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Compliance program

A compliance program is the recurring set of requirements your chapters submit to you for review — monthly headcount, annual hazing prevention attestations, GPA reports, philanthropy hours.

Deep dives for each Compliance surface: Requirement templates · Multi-tier approval · Semester management · Chapter dashboards · Alerts & overrides · Submissions & evidence

Open compliance settings​

Org → Compliance (or your org's nav path to Compliance).

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

Create a requirement​

  1. Click New requirement.
  2. Set:
    • Title (e.g., "Monthly headcount")
    • Description — what chapters need to do
    • Category — Administrative, Financial, Membership, Safety, Academic, PNM Intake, PNM Name Assignment, Other
    • Frequency — One Time, Monthly, Quarterly, Semesterly, Annually
    • Priority — Low, Medium, High, Critical
    • Due date (one-time) or recurrence month / day (recurring)
    • Academic year and semester (Fall / Spring) if tied to a compliance period
    • Requires submission — toggle off for attestation-only requirements
    • Tracking type — submission-based or value-based (a numeric target)
    • Form schema — optional JSON schema if you want chapters to submit a structured form rather than a file
  3. Optionally pick a Compliance period and Template so the requirement is generated from your reusable template each cycle.
  4. Save.

Templates and periods​

Use Compliance Templates to define a requirement once and generate it across multiple compliance periods. A CompliancePeriod represents a semester or academic year cycle. New NationalRequirement rows are spawned from a template per period.

Submission types​

Each ComplianceSubmission is one of:

  • Event (with title, description, attendees)
  • Document (file upload to your configured storage)
  • Link (external URL)
  • Text (free-form note)
  • Attestation (acknowledgment-only)
  • Form (structured JSON answers matching the requirement's form_schema)

Attachments are validated by magic-byte sniffing and size cap on the backend.

Multi-tier approval workflow​

Each chapter's progress on a requirement is tracked in ChapterComplianceStatus. Statuses move through:

not_started → in_progress → submitted →
  pending_chapter → pending_regional → pending_org →
  approved | rejected

Other terminal states: overdue, exempt.

The chapter officer submits, a chapter reviewer signs off (chapter_reviewed_by), then it moves to regional review (regional_reviewed_by), then org review (reviewed_by). Each tier captures who reviewed, when, and free-form review notes.

Per-chapter overrides​

A ChapterRequirementOverride lets you exempt a specific chapter from a requirement or adjust its due date. Useful for new colonies still spinning up.

Reviewing submissions​

When a chapter submits:

  1. You get a notification.
  2. Open Org → Compliance and filter to the appropriate review queue.
  3. Review the submission contents (file / form / attestation / link).
  4. Approve or Reject with notes. Rejected status returns to the chapter for resubmission.

Compliance reporting​

Org compliance views show overall on-time rates, per-chapter performance, and currently overdue chapters. Reports are available in the Compliance section (separate from the org settings page) and can be exported.

What's not built today​

  • No dedicated "Health Scores" settings tab. Compliance performance is visible in the compliance dashboard and chapter detail views, but there's no org-configurable weighting screen tying compliance to a single chapter "health score" today.
  • No bulk-approve UI for selecting many submissions at once — approvals are per-submission.

Tips​

  • Start lean. A 6-requirement program is easier to maintain than 30. Add requirements as gaps surface.
  • Use templates for recurring work. Author once, generate per period.
  • Use form schemas for structured data. A JSON schema makes downstream reporting much easier than parsing PDFs.

Last verified against v0.62.1 (2026-05-10).