The Institute maintains a policy that allows MIT to assist recognized FSILGs with the collection of unpaid house bills. Provided certain requirements are met and procedures followed, MIT may prevent registration for the following term or graduation if the student is a degree candidate, for outstanding balances owed to a student’s FSILG for any fees, dues, or rent/housing payments billed. FSILGs are asked to follow these guidelines when requesting the aid of the Institute with the collection of overdue accounts:
- There must exist an understanding and commitment by the members to their FSILG through the use of a written and signed contract with each FSILG [for example, a housing contract or dues breakdown].
- Each FSILG should have a policy involving the undergraduate chapter and its alumni house corporation/advisory board that addresses the issue of overdue and uncollected bills.
- The undergraduate chapter and its house corporation shall have made a good faith effort to deal with these issues internally prior to enlisting the aid of MIT.
- When MIT assistance is desired to collect overdue debts, a written request from an officer of that FSILG shall be directed to the Associate Dean of Fraternities, Sororities and Independent Living Groups.
- Satisfactory evidence and documentation must exist that a significant debt is outstanding and that the FSILG and its house corporation have made a diligent effort to collect the debt through internal means and have been unable to work out satisfactory arrangements for payment with the member or resident.
- Such evidence would include copies of the FSILG’s financial records indicating an unpaid balance, letters to the student that identify the amount due and requesting payment, unfulfilled promissory notes, and any other correspondence between the FSILG and the students that would help to substantiate a good faith effort on the part of the FSILG to collect the funds. Evidence should be kept on file with the respective FSILG as proof that they have made sufficient effort to collect all debt. Documentation should not be submitted to the FSILG office.
The Institute hopes that the effective use of housing contracts along with the prospect of MIT’s blocking registration or graduation will serve as a deterrent to students who might otherwise fail to fulfill their financial commitments to their FSILG. FSILGs wishing to make use of this assistance should contact the Associate Dean of Fraternities, Sororities, and Independent Living Groups.