Procedures for Updating Rosters
The fraternity and chapter rosters can be accessed at https://www-s.odos.uiuc.edu/greek/rosters/update/.
We have partnered with Certified Housing to mainstream reporting of membership. Information that Fraternity and Sorority Affairs needs sometimes overlaps with Certified Housing information and vice versa. Sometimes, one office needs information that they other does not. Regardless, we want to provide you with a one-stop shop to enter data. We think this will be easier for you.
Each chapter can be accessed by using the current president's netid and email password. You must contact the Office of Fraternity and Sorority Affairs when the chapter president changes in order to change the netid. Call us at 333-7062 or e-mail the staff.
The lists that are online at this time are what were on file in the Fraternity and Sorority Affairs office at the end of the previous semester or that have been edited over the summer. Chapter presidents and/or other officers determined appropriate by the president are responsible for updating the roster. Fraternity and Sorority Affairs assists with some maintenance, but it is up to chapter leadership to ensure accuracy.
Deadlines
- April 15 is the deadline for all Spring roster updates.
- November 15 is the deadline for all Fall roster updates.
There is no flexibility in these deadlines.
Add New Members
To enter new members you can tab to the UIN box or point and click on it and begin entering the students University Identification Number (UIN): the nine digit blue number on the UIUC I-Card. If you click on "autofill" this will save you the time of entering in the following information:
- First Name
- Middle Name
- Last Name
- Gender
- Date of Birth
- netID
These are all new fields from the old database. This is information which Certified Housing needs.
Should you enter in an incorrect UIN, then no information will fill in. This is a great way to avoid incorrect entry of data and avoid the end of the semester issues that some chapters have had with grade reports (people's grades not being counted due to incorrect entry of data).
Continue to tab down through the other fields to enter the correct information. These fields are:
- Status (drop box for active vs. pledge)
- Status (drop box for in house vs. out of house)
- Class (drop Box for year in school)
- Release Grades (drop box for whether or not you have submitted grade release card to the office)
Finally, click box "Add new member". You must do this after each person entered.
After you are done with entering ALL new members that you plan to enter, you should click "Update Member List" at the bottom of the page.
You still must turn in grade release cards of new members to the Office of Fraternity and Sorority Affairs, 300 Turner Student Services Building. Failure to submit cards will mean that they WILL NOT appear on your grade report. We must have their signature on file to release grade information to chapter president, alumni advisor, House Corporation and in some cases the national organization (upon written request only).
It is important that you do this in an effort to ensure your roster is current. Failure to do this could result in inaccurate grade information.
Make Changes to Current List
To change items such as active/inactive, in/out of house, class or grade release, you may go directly to the list and change the box on the member's line. Grade Release and Active/Inactive can be changed by clicking on the box or by tabbing to the box and hitting the Spacebar on your keyboard. There are two ways of changing the drop down boxes (In/Out of House and Class) -- you can click and hold the arrow for the change or type the first letter "I" or "O" and then type the number for Class. You must then scroll down to the end of the list and click "Update Member List". However, to change the UIN or name of a current member you must enter them as you would a new member and delete the old information -- the delete process is explained below.
Delete Members
To delete a member, you must click on the delete box until a check mark appears. The member's name will not be deleted until you scroll to the box at the bottom of the list and click "Update Member List". It is possible to delete more than one member at a time by making sure the check mark is in the right side delete box and then clicking on "Update Member List". If you delete someone in error, you must re-enter as if you were adding a new member.
Printing Copies of the List
If you would like a hard copy of your membership list you can use the "Print Report" procedure which will give you a list of members in alphabetical order. We recommend this to ensure quality control. This process is only as perfect as human beings can allow, therefore mistakes can be made on all ends.
Remember
To change UIN numbers or to correct spelling of names, you must enter the information at the top as if you were entering a new member and delete the old. All other changes for current members can be made on the list, but you must click "Update Member List" for the changes to be effective.
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