Chapter Alumni Update Workflow¶

Goal¶

Give chapters a repeatable way to report graduates, correct records, and maintain alumni preferences without exchanging unrestricted spreadsheets or publishing alumni information.

Before submitting an update¶

Confirm who is authorized to prepare and approve chapter updates.
Use the current National-restricted form or system—not this public repository.
Review the Data Standard and collect only approved fields.
Tell alumni how their information will be used and how to request a correction.
Remove working copies from personal devices or accounts after the approved transfer is complete.

Semester workflow¶

1. Prepare the graduating-member update¶

Begin 3–4 weeks before the chapter's end-of-term closeout. Confirm the chapter, membership status, graduation year, communication preference, optional engagement interests, and any known duplicate record.

2. Obtain chapter approval¶

The authorized chapter owner reviews the update for accuracy and confirms that applicant, financial, academic, or disciplinary information is not included.

3. Submit through the approved National route¶

Use the National-restricted database workflow supplied by Alumni Relations or Technology. Do not send a full alumni sheet through ordinary chat, a public issue, or a merge request.

4. Resolve validation questions¶

National owners check required fields, chapter/status consistency, duplicates, restrictions, and source. Chapters should respond through the same restricted route.

5. Confirm completion¶

Record the submission date, receiving National owner, completion status, and any remaining correction—without keeping a duplicate full export unnecessarily.

Other update types¶

Request	Chapter action	National action
Correct a name, chapter, year, or status	Submit the corrected value and verification source	Validate and update while preserving audit information
Change communication preference	Route the alumnus's request promptly	Apply preference across relevant National outreach systems
Possible duplicate	Submit both record references without choosing based on guesswork	Review sources, merge carefully, and preserve restrictions
Alumnus requests access or correction	Verify the request through the approved process	Coordinate response under current policy and law
Alumnus requests no outreach or deletion	Stop optional chapter outreach and escalate promptly	Restrict processing and complete the approved retention/deletion workflow
Record belongs to another chapter	Route through Alumni Relations; do not edit another chapter's records directly	Confirm ownership and coordinate correction

Recommended cadence¶

At graduation: Submit status changes and preferences.
After chapter elections: Confirm the authorized chapter alumni-data owner.
Once per semester: Review incomplete, stale, or rejected chapter submissions.
Before an alumni program: Confirm that the intended use and audience match recorded preferences.
At handoff: Transfer workflow ownership and remove outgoing access.

Common mistakes¶

Uploading the whole chapter roster: Submit only approved changes or use the restricted bulk process when explicitly authorized.
Using personal spreadsheets as the source of truth: Move the completed update into the National system and remove unnecessary copies.
Treating silence as consent: Use the approved preference and consent model.
Guessing graduation or employer information: Record unknown or ask the alumnus.
Re-adding an opted-out record: Restrictions must survive imports, merges, and chapter transitions.

Handoff checklist¶

[ ] Incoming owner understands the restricted submission process
[ ] Pending updates and corrections have owners and statuses
[ ] Personal working copies have been removed when no longer needed
[ ] Chapter access reflects current roles
[ ] No credentials or private database links appear in public documentation