Support of scholarship activities is a stated value of the
Center for Fraternity and Sorority Life. To that end, grade reports
are prepared to help chapters identify those members in need of
scholastic assistance and to acknowledge those members doing well
academically. This information is also provided to alumni advisors
and (inter)national headquarters. A working timeline has been set
to collect and report the most accurate roster information from
The Roster Update Process
1. At the beginning of Fall semester each chapter will be given
its roster to review. Updates to the roster will be due to the
Center for Fraternity and Sorority Life by the third Friday after
2. Any time you must add a member, either new member or
affiliate, including transfer students, you must submit a
Fraternity New Member card or a Sorority COR form (available
3. All members will stay on your active roster throughout their
collegiate career with the exception of those who disaffiliate,
depledge, or take early alumni status. A Membership Termination
Form must be submitted to remove a name from the roster. These
forms are available at the Center for Fraternity and Sorority Life.
A member's grades will be included in the chapter GPA calculation
unless the Membership Termination Form is submitted to the Center
for Fraternity and Sorority Life on or before the grade roster
The Grade Report Process
1. Scholarship packets are sent to chapter presidents during the
8th week of the semester. Packets include:
a. A membership roster according to
Center for Fraternity and Sorority Life records,
b. Grade release forms,
c. Instructions for making changes to the roster, turning in the
grade release forms, deadline and penalty for missing the deadline
The 8th week of the semester was chosen as the time to collect
rosters since most chapters have selected most of their new members
by that time and to avoid time pressures at the end of the
semester. The deadline applies only to the roster. When the chapter
roster is submitted to the Center for Fraternity and Sorority Life,
an official copy of the chapter's roster according to the
(inter)National Organization must also be submitted. This official
roster may be submitted electronically to the Center for Fraternity
and Sorority Life, or may accompany the roster submission.
Grade reports cannot be prepared and issued to chapters without
the grade release forms having been returned. These forms give the
Center permission to release an individual's grades (required by
the Federal Educational Right and Privacy Act [FERPA]).
2. When rosters are returned to the Center for Fraternity and
Sorority Life, the membership database is revised according to
changes noted on the roster. A late fee of $50 per business day is
assessed when rosters are not returned to the Center for Fraternity
and Sorority Life by the stated deadline.
3. People studying abroad, on internship, or student teaching
should be left on the chapter roster even though no grade will be
reported for them. Because no grade is reported, you might see a
0.00 semester GPA on the grade report. This in no way effects the
chapter GPA-it is merely a placeholder.
4. Grade release forms should be turned in before the end of the
semester to ensure timely preparation of the grade report. Whether
or not a person authorizes the release of their grades (by signing
the grade release form or not) is noted in the database. If grade
release forms are not returned, chapter GPA will still be
calculated and reported. It is understood that students stuying
abroad or on internship, student teaching, etc., will not be
expected to sign the grade release form.
5. Grade reports will be available on January 14 for Fall
reports and June 1 for Spring reports. Grade reports can be
obtained by the chapter president at the Center for Fraternity and
Sorority Life, or mailed to a chapter president, but according to
WSU and Federal personal information security procedures, reports
cannot be sent electronically.
6. Chapter and class GPA's are calculated by the Center for
Fraternity and Sorority Life. Campus grade statistics (all-campus,
all-men's, all-women's, etc.) are obtained from Institutional
7. Changes to the Grade Report.
a. If a member's name was left on
the scholarship report in error, the name can be removed and
chapter GPA recalculated IF the person left the chapter before the
roster deadline (chapter must show evidence of this by completion
of an expulsion/suspension form available at the Center for
Fraternity and Sorority Life).
b. If a member gets a grade changed
and a chapter needs an updated report, send an email request
including the student's name to the Center for Fraternity and
Sorority Life (firstname.lastname@example.org) within the
first two weeks of the start of Spring semester for Fall semester
grade reports, and by June 1 for Spring semester grade reports. The
grade information will be verified and a new report will be
prepared, including a recalculated GPA.
c. If errors appear on a chapter's
grade report due to errors made in the Center for Fraternity and
Sorority Life, the report will be revised as soon as the Center is
NO CHANGES WILL BE MADE AFTER FEB. 1 FOR FALL
AND JUNE 16 FOR SPRING GRADES.
8. Any questions should be directed to the Center for Fraternity
and Sorority Life. Rosters and grade release forms can be reviewed
9. Fall grade reports, including grade statistics will be mailed
to alumni chapter advisors and (inter)national headquarters and
chapter GPAs will be posted to the Greek Life web site by February
1. Spring grade reports will be mailed and posted to the web site
on or before June 16.
The Chapter's Responsibilities:
1. The chapter is responsible for the accurate and timely
completion of the scholarship roster. Changes to the roster will
not be made after grade reports have been prepared, unless the
error was made by the Center for Fraternity and Sorority Life.
2. Review the grade report within the first two weeks of the
semester. Fall grade reports will be available January 14. Spring
grade reports will be available June 1. The Spring reports can be
mailed to chapter presidents if their summer mailing address is on
file at the Center for Fraternity and Sorority Life. Chapter
presidents must contact members in May and must notify the Center
if grade changes have been made.
3. Keep the grade report for chapter use. You may need it when
you are assigning rooms, applying for awards, and to show to
visiting consultants or alumni. Use the total membership count from
this roster to compute your chapter's programming percentage.
4. Submit the Grade Release Form before the end of each