Tips On Keeping An Updated Roster

Short Description

Terms and practices for keeping an updated membership roster

Target Audience

Vice President
BOG Chairman

Borradaile Challenge or Area of Focus



Since it will be your responsibility to keep the membership records current within the chapter and between the chapter and the National Fraternity, it is important that you are aware of the definitions of membership in Phi Kappa Tau. Some unofficial terminology may be used in your chapter, such as inactive status, so make a point to learn and use the correct terminology as it applies to maintaining a correct roster.


Undergraduate/Associate Rosters
(Due October 15 and April 15) will be sent by the Executive Offices at least two weeks prior to the due date. Each roster is to be reviewed, updated and then returned to the Executive Offices. It is important to complete this information, as it determines your numbers and has direct effect on your direct billing.
Graduating Seniors
Must be indicated on the Undergraduate Rosters. It is important that our records accurately reflect the number of graduates so they can be placed on alumni status with a correct mailing address. Please also include the exact graduation date.
This is defined in Title VII, Section 63 of the Statues. Please read that section to determine when and how a member should be placed on suspension. Remember, a member is suspended only at the chapter level. His status in the National Fraternity will not change until he is either expelled, voluntarily withdraws or graduates. Note that “A member shall not be relieved of any fraternity or financial obligations.” This means that he will be considered a member for the semi-annual billing.
Inactive Status
There is no such thing as an inactive status. A member is either in school, paying his dues to the chapter and the National Fraternity or he is out of school. A man cannot be declared inactive just because he does not want to pay his dues for a term or semester. He is to be charged dues and if he does not pay them, he is to be placed on suspension after 30 days of delinquency. If he no longer wishes to participate in any chapter activities he can voluntarily withdraw from the Fraternity; proper forms must be filed. A copy of the voluntary withdrawal form is enclosed in this section, which will permanently remove the member from the Fraternity.
5th Year Senior
The National Fraternity does not recognize this status. The member still must pay dues.
A member may be expelled from the Fraternity only after investigation and due Fraternity trial by the chapter or Board of Governors, and after the sentence findings have been sustained by a majority vote of the National Council. (Title VII, Section 59) See the example form included in this section. The President or BOG must submit a letter and minutes of the meeting showing due process to the Executive Offices for expulsion proceedings to begin.
Voluntary Withdrawal
The member requesting voluntary withdrawal shall be required to submit a signed voluntary withdrawal form, his badge, membership certificate, and membership card to the CEO. Once approved, at no later date shall a former member be reinstated to membership. (Title II, paragraph 22(g))
Fine for Improper Reporting
‘‘If a Resident Council initiates a man (or men) without having received permission from the CEO, a penalty of one hundred dollars ($100) shall be imposed upon said Resident Council.” (Title II, Section 15). Be sure to familiarize the chapter treasurer, membership orientation officer and others who will take office later in the school year of the proper membership reporting procedure. Remember, in extreme cases, the chapter can receive permission to initiate from the CEO over the phone, however, appropriate fees and forms must have been received by the executive offices.
Eligibility for Initiation
Specific attention should be paid to those statutes that pertain to eligibility for initiation. Title II, Sections 16, 17, 18, and 19 refer to those requirements.
Transfer of Resident Council Membership
Title II, Section 22 of the Statutes provides for transfer of Resident Council membership. The man who wishes to transfer his membership shall request that his initiating chapter secures a certificate of transfer with the Executive Offices (see sample in this section); the chapter he desires to transfer to must inform the CEO of its approval to accept the request and ask approval of the member’s original chapter. The CEO shall request from the original chapter “a statement of all indebtedness, notes, or other obligations owed to it by the member; and, if such statement be satisfactory and the application be approved by the chapter, notice shall be given by the CEO.” If the original chapter releases the member, the transfer chapter again votes on his request, and, if approval is given, the executive director shall be notified. If the member is in debt to his original chapter, no transfer may be approved until “the obligation is paid in full.”
Grade Requirement
If an associate has a grade point average above a 2.4 from the previous semester, he is then eligible for initiation the current quarter/semester of his associate program.

*If an associate is a fall freshman with no university/college GPA, Phi Kappa Tau Fraternity requires that a Grade Verification form be completed by the associate’s professors.

A petition may be filed with the CEO should extenuating circumstances affect the fulfillment of this requirement. A petition must include man’s name, GPA and explanation.

Associate and Undergraduate Rosters
Rosters need to be updated and turned in before the listed due date. They are quite simple to fill out, you need only circle the appropriate status, supply the estimated graduation date and apply any supporting documentation (in the case of a voluntary withdrawal or expulsion). While they are easy to fill out, if they are not taken care of in a timely manner it will result in your chapter being billed for a number of members different than the actual number (usually higher), and will hold up graduation mailings for graduating seniors.

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