SAMPLE LETTER: NOTICE OF INTAKE POLICY & CONTACT INFO
from National Office to College/University Administrator
(TYPED AND MAILED BY NATIONAL OFFICE)

Date

Dear Sir/Madam:

We are writing to advise the college of Phi Beta Sigma Fraternity’s requirements of our chapters, before a chapter can receive approval to conduct new member Intake activities. We want the college to be aware of our Intake policy and where inquiries or reports should be directed, as necessary.

We would also like to be fully advised and kept up-to-date on the college’s requirements for the operation of fraternities on campus and the intake of students as new members.

The enclosed printout provides: (1) the name of the Phi Beta Sigma Chapter located on your campus; (2) the name and contact information for (a) the Chapter President and (b) Chapter Advisor, according to our current records.

(3) The names of the financial members of the Chapter arc also listed. (The Fraternity prohibits any unfinancial member from conducting or engaging in any activity as a member of the Fraternity). (4) The name, address and contact information for the Regional Director of the Region (in which your campus and the Chapter are located) are also enclosed.

Lastly and most importantly, we have listed below: (5) the name, address and contact information for the Area Intake Certification Team Chairman (Intake Chairman), who will be responsible for processing any requests by the Chapter to conduct an Intake program. The Intake Team Chairman and the members of the Intake Team (that will include the Chapter’s Advisor and selected members of the Chapter) are appointed by the Regional Director.

The Team will be present and conduct all activities, including the Information Meeting, Interviews, Educational Sessions and Initiation. The Chapter Advisor is required to be present at all Intake activities including the Informational Meeting. This requirement does not apply to any additional advisor, which is not a member of the Fraternity; but is a college staff member, required by the college.

As you should be aware, our Fraternity has an absolute prohibition against any and all forms of hazing. We also adhere to a “no-pledge” process in approving and initiating new members. We welcome all suggestions and encourage communications and safeguards to help ensure a safe and efficient Intake process.

National Office Letter to University                                                                       Page Two

The Fraternity requires that all prospective members have completed at least one semester as a full-time student, with a minimum grade point average of 2.5, on a 4-point scale. The University will be requested to complete and forward a PBS-3 form of the type enclosed, providing the grade point average achieved and that the student satisfies the college’s requirements to make application for membership in a fraternity. You will note on the PBS-3 form that the original is to be forwarded to this office; two copies go to the Regional Director and one copy to the Chapter.

The Regional Director will approve requests by the Chapter to conduct an Intake Process and approve the applications for membership, which will be processed through the Intake Chairman. The Intake Chairman will be the appropriate source of inquiry regarding the approval or status of any Intake activity by the Chapter.

Of course, you may also obtain information and contact the Advisor, the Regional Director or the National Office, as you deem necessary; and provide such updates or releases on the college’s policies or regulations regarding fraternities, as are appropriate. Please copy this Office on updates or releases.

Should you have any problem in using the lines of communication as suggested, or prefer dealing directly with an office other than as suggested, just let this office know and we will establish the lines of communication to your satisfaction.

Thanks for the privilege and pleasure of serving your campus community. Best wishes for a stimulating and successful academic year. Feel free to contact this office as desired.

Very truly yours,

National Executive Director

cc: Regional Director

Area Intake Certification Chairman

Chapter Advisor

Chapter President

Encl: PBS-3 Student Membership Approval Form - listing GPA PBS-S Academic Verification Form - Authorization

To release GPA

  [Send letter to College/University Administrator, by September 30; and subsequent update as necessary.]

 PBS-1E (9/94)