6 Months in Advance or Beginning of Academic Year:
- Chapter Adviser and Chapter Officers meet to discuss the year’s induction
- Confirm the induction selection committee members
- Request list of academically eligible students from registrar —juniors, seniors, and graduate students
- Outreach to University President’s Office requesting the President’s attendance at the ceremony. Once confirmed, coordinate a date for the ceremony and make room reservations. Communicate the date and location with AΣN Central Office. Notify and ask deans, faculty, staff, Jesuits, and campus/community AΣN alumni to save the date!
- Send applications to eligible students, inviting them to apply and indicating deadline
- Discuss and select honorary AΣN membership nominees
5 Months In Advance:
- Collect and review applications with selection committee (may require 3-4 meetings)
- Select honorary inductees (limit of 5 not including ex-officio members: University President, Provost/Chief Academic Officer, Chief Mission Officer, Chapter Adviser, Rector; the induction fees for these ex-officio members are waived). Complete bio for all honorary members including ex-officio members
- Chapter Adviser approves list and submits for approval to university president
4 Months In Advance:
- Send acceptance or regret letters to applicants, requesting fees and pin/pendant and medallion (if applicable) preference for new inductees
3 Months In Advance:
- Deadline for all induction fees to be collected
- Confirm induction ceremony details; confirm featured speaker, programs, etc.
- Request check for AΣN Central Office to accompany induction order
2 Months In Advance:
- Complete electronic spreadsheet of new inductee information for central office – this includes permanent addresses of inductees, personal email addresses, etc.
- Gather signatures of Chapter Adviser and University President if they are to be pre-printed on certificate
Six Weeks In Advance:
- Submit electronic spreadsheet via email, and all necessary materials to the central office. If completed, correct order is not received by AΣN central office six weeks prior to induction, they cannot guarantee that your induction materials will arrive on time
- Request AΣN program covers from central office if needed (through induction order form) and create program
One Month In Advance:
- Finalize RSVPs for the induction ceremony
- Last minute detail planning for your ceremony
- Confirm guest speaker and final plans for ceremony
- Send out invitations to deans, alumni, other special guests (4-5 weeks in advance)
- Mail confirming information about ceremony to inductees
- Receive “Welcome” brochures and AΣN pledge cards from central office for distribution to new inductees
1-2 Weeks After Induction:
- Conduct first meeting of new members. If applicable, select officers for upcoming year
- Post-induction review and documentation for historical purposes
- Set date for next year’s induction
- Send a copy of the ceremony keynote speech to the central office
- Share AΣN new membership list with university/college alumni relations department for coding
- Ensure graduating members have an AΣN notation in commencement materials
