Guidelines for Conducting Membership Intake Process

Purpose
The purpose of this document is to provide the Alabama A&M University Greek Community, chapter advisors, and prospective members with clear guidelines regarding the Membership Intake Process (MIP). Chapter members, advisors, and the Office of Student Activities & Leadership Development (OSALD) will collaborate to ensure a positive and successful intake experience for all involved.

In order for OSALD to properly support chapters and help prevent potential issues, chapters must adhere to the following requirements to conduct membership intake at Alabama A&M University:

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I. Meetings and Documentation Requirements

Prior to conducting any intake activities, chapters must submit the MIP Request Form, which must include the following documentation:

1. Four (4) Documents:

   • Approval letter from the organization's National, Regional, or District Office.

   • Approval letter from the chapter’s on-campus primary advisor(s).

   • Letter of request from the chapter formally seeking permission to conduct intake.

   • A complete list of all active members who will participate in the intake process.

2. Anti-Hazing Compliance:

   • Training course is required for all active members participating in MIP.

   • All active members of the organization must complete the University’s mandatory Anti-Hazing Training prior to participation.

3. Intake Calendar of Events:
   A detailed schedule of all intake activities, including dates and times. This calendar must be submitted and approved by OSALD by the established deadline, prior to the start of any intake-related activities. The calendar must include (if applicable):

   • Dates and times of informational and/or interest meetings.

   • Copies of flyers/advertisements for informational/rush/smoker meetings. Flyers must include the event's time, date, location, dress code, and any additional expectations for aspirants. Flyers must be posted for at least four (4) days prior to the event.

   • Date(s) for selection activities.

   • Start and end dates of the Membership Intake Process (including initiation).

   • Date and details of the Presentation of New Members (if applicable):

     • Event Registration Form must be submitted to reserve space.

     • The date of the Presentation must receive prior approval from the Assistant Director of Programs & Greek Life.

   • Any additional dates specific to the organization’s process.

Note:
If any dates or times on the intake calendar must change, the Chapter President or designated Intake Chair must notify the Assistant Director of Programs & Greek Life via email at least three (3) business days in advance of the new activity time.

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II. Verification of Prospective Members

All chapters conducting intake must submit an official list of aspirants to the Assistant Director of Programs & Greek Life. This list should include all individuals your chapter intends to submit to your regional or national representatives as candidates for membership.

For organizations where the National Intake Team conducts the intake process, all related correspondence sent to regional or national representatives must also be forwarded to the Assistant Director of Programs & Greek Life.

Each prospective member must meet the following minimum requirements:

• GPA: Minimum cumulative GPA of 2.5 (or higher if required by the national organization).

• Credit Hours:

  • Must have completed at least 31 institutional credit hours at Alabama A&M University.

  • Transfer students must have completed at least 12 institutional credit hours at AAMU and be classified as a sophomore or higher before participating in MIP.

  • Note: Dual enrollment credits earned during high school do not count toward the 31 institutional credit hour requirement for freshmen.

• Enrollment Status: Must be a full-time student (enrolled in 12 or more credit hours) at Alabama A&M University during the semester in which intake is conducted.

• Membership intake is only permitted for currently enrolled Alabama A&M University students who meet all the above requirements.

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III. Confidentiality Statement

All documents submitted to the Office of Student Activities & Leadership Development (OSALD) are kept confidential and are not accessible to students, student workers, or student leaders. These materials may only be shared with authorized university officials or representatives of the respective national organization as necessary.