered after the induction date and shipped directly from the vendor to the membership chair or advisor. • Certificates require 4-6 weeks for production and shipping • Notify Membership Services if certificates have not been received after 6 weeks • If a name is misspelled or if anything else is misprinted, please notify Membership Services and we will contact the vendor to make the correction

23. Membership Cards and the Aurora • Membership Cards for new members will be ordered after the induction date and shipped directly from the vendor to the new member within 6-8 weeks. • Cards will be mailed to the permanent address provided on the membership application by the new member. • If the member’s name is misspelled on the card, contact Data Entry at ICHQ • The new members receive the next issue of the Aurora that is released after their induction date • The magazine will be mailed to the permanent address provided on the membership application.

24. ICHQ Torch Reminders • Make sure the email address provided on the TORCH calendar is a current and accurate one that you will be able to check frequently. • Double-check paperwork before sending it out. • Plan ahead for the deadlines. • Keep copies of paperwork for your records, including postal tracking information for all items submitted to ICHQ.