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Intake ChecklistThe Office of Sorority and Fraternity Engagement, Iowa State UniversityBefore scheduling a meeting, prepare the following documents:Prepare a schedule of events for joining/recruitment. Please submit this either through a flier or with a calendar invitation.Prepare a scheduled outline of the educational programming taking place during the intake process. This may include a brief description of what potential members will be learning over a specified time frame Provide documentation indicating that your chapter has approval and/or does not need approval to conduct the joining and/or intake process.If applicable, provide documentation of the inter/national structured guidelines for your processIf applicable, provide any paperwork that a staff member must sign off on or fill out for your intake processIf the chapter adviser is not in attendance or has not sent prior communication to liaison chapter adviser (i.e. email), provide a letter from your chapter adviser stating that they are aware of the joining/recruitment/intake process taking place. Have Intake/Recruitment chair and/or president schedule a meeting with your office liaison. If chapter advisor is unable to attend, be sure they communicate with staff member. Share a copy of your schedule of events for joining/recruitment.Share an outline of your membership education program Share any information that may require risk management support Share information concerning inter/national policies and expectationsShare expectations/requirements of office liaison and/or Office of Sorority and Fraternity Engagement Share information about approval process for joining/recruitment/intakeShare requirements/expectations regarding new member presentations and dates/times if information is known in advance. Following the meeting with office liaison, keep in contact with office liaison about intake processNotify office liaison about any changes to dates or locations of recruitment/joining/intake eventsIf risk management concerns come up, contact office liaison as soon as possibleCommunicate when the start of the chapter’s official intake process begins Turn in bid cards within 72 hours of the start of the chapter’s intake process Each chapter’s leadership will review their joining/recruitment/intake plan with their Sorority and Fraternity Engagement staff liaison, not all with one central staff member.The purpose of this packet is to articulate expectations for Multicultural Greek Council and National Pan-Hellenic chapters conducting membership intake at Iowa State University. The goal of this process is to maintain a safe environment for students interested in joining a MGC or NPHC organization that conducts intake and to keep the Sorority and Fraternity Engagement Office informed of chapters’ intake plans. It is the responsibility of all chapters conducting membership intake to communicate with the Sorority and Fraternity Engagement staff regarding intentions of any membership recruitment or intake activities each semester. Iowa State University-Office of Sorority and Fraternity Engagement Privacy PolicyIowa State University-Office of Sorority and Fraternity Engagement Privacy Policy In an effort to protect the interests, privacy and confidentiality of the interested student, as well as the ISU chapter/organization, the Office of Sorority and Fraternity Engagement will keep all intake-related documents confidential. No one other than the Sorority and Fraternity Engagement Staff, select university administrators and respective National Headquarters’ offices, upon request, will have access to these forms and information. All membership intake forms will be stored for a minimum of seven (7) academic years. Access to these documents and information will be denied to all parties except chapter advisors, and/or representatives from the respective organization’s National Headquarters. All inquiries about these documents are to be referred to the chapter president and/or chapter advisors.In this meeting the chapter should share the following:A schedule of events for joining/recruitment. Since these events are public it is important for our staff to know about these events so that we may share with interested students as well as approve events in the Events Authorization system. When you meet with your liaison, you will confirm how and when you would like information shared.An outline of intake process/education program. The information you are sharing here is your schedule (weekly meeting for 6 weeks, 3 consecutive weekends with programming all weekend). Staff members may ask more questions about your intake to learn more about your organization and to be able to support you. An example, a staff member may ask if you teach about time management or academic resources in member education/intake. You have the opportunity to share what you deem is appropriate.If you have events in your member education process that require additional risk management support, you should indicate this to the staff member. This may include travel to other universities, late night events, or physical activity.2. Advisers should either attend the meeting to review the process or send communication to the office that they are aware of the joining/recruitment/intake process. This may be email or letter.Chapter should share with staff members national/international expectations. Here are some questions staff will be interested in learning from you, however, there may be other important details you may want to provide.Do you have inter/national structured guidelines for your process?Do you require a staff member to attend any of your events and/or provide a presentation?Does a staff member need to sign off on paperwork?3. Chapters should send documentation/policy indicating that you have approval and/or do not need approval to conduct the joining and/or intake process to Abby McCollom at abbyjm@iastate.edu. 4. Chapters should share any requirements/expectations regarding new member presentations and dates/times for those events.5. Bid cards should be turned in within the first 72 hours of the intake process. These will be kept in your chapter’s folder, locked an my office, unless you indicate otherwise. ................
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