Semester Member Audit¶

Goal¶

Provide authorized National reviewers with an accurate semester snapshot of every current chapter member while limiting collection, access, and retention to an approved purpose.

National-restricted member records

Names, email addresses, majors, resumes, membership status, and completed audit files must never be committed to this public repository. Do not use a public form, ordinary issue, or unrestricted shared link to collect or transmit them.

Required submission¶

The requested audit contains the following for each current member included in the official semester scope:

Field	Preparation guidance
Name	Use the member's current official or chosen name according to the approved collection standard
Email address	Use the approved address type and confirm it is current
Major	Use a consistent school-recognized or approved normalized value
Resume	Use the approved file type and naming convention; confirm the submitted version belongs to the correct member

Before collection begins, National leadership must document the approved purpose, eligible member scope, access roles, secure collection route, required-versus-optional fields, consent or notice process, retention period, correction process, and deletion procedure. Chapters should escalate any conflict with school policy or applicable privacy requirements before submitting.

Steps¶

Confirm the reporting term, membership scope date, approved National template, and restricted submission route.
Give members the approved notice explaining what is collected, why, who can access it, how long it is kept, and how to request a correction or deletion where applicable.
Collect the minimum approved fields in a chapter-private system.
Compare the roster with the chapter's authoritative membership record and resolve duplicates or status discrepancies.
Verify that every resume is associated with the correct member and follows the approved file convention.
Have the Membership lead and Chapter President review completeness without distributing unnecessary copies.
Submit through the National-restricted route and record confirmation in the chapter-private tracker.
Correct rejected or incomplete records in the same restricted route.
Remove temporary copies when they are no longer required under the approved retention policy.

Quality checks¶

[ ] Membership scope date and included statuses are confirmed
[ ] Every included person appears exactly once
[ ] Names, email addresses, and majors are current and consistently formatted
[ ] Resume filenames map to the correct member
[ ] Members received the approved collection notice or consent process
[ ] Only authorized chapter officers accessed the working set
[ ] Restricted submission was acknowledged by Nationals
[ ] Corrections, retention, and deletion are owned

Access and use boundaries¶

National access should be role-based and limited to the portfolio owners who need the records for the stated purpose. A new use—such as sharing resumes with companies, alumni, or other chapters—requires separate approval and any required member notice or consent; submission for compliance does not automatically authorize broader distribution.

Public reporting should use approved aggregate counts only. It should not identify members or expose small-group combinations that make individuals easy to infer.

What worked¶

Set one membership snapshot date and reconcile status before collecting resumes. Otherwise late additions, graduates, and inactive records produce mismatched files and repeated correction cycles.

What to adapt¶

National leadership should review whether every collected field remains necessary each term. If the purpose can be met with less data or a narrower audience, update the collection standard before the next cycle.

Public-content review¶

[ ] No real member rows, resumes, or completed audit files appear publicly
[ ] No restricted collection link is published
[ ] Collection purpose, access, retention, correction, and deletion are documented privately
[ ] New uses of resume data receive separate approval and any required notice or consent