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Undergraduate MIP Checklist with Timeline

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Modified MIP Manual 2021 32
Undergraduate MIP Checklist with Timeline
Task
#
Task Description
Submit To:
Comments
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Completed
1.
Every chapter without an active
sanction, such as Cease and Desist
or Suspension, should conduct a
membership intake process at
least once during the school year.
N/A
Fall or Spring Semester as
stated in chapter bylaws.
□
2.
Graduate Advisor utilizes the
online MIP Request feature at
aka1908.com to electronically
submit Request for Authorization to
Conduct Undergraduate MIP form
with the following documents:
• Chapter Health Check
• Rush Flyer
• MIP Budget
• Undergraduate Timeline (schedule
of activities to include campus
presentation)
• Copy of college/university
NPHC policy and Greek Life
policy
• School academic calendar for
current semester or quarter
Regional
Director
Corporate Office will accept
paperwork:
Feb 1 - April 9 and
Aug. 24 - Oct. 19
Graduate Advisor must
review entire MIP packet
before Chapter submits to
the Regional Director.
Any changes to the MIP
schedule must be approved
by the Regional Director.
Chapter may include fees for
an upcoming conference in
MIP budget.
Allow 2 weeks to receive a
response from the Regional
Director.
□
3.
Graduate Advisor receives
authorization electronically from
Regional Director to proceed with
approved Rush flyer, budget and
timeline. The Corporate Office
sends the Graduate Advisor a
Background Check letter with a link
for prospective candidates.
Graduate
Advisor
Membership
Chairman
□
4.
The General Information for the
Collegian brochure is available
at aka1908.com and chapter
stationery can be ordered from
the Corporate
Office.
Corporate
Office
Chapter stationery cannot
be photocopied.
Modified MIP Manual 2021 33
Undergraduate MIP Checklist with Timeline
Task
#
Task Description
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Completed
5.
Chapter conducts virtual MIP
Orientation Workshop.
Each Sorors’ commitment is
affirmed by her attendance at the
virtual orientation workshop.
See guidelines for Conducting
MIP Orientation Workshop.
A copy of the orientation
attendance record and chat
messages from virtual
orientation workshop shall
be sent as follows:
• Copy to Corporate
Office with
candidates’
materials
• Scanned copy to
Regional Director
• Copy in chapter files
□
6.
Chapter posts electronic Rush
flyer two (2) weeks, or
accordance with the
college/university’s Greek life
policy.
The Rush flyer instructs the
applicant to download and
submit the following items from
the sorority website
www.aka1908.com:
• General Information for the Collegian
brochure.
• Applicants Pre-Rush
Instructions Checklist
• Undergraduate Membership
Interest Application
• Legacy Application (if
applicable)
• Evidence of
Community/Campus
Involvement Form(s).
• Official letter confirming full-
time student status
• Letter of Interest
• Two (2) Recommendation
Letters
• Official transcript or eScript must
be emailed/mailed to the
Graduate Advisor
• Copy of college/university ID
Be prepared to post
replacement flyers on
campus if students take
them down.
Chapters may post Rush
flyers on the
college/university’s
electronic bulletin boards or
forums.
The flyer provides a deadline
for application packet
submission to the Graduate
Advisor.
The prospective candidate
will send all of the
documents in one PDF file
to the Graduate Advisor by
the provided deadline.
If using an official letter
from college/university, it
must include the GPA and
confirm prospective
candidate is a full-time
student.
□
Modified MIP Manual 2021 34
Undergraduate MIP Checklist with Timeline
Task
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7.
The Graduate Advisor and her
designees will receive and review
the submitted packets and the
Rush meeting details will be sent to
ONLY those prospective
candidates whose packet is
complete and all eligibility criteria
is met.
Graduate
Advisor
The Rush meeting details
may be sent via email to the
prospective candidates.
Prospective candidate
packets will not be
accepted after the deadline
provided on the Rush Flyer.
If there are prospective
candidates who do not meet
the GPA and/or full-time
hour requirement, they
should receive a Letter of
Regret at this time.
□
8.
The Epistoleus sends notice to
active chapter members
electronically regarding voting on
prospective candidates.
Chapter
Active chapter members
must be notified seven (7)
days prior to voting date.
□
9.
Chapter hosts Formal Rush.
Prospective candidates will have
already submitted the following
prior to the Formal Rush:
• Undergraduate Legacy Application (if
applicable)
• Undergraduate Membership Interest
Application
• Letter of Interest
• Two (2) Recommendation Letters
• Evidence of Community/Campus
Involvement Form(s)
• Official letter confirming full-
time student status and sealed
official transcript, embossed
with college/university seal from
the college or university
Registrar.
Membership
Chairman
See attendance guidelines
for Formal Rush.
Prospective candidate
packets will not be
accepted after the deadline
provided on the Rush Flyer.
Undergraduate Sorors are
ineligible to write letters of
reference.
Sealed transcripts are
opened by Graduate Advisor
to review GPA.
□
Modified MIP Manual 2021 35
Undergraduate MIP Checklist with Timeline
Task
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10.
The Grammateus in collaboration
with the Technology Chairman
prepares ballot, in accordance with
the Pandemic Guide to Virtual
Chapter Operations, for voting
based on prospective candidates
with all required documents.
N/A
Prospective Legacy
candidates do not go on the
ballot.
Note: Once all of the
packets submitted by the
prospective candidates have
been reviewed and at the
direction of the Graduate
Advisor, the ballot may be
prepared prior to the Formal
Rush.
□
11.
During CALLED Chapter meeting,
Grammateus reads MIP materials
listed below to active chapter
members before voting.
• Application
• Letter of interest
• Two (2) reference letters
• Evidence of
Community/Campus
Involvement form(s)
N/A
There should be two virtual
meetings set up – one for the
Formal Rush and another for
the meeting where voting
will occur. The same
meeting link should not be
used for the Formal Rush
and for the voting meeting.
This is necessary to protect
the privacy of the chapter
during voting.
Ballots are distributed only
to active chapter members
attending the meeting.
□
12.
Sorors vote by secret ballot on all
prospective candidates, except
prospective legacies.
N/A
Prospective Legacy
candidates are not voted
upon.
Tellers Committee is
appointed by the Basileus.
Favorable vote is determined
by guidelines outlined in the
Manual of Standard Procedure.
The Technology Committee
should work closely with
the Tellers Committee.
□
Modified MIP Manual 2021 36
Undergraduate MIP Checklist with Timeline
Task
#
Task Description
Submit To:
Comments
Check when
completed
13.
Graduate Advisor sends voting tally
sheets electronically to the
Regional Director.
Regional
Director
This should be done
immediately after voting.
Graduate Advisor must wait
until she receives
authorization from the
Regional Director to proceed
with MIP.
□
14.
Membership Chairman along with
Graduate Advisor contacts
prospective candidates and
prospective legacy candidates with
favorable vote to provide
Background Check letter with link
for processing.
Letters of Regret and Background Check
letters are electronically distributed
simultaneously.
Prospective
Candidates
Prospective candidates
complete the Background
Check online with required
fees for processing.
□
15.
Membership Chairman along with
Graduate Advisor mail all
completed MIP packets to the
Corporate Office no later than 48
hours after official Rush.
Include the following:
• Evaluation Coversheet
• Undergraduate MIP Form
• Undergraduate Legacy MIP
Form (if applicable)
• Orientation Attendance Sheet
• Rush Attendance Sheet
• Official transcript embossed
with college/university seal or
an official letter from college or
university registrar
• Undergraduate Legacy
Application
• Undergraduate Membership
Interest Application
• Full-time student status letter
from Registrar or Student
Clearinghouse
Corporate
Office
Allow 20 days for
processing candidates’
materials after they are
received in the Corporate
Office.
□
Modified MIP Manual 2021 37
Undergraduate MIP Checklist with Timeline
Task
#
Task Description
Submit To:
Comments
Check when
Completed
16.
Upon notification from Corporate
Office that MIP packets and
background checks have cleared,
the Regional Director sends final
approval electronically, to proceed
with MIP.
Graduate
Advisor
Chapter must allow
sufficient time for
communication from the
Regional Director.
□
17.
Membership Chairman along with
Graduate Advisor electronically
distributes Letters of Acceptance to
prospective candidates and Letters of
Regret simultaneously.
Prospective
Candidates
□
18.
Pecunious Grammateus,
Membership Chairman and
Graduate Advisor collect MIP fees
from prospective candidates and
order Undergraduate MIP Candidate
and Protocol manuals.
N/A
Allow up to one (1) week
from notification to receive
fees from prospective
candidates.
□
19.
Membership Chairman prepares
MIP documents and Tamiouchos
submits the MIP Remittance Summary
Form.
Corporate
Office
□
20.
Membership Committee purchases
items for rituals and prepares
materials for prospective
candidates (binders, ivy plants,
candles, etc.).
N/A
□
21.
Membership Chairman requests
names of active guest Sorors from
candidates and sends invitations to
Final Commitment Ceremony.
N/A
Invitation to Final
Ceremony should include
required attire.
□
22.
Chapter conducts MIP sessions for
eight (8) days.
N/A
□
23.
Membership Chairman sends the
Candidate Commitment Statement and
Waiver of Liability forms and MIP Not
Completed Report (if applicable)
electronically to the Regional
Director and Corporate Office.
Regional
Director
Corporate
Office
The MIP Not Completed
Report must be available
during the process if a
candidate does not complete
the MIP. Submit this report
immediately.
□
Modified MIP Manual 2021 38
Undergraduate MIP Checklist with Timeline
Task
#
Task Description
Submit To:
Comments
Check when
Completed
24.
Membership Chairman sends the
Soror MIP Evaluation link to the
current chapter members and she
also sends the Candidate MIP
Evaluation link to the new members.
International
Technology
Committee
The evaluation forms are
completed by the new
initiates and current chapter
members.
Mentors are assigned to the
new initiates.
Evaluation Results are sent
to the Regional Director,
International MIP
Committee.
□
25.
Chapter holds virtual campus
presentation/introduction of new
members (optional) as approved by
the Regional Director and in
accordance with the college or
university’s student activities
policy.
N/A
The Graduate Advisor is
required to see the
candidates’ entire campus
presentation and attire
beforehand.
□
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Completed 20 February 2021

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