Online Forms Process Guide

Pledge & Initiation Forms

 

1.      Magister: Log on to www.sigma-chi.net/_pledgeform with the chapter username and password

 

a. Add a new pledge by clicking the ‘Add Pledge’ link. This opens the 400 A.

 

b. Enter pledge information and Print the form. After printing, press ‘submit’. Make sure all pledges have the same pledge date! Do not enter pledges twice!

c. Once all pledges are entered, press ‘Refresh’ or ‘Reload’. This generates the 400 B form.

d. A link will appear with the pledge date. Click the pledge date link and approve the pledges by pressing ‘submit.’ To edit pledge info, press the Edit button next to the pledge’s name.

Note: Data will then be sent to Grand Praetor to await his approval.  The Grand Praetor will be notified via email that a class is awaiting his approval.

 

2. Grand Praetor: Log on to www.sigma-chi.net/_pledgeform using unique username and password

 

a. Review the 400 B and verify all information is correct.  To delete a pledge, select delete from the drop-down list next to the pledge’s name.

b. When the list has been verified, press the ‘submit’ button. To edit pledge info, press the Edit button.

c. An email confirmation will be sent to the Chapter, Chapter Advisor, and Headquarters.

d. Send payment at this time for pledge fees.

 

 

3.      Magister: 25 days before initiation, log on to www.sigma-chi.net/_pledgeform with the chapter username and password

 

a. Click the link of the initiate class. This will generate the 400 C form. 

b. Enter the grades for each candidate. Select ‘defer’ in the drop down list to delete a pledge.

c. When all of the information has been updated, press the ‘submit’ button.

d. An email will be sent to your Grand Praetor to inform him that the 400 C is ready for his approval. 

e. Data is moved over to the Grand Praetor side. You will not be able to see the list at this time.

 

4.      Grand Praetor: 21 days before initiation, log on to www.sigma-chi.net/_pledgeform using unique username and password

 

a. Click the link of the class you want to approve. The 400 C will open.  

b. Verify grades have been entered for all candidates. To delete a pledge, select ‘defer’ from the drop down list.

c. When all of the information has been updated, press the ‘submit’ button to approve the form.

d. An email will be sent to the chapter, Chapter Advisor, Greek Advisor, and HQ for verification.  

Note: Badges will be ordered for the chapter based on the number of candidates submitted. Send payment.

 

Semiannual Form

  1. Consul: Log on to www.sigma-chi.net/_semiannualforms with the chapter username and password

 

 

a. Membership Report: Select either ‘Left School’ or ‘Graduated’ from the drop down list for any members that have left the chapter. When everything is updated, click the Initiates Report link.

 

b. Initiates Report: Identify any pledge that has been initiated or de-pledged by selecting the item in the drop down list. Once updated, press the Additional Member Report link.

c. Additional Member Report: Enter any member that has transferred from another chapter or returned to school in the text boxes provided.  

d. Press the ‘Finalize Semiannual Report’ link to accept the changes to the report. This will generate a receipt. Print out two copies of this receipt. Keep one for your records and include the other with the payment to HQ.

Note: A pledge or added member will never be considered an active undergraduate member until HQ receives all 400 series forms.

 

Officer Update Form

  1. Consul: Log on to www.sigma-chi.net/_officerupdate using your chapter’s username and password

 

a. To update an office, select the new officer from the drop-down list.

 

b. Make sure to update any chapter information such as phone number, address, Consul’s email address and phone number, etc.

 

 

c. All other field updates are optional.

d. Press the ‘update’ button when your update is complete.

 

 

Note: If the new officer is not in the list, Headquarters has not received a 400 C for that member. The names in the list are only “Undergraduate Members” that have submitted a 400 C.