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Compliance program

A compliance program is a recurring set of requirements your chapters submit to you for review. Examples: monthly headcount reports, annual hazing prevention attestations, quarterly GPA averages, philanthropy hours.

Open compliance settings​

Org → Compliance → Settings (or Org → Settings → Compliance depending on org configuration).

The org compliance program editor. The org compliance program editor.

Create a requirement​

  1. Click New requirement.
  2. Set:
    • Title (e.g., "Monthly headcount", "Annual code of conduct attestation")
    • Description — what chapters need to do
    • Cadence — One-time, Monthly, Quarterly, Semester, Annual
    • Effective dates — when the cycle starts and (optionally) ends
    • Due window — how many days after each cycle start the requirement is due
    • Submission type:
      • File upload (PDF/doc)
      • Form fields (you define each field: text, number, dropdown, etc.)
      • Checklist (a list of items to confirm)
  3. Set applicable chapters:
    • All chapters (default)
    • Specific regions
    • Specific chapters
  4. Set escalation rules:
    • Notification cadence (14, 7, 1 day before due)
    • Auto-escalate to regional admin after N days overdue
  5. Click Publish.

Build a form-based requirement​

For requirements that ask chapters to submit data (not just files):

  1. In the requirement builder, choose Form fields.
  2. Add fields:
    • Member count (number, required)
    • Average GPA (number, optional)
    • Hazing incidents reported (number, required)
    • Notes (long text, optional)
  3. Each field can be required, have validation rules (min/max for numbers), and have help text.
  4. Save.

Chapter officers fill in these fields; you see structured data, not free-form documents.

Review submissions​

When a chapter submits:

  1. You get a notification.
  2. Open Org → Compliance or click the notification.
  3. Review the submission — file, form fields, or checklist.
  4. Click Approve or Decline.
  5. Add reviewer comments.
  6. If declined, the chapter is notified to revise and resubmit.

For requirements with many submissions per cycle (e.g., 30 chapters all submitting monthly), use the Pending review filter at the top.

Bulk-approve​

For routine submissions (e.g., monthly headcount where the form filled itself out cleanly):

  1. Filter by requirement.
  2. Select multiple submissions.
  3. Click Approve selected.
  4. Confirm.

Compliance dashboard​

The org-level compliance dashboard shows:

  • On-time rate by chapter, by requirement, over time
  • Currently overdue chapter-by-chapter
  • At-risk — chapters trending late

Use this for board reports and chapter health scoring.

Edit or retire a requirement​

  • Edit: open the requirement → Edit. Changes affect future cycles only; past submissions are preserved.
  • Retire: open → Retire. The requirement stops generating new cycles but past data remains for historical reporting.

Compliance and chapter health scores​

By default, compliance on-time rate contributes to each chapter's health score. Configure weighting in Org → Settings → Health scores.

Tips​

  • Start lean. A 6-requirement program is easier to maintain than a 30-requirement one. Add requirements when you've identified an actual gap.
  • Write clear descriptions. Officers shouldn't have to guess what you want. Include examples.
  • Use forms over file uploads when possible. Structured data is easier to analyze in aggregate.
  • Review monthly, not weekly. Spotting trends matters more than instant turnaround on each submission.