NPHC Membership Intake Information

Any chapters wanting to participate in Membership Intake must complete the following forms:

Step 1. Submit a Letter of Intent

This letter should outline your organization’s intention to acquire approval from the appropriate representative of your national organization to conduct an intake process. The letter should also include the dates of all “pre-intake events” i.e., application due dates, interview dates, the chapter meeting where voting will happen, etc. Must also include the signature of the president and advisor and be placed on letterhead.

Due: The Sunday before the last week of classes, in the semester prior to when you wish to conduct intake.

Step 2. Acquire National Approval to Host Intake

Proof of approval from your national organization must be submitted to the NPHC Advisor once it has been acquired.

Due: The first day of the semester in which the intake process will occur.

Step 3. Chapter Advisor Agreement and Chapter Hazing Compliance Forms

These forms must be completed and brought to the Intake Meeting and should contain all required signatures. The forms will note the chapter and organization and contain signatures from the chapter advisor, chapter president, and membership intake chair.

Due: Must be submitted at Intake Meeting.

Step 4. Intake Meeting

If your organization plans to conduct an intake process, the chapter president and new membership chairperson are required to meet with the NPHC Advisor or designated member of the Fraternity and Sorority Life staff. During the meeting, be prepared to review your national requirements for Intake. You will also be expected to bring a calendar/schedule of all new member activities for the organization. Please include ritual dates, all new member education meetings, date of new member presentation, and all other dates related to your organization’s Intake process. Advisors are not required but are encouraged to attend this meeting. Intake meetings should take place after the letter of intent has been submitted and national approval has been acquired.

Due: Must be scheduled and held in the first three weeks of the semester that the intake process will occur.

Step 5. Rush/Interest Meeting Grade Release and Hazing Policy Notification Forms

Rush/interest meetings may take place at any point during the academic year. Location, date, and time of those meetings must be submitted to Engage for approval no later than two weeks in advance of the event. A copy of the event flyer (if applicable) must also be submitted/attached to the Engage form for approval. Grade Release and Hazing Policy Notification Forms must be signed by each student attending the previously mentioned meetings or events.

Due: ALL Grade Release and Hazing Policy Notification forms must be returned to Fraternity and Sorority Life within 48 hours of the conclusion of the aforementioned meeting. Signed forms must be submitted of EVERYONE who attended the interest meeting.

Step 6. Verified Aspirant Forms

Once the chapter has conducted rush/interest meetings and have received approval to conduct membership intake, they must then complete and submit the two Verified Aspirant forms (Grade Release and Hazing Policy Notification). The Verified Aspirant Forms must list and be signed by all potential new members who are participating in the chapter’s intake process. This must be submitted to the NPHC Advisor or designated FSL staff member immediately following the first new member education meeting (anticipated date for receiving this information should be indicated at the Intake Meeting).

Due: Must be returned to Fraternity and Sorority Life within 48 hours of the conclusion of the aforementioned events.

Step 7. New Member Roster Invitation

New members should be placed on the chapter’s roster immediately following invitation to new membership (e.g., the first new member education meeting). The chapter president has 48 hours from extension of new membership to send the roster invitation to new members. New members then have 1 week to accept the invitation and sign their Gold Card.

Due: Invitation must be sent to new members within 48 hours of the conclusion of the aforementioned events.

Step 8. New Member Discontinuation Form

Should a new member wish to discontinue, at any point after being inducted/starting the new member education process but before being initiated, the individual needs to fill out the New Member Discontinuation Form. This must then be submitted to the NPHC Advisor or designated FSL staff member.

Due: Must be returned to Fraternity and Sorority Life within 48 hours of the individual discontinuing.

Step 9. New Member Presentations

The chapter is completely responsible for reservation of venue and other logistical details as they apply to new member presentations. In order to be in accordance with university policies and procedures, the chapter will need to submit a plan to FSL concerning how the new member presentation will be run. For a detailed list of what needs to be included in the plan, please refer to the NPHC Membership Intake Guidelines.

*Note: All forms must be completed and submitted before new member presentation will be approved.

Step 10. Communication

Fraternity and Sorority Life expects communication with each organization to be an open process. Should timelines change, it is the expectation that all the steps of the process are communicated with the NPHC Advisor or designated member of the FSL staff immediately. Any organization that fails to follow the proscribed process or guidelines will be subject to all activities being ceased.

Additional Notes:

Extensions

All intake activities must be complete by or before the Sunday before the last week of classes. There are no exceptions to this rule.

Deadlines

March 15th (spring) and October 15th (fall)

This is the last day to submit Membership Intake Forms unless you have been approved for an extension.

Cease Activities

The Sunday before the last week of classes.

All intake activities must cease. Sanctions will be given to those organizations that do not adhere to this deadline.

New Members

All new members will be required to participate in the FSL New Member Academy (NMA) following joining. New members will have one month to complete NMA, failure to do so will result in the chapter being placed on social probation and are not able to host events until that requirement is completed. New members must also complete their first Violence Prevention Education Tier the semester after they first join their organization.