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Pledge Reporting Process

Pledge Reporting Process

At least four weeks before each initiation, chapters must submit a Pledge Report Form to the National Office. This report form lists all of the pledges planning to initiate. If at any time there are any questions on this process or any of the forms that are part of it, please contact the Membership and Database Coordinator at the National Office. 

Chapter's Process for Reporting Pledges

1. The chapter elects pledges. 

2. The Vice Master Alchemist or Reporter submits the pledges' information to the National Office using the Pledge Report Form. Include faculty and professional pledges as well as collegiate pledges. 

          -  As of Fall 2019, this file should now be completed online. 
          -  When pledging a professional candidate who is not a faculty member at your school, complete the Professional Candidate for Initiation Form and email to reports@alphachisigma.org.  
          -  Faculty members and professional candidates are still responsible for paying initiation fees. 

Below are some important deadlines related to pledges: 
          -  The Pledge Report Form must be submitted at least four weeks prior to the initiation ceremony.
          -  The last date to add pledges is three weeks prior to initiation. Submit a new form through the Pledge Report Form site, listing the new pledge(s). To determine if a pledge form has been processed, please check the pledge recording process log on the website.

3. The National Office prepares and e-mails a pledge confirmation report to the officer who submitted the form; the chapter must ensure that their Vice Master Alchemist, Reporter, and Treasurer receive copies of the confirmation. The chapter must review the report and confirm that all pledges' names are spelled correctly, that all pledges are listed, and a contact name and address for member badges to be mailed is provided on the form.  Once this is done, the chapter should immediately e-mail the updated form to the National Office so it can be processed.

4. As of Fall 2019, all pledge and lifetime membership fees should be paid directly to the chapter. The chapter will be responsible for submitting fees for the pledge class to the National Office. For the process and breakdown of the fees, please visit the Pledge Payment Process page.

In the event a pledge does not complete the initiation process, the chapter must notify the National Office and a refund of the lifetime membership fee will be issued after the chapter initiation date. 

5. A final confirmation report will be e-mailed by the National Office to the officer that submitted the Pledge Report Form and previous confirmation report. This officer must ensure a copy is forwarded to their chapter’s Vice Master Alchemist, Reporter, and Treasurer to confirm the initiates. This report must be returned via e-mail to the National Office within 10 days of the initiation ceremony and include an address to which the membership cards and certificates can be mailed.

6. The National Office submits initiation information to the printer, who then mails membership certificates and cards to chapters at the address provided on the final confirmation report. The National Office refunds the lifetime membership fees of the pledges who did not initiate, as reported by the chapter on the confirmation report. The chapter should receive membership cards and certificates approximately 4-6 weeks from the date they were submitted to the printer.

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Alpha Chi Sigma

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