Membership Procedures - Tri Delta

Delta Delta Delta Governing Documents
Fraternity Policies, Procedures & Forms
COLLEGIATE CHAPTERS
EXTRAORDINARY MEMBERSHIP STATUS
Extraordinary membership status is only extended in exceptional situations as outlined in the categories of
EMS.
Extraordinary membership status must be reviewed and renewed for each academic term and applicant
must have been a member for one full term following her initiation.
When a member returns to full membership status, she resumes all obligations and responsibilities of
chapter membership.
The categories of procedures for extraordinary membership status must be reviewed by the vp/chapter
development during the first chapter meeting of a new academic year.
REQUESTING & DETERMINING EMS
The following procedure should be used when determining extraordinary membership status for a member
seeking any reduction in financial obligations:
1. A member must make an appointment to meet with the standards committee to discuss her request
regarding extraordinary membership.
2. During the scheduled standards committee meeting, the standards committee receives the request
and determines the category of extraordinary membership that the member meets.
3. If the member’s request includes any reduction in financial obligations, the vp/finance and
standards committee will determine the validity of the member’s request as well as financial
obligations owed to the chapter by the member.
4. The vp/finance and standards committee must then determine any reallocation of budget funds as
a result and sends to financial specialist for approval.
5. Following approval of the reallocation of budget funds by the financial specialist, the standards
committee takes the request for EMS and reallocation of budget funds to the chapter for a majority
vote.
Note: The chapter is voting ONLY on the reallocation of budget funds and not whether or not the
specific member should receive EMS. The member’s identity must remain confidential.
If the requesting member is not seeking any reduction in financial obligations, the
standards committee may approve her request without chapter approval and immediately
document in iConnect/Billhighway.
6. After the chapter vote has passed, the standards committee must meet with the requesting member
to review her membership obligations and responsibilities while on EMS. These provisions must be
documented and outlined in the standards committee meeting minutes. Additionally, the
vp/finance must update the member records in iConnect/Billhighway as outlined in the categories
of EMS.
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Delta Delta Delta Governing Documents
Fraternity Policies, Procedures & Forms
COLLEGIATE CHAPTERS
CATEGORIES OF EMS
The standards committee must choose the appropriate category of EMS from the categories listed here prior
to approving a member’s request:
EMS1 — ABROAD
This status includes those members who are enrolled in school but who are studying in a foreign
country. They may be invited to participate in chapter events and may be charged for any event(s)
that they attend as determined by the standards committee. A member on EMS1 must pay dues
and fees to the Fraternity and the Capitol Improvement Fee and may also be charged a portion of
the chapter dues as recommended by the standards committee. If the member has a signed
housing contract, she is charged room and board. Her membership record in iConnect should be
marked as EMS1.
See Housing Contract — Section 2
EMS2 — NOT ENROLLED
This status includes those members who are not enrolled in school as a result of working at a
special job or on a professional tour (e.g. pageants, sports). They may be invited to participate in
chapter events and may be charged for any event(s) that they attend as determined by the standards
committee. This member does not owe Fraternity dues and fees and she may not live in the chapter
facility. Her membership record in iConnect should be marked as EMS2. Marking her as such will
result in the chapter not being billed by the Fraternity for this member.
EMS3 — ENROLLED WITH LIMITED CHAPTER PARTICIPATION
This status includes those members who are enrolled in school but whose extraordinary personal
circumstances (e.g. family, illness, internship) prevent them from participating in chapter activities.
The standards committee should work with the member to encourage her to participate in a variety
of chapter activities, not just social, as their circumstances permit. However, the member should
not be penalized for limited participation. A member on EMS3 must pay dues and fees to the
Fraternity and the Capitol Improvement Fee and may also be charged a portion of the chapter dues
as recommended by the standards committee. If the member has a signed housing contract, she is
charged room and board. Her membership record in iConnect should be marked as EMS3.
See Housing Contract — Section 2
EMS4 — FIFTH-YEAR SENIOR PARTICIPATING
A member whose academic class at the time of her initiation has graduated, but who will remain
enrolled as an undergraduate student and would like to remain in the chapter, must request to
remain a collegiate chapter member. A fifth-year senior requesting this status commits to participate
fully in the chapter and must meet all chapter and Fraternity financial and membership
obligations, including participation in all chapter activities. A member on EMS4 should pay all
chapter and Fraternity dues and fees. If the member has a signed housing contract, she is charged
room and board. Her membership record in iConnect should be marked as EMS4.
EMS4 requires a 2/3 majority vote of the member’s request by chapter for approval. In this case,
the chapter is voting, not on the reallocation of funds, but on the member’s request to remain
active.
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Delta Delta Delta Governing Documents
Fraternity Policies, Procedures & Forms
COLLEGIATE CHAPTERS
EMS5 — SPECIAL CIRCUMSTANCE NOT-PARTICIPATING
This status includes those members whose academic class at the time of her initiation has not
graduated but is enrolled as an undergraduate student and has circumstances that prevent her from
fully participating in the chapter. This status also includes those members who have not received an
undergraduate degree but who are enrolled in a postgraduate program and do not want to
participate in the chapter. They may be invited to participate in chapter events and may be charged
for any event(s) that they attend as determined by the standards committee. Fraternity dues and
fees are not owed for this member. Her membership record in iConnect should be marked as
EMS5.
EMS6 — POSTGRADUATE PARTICIPATING
This status includes a member who is enrolled in a postgraduate program and who would like to be
an active member in the collegiate chapter. A postgraduate member requesting this status commits
to participate fully in the chapter and meet all chapter and Fraternity financial and membership
obligations, including participation in all chapter activities. A member on EMS6 should pay all
chapter and Fraternity dues. If the member has a signed housing contract, she is charged room and
board. Her membership record in iConnect should be marked as EMS6.
EMS1 - ABROAD
EMS2 - NOT ENROLLED
EMS3 - ENROLLED WITH
LIMITED CHAPTER
PARTICIPATION
EMS4 - FIFTH-YEAR
SENIOR, PARTICIPATING
EMS5 - SPECIAL
CIRCUMSTANCE NOT-
PARTICIPATING
EMS6 - POSTGRADUATE
PARTICIPATING
Undergraduate X X X X X
Postgraduate
X
Enrolled X X X X X
Not enrolled
X
In town X X X X X
Out of town X X
Academic class at time of initiation has graduated
X
X
Academic class at time of initiation has not
graduated
Not applicable
X
None X X
All X X
Pay a portion of chapter dues; pay all Fraternity dues X X
Pay a portion of room and board, if applicable X X X X
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