Chapter transfers
Some organizations require a member who moves to a different school to transfer to that school’s chapter to stay active. A chapter transfer does that without losing where they crossed: the member becomes an active member of the new chapter, and their record at the chapter where they crossed is kept, marked Transferred.
Turning transfers on
Go to Settings → General and switch on Allow Chapter Transfers, then Save Changes. Until you do, nobody sees the Transfer chapter button and the Approvals page has no Chapter Transfers tab.
Who can transfer
Only members whose status is Undergrad or Associate. Alumni, inactive, disaffiliated and PNM members stay with the chapter where they crossed. Their profile shows Transfer chapter greyed out, with the reason.
The receiving chapter must be Active. Inactive chapters are listed in the transfer dialog, disabled, so the rule is visible.
Requesting a transfer
- Open the member’s profile (People → Directory, then the member).
- Select Transfer chapter.
- Choose the receiving chapter and enter a reason.
- Select Submit transfer.
The member, an officer of either chapter, or a national admin can file the request. While it’s pending, the profile shows Transfer to chapter pending. The person who filed it, or the member, can cancel it from there.
Approving a transfer
Requests appear under Approvals → Chapter Transfers. Each card shows the member, both chapters, the reason, and the approval steps.
Who approves is set in Settings → Approval Chains, under Chapter transfers. The default is national only. You can add the receiving chapter’s officers, regional admins, or both ahead of national. When a national admin files a transfer on the default chain, it’s applied at once.
Rejecting a transfer needs a reason. The member stays where they are.
What happens on approval
- The member’s record at the chapter where they crossed is kept and marked Transferred. Their crossing date, class, line number and any offices held stay with that chapter.
- A new Undergrad (or Associate) record is created at the receiving chapter. The member’s crossing date, crossing term and graduation carry over. Their line number and class name don’t, because they belong to the chapter where they crossed.
- The member’s profile gains a Membership History card listing both chapters, with the Crossing record locked to the chapter where they crossed.
- The directory lists the member once, at the new chapter, with a Transfer in badge. To see transferred records, filter the directory by status Transferred. The crossing chapter’s own roster still lists them.
- The crossing chapter’s member totals stop counting them; the receiving chapter’s start.
Dues and credit
One chapter bills a given term. Nothing is prorated.
- The transfer term belongs to the old chapter. The term the transfer is approved in is billed by the chapter the member is leaving. The receiving chapter’s billing run skips the member for that term, and skips anyone already billed for it at any chapter in their history. The receiving chapter starts billing them the next term. If the old chapter hadn’t run its billing for the term yet, its run still bills the member.
- Who bills the term is a choice on the approval card. Under Who bills term?, a national admin can pick Void and rebill at new chapter. This voids the old chapter’s invoice and issues the same term’s invoice at the receiving chapter. It’s offered only while $0 has been paid on the old invoice, and only when both chapters bill members individually. The card says why when it isn’t available (for example, a payment or a discount on the old invoice).
- An open balance doesn’t block a transfer. The debt stays with the old chapter. When the transfer is approved:
- payment plans on the old record are cancelled, and pending plan requests are withdrawn, so no future instalment is scheduled;
- no new charges, including late fees, can be added to the old record;
- the member pays what’s left by hand under My Dues, where each invoice is labelled with the chapter that billed it.
- The old balance stays with the old chapter. Its treasurer keeps seeing it in their collection roster. The receiving chapter’s treasurer doesn’t see it, and it doesn’t count against the member at the new chapter.
- Credit stays with the old chapter. It isn’t moved or refunded. If it should follow the member, adjust it by hand.
- Chapter-billed chapters follow the same rule: in the transfer term, only the old chapter counts the member, including when an admin regenerates either chapter’s invoice.
Training and service hours
- Completed training carries over. Every course the member completed at the old chapter is copied to their new record as completed, with its completion date and score. The receiving chapter’s assignments don’t assign it again. The original completion, and its certificate, stay with the chapter where it was earned. Under My Learning, the member sees Completed at chapter before your transfer on each one.
- Unfinished training stays behind. A course that was in progress or not started at the old chapter isn’t copied. If the receiving chapter requires it, it’s assigned there afresh.
- 30 days’ grace on new requirements. Anything the receiving chapter requires falls due no earlier than 30 days after the transfer is approved. That covers courses it had already assigned (even ones already past due for everyone else), courses it assigns during those 30 days, and rule-based assignments. Moving an assignment’s due date doesn’t cut the grace short. A deadline later than the grace is kept as it is.
- Learning dashboards count the member once, at their current chapter. The old chapter’s learning dashboard stops counting them, the same as its member totals.
- Service hours count at both chapters. A member’s progress for a term adds up the hours they logged at every chapter they’ve belonged to, so a mid-term transfer doesn’t reset it. Each entry still belongs to the chapter where it was logged, which is the chapter that approves it.