Roster and Grade Report Policy and Procedures

Center for Fraternity and Sorority Life
Roster and Grade Report Policy and Procedures

Support of scholarship activities is a stated value of the Center for Fraternity and Sorority Life. To that end, grade reports are prepared to help chapters identify those members in need of scholastic assistance and to acknowledge those members doing well academically. This information is also provided to alumni advisors and (inter)national headquarters. A working timeline has been set to collect and report the most accurate roster information from chapters.

The Roster Update Process

1. At the beginning of Fall semester each chapter will be given its roster to review. Updates to the roster will be due to the Center for Fraternity and Sorority Life by the third Friday after classes begin.

2. Any time you must add a member, either new member or affiliate, including transfer students, you must submit a Fraternity New Member card or a Sorority COR form (available online: http://www.wsu.edu/GreekLife/Forms_List.htm).

3. All members will stay on your active roster throughout their collegiate career with the exception of those who disaffiliate, depledge, or take early alumni status. A Membership Termination Form must be submitted to remove a name from the roster. These forms are available at the Center for Fraternity and Sorority Life. A member's grades will be included in the chapter GPA calculation unless the Membership Termination Form is submitted to the Center for Fraternity and Sorority Life on or before the grade roster deadline.

The Grade Report Process

1. Scholarship packets are sent to chapter presidents during the 8th week of the semester. Packets include:

a. A membership roster according to Center for Fraternity and Sorority Life records,
b. Grade release forms,
c. Instructions for making changes to the roster, turning in the grade release forms, deadline and penalty for missing the deadline for rosters.

The 8th week of the semester was chosen as the time to collect rosters since most chapters have selected most of their new members by that time and to avoid time pressures at the end of the semester. The deadline applies only to the roster. When the chapter roster is submitted to the Center for Fraternity and Sorority Life, an official copy of the chapter's roster according to the (inter)National Organization must also be submitted. This official roster may be submitted electronically to the Center for Fraternity and Sorority Life, or may accompany the roster submission.

Grade reports cannot be prepared and issued to chapters without the grade release forms having been returned. These forms give the Center permission to release an individual's grades (required by the Federal Educational Right and Privacy Act [FERPA]).

2. When rosters are returned to the Center for Fraternity and Sorority Life, the membership database is revised according to changes noted on the roster. A late fee of $50 per business day is assessed when rosters are not returned to the Center for Fraternity and Sorority Life by the stated deadline.

3. People studying abroad, on internship, or student teaching should be left on the chapter roster even though no grade will be reported for them. Because no grade is reported, you might see a 0.00 semester GPA on the grade report. This in no way effects the chapter GPA-it is merely a placeholder.

4. Grade release forms should be turned in before the end of the semester to ensure timely preparation of the grade report. Whether or not a person authorizes the release of their grades (by signing the grade release form or not) is noted in the database. If grade release forms are not returned, chapter GPA will still be calculated and reported. It is understood that students stuying abroad or on internship, student teaching, etc., will not be expected to sign the grade release form.

5. Grade reports will be available on January 14 for Fall reports and June 1 for Spring reports. Grade reports can be obtained by the chapter president at the Center for Fraternity and Sorority Life, or mailed to a chapter president, but according to WSU and Federal personal information security procedures, reports cannot be sent electronically.

6. Chapter and class GPA's are calculated by the Center for Fraternity and Sorority Life. Campus grade statistics (all-campus, all-men's, all-women's, etc.) are obtained from Institutional Research.

7. Changes to the Grade Report.

a. If a member's name was left on the scholarship report in error, the name can be removed and chapter GPA recalculated IF the person left the chapter before the roster deadline (chapter must show evidence of this by completion of an expulsion/suspension form available at the Center for Fraternity and Sorority Life).

b. If a member gets a grade changed and a chapter needs an updated report, send an email request including the student's name to the Center for Fraternity and Sorority Life (greeklife@wsu.edu) within the first two weeks of the start of Spring semester for Fall semester grade reports, and by June 1 for Spring semester grade reports. The grade information will be verified and a new report will be prepared, including a recalculated GPA.

c. If errors appear on a chapter's grade report due to errors made in the Center for Fraternity and Sorority Life, the report will be revised as soon as the Center is notified.

NO CHANGES WILL BE MADE AFTER FEB. 1 FOR FALL GRADES,
AND JUNE 16 FOR SPRING GRADES.

8. Any questions should be directed to the Center for Fraternity and Sorority Life. Rosters and grade release forms can be reviewed upon request.

9. Fall grade reports, including grade statistics will be mailed to alumni chapter advisors and (inter)national headquarters and chapter GPAs will be posted to the Greek Life web site on February 1. Spring grade reports will be mailed and posted to the web site on June 16.

The Chapter's Responsibilities:

1. The chapter is responsible for the accurate and timely completion of the scholarship roster. Changes to the roster will not be made after grade reports have been prepared, unless the error was made by the Center for Fraternity and Sorority Life.

2. Review the grade report within the first two weeks of the semester. Fall grade reports will be available January 14. Spring grade reports will be available June 1. The Spring reports can be mailed to chapter presidents if their summer mailing address is on file at the Center for Fraternity and Sorority Life. Chapter presidents must contact members in May and must notify the Center if grade changes have been made.

3. Keep the grade report for chapter use. You may need it when you are assigning rooms, applying for awards, and to show to visiting consultants or alumni. Use the total membership count from this roster to compute your chapter's programming percentage.

4. Submit the Grade Release Form before the end of each semester.

This web page is maintained by the Center for Fraternity and Sorority Life at Washington State University.

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