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1. Initial Assessment and Decision-Making
• Identify Challenges: The chapter should communicate the specific challenges it faces, whether they are financial, organizational, ethical or due to a lack of participation.
• Consider Solutions: Explore potential solutions or support that the main organization might offer to keep the chapter active, such as how similar conflicts were handled by other chapters, change in chapter leadership or brainstorming to explore solutions overall.
• Final Decision: If all efforts fail, a formal decision to acknowledge that the chapter was non-viable or non-initiable should be made in consultation with the central team.
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2. Formal Notification
• Written Notice: The chapter must submit a written notice to the main organization detailing the reasons for discontinuation and the proposed date for cessation of operations.
• Acknowledge Receipt: The main organization should acknowledge receipt of the notice and set up a final meeting to discuss the offboarding process.
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3. Communication to Stakeholders
• Inform Members: The chapter must inform its members about the decision to close (or not initiate), explaining the reasons and the timeline for the shutdown.
• Notify Partners and Sponsors: The chapter should notify any local partners, sponsors, and school administration about the closure, thanking them for their support.
• Public Announcement: The main organization, in collaboration with the chapter, may issue a public announcement or update on the organization’s website or social media channels.
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4. Financial Closure
• Settle Outstanding Debts: The chapter must notify the central team if any funds are due to be paid to any external entity.
• Managing chapter Funds: Please refer the FAQ related to on way to “Give and receive in the organization” to complete all action items regarding this point. Chapter funds that are not settled as per the organizational guidelines within a month of chapter non-viability or non-initiability notification will be absorbed into central funds pool.
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5. Asset Management
• Inventory Assets: Conduct an inventory of all assets, including equipment, materials, and intellectual property.
• Return or Redistribute Assets: Return any assets provided by the main organization. Any remaining assets should be redistributed to other chapters or retained by the main organization.
• Dispose of Perishable Items: Dispose of or donate any perishable items appropriately.
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6. Documentation and Records
• Compile Reports: Prepare a final report summarizing the chapter's activities, successes, challenges, and reasons for closure.
• Transfer Records: Transfer all records, including member lists, and meeting minutes, to the main organization.
• Archive Digital Assets: Ensure that all digital assets, including social media accounts, websites, and email addresses, are archived or transferred to the main organization.
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7. Support for Members
• Transition Support: Offer guidance to chapter members on how they can remain involved with the main organization or other active chapters.
• Recognition: Recognize and thank members for their contributions. For the academic year, if their efforts qualify them to receive PVSA, then inform members clearly that the central team will still support their journey and ensure the PVSA award is provided.
8. Final Debrief and Reflection
• Conduct Debrief: Hold a final debrief meeting with the chapter leadership and key members to reflect on lessons learned and gather feedback on the overall experience.
• Document Lessons: Document lessons learned from the closure process to inform future support for chapters and prevent similar issues.
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9. Closure Confirmation
• Confirm Completion: Once all steps have been completed, the main organization should provide formal confirmation of the chapter's closure.
• Update Records: Update the main organization’s records to reflect the chapter's closure, including removing it from all directories, websites, and communications.
These guidelines ensure that the offboarding process is handled smoothly and respectfully, maintaining positive relationships and preserving the integrity of the organization.