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James B. " T i n y " Blanton Executive Secretary
WORKSHOP Several chapters have changed the officers who are responsible for transmitting forms to the General Office; thus, we are experiencing continuous problems with the proper procedures to be followed regarding the NOTICE OF INITIATION form. Therefore, in an effort to eliminate future problems and delays, a previous workshop is again made available — to be followed as an official guideline in preparing the N.O.I, form. Note: Copies of all Workshop articles should be made and placed in the Chapter File for future reference. Perhaps the most troublesome form for our chapters to file is the NOTICE OF INITIATION form. Most of the problems that have been encountered are due to disregard for: (1) the time period (three weeks) needed to complete the PROCESSING OF NEW MEMBERS; (2) obtaining the APPROPRIATE SIGNATURES on the N.O.I. form; and (3) obtaining and transmitting TRANSCRIPTS and HEALTH CERTIFICATES at the proper time. Any of the above, especially (3), will surely guarantee that the chapter's entire remittance will be rejected and not processed until all problems have been corrected. If members of your chapter have not received their initiation materials (Shingles/Pins/History Books), it would be wise to check with the National Office to find out if proper procedures were followed when materials were ordered. As a means to eliminate the major problem of "proper timing," I have broken down the procedure for filing the N.O.I, form into easy-to-follow steps: TO SEND OR NOT TO SEND . . . IS NOT THE QUESTION Due to the large number of possible misunderstandings involved in submitting this form, I will attempt to present the steps as simply as I can to ensure that each step is clearly understood. Step 1 : At least one week before Sphinx Club induction ceremonies, copies 1 (Green) and 2 (Gold) of the NOTICE OF INITIATION form should be filled out with the Name and Date of Birth of all candidates for the club. Copies 1 and 2 (signed by the Chapter Secretary) should then be sent — along with a copy of each candidate's official transcript* — to the Vice President (or Regional Director, where applicable) for his approval and signature. Step 2: After affixing his signature, the Vice President (or Regional Director) will return copy 2 to the chapter to be retained. All approved candidates can then be inducted into the Sphinx Club. Step 3: The chapter should then carry out, as soon as possible (to allow at least 15 days before the last pledge week for forms to be received in the National Office), the balloting of proposed candidates to be initiated into the fraternity. Afterwards, all candidates meeting constitutional requirements and affirmative approval of the chapter should then be listed on copies 3, 4 and 5 of the
NOTICE OF INITIATION form. The Registrar of the College must also affix his signature on copies 3, 4 and 5 to signify the approved candidates meet all of the requirements of the college. While the forms are being prepared, each candidate is to have a medical examination and present proof of same to the Dean of Pledges. Step 4: After all of the above procedures have been carried out, the chapter is now ready to forward the following to the Executive Secretary at National Headquarters — all of which must be received 15 days prior to the beginning of Pledge Week. A. Completed REMITTANCE OF FUNDS form (see October issue of Sphinx — page 7) along with all required fees for initiates. B. Completely filled out OFFICIAL PIN ORDER BLANK. C. Copies 2, 3, 4 and 5 of the NOTICE OF INITIATION form properly filled out (with full names, dates of Pledge Week, and Date of Initiation on all three copies) — and signed, along with Medical Certificates. (An outline of proposed activities to take place during Pledge Week should show on the back of copies 3, 4 and 5 of the N.O.I.) Step 5: The Executive Secretary shall certify the receipt of proper fees and transmit copies 3 and 4 to the Vice President for his signature, and retain copies 2 and 5 for the chapter record file. The Vice President will forward copy 3 to the chapter, and copy 4 to the Regional Director (with the medical records). After the initiation has taken place, the Regional Director forwards copy 4 to the Vice President indicating successful/non-successful completion of the same. Note: No initiation shall take place in a chapter, whether college or alumni, except under the supervision of the Regional Vice President or his designated representative. If you find your chapter without forms, you should know that Notice of Initiation forms can be obtained from the National Office by just asking for them, which should be done as far in advance of anticipated need as possible. Don't wait until the last minute to mail in your request. •For Alumni - copy of earned degree or certified statement from the Registrar of the College that the candidate was awarded an appropriate degree (Baccalaureate degree/minimum).
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The Sphinx / Winter 1978