Hookem Statue

Charter Renewal Process

The chapter and network charter renewal process is a yearly requirement for existing chapters and networks to update and renew their information with Texas Exes. All requirements must also be completed in order to form a new chapter or network. There are both chartered and non-chartered designations within the process- the main distinction being the number of officers and awarding of scholarships. A chartered chapter or network has a minimum requirement of 4 officers, while non-chartered only has 1 Key Contact. Non-chartered chapters and networks cannot award scholarships.   

To renew as a chapter or network with the Texas Exes, the following form must be completed online annually by June 1, 2021.
Start the 2021-2022 Charter Renewal Process Here

Step 1: The 2020-2021 President-Elect (who will serve as the 2021-2022 President), or Key Contact for the upcoming year, will complete the online chartering forms FIRST which include the following:    

  • Charter Renewal Form- select Chapter or Network from the drop-down menu and the chartered or non-chartered designation.  

    • Chartered domestic/international chapters and networks must have at least 4 officers: (President, President-Elect, Treasurer, and Membership Chair), and can award scholarships. 

    • Non-chartered domestic/international chapters, international contact chapters, and affinity contact networks cannot award scholarship funds and have 1 individual Key Contact. 

  • List of Officers- enter the slate of officers (if chartered chapter/network) for the 2021-2022 year including name and email address. Chartered chapters/networks must have at least 4 officers: President, President-Elect, Treasurer, and Membership Chair. 

    • Note: You should report ALL chapter/network volunteers that will be a part of the board, especially if you have more than the required 4 positions. Example: Scholarship Chair, Event Chair, etc.  

    • The designated non-chartered chapter is required to have 1 individual to serve as a Key Contact.  

    • If you are a non-chartered chapter or network, and only have 1 Key Contact, skip this page. 

  • Financial Form- if your chapter or network took in funds for the 2020-2021 year, as incoming President, you have the ability to enter your financial report. Or, you have the option to designate the name of the person who will complete the form.  

    • This lists income sources and expense categories for the previous year; the local balance held indicates operations funding for the group and scholarship awards to be made in the upcoming academic year. All chapters/networks that take in funds, chartered or non-chartered, are required to submit a financial report.  

    • If you are a non-chartered chapter or network, or did not take any funds in the last year, you can skip this page. 

  • Conflict of Interest Form and Volunteer Code of Conduct (COI & VCC) for yourself

  • You will review your information, SCROLL to the BOTTOM of the page, sign electronically, and submit the forms. If you do not sign electronically, the form will not be submitted. 

  • Lastly, you will receive a verification of submission email. Click the link to verify and your submission is complete!

Step 2: Upon completion, if you entered information for additional officers, the officers will be sent an email to fill out a Conflict of Interest Form and Volunteer Code of Conduct via email. At this time, the incoming Treasurer or President-Elect can fill out the Financial Report, as they go through completing their individual COI & VCC. All board members and officers, including committee members, should be included on the officer listing and should fill out the COI & VCC.  

*Let your officers know that they should be expecting to receive a link via the email address you put down for them to complete. Chartering is not complete for your chapter or network until all of your officers have completed their online forms.* 

Step 3: If you do not have current by-laws on file with Texas Exes, signed by 10 current Texas Exes members, please resubmit your by-laws via email to Chapters and Networks Department staff. This remains on file and is resubmitted only when amendments have been made.  This applies to chartered chapters and networks. 

Please contact Jane Marie (janemarie.agnew@texasexes.org) or Catherine (catherine.flores@texasexes.org) with any questions. We look forward to working with you this upcoming year!