Instructions for Preparing a File of Students Eligible for Phi Theta Kappa Membership

Phi Theta Kappa advisors are asked to obtain a file of students eligible for Phi Theta Kappa membership from their college Registrar. A comma delimited file (CSV) in the format specified below allows Phi Theta Kappa advisors to very quickly and easily report new members to our Headquarters.

Directory information for eligible students who do not accept membership will be automatically deleted on the ending date of each enrollment period. Only with written authorization from the chapter advisor or institution will Phi Theta Kappa retain the directory information of eligible students after the close of a chapter’s enrollment period in PAM. In this case, the data would be used for Phi Theta Kappa survey purposes and never without the written consent of the advisor or institution.

Required	Field name	Maximum Length	Formatting
Yes	First name	25 characters
Optional	Middle Name	25 characters
Yes	Last Name	25 characters
Yes	Street Address - 1 line	40 characters
Yes	City	25 characters
Yes	State	2 characters
Yes	Zip Code	10 characters	If 9 digit, you may include dashes when possible
Optional	Country	40 characters
Optional	Phone number	24 characters	You may include dashes when possible
Recommended	Email address	60 characters
Optional	Graduation Month	2 characters	mm
Optional	Graduation Year	4 characters	yyyy
Yes	Major	40 characters

Example of a Comma delimited file:
Lea,Ann,Bethany,1010 My Street,Clinton,MS,39056-1111,USA,601-555-4885,bethanla@jam.rr.com,12,2005,ACCOUNTING
Virginia, ,Pace,111 My Drive,Jackson,MS,11111,USA,,grace@yahoo.com,05,2005,MATHEMATICS

Notes:

Each piece of information should be separated from the next piece using a comma

If a particular piece of information is not known for a given student, there should be nothing between the delimiting commas for that field in the student’s record. In the examples, Lea Ann Bethany's record is complete. However, for Virginia Pace's, there is nothing between the delimiting commas for her middle name, phone number and email address.

Each student's information should be listed on a single and separate line with no blank lines between student data.

Thank you for your assistance in extending to your college honor students the opportunity to be recognized for their academic achievement. If you need further information or assistance in creating this file, please call User Support at 800.946.9995 Ext 3561 or email pam.help@ptk.org.