Administrative procedures for membership intake



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ADMINISTRATIVE PROCEDURES FOR MEMBERSHIP INTAKE

(Changes/Corrections)


By The

Scholarship and Standards Committee




Section/Page No.


Change/Correction


Membership Intake Schedule

(Preparatory Step 4)

(Page 4)


A. Constitution and Bylaws (Current Edition)
B. All requests for membership intake must be submitted…….

Membership Intake Schedule

(Preparatory Step 4)

(Page 5)


_______ Mail fees to Sorority P. O. Box (Up to 4 Days); or 2 days for wire transfer.


Membership Intake Preparatory

Step 2


(Page 12)


Minerva Circle members who have not completed Minerva Circle Training and Membership Intake Training by the date of the chapter’s Rush must resign their position from the Minerva Circle.


Membership Intake Preparatory

Step 3


(Page 15)


2. These activities must be conducted during the Rush Activity:
Note: Campus-based or core chapters must have….. City-wide chapters must contact the Regional Director to designate a representative to speak on these issues.


Membership Intake Preparatory

Step 3


(Page 16)


5. With the exception of collegiate chapters that have presented documentation of special institutional

requirements, chapters shall require the following information from each applicant within 10 to 21

days immediately following the Rush Activity. All said information must be received by the

deadline designated at the Rush.


E. Verification of residency (See page 94 for listing)





Membership Intake Preparatory

Step 3


(Page 18)

7. It is very important to stress the following during the Rush Activity:

Δ THE CHAPTER VOTE IS FINAL. Absent ……………….


Δ Delta Sigma Theta Sorority, Inc. recognizes institutions who have received accreditation from
agencies certified by either the United States Department of Education (USDE) or the Council
for Higher Education Accreditation (CHEA).


Membership Intake Preparatory

Step 3


(Page 19)


Chapters must adhere to the published deadline date for receipt of all application materials. A faxed copy of a recommendation and/or verification is temporarily acceptable when the deadline date for the application is ten (10) days or less after the Rush Activity (when institutional policy dictates). The original hard copy of the letter must be presented at the scheduled interview.





Membership Intake Preparatory

Step 3


(Page 20)



INTERVIEWING OF APPLICANTS
Other chapter members who are not members of the Minerva Circle, who have completed the required training, may attend as observers.


Membership Intake Preparatory

Step 3


(Page 21)



CHAPTER VOTE
The votes are to be tallied by the Minerva Circle and certified by the Chapter President and Chapter Advisor, if applicable. The chapter will be notified of the outcome of the balloting, prior to the closing of the meeting. Membership will be extended……



Membership Intake Preparatory

Step 4


Page 22



AUTHORIZATION (“Delete Heading Only” – Authorization is on Page 24)

(Note: The Regional Director approves the applicants for membership intake; National Headquarters gives authorization to proceed with membership intake.)

Membership Intake Preparatory

Step 4


Page 23



If there are concerns arising from the Regional Director’s assessment of the applicants’ information, the Regional Director must contact the chapter using the Applicant Review Request Form. (See Appendix A-37) The procedure for chapter review of those concerns must be specified in the chapter’s policies and procedures (e.g., Minerva Circle, Executive Board or chapter review).





Membership Intake Component 6

(Page 32)



Sisterhood Banquet/Reception (Optional)
The chapter may elect to hold a Sisterhood Banquet or Reception to welcome newly initiated members. Violets and gifts are provided for each initiate during the program. Each initiate should provide the names of family and friends who are sorors to whom they wish the chapter to extend an invitation (except those currently under disciplinary action by the Sorority). This event is held the same day of the Initiation Ceremony.


Membership Intake Component 6

(Page 32)




New Initiate Presentation (Optional)
The chapter may elect to have a new initiate presentation. The presentation is subject to the New Initiate Presentation Guidelines (See Appendices A-50 thru A-58). The presentation must be held either at the Sisterhood Banquet/Reception or must be held the same day of the Initiation Ceremony. The presentation…..



Appendices Listing

(Page 61 & 62)





A-6 Delta Internal Development (DID) Workshops Outline Request Approval Form

Appendices Section

Delta Internal Development (DID) Workshop Outline

(Page 70)



A-6 DELTA INTERNAL DEVELOPMENT (DID) WORKSHOPS OUTLINE REQUEST

APPROVAL FORM

Appendices Section

Minerva Circle Certification Form

(Page 69)



A-5 MINERVA CIRCLE ELECTION CERTIFICATION FORM
Chapter Treasurer* Financial Secretary*

Appendices Section

Acknowledgement of the Rights and Responsibilities of Members

(Page 76)



ACKNOWLEDGEMENT OF THE RIGHTS AND RESPONSIBILITIES OF MEMBERS…..
4. Requiring any association with other organizations. that would be demeaning and indecent.




Appendices Section

Request For Application for Membership Packets

(Page 82)


A-15 REQUEST FOR APPLICATION FOR MEMBERSHIP PACKETS
Note: This form should must be completed and taken to training to secure the Trainer’s signature by the Chapter President and signed by the trainer.) (Move Note under the signature line)


Appendices Section

Mandatory Video Tape Form

(Page 83)


A-16 MANDATORY VIDEO TAPE FORM
Please Choose Format: _______ VHS; ______ DVD (Add under the Expiration Date line)


Appendices Section

D.O.N.’T. Haze My Sister Session Guide

(Page 84)


A-17 D.O.N.’T. HAZE MY SISTER SESSION GUIDE


  1. Read Aloud the State that the “Acknowledgement of Rights and Responsibilities of Members of Delta Sigma Theta Sorority Regarding Membership Intake Prohibitions” (No Hazing Contract) has been signed by each member.




Appendices Section

Application For Membership

(Page 89)


A-20 APPLICATION FOR MEMBERSHIP
COLLEGIATE (To be Completed by Collegiate Applicant Only)
ALUMNAE (To be Completed by Alumnae Applicant Only)

Appendices Section

Content of Required Letters of Recommendation/Verification

(Page 91)



A-21 CONTENT OF REQUIRED LETTERS OF RECOMMENDATION/VERIFICATION
COLLEGIATES (3 letters required)

Δ One letter from a member of the Sorority (one who has paid submitted her dues for the current fiscal year at least 90 days prior), not related to the applicant by birth or marriage; and


ALUMNAE (3 letters required)

Δ One letter from a member of the Sorority (one who has paid submitted her dues for the current fiscal year at least 90 days prior), not related to the applicant by birth or marriage; and


Δ Two letters, on letterhead, each verifying a minimum of one (1) year of continuous public service during the past two years.





Appendices Section

Content of Required Letters of Recommendation/Verification

(Cont’d)
(Page 92)



FACSIMILE COPIES OF RECOMMENDATIONS/VERIFICATIONS
A faxed copy of a recommendation/verification is acceptable only when….. The original signed

letter must be received at least one (1) day prior to presented at the scheduled interview in order for the applicant to proceed.




Appendices Section

Eligibility Criteria

(Page 94)


RESIDENCY REQUIREMENT
Alumnae applicants must reside in the service area of the chapter. A post office box or business address is not acceptable. Proof of residency will be required at the interview. An applicant’s residency …..
All documents must show the name and address of the applicant. U. S. citizens must present at least two of the documents listed below at the interview. All non-US citizens must present their passport/visa and at least one of the documents listed below at the interview. Acceptable documentation includes but is not limited to:

(Add the following to the existing list)

  • Driver’s license

  • State Identification Card

  • Passport/VISA






Appendices Section

Delta Deadline Information Sheet and all Materials Due to the Chapter

(Page 95)


A-23 DELTA DEADLINE INFORMATION SHEET AND ALL MATERIALS DUE TO THE

CHAPTER
All required materials must be received no later than ____________ (date) for the applicant to be eligible for consideration.
All alumnae applicants must reside in the service area of the chapter. A post office box or business address is not acceptable. Proof of residency will be required at the interview.
All eligible applicants must be notified………
All applicants selected for membership will be expected……
All applicants selected for membership will be required…..
All applicants with questions or concerns……..
Chapter President …….
Leader of Minerca Circle…….
Chapter Advisor…….

Reminder

The materials required from each applicant are:



  1. Completed and Signed Application for Membership

  2. Official Transcript(s)

  3. Signed Applicant/Candidate/Pyramid Rights and Responsibilities Statement

  4. Three (3) Letters of Recommendation and Verification

  5. Proof of Residency - US citizens must present at least 2 of the documents listed at the interview; non-US citizens must present their Passport/VISA and at least one of the documents listed at the interview (See Appendices A-22 for listing)







Appendices Section

Collegiate Membership Scoring Guide


(Page 102)
(Page 102)
(Page 103)

(Page 104)




A-28 COLLEGIATE MEMBERSHIP SCORING GUIDE

Letter from a Member of the Sorority – (Up to 5 points)
NOTE: Letter must be from a financial member in order for the packet to be complete. If other listed criteria are omitted, then score letter accordingly.

Letter from University Official/Professor – (Up to 5 points)
NOTE: Letter must be on official letterhead in order for the packet to be complete. If other listed criteria are omitted, then score letter accordingly.

Letter of Public Service Verification – (Up to 5 points)
NOTE: Letter must be on official letterhead and must verify public service in order for the packet to be complete. If on official letter and other listed criteria are omitted, then score letter accordingly.

Applicant’s Length of Involvement in the Public Service Organization(s)

1 point If the applicant was involved a minimum of three (3) months of continuous service during



the past year with the public service organization.

2 points If the applicant was involved from 3 months to 6 months of continuous service with the

public service organization.

3 points If the applicant was involved from 6 months to 9 months of continuous service with the

public service organization.

4 points If the applicant was involved 9 months or more of continuous service with the public

service organization.





Appendices Section

Alumnae Membership Scoring Guide


(Page 106)

(Page 106)

(Page 107)


A-29 ALUMNAE MEMBERSHIP SCORING GUIDE

1st Letter of Public Service Verification – (Up to 5 points)
NOTE: Letter must be on official letterhead and must verify public service in order for the packet to be complete. If other listed criteria are omitted, then score letter accordingly.


2nd Letter of Public Service Verification – (Up to 5 points)
NOTE: Letter must be on official letterhead and must verify public service in order for the packet to be complete. If other listed criteria are omitted, then score letter accordingly.


Applicant’s Length of Involvement in the Public Service Organization(s)
1 point Applicant was involved a minimum of one year each providing of continuous public service
with two or more public service organizations within the past two years.
2 points Applicant was involved a minimum of two years each of continuous public service with
two or more public service organizations within the past two years.
3 points Applicant was involved a minimum of three years each of continuous public service with
two or more public service organizations within the past two years.
4 points Applicant was involved a minimum of four years each of continuous public service with
two or more public service organizations within the past two years.





Appendices Section

Verification of Membership Status Form

(Page 108)



A-30 VERIFICATION OF MEMBERSHIP STATUS FORM
PLEASE NOTE: If a member’s financial status is non-financial, YOU ……….
Chapter President: _____________________________________________________________
Chapter Name: _____________________________________________________________
Email Address: _______________________________ Day Phone # (_____)_____________


Name of Applicant


Name of Member



Member

Number


Financial

Yes No




Appendices Section

Letter To Applicant Ineligible for an Interview

(Page 111)


A-33 LETTER TO APPLICANT INELIGIBLE FOR AN INTERVIEW
_______ All Required materials not received by the deadline date

_______ Other: ______________________________________________________________




Appendices Section

Request for Membership Intake Form

(Page 112)


A-34 REQUEST FOR MEMBERSHIP INTAKE FORM CANDIDATE APPROVAL FORM
(Note: This is a form name change)


Appendices Section

Application Review Request

(Page 115)


A-37 APPLICATION REVIEW REQUEST
Please review these areas of concern in accordance with the guidelines of your chapter’s policies and procedures. When that review is completed, resubmit…………. or electronically to _______________ @ __________________.


Appendices Section

Nine-Day Path Model 3

(Page 127)


A-47 NINE-DAY PATH MODEL 3
Monday Off Day Jewel 4





Appendices Section

NIP Guidelines

(Page 132)


A-50 NEW INITIATE PRESENTATION (NIP) GUIDELINES
III. Rehearsal:

B. Rehearsals may not be conducted until after the Odyssey. The rehearsal may take place before



and/or after the membership intake activities of that day but may not last longer………..by the

Regional Director.




Appendices Section

NIP Guidelines

(Page 132)


A-50 NEW INITIATE PRESENTATION (NIP) GUIDELINES
IV. Letter of Consent/Letter of Intent

  1. All members and prospective members (i.e. candidates/pyramids) of Delta Sigma Theta Sorority, Incorporated, who wish to participate in the Presentation must sign a Letter of Consent (See Appendix A-55) which must be sent to the Regional Director, immediately after the Pyramid Induction, along with the New Initiate Presentation Signature Form (See Appendix A-56) which must be signed by the Pyramids and current chapter members.




  1. The Letter of Intent (See Appendix A-51) must be forwarded……………..


(Note: Switch order of paragraphs)



Appendices Section

NIP Signature Form

(Page 142)



A-56 NEW INITIATE PRESENTATION SIGNATURE FORM

(To be signed by all Pyramids/Current Chapter Members Participating)





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