Fraternity & Sorority Life Chapter Advisors Manual 2012-2013

Fraternity & Sorority Life
Chapter Advisors Manual
2012-2013
Updated: Summer 2012
College Panhellenic Council
Multicultural Greek Council
Alpha Epsilon Phi
Alpha Gamma Delta
Alpha Omicron Pi
Alpha Sigma Alpha
Alpha Xi Delta
Phi Mu
Phi Sigma Rho
Sigma Sigma Sigma
Zeta Tau Alpha
alpha Kappa Delta Phi Sorority, Inc.
Delta Phi Omega Sorority, Inc.
Kappa Phi Gamma Sorority, Inc.
Lambda Phi Epsilon Fraternity, Inc.
Interested Ladies of Lambda Theta Alpha Latin
Sorority, Inc.
Lambda Upsilon Lambda Fraternity, Inc.
Sigma Beta Rho Fraternity, Inc.
Sigma Lambda Upsilon Sorority, Inc.
Theta Nu Xi Sorority, Inc.
Interfraternity Council
National Pan-Hellenic Conference
Alpha Epsilon Pi
Alpha Kappa Lambda
Delta Chi
Lambda Chi Alpha
Phi Gamma Delta
Phi Kappa Psi
Phi Kappa Sigma
Phi Mu Alpha Sinfonia
Pi Kappa Alpha
Pi Lambda Phi
Sigma Alpha Epsilon
Sigma Phi Epsilon
Theta Chi
Triangle
Alpha Phi Alpha Fraternity, Inc.
Delta Sigma Theta Sorority, Inc.
Iota Phi Theta Fraternity, Inc.
Kappa Alpha Psi Fraternity, Inc.
Omega Psi Phi Fraternity, Inc.
Phi Beta Sigma Fraternity, Inc.
Zeta Phi Beta Sorority, Inc.
History of Fraternity and Sorority Life at VCU
On May 14, 1970, the Eta Tau Chapter of Delta Sigma Theta Sorority, Inc., became the first chartered
Greek-letter organization at VCU. We hold the distinction of only a few pre-dominantly white colleges
and universities to have a historically African-American sorority begin our fraternity and sorority
community. Delta Sigma Theta was followed by Phi Beta Sigma’s chartering on August 21, 1970. Theta
Delta Chi’s chartering on November 1, 1970, marked the first IFC group formed at VCU.
In 1972, Kappa Sigma Fraternity, Omega Psi Phi Fraternity, and Sigma Gamma Rho Sorority joined the
VCU fraternity and sorority community. By 1973, Alpha Phi Alpha Fraternity and Alpha Kappa Alpha
chartered. On October 19, 1974, Kappa Alpha Psi Fraternity became a member of the fraternity and
sorority community at VCU.
After 1974, no other organizations joined the VCU fraternity and sorority community until 1977 when
Zeta Phi Beta Sorority chartered on April 30. At this point VCU hosted all eight existing historically
African-American fraternities and sororities.
In the spring of 1979, Phi Sigma Sigma chartered their chapter and became the first National Panhellenic
Conference sorority at VCU.
The 1980’s and 1990’s brought a great deal of expansion in the IFC and Panhellenic communities. Pi
Kappa Phi (1982), Alpha Kappa Lambda (1983), Pi Lambda Phi (1983), and Kappa Delta Rho (1986)
colonized and chartered organizations. Also in 1986, Sigma Phi Epsilon re-chartered its second oldest
chapter in the nation. Also joining the community was Phi Sigma Kappa (1987), Tau Kappa Epsilon
(1991), and Theta Chi (1991).
After about five years with only one Panhellenic sorority on campus, Alpha Sigma Alpha successfully
joined the fraternity and sorority community in 1984 followed by Alpha Omicron Pi (1985), Phi Mu
(1988), Sigma Sigma Sigma (1990), and Alpha Gamma Delta (1993). This brought the number of NPC
sororities to six.
Unfortunately, the fraternity and sorority community suffered several setbacks in the mid-1990s with
the loss of Sigma Phi Epsilon and Alpha Omicron Pi. However, in 1996, Iota Phi Theta Fraternity joined
the campus and the National Pan-Hellenic Council formed at VCU. In 2000, Pi Kappa Phi left campus and
in 2002 Tau Kappa Epsilon and Theta Delta Chi left campus.
Since 2002, the IFC and Panhellenic communities at VCU have been at a steady and healthy increase.
Sigma Alpha Epsilon, Alpha Epsilon Pi, Sigma Phi Epsilon, Phi Kappa Sigma, Pi Kappa Alpha and Phi Kappa
Psi have all joined the community. Triangle Fraternity and Lambda Chi Alpha colonized during the 20112012 academic year and IFC will welcome Phi Gamma Delta in Fall 2012. The IFC will also welcome
Kappa Delta Rho, Pi Kappa Phi and Sigma Chi in future years. The College Panhellenic Council welcomed
Alpha Epsilon Phi, Alpha Omicron Pi, and Phi Sigma Rho since the spring of 2007.CPC welcomed Zeta Tau
Alpha and Alpha Xi Delta during the 2011-2012 academic year and will welcome Alpha Delta Pi, Kappa
Delta and Gamma Phi Beta in future years.
In addition, VCU is among many other Universities to see an increase in culturally based fraternities and
sororities. Expansion of these groups began with Lambda Upsilon Lambda in 1999, and has followed
rapidly ever since – adding eight organizations in eight years. Sigma Beta Rho (2002), Delta Phi Omega
(2003), Kappa Phi Gamma (2005), Sigma Lambda Upsilon (2005), and alpha Kappa Delta Phi (2006),
Lambda Phi Epsilon (2007). Theta Nu Xi (2010), and the Interested Ladies of Lambda Theta Alpha (2011).
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University Student Commons & Activities
Division of Student Affairs
Fraternity and Sorority Chapter Status – August 2012
Chapter/Organization Name
Council
Local Founding Date
ACTIVE CHAPTERS
1 Delta Sigma Theta
NPHC
5/14/1970
2 Alpha Epsilon Pi
IFC
3 Phi Beta Sigma
NPHC
8/21/1970
IFC
5/14/1971
5 Sigma Gamma Rho
NPHC
2/23/1973
6 Omega Psi Phi
NPHC
3/20/1973
7 Alpha Phi Alpha
NPHC
12/5/1973
8 Alpha Kappa Alpha
NPHC
4/21/1974
9 Kappa Alpha Psi
NPHC
10/19/1974
NPHC
4/30/1977; Re-chartered Spring 2010
4 Kappa Sigma
10 Zeta Phi Beta
5/23/1970; Re-chartered Fall 2009
11 Phi Sigma Sigma
CPC
4/28/1979
12 Alpha Sigma Alpha
CPC
2/25/1984
13 Pi Lambda Phi
IFC
4/7/1984
14 Alpha Kappa Lambda
IFC
9/14/1985
15 Alpha Omicron Pi
CPC
9/27/1986; Re-chartered Fall 2007
16 Phi Mu
CPC
4/1/1989
17 Sigma Sigma Sigma
CPC
2/17/1991
18 Delta Chi
IFC
9/1/1991
19 Theta Chi
IFC
11/16/1991
20 Alpha Gamma Delta
CPC
10/30/1993
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21 Lambda Upsilon Lambda
MGC
12/10/1999; Chartered Fall 2009
22 Sigma Beta Rho
MGC
11/24/2002
23 Sigma Lambda Upsilon
MGC
3/26/2005
IFC
2/24/2007
25 Delta Phi Omega
MGC
6/3/2008
26 Kappa Phi Gamma
MGC
colonized: 3/6/2005
27 alpha Kappa Delta Phi
MGC
colonized: 5/20/2006
28 Alpha Epsilon Phi
CPC
3/1/2009
29 Phi Kappa Sigma
IFC
1/30/2010
24 Sigma Alpha Epsilon
30 Lambda Phi Epsilon
31 Sigma Phi Epsilon
MGC
colonized: January 2008
IFC
Re-colonized March 2008
32 Iota Phi Theta
NPHC
33 Pi Kappa Alpha
IFC
4/17/2010
34 Zeta Tau Alpha
CPC
11/19/11
35 Alpha Xi Delta
Plan to petition NPHC in Fall 2007
4/29/12
36 Phi Kappa Psi
IFC
4/12/12
37 Phi Sigma Kappa
IFC
Re-colonized Fall 2010; closed Fall 2011
38 Theta Nu Xi
MGC
Chartered Spring 2011
39 Lambda Theta Alpha
MGC
Colonized: Spring 2011
40 Triangle Fraternity
IFC
Colonized: Fall 2011
41 Lambda Chi Alpha
IFC
Colonized: Spring 2012
42 Phi Gamma Delta
IFC
To colonize: Fall 2012
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Common Values
As members of fraternal organizations, fraternity and sorority members at Virginia Commonwealth
University are bound by the common expectations outlined in the NIC, NPC, NPHC and NALFO
Standards, VCU policies and guidelines, and the four basics of membership outlined by the Office of
Fraternity and Sorority Life. These four basics are: Leadership, Scholarship, Community Service, and
Friendship. Every day members are encouraged to live their ritual actively and strive to exemplify the
common values of fraternity and sorority membership. Each council creates its own expectations of
members in regards to leadership, scholarship, community service, and friendship. With the reorganization of Greek Council into the Fraternity and Sorority Caucus, the promotion of inter-fraternal
affairs has become the focal point of Fraternity and Sorority Life at VCU.
The Multicultural Greek Council follows the Fraternity and Sorority Life’s vision of these ideals daily
through its programming and enforcement of policies and regulations. Holding community service and
philanthropy events which are designed to include all of the IFC fraternities has become an integral part
of fraternity life. Scholarship has become a renewed focus of the IFC. Currently new policies are being
established to promote scholarship. Recently, IFC member fraternities have been holding events only
open to other IFC members which encourages involvement and friendship.
Governing Councils
Fraternity and Sorority Leadership Team
In the fall of 2006, the umbrella governing council “Greek Council” was dissolved and in its place the
Fraternity and Sorority Caucus was created. The purpose of this caucus is to create an atmosphere
designed specifically for the promotion of interfraternal communication and organization. The purpose
of this structural change was to strengthen the individual council’s ability to be self-governing. While
most of the planning for fraternities and sororities is still done at the individual council level, the
Fraternity and Sorority Leadership Team is responsible for planning events for the entire fraternity and
sorority community. These events will include among other things, Greek Week and community,
philanthropy, and fundraising events. The group is also responsible for the promotion of Fraternity and
Sorority Life as a whole to ensure a positive and uniform vision is displayed.
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Programs/Traditions
Programs for Fraternity and Sorority Life include, but are not limited to:
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Fall Block (Step Show)
Halloween Watch
Order of Omega
Presidential Roundtable meetings (monthly)
Annual Fraternity and Sorority Leadership Retreat for all the new fraternity and sorority executive
officers and all council officers
Greek Week – to include Greek Games, Penny Wars etc.
AFLV Conference- 10-12 Council Officers attend the Association for Fraternal Leadership & Values
Central Region Conference
Monument 10K race
Fraternity and Sorority Awards- honors in the eight standards areas and outstanding male/female
leader of the year, new member of the year
Spring Memorial Scholarship Step Show
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Office of Fraternity and Sorority Life
Professional Staff
Brooke Kingsley Isbell
Undergradute Institution: Purdue University
Degree: Consumer Sciences
Affiliation: Phi Mu
Graduate Institution: North Carolina State University
Degree: Master of Education
VCU Office of Fraternity and Sorority Life responsibilities: College Panhellenic Council advisor, National
Pan-Hellenic Conference Advisor and Fall Block Advisor. Brooke is also responsible for office assistant
management, fraternity and sorority life assessment and risk management education.
Volunteer work: Brooke serves as an active volunteer for Pi Kappa Phi Fraternity, serving as a Ladder of
Risk Facilitator, served as a facilitator for the 2012 Pi Kappa Phi College and is Alcohol Skills Training
Program (ASTP) certified. She has also served as a facilitator for Phi Mu UIFI.
Neil E. Stanglein
Undergraduate Institution: University of Missouri
Degree: Bachelor of Journalism with an emphasis in Radio/Television
Affiliation: Lambda Chi Alpha (Founding Father)
Graduate Institution: University of Missouri
Degree: Master of Education
VCU Office of Fraternity and Sorority Life responsibilities: Multicultural Greek Council advisor and
supervise the Graduate Assistant for Fraternity and Sorority Life. Neil also leads the office public
relations and marketing efforts, serves as the chapter advisor liaison and serves on the University’s
Neighborhood Relations Committee and Sexual Assault Prevention Committee.
Volunteer work: Neil was named to the 2012-2014 Connections Magazine Editorial Board. Connections is
the magazine for the Association of Fraternal Leadership and Values (AFLV) and is also a three-year
member of the Assessment and Awards Committee for AFLV.
Neil is also an active volunteer for the Association of Fraternity/Sorority Advisors, serving as the 2012
Events Coordinator for the Association’s Annual Meeting. Neil has volunteered for the Association since
2006 and served as the 2011 Educational Programs Chair and 2010 Special Events Coordinator for the
Annual Meeting. He was named Outstanding Volunteer in 2010.
Neil is also a national volunteer for Delta Zeta Sorority and facilitates Advance Panhellenic, SALAD and
Motivating the Middle interactive workshops for Campuspeak, Inc.
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Deonte Young
Undergraduate Institution: Virginia Commonwealth University
Degree: History
Affiliation: Alpha Phi Alpha Fraternity, Inc.
Graduate Institution: Virginia Commonwealth University
Degree: Master of Education (in progress)
VCU Office of Fraternity and Sorority Life responsibilities: Interfraternity Council and Greek Week
advisor, as well as working with philanthropy and community service efforts for all four councils.
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Purpose of This Resource
This manual is intended to be a useful resource guide to advisors of fraternities and sororities at Virginia
Commonwealth University. This resource will outline some of the considerations advisors will
encounter, some of the questions advisors will be asked, some of the answers advisors will need to give,
and a general scope of their responsibilities. It is intended to complement and supplement your own
organization’s resource materials. The manual cannot substitute for an advisor's sensible assessment of
his/her own work.
Basic Assumptions about Advising Fraternities and Sororities
1. Chapters are different. Chapters are different not only in their statistical and physical attributes, but
above all in the quality of their organization, in their size, and in their attitude..Therefore, an advisor
must take the information contained in this manual and modify it to fit his/her particular chapter.
2. Advisors are different. By accepting this position an advisor agrees to assist the undergraduate
chapter in conducting its operations and in realizing its ideals and aspirations. However, each advisor
will also have his/her or her own philosophy and unique approach to advising and should take those into
account.
3. Advisors are volunteers. The advisor is a volunteer and has other more important demands on
his/her time. The chapter must, therefore, avoid setting up unrealistic expectations of him/her.
4. Advisors are advisors, not dictators. If push comes to shove, an advisor cannot force a chapter to do
anything. His/her respect and authority are based upon the quality of his/her relationship with the
members.
5. There is often no right answer. Advisors can consult with the inter/national organization, other
advisors or the OFFICE OF FRATERNITY AND SORORITY LIFEOffice of Fraternity and Sorority Life for
feedback.
6. Common sense is supreme. In the end, follow your gut.
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Advising Philosophy of the Office of Fraternity and Sorority Life
The role of advisors is to identify and meet students, organizations and councils in their current context
and lead them through a process to identify and arrive at a new and better place. The advisors will treat
everyone fairly; remembering that treating everyone equal does not mean fair, and treating everyone
fair does not mean equal.
Advisors will use the concept of “equal effort” with chapters – the amount of effort chapters put into
developing themselves is the amount of time the advisors will put in to working with them.
Advisors will participate in leadership coaching, educating and involving chapter advisors and
inter/national volunteers in efforts on the campus-level and be a partner to our inter/national
organizations. Advisors will take a team approach to ensure each chapter is receiving the education and
assistance it needs.
The advisors will use the Council for the Advancement of Standards (CAS) in Higher Education as a guide
to working with chapters and the fraternity and sorority community. CAS will specifically guide the work
of the Fraternity and Sorority Life Office with chapters during the 2012-2013 academic year.
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Virginia Commonwealth University Mission Statement
As the premier urban, public research university in Virginia, VCU’s mission is to advance knowledge and
student success through its commitments to:
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an engaged, learner-centered environment that fosters inquiry, discovery and innovation in a
global setting;
research that expands the boundaries of new knowledge and creative expression and promotes
translational applications to improve human health;
interdisciplinary collaborations that bring new perspectives to complex problems and mobilize
creative energies that advance innovation and solve global challenges;
health care that strives to preserve and restore health for all people, to seek the cause and cure
of diseases through groundbreaking research, and to educate those who serve humanity;
diversity that provides a climate of inclusion, a dedication to addressing disparities wherever
they exist, and an opportunity to explore and create in an environment of trust;
sustainable, university-community partnerships that enhance the educational, economic and
cultural vitality of the communities VCU serves in Virginia and around the world.
Vision statement of Virginia Commonwealth University
VCU will be a premier urban, public research university distinguished by its commitment to:
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the intellectual and academic success of a diverse student body;
research and discovery that advances knowledge, inspires creativity and improves human
health;
The global engagement of students, faculty and staff that transforms lives and communities.
Core values of Virginia Commonwealth University
• Accountability – committing to the efficient and transparent stewardship of our resources to
achieve institutional excellence.
• Achievement – ensuring distinction in learning, research and scholarly pursuits, service and
patient care.
• Collaboration – fostering collegiality and cooperation to advance learning, entrepreneurship
and inquiry.
• Freedom – striving for intellectual truth with responsibility and civility, respecting the dignity of
all individuals.
• Innovation – cultivating discovery, creativity, originality, inventiveness and talent.
• Service – engaging in the application of learning and discovery to improve the human condition
and support the public good at home and abroad.
• Diversity – ensuring a climate of trust, honesty and integrity where all people are valued and
differences are recognized as an asset.
• Integrity – adhering to the highest standards of honesty, respect and professional and scholarly
ethics.
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The Chapter Advisor: Basic Expectations
Every inter/national organization has minimum expectations of their chapter advisors.
Inter/national leaders know that advising a chapter takes a personal investment of time and they want
to be respectful of the time you’re devoting – away from your work responsibilities, family, and other
volunteer commitments. They will have a solid list of basic responsibilities for you to follow. Be sure to
read your own organization’s chapter advisor manual to see the overlaps and the differences in
expectations within that document and this manual. Comparing these two resources with your coadvisors would be a great discussion starter.
Expectations
In most advising relationships, whether between student and academic advisor, investor and
financial advisor, and so on, any difficulties that arise can usually be attributed to the lack of clear
expectations which are determined, understood, and supported by both parties. If the members do not
know or understand what the advisor may be expecting from the chapter, both in specific terms and
regarding the overall relationship, it is easily possible that some of his/her expectations will not be met,
creating tension and dissatisfaction which can permeate the interaction between them. The reverse is
also true. It is vitally important that the advisor and the chapter articulate and understand what each
expects from the other.
The advisor, for example, may reasonably expect the following:
• to be kept informed about current chapter news and events.
• schedule a regular meetings with the chapter president/executive board to keep up-todate on problems, future events, and so on. Perhaps the chapter president will call
him/her regularly with this information.
• attendance at certain chapter events (standards meetings, chapter meetings, etc.)
• expect to be given all due assistance from the fraternity or sorority.
The advisor is human, and he/she would like to be rewarded with thanks and praise when his/her job is
well done. Naturally, many of the advisor's rewards are intangible, but if he/she can be assured that
he/she will be kept informed and is considered a vital part of the chapter, his/her effectiveness is bound
to be enhanced. The chapter expectations may include:
• receive answers to its questions.
o An advisor cannot be expected to know every answer to every question. However,
the chapter expects to receive either an answer or the referral to a source for the
answer to every question it may have, assuming the question is reasonable.
• the advisor be at least minimally visible and that he/she will be impartial, taking no sides
with individuals or groups (especially in an election), and maintain rapport with all the
members.
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The fraternity or sorority does not underestimate the importance of the advisor to a chapter's welfare.
Virtually every outstanding chapter has an outstanding advisor behind it and those chapters with major
problems often have ineffective advisors or no advisor at all. The fraternity or sorority expects an
advisor to carry out his/her responsibilities (as determined by him/her and the chapter) to the best of
his/her ability once he/she accepts the position, and to help the chapter find another advisor if he/she
cannot or is unwilling to carry them out.
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The advisor also expects to receive all possible assistance from the inter/national. It is necessary to ask
whether the chapter, the advisor and the inter/national organization have discussed responsibilities and
expectations. What does the chapter expect from its advisor? What does the advisor expect from
his/her chapter? What does the inter/national organization expect from advisors?
A discussion of responsibilities and expectations is necessary to ensure that a clear pattern of agreement
and understanding exists between the chapter and the advisor. It is highly recommended that such a
discussion occur on a regular basis. Even if the same advisor works with the same chapter for many
years, the chapter membership changes with enough frequency that expectations taken for granted by
both sides one year may be overlooked the next. The effectiveness of the chapter advisor will be
enhanced considerably if there is discussion each year between him/her and the leadership of the
chapter about expectations.
Goals
After the conversation between the chapter and the advisor regarding expectations, goals
should be considered next. The chapter and the advisor need to assess where the strengths and
weaknesses are of the chapter and where the advisor should focus their energy. Goals for the advisor
for the year should outline what the chapter wants most from the advisor and vice-versa, and what each
agrees to be in a position to provide. The goals should be specific and measurable (see page X on how to
develop SMART goals)
These goals should be as specific as possible – to say that the advisor should help improve the
chapter's scholarship is not very useful for it gives neither him/her nor the chapter much guidance. The
goals should be recorded and copies distributed to the chapter and to the advisor. Without recording
the goals on paper, it becomes far too easy for the goals to be neglected and placed on the back burner
or worse, forgotten. In addition, recording the goals ensures that the goals have been discussed and
found to be realistic and attainable by both parties. The process of establishing specific and realistic
goals is not always easy. In fact, it takes a considerable amount of time and work. Once the first set of
goals is in hand, however, it becomes much easier in subsequent years, for the process of establishing
goals becomes a process of evaluating progress on a previous set. The process of goal evaluation and
reformation should be the basis of a regular discussion between the chapter and the advisor.
Expanded Expectations: The Great Advisor
The good advisor meets the basic expectations of the chapter and inter/national organization.
The great advisor discusses expanded expectations with the chapter and works to meet them together.
The expanded expectations of chapter advisors are:
Communicate, communicate, communicate
Most often the advisor isthe liaison between the chapter and the university and the chapter and the
inter/national organization. Don’t wait until problems come up. Be proactive and introduce yourself to
the campus professional to establish that relationship. Set up a face-to-face meeting to begin building
this important relationship. Be sure to email and call the inter/national organization staff and/or
immediate volunteer supervisors for pertinent resources, materials, and training opportunities. Talk
with specific chapter advisees to see how to best communicate with them. Some students are night owls
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and respond best to email at midnight. Others have their cell phones with them at all times and
regularly check their voice mail. Still others may prefer quick text-messaging for short and quick
answers.
Lead with integrity
Follow the “do as I do” philosophy. When inter/national organizations recruit new members for their
colonies they are often told, “Recruit in your image.” That means that alumni members must be vigilant
about leading with values such as responsibility, trust, honesty, fairness, civility, and caring.
Undergraduates have you as a unique connector to the inter/national organization. Advisors represent
an individual as well as a leadership position to aspire to. Make yourself worthy of their respect.
Be present
Attend and be an active participant in chapter meetings to create and sustain relationships with the
undergraduates. Negotiate with the chapter on the number of meetings they would like advisors to
attend. Advisors will find it easier to advise undergraduates when you have a two-way trusting
relationship. Attending at least two meetings a month will help cement those relationships. Discuss how
long meetings last. If they are consistently two hours or longer, the chapter leadership may need some
coaching on how to manage their meetings. Attend special chapter events such as Initiation, Founder's
Day, alumni events, parent/family events, recruitment, officer training and transition, retreats, etc.
Be respectful of the chapter and campus culture
The chapter you advise may or may not be your chapter of initiation. Advisors will benefit from asking
probing questions about “the way we do things here” as the advisor determines the best way to interact
with their students, other volunteers, and campus officials. .
Get information on your organization’s liability insurance to put your mind at ease
In order to be covered by the organization's insurance policy, advisors may need to pay annual per
capita dues. Some organizations include this in alumni dues. Be sure to contact immediate volunteer
supervisors to discuss specific responsibilities and liability.
Know the boundaries for the chapter – and keep them on file
The chapter’s representative to the undergraduate governing council should have a copy of that
organization’s constitution and by-laws. If there is a formalized university expectations document, office
of fraternity and sorority life standards document, or other policies, these are good resources to have in
advisor files.
Know the end goal of advisement
From a college student development point of view, the main goal of the advisor is to help the chapter
and the individual members become accountable for their actions. Campus-based professionals and
chapter advisors are coaching them to be self-sufficient and self-directed adults. Remember, most of our
founders created fraternities and sororities at the ripe old age of 16-18 (students were much younger
back then). Students today have more resources, knowledge, and support from all fraternity/sorority
stakeholders than ever before. They just need direction on where to find these resources and how to
make good decisions with the information they have.
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Know the responsibilities of the Advisory Team
Some chapters are fortunate to have one involved alumnus to advise them. Others are even more
fortunate to have an entire team of volunteers working to support the members in their personal
development and the chapter in its organizational development. Know and understand the team’s
responsibilities to maximize volunteer time and work smarter, not harder.
Basic Advisory Team Expectations
• Share expectations of and definitions of chapter success
• Meet monthly as a team for a commitment to effective communication
• Set goals and objectives for the advising team, not the chapter
• Work as a collaborative unit to provide services and resources to the chapter
• Help each other become competent, confident, and caring professionals
Help the chapter look to the future
Remind the chapter that four years (or so) go by very quickly. Before they know it, they will be alumni
Members.. The chapter should think about what they want to do as a unit to contribute to the long-term
health of the chapter. Help them create a meaningful goal setting retreat that they can facilitate on their
own or involve others. Connect the skills they are using to the strategic planning used in corporations
and volunteer organizations. Help them understand the importance of creating and maintaining an
organization that has enough momentum and strength so they can have an organizational on campus in
20 years.
Utilize the resources already at your fingertips. One good standard of excellence is the inter/national
organizations’ award criteria or other campus award criteria.. You should also look to the future by
planning with the end in mind. Who will replace you as the chapter advisor? What type of succession
plan is there? Create a solid chapter advisor’s file with lessons learned, helpful people list, and other
notes so your successor can continue your good work. Remember, many chapter advisors are the longterm knowledge base for the chapter. The advising team will want to know the history, habits, and
traditions of the chapter.
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Advisor Support System
The Campus Advisor
The focus of this individual is on the big picture. The campus-based advisor looks at the overall
health of the community and works with the undergraduate leaders to empower them with knowledge,
skills, and resources to lead their governing councils and chapters. The advisor is not responsible for the
success or failure of a community. Chapters are student-led, student governed organizations. The
advisor works to challenge the community with high expectations, new learning experiences, and
appropriate sanctions in the event of judicial proceedings. The advisor also works to support the
students with caring, concern, and empathy to create a positive fraternity experience for their own
members.
The Inter/national Organization Staff/Volunteer Supervisors
The inter/national organization staff work to preserve the overall health of the inter/national
organizations’ chapters. They work to create resources and experiences to support the chapters. They
consult with chapter leaders individually through chapter visits. Staff members offer feedback and
sometimes directives to get a chapter on track with the organization’s policies and standards.
Depending on the resources available, a headquarters staff may consist of a lead staff member
(executive director), chapter services/development department, traveling leadership consultants, and a
host of other individuals dedicated deeply to the values and mission of the organization.
Some organizations are more volunteer-driven with fewer staff members and a greater number of
volunteers supporting the chapters and the members. Don’t their responsibilities sound a lot like the
responsibilities of the campus professional? They should. Sometimes the only real difference lies in the
proximity of the service providers to the chapters.
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Working with Students: Dealing with Conflict
Conflict occurs when individuals or groups are not obtaining what they need or want and are seeking
their own self-interest. Sometimes the individual is not aware of the need and unconsciously starts to
act out. Other times, the individual is very aware of what he or she wants and actively works at
achieving the goal.
About conflict:
• Conflict is inevitable;
• Conflict develops because we are dealing with people's lives, jobs, children, pride, self-concept, ego
and sense of mission or purpose;
• Early indicators of conflict can be recognized;
• There are strategies for resolution that are available and DO work;
• Although inevitable, conflict can be minimized, diverted and/or resolved.
Beginnings of conflict:
• Poor communication
• Seeking power
• Dissatisfaction with management style
• Weak leadership
• Lack of openness
• Change in leadership
Conflict indicators:
• Body language
• Disagreements, regardless of issue
• Strong public statements (in meetings, etc.)
• Airing disagreements through media (Facebook/twitter)
• Conflicts in value system
• Desire for power
• Increasing lack of respect
• Open disagreement
• Lack of candor on budget problems or other sensitive issues
• Lack of clear goals
• No discussion of progress
• Failure related to goals
• Unable to evaluate each other fairly, thoroughly or at all.
Conflict is destructive when it:
• Takes attention away from other important activities
• Undermines morale or self-concept
• Polarizes people and groups, reducing cooperation
• Increases or sharpens difference
• Leads to irresponsible and harmful behavior, such as fighting, name-calling
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Conflict is constructive when it:
• Results in clarification of important problems and issues
• Results in solutions to problems
• Involves people in resolving issues important to them
• Causes authentic communication
• Helps release emotion, anxiety, and stress
• Builds cooperation among people through learning more about each other;
• joining in resolving the conflict
• Helps individuals develop understanding and skills
Techniques for avoiding and/or resolving conflict:
• Meet conflict head on
• Set goals
• Plan and communicate frequently
• Be honest about concerns
• Agree to disagree - understand healthy disagreement can build better decisions
• Get individual ego out of management style
• Let your team create - people will support what they help create
• Discuss differences in values openly
• Continually stress the importance of following policy
• Communicate honestly - avoid playing "gotcha" type games
• Provide more data and information than is needed
• Develop a sound management system
Controversies usually start around:
• Changes in the way "we've always done things"
• Notions of fundamental values
• Determined, articulate advocates for every side
• Inability to compromise
• Rampant rumors
• Threats of retaliation
• Elections
Reaching Consensus through Collaboration
Groups often collaborate closely in order to reach consensus or agreement. The ability to use
collaboration requires the recognition of and respect for everyone's ideas, opinions, and suggestions.
Consensus requires that each participant must agree on the point being discussed before it becomes a
part of the decision. Not every point will meet with everyone's complete approval. Unanimity is not the
goal. The goal is to have individuals accept a point of view based on logic. When individuals can
understand and accept the logic of a differing point of view, you must assume you have reached
consensus. Follow these guidelines for reaching consensus:
• Avoid arguing over individual ranking or position. Present a position as logically as possible.
• Avoid "win-lose" statements. Discard the notion that someone must win.
• Avoid changing of minds only in order to avoid conflict and to achieve harmony.
• Avoid majority voting, averaging, bargaining, or coin flipping. These do not lead to consensus.
Treat differences of opinion as indicative of incomplete sharing of relevant information, keep
asking questions.
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• Keep the attitude that holding different views is both natural and healthy to a group.
• View initial agreement as suspect. Explore the reasons underlying apparent agreement and
make sure that members have willingly agreed.
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Danger Signs and Possible Solutions
Chapter members not participating in chapter activities:
• Re-examine activities to be sure they appeal to majority. Ask what members want
out of their fraternal experience and what activities will best help them achieve
their goals.
• Help each member understand their individual responsibility for participation.
• Divide chapter into committees to plan each major activity so everyone is
involved and has responsibility.
Imbalance of chapter activities, thus appealing to limited interests:
• Whole group must face imbalance (or possibility of it) and discuss, with everyone
present, allowing for individuals to express their views.
• Perhaps activities are too sophomoric to retain upper class interest or
participation.
• List chapter activities under categories (social, philanthropic, community, etc.)
and see where imbalance occurs.
Conflicts between members; little cooperation; cliques:
• Determine source of conflicts.
• Stimulate programs to emphasize positive aspects of the chapter.
• Involve all members in chapter decision-making and activities.
• In housing situations, change roommates each term.
Chapter attracts one type of person and would like to attract a more diverse group
of women/men:
• Group may not feel it can attract any other type.
• Group discusses current image and what types are needed to change that image.
Feeling of no responsibility to anyone: leader to member, member to member,
member to International, collegian to alumni, chapter to corporation, etc.:
• Group must learn to hold others accountable for the responsibilities they have
voluntarily taken on themselves.
• If an officer is negligent, they should be removed from office in the best interests
of the chapter.
• All members must realize they are responsible for maintaining high standards
because their image affects that of the group.
• Plan and carry out several alumni activities during the year.
Top offices held by underclass members:
• Educate chapter and Nominating Committee of the value of upper-class officers
for their experience and leadership abilities.
• Training/experience in one position leads to better performance in offices with
more responsibility.
• When underclass members assume too much responsibility, the potential for
"burnout" is significant.
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Chapter meetings are long and drawn out:
• Check use of parliamentary procedure. Eliminate repetition. Limit time each
person can speak.
• Use the committee structure to streamline chapter business.
Members are slow in paying dues, not signing promissory notes or not paying at all:
• Chapter must implement the 5% rule. (When 5% of chapter members have
accounts past due, any social event is canceled, including formal.)
• Help chapter establish incentives for early and full payment of account (lower
dues, prizes, etc.).
• Educate chapter members on financial obligation to the Fraternity - both locally
and Internationally. Members need to be aware of the consequences of not paying
their bills.
• Approach corporation about the possibility of scholarships.
No particular regard for Ritual, its meaning or performance:
• Hold Ritual workshops frequently. Include mechanics, but it is more important to
include discussions of meanings and everyday applications to make it come alive.
• Insist on proper attire. Make sure equipment is in good order.
• Review Ritual with Chapter President.
Lack of continuity and passing of files and information from one officer to the next:
• Insist on a well-planned, well-attended Officer Transition Workshop.
• Advisors should check officer's notebooks periodically.
• Chapter files need to be kept up-to-date with usable materials.
Chapter is losing members through school dropouts as well as Member dropouts:
• Suggest that personal interviews be held to determine causes and offer some
solutions.
• Evaluate the Academic Development program and academic goals set by the
chapter. Be certain there is an atmosphere for academic achievement.
• Organize tutors/mentors for members with grade problems.
• Be sure that all members feel a responsibility to the group - not just those who
hold office.
• Settle personal conflicts as soon as possible.
Several New Members decide not to be initiated:
• Determine the primary reasons: individual problems, no sense of commitment to
the Fraternity, financial inability, not enough bonding time/sisterhood activities?
• Make sure the chapter understands the commitment of all members for a
successful New Member Orientation.
Not all chapter members are involved in recruitment preparations:
• Perhaps the Vice President of Membership Development is too involved (i.e.,
dictatorial).
• Make sure every chapter member has a job and feels the responsibility of
developing and executing recruitment plans.
• Utilize all the recruitment committees fully.
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Recruitment plans are not competitive with those of other chapters on campus:
• Have New Members evaluate the chapter's recruitment and give impressions of
recruitment techniques use by other chapters.
• Examine entertainment. Is it appropriate? Is it outdated? Does it contain inside
jokes? Are the decorations competitive?
• What atmosphere is created at the parties?
Chapter tends to make elections a popularity contest without regard for leadership
abilities:
• Make sure the chapter is educated in the procedures for elections
• Members should openly discuss the qualities for each major office that would be
most beneficial to the chapter. This should be done early on in the election
process - perhaps at the time of the goal setting workshop with reminders prior to
class caucuses.
• Make sure all candidates have talked with current officers of any office they are
interested in to discuss duties and activities.
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Student Development Theory: The Basics
Student development theory provides advisors a foundation for understanding the natural maturation
and development of the students with which they work. A basic knowledge of the theories and methods
of human development and their applications in college settings will help you facilitate the development
of your advisees. As some advisors have said, “Now I know why ________’s behavior drives me nuts!”
In Loco Parentis
For about the first three hundred years, the theory that dominated thinking about higher education was
in loco parentis: colleges acting on behalf of parents for the good of their students. As the average age of
seventeenth-century freshmen was about fourteen, students were considered children, and the
institution their parents. Character development (which really meant traditional Christian religious
values) was instilled by strict rules and regulations and enforced by rigid discipline. The development of
students' character was substantially more important to early American colleges than the development
of their intellect. Today, in loco parentis has been replaced with total student development –
encouraging the development of a student’s social, environment, moral, leadership, and identity
development.
Families of Student Development Theory
Student development theories generally fall into five broad categories; 1) psychosocial, 2) cognitivestructural, 3) person-environment, 4) humanistic, and 5) student development process models.
1. Psychosocial theories address developmental issues or tasks and events that occur throughout the
life span. These tasks and events tend to occur in sequence and are correlated with chronological age.
Individuals progress from one stage to another by accomplishing related developmental tasks or by
resolving crises. This is the "what" or "content" of student development.
For example, William Perry's theory helps us understand how students think in a sequential order. The
first five stages in this theory deal with students' intellectual development as they move from a dualistic
view of the world (black and white, right and wrong) to a relativistic view of the world (all knowledge is
contextual, "it depends"). The remaining positions deal with students' ethical development.
2. Cognitive-structural theories address how individuals reason, think, and make meaning of their
experiences.
Development is seen as hierarchical stages with each successive stage incorporating parts of the
previous stage. This is the "how" or "process" of student development.
3. Person-Environment theories address behavior as a function of the person and the environment.
For example, if you think about the chapters on your campus there may be a beautiful chapter house
and the members treat it with respect. Nobody punches holes in the walls, no one thinks of leaving their
empty pizza boxes in the hallways. This chapter probably has an influential house director or chapter
advisor positively influencing the behavioral expectations of the members and is there to remind them
of the value of respect of property. Other chapter houses may be littered with garbage, old clothes, food
smeared on the walls from a food fight – these members are equally (and negatively) influenced by their
environment. The implicit values are destruction, an “it’s not my house” attitude, and basic disrespect.
Many of these person-environment theories are used in career planning.
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4. Humanistic existential theories share a common philosophy of the human condition. Humans are
free, responsible, self-aware, potentially self-actualizing, and capable of being fully functioning.
Development is internally motivated. These theorists believe the forces of growth are within the person
and are facilitated by self-disclosure, followed by self-acceptance and self-awareness. These theories are
used extensively in counseling.
5. Student development process models are either abstract representations of the field of student
personnel work or recommended sets of action steps for the practice of student development. They give
us the process steps of how to use theories rather than the why, what to do, or how to do it that the
theories provide. These models help practitioners put the theories into actual practice.
There are dozens of theories falling into these five families. Many address general populations of
traditionally-aged college students; however, more recently theories have emerged which address the
differences in development in specific populations such as returning adult students, African-American
students, gay/lesbian/bisexual/transgendered students, female students, etc.
(adapted from www.utdallas.edu/dept/ugraddean/theory.html).
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Group Development
Stage 1: Forming
In the Forming stage, personal relations are characterized by dependence. Group members rely on safe,
patterned behavior and look to the group leader for guidance and direction. Group members have a
desire for acceptance by the group and a need to know that the group is safe. They set about gathering
impressions and data about the similarities and differences among them and forming preferences for
future sub grouping. Rules of behavior seem to be to keep things simple and to avoid controversy.
Serious topics and feelings are avoided. The major task functions also concern orientation. Members
attempt to become oriented to the tasks as well as to one another. Discussion centers around defining
the scope of the task, how to approach it, and similar concerns. To grow from this stage to the next,
each member must relinquish the comfort of non-threatening topics and risk the possibility of conflict.
Stage 2: Storming
The next stage, which Tuckman calls Storming, is characterized by competition and conflict in the
personal relations dimension an organization in the task-functions dimension. As the group members
attempt to organize for the task, conflict inevitably results in their personal relations. Individuals have to
bend and mold their feelings, ideas, attitudes, and beliefs to suit the group organization. Because of
"fear of exposure" or "fear of failure," there will be an increased desire for structural clarification and
commitment. Although conflicts may or may not surface as group issues, they do exist. Questions will
arise about who is going to be responsible for what, what the rules are, what the reward system is, and
what criteria for evaluation are. These reflect conflicts over leadership, structure, power, and authority.
There may be wide swings in members’ behavior based on emerging issues of competition and
hostilities. Because of the discomfort generated during this stage, some members may remain
completely silent while others attempt to dominate. In order to progress to the next stage, group
members must move from a "testing and proving" mentality to a problem-solving mentality. The most
important trait in helping groups to move on to the next stage seems to be the ability to listen.
Stage 3: Norming
In Tuckman’s Norming stage, interpersonal relations are characterized by cohesion. Group members are
engaged in active acknowledgment of all members’ contributions, community building and
maintenance, and solving of group issues. Members are willing to change their preconceived ideas or
opinions on the basis of facts presented by other members, and they actively ask questions of one
another. Leadership is shared and
cliques dissolve. When members
begin to know and identify with oneanother, the level of trust in their
personal relations contributes to the
development of group cohesion. It is
during this stage of development
(assuming the group gets this far)
that people begin to experience a
sense of group belonging and a
feeling of relief as a result of
resolving interpersonal conflicts. The
major task function of stage three is
the data flow between group
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members: they share feelings and ideas, solicit and give feedback to one another, and explore actions
related to the task. Creativity is high. If this stage of data flow and cohesion is attained by the group
members, their interactions are characterized by openness and sharing of information on both a
personal and task level. They feel good about being part of an effective group. The major drawback of
the norming stage is that members may begin to fear the inevitable future breakup of the group; they
may resist change of any sort.
Stage 4: Performing
The Performing stage is not reached by all groups. If group members are able to evolve to stage four,
their capacity, range, and depth of personal relations expand to true interdependence. In this stage,
people can work independently, in subgroups, or as a total unit with equal facility. Their roles and
authorities dynamically adjust to the changing needs of the group and individuals. Stage four is marked
by interdependence in personal relations and problem solving in the realm of task functions. By now,
the group should be its most productive. Individual members have become self-assuring, and the need
for group approval is past. Members are both highly task oriented and highly people oriented. There is
unity. Group identity is complete, group morale is high, and group loyalty is intense. The task function
becomes genuine problem solving, leading toward optimal solutions and optimum group development.
There is support for experimentation in solving problems and an emphasis on achievement. The overall
goal is productivity through problem solving and work.
Stage 5: Adjourning
Tuckman’s final stage, adjourning, involves the termination of task behaviors and disengagement from
relationships. A planned conclusion usually includes recognition for participation and achievement and
an opportunity for members to say personal goodbyes. Concluding a group can create some
apprehension – in effect, a minor crisis. The termination of the group is a regressive movement from
giving up control to giving up inclusion in the group. The most effective interventions in this stage are
those that facilitate task termination and the disengagement process.
Adapted from:
Tuckman, B. (1965) Developmental Sequence in Small Groups. Psychological Bulletin, 63, 384-399.
Tuckman, B. & Jensen, M. (1977) Stages of Small Group Development
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Section II
Office Policies & Procedures
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Office of Fraternity and Sorority Life – Office Space Procedures
Overview
The Office of Fraternity and Sorority Life is a shared professional space that requires specific
expectations to be met in organization and use of equipment. The following are general procedures for
all those utilizing the space. Responsibility for the use of the space is also shared through peer
accountability and Office Assistant supervision.
1. The role of the Office Assistant
The Office of Fraternity and Sorority Life Assistants are employed to assist in the management of the
shared professional space. They will monitor all behavior and use of proper procedure while on
duty.
2. Access
Through their student ID’s, the only students permitted to have afterhours access are members of
the Fraternity and Sorority Leadership Team, current chapter presidents, and fraternity and sorority
organization officers like Greek Week Chairs and Order of Omega President. Please see the After
Hours Access policy for more information. After hours access is for individual use unless authorized
by one of the Coordinators for Fraternity and Sorority Life. The student with authorization takes full
responsibility for the actions of his/her guest.
3. Doors
• The front door is unlocked from 8 a.m. – 5 p.m. It should remain closed at all times and not
propped open for any reason. If it remains open for more than 30 seconds, an alarm will sound
and the VCU Police will have to come disarm the alarm.
• The back doors are for professional staff use only and will remain locked at all times.
4. Food or Drink
Only bottled water is permitted in the office.
5. Office Hours/Daily Logs
• The professional office hours are from 8 a.m. – 5 p.m. This is when Office Assistants will be
staffing the front desk and the professional staff are available.
• The Student Organization Officer Sign-In Log is to be used for the Leadership Team. (These are
kept at in the file folders to the left of their printer.)
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6. Reception Area
• When waiting to speak with a professional staff member, visitors will take a seat in one of the
two chairs in front of the reception desk.
• The reception desk is for use by the Fraternity and Sorority Life staff only. Leadership Team or
other students are not to be in this area.
• The radio on the reception desk is for use by Fraternity and Sorority Life staff only. The radio
should be on a low volume during regular business hours and be turned off overnight. (Please
see radio use policy in the USC&A Office Assistant Manual).
• The magazine rack by the mailboxes is for fraternity and sorority related magazines and print
information only. The most recent edition of any magazine is displayed and prior issues
recycled.
7. Mailboxes
• Every chapter and governing council officer has an assigned mailbox. They are located to the
left as you enter through the front door. Mailboxes are for official governing council and
chapter business only.
• Chapters that wish to leave a collection box in the Office of Fraternity and Sorority Life must
obtain written approval from their Governing Council Advisor. The space above the mailboxes is
the only location that a collection box can be placed. Placement is limited to one week and is
reserved by forwarding an approval email from the Council Advisor to the Office Assistant at the
[email protected] email address.
• Packages are stored under the mailbox shelf and package slip notifications are put in the
mailboxes by the Office Assistant. If packages are too large for this space, they will be placed in
the closet and the chapter will be called by the Office Assistant.
8. Conference Table
• The conference table is to be used for meetings only. It is not to be used as additional
workspace or desk area. Inappropriate use of this area will result in loss of privilege.
• Reservations for the conference table area are done by written request through the Office
Assistant on a first come first serve basis. Requests are submitted through an online reservation
form on the www.greeksatvcu.com website. This request is sent to the Office Assistant email,
who coordinates confirmation by sending a confirmation email to the individual that requested
the space. Requests can be made by a governing council officer, chapter president or University
Student Commons and Activities staff member.
• After use, the chairs must be pushed back under the table and all items removed from the table.
If the dry erase board was in use, it must be cleaned.
9. Professional Offices
• Students must check in with the Office Assistant before approaching one of the professional
staff offices.
• Room Numbers:
o Neil Stanglein – 014c
o Brooke Kingsley Isbell – 014d
o Deonte Young – 014b
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10. Bulletin Board (next to mailboxes)
Flyers can be posted on the bulletin board next to the mailboxes by submitting one copy to the
Office Assistant for approval. The Office Assistant will place the flyer on the board and remove it
once it is not relevant.
11. Display Case (outside the office)
The display case outside the office is for professional staff use only unless otherwise requested by
the Fraternity and Sorority Leadership Team. Chapters can submit a proposal to use the display case
for up to one week.
12. Front Windows
Flyers may be posted in the front window closest to the mailboxes by submitting one copy to the
Office Assistant for approval. The Office Assistant will place the flyer in the window and remove it
once it is not relevant.
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University Student Commons & Activities
Guidelines & Procedures
Division of Student Affairs
Fraternity and Sorority Life Recruitment and Intake Guidelines- DRAFT
1.0
Purpose
1.1
2.0
This policy sets up the procedures that must be followed by fraternities and sororities of
the Virginia Commonwealth University Fraternity & Sorority Community in connection
with recruitment and or intake and all new member/aspirant activities. Chapter Advisors,
council officers, and Fraternity & Sorority Life staff will work together to facilitate a
successful and positive experience for all involved in the recruitment/intake and new
member process.
Procedures
2.1
Fraternity and Sorority chapters must adhere to these procedures if they conduct
recruitment or new member activities at Virginia Commonwealth University.
2.2
Pre-Recruitment/ Intake And New Member Activity Documentation
2.2.1
Prior to any recruitment/ intake activities (formal/council coordinated, Continuous
Recruitment, any Intake activities or other), and prior to any new member
education activities taking place (meetings, retreats, teambuilding activities, or
other) all proper documentation needs to be submitted 10 days prior to any
activity.
2.2.2
Any national or regional paper work that needs to be signed by the Fraternity &
Sorority Life Staff.
2.2.3
2.2.4
A signed copy of the Intent of Recruitment/ Intake Paperwork
A recruitment/intake calendar including the times of any recruitment
activities with as much information as possible: date, time and location if
possible.) Dates are not limited to “formal” periods of recruitment for chapters
who conduct year-round recruitment or intake. Year round events may be
included on “formal” recruitment calendar or submitted at a later date following
the same requirements. The Fraternity & Sorority Life Staff must approve
activities before they commence. Activities to include on the calendar, if
applicable:
2.2.4.a
Recruitment events/interest meetings and/or informational meetings
•
2.2.4.b
Please note all forms of advertising must be approve through
the council approval process. Please also attach any flyers
or copies of promotional items to the form. Please note if
students call the office we will give out dates of recruitment
events or interest meeting.
Selection date(s)
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2.2.4.c
Extension of Membership
2.2.4.d
Formal acceptance of Membership
2.2.4.e
Start date of the new member’s official education/ process
2.2.4.f
Expected Initiation Date
2.2.4.g
New Member Show Date (If Applicable)
2.2.4.h
If New Members would like to have a New Member
Show/Presentation, they may do so, but shows are not mandated by
the University. The following procedures should be used, and failure
to do so will result in the New Member Show/Presentation being
cancelled indefinitely.
•
Notify the MGC/NPHC advisor of the date of New Member
Show.
•
The space reservation will then be made by the MGC/NPHC
advisor and the chapter to meet with the advisor to review
the details of the show.
•
Presentation of new members should take place no more
than seven (7) calendar days after the members have been
initiated into the chapter.
•
Any props to be used in the show must also be approved
(i.e. shields, staffs, masks, etc.). In general paddles, bricks,
and other outward symbols of “pledging” are not allowed.
•
If chapter assigns line numbers to new members, the
numbers should accurately represent the numbers of new
members being presented (i.e if there are five men being
presented, the numbers should be 1-5, not 1,2,4,5,6, etc.)
Any exceptions must be approved 48 hours in advance of
the presentation.
•
No inappropriate or revealing attire.
•
No Alcoholic beverages.
•
No physical abuse will be tolerated. This includes but is not
limited to: slapping, kicking, spitting, punching, pushing,
poking, caning, etc. (Canes may be used as a part of the
performance but may not be used as a weapon to harm
another individual.)
•
The duration of the show should be no longer than one (1)
hour if there are less than 10 members coming out or not
longer than two (2) hours if there are more than 10. The
clock starts at the advertised time of the event. If the
organization starts later than the advertised time, the show
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still must still end on time. The organization will have 30
minutes from the time of completion to clear the plaza.
Failure to do so will result in an immediate judicial board in
addition to paying for police officers and any other applicable
fees and/or fines from Event Planning.
•
No show shall commence without a member of the Fraternity
& Sorority Life Staff.
•
All University & Event Planning policies and procedure must
be followed.
2.2.4.i
2.3
Any additional dates pertinent to a specific organization
New Member Process
2.3.1
A new member calendar including a timetable of any activities exclusive to, or
expected of new members with dates and times. All activities must end one
week prior to finals and must take place between the hours of 7:00 a.m. to 12:00
a.m. without advance approval. No new member program should extend beyond
eight (8) weeks to be consistent with national standards and VCU policy.
Activities to include on the calendar, if applicable:
2.3.1.a
Formal acceptance of Membership
2.3.1.b
Initiation date.
•
2.3.2
2.4
Chapters must initiate new members within 8 weeks of
beginning their process.
2.3.1.c
Any additional dates pertinent to a specific organization
2.3.1.d
In the event that any dates and times need to be changed on the
calendars of events, chapter members should notify their council
advisor (in writing) prior to the new event time.
Without the submission of the above paperwork, recruitment/intake will not be
approved. In the event that the recruitment, intake or new member activities
begin without the knowledge and signed approval of the council advisor, and/or
the chapter has not adhered to these written recruitment/intake procedures,
recruitment/intake and/or new member activities will cease immediately and the
chapter may be placed on suspension. These sanctions will be initiated and/or
imposed by the council advisor/s.
Verification of New Members/Aspirants
2.4.1
All chapters conducting recruitment/intake must submit a grade check form for all
member there are interested in ensure the student meets minimum chapter &
council requirements.
2.4.2
The Fraternity & Sorority Office requires three (3) full business days to return
grade requests, and cannot do so without signed academic waivers. Link.
2.4.3
The grade check form is submitted for all potential members. 48 hours after
invitations are extended or their process begins, the chapter must submit the
Anti-Hazing & Grade Release Cards (blue cards).
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2.4.4
2.5
2.5.2
2.4.4.b
Signature
2.4.4.c
Student V Number
2.4.4.d
Academic Waiver
2.4.4.e
A separate line for verification of date received
All organizations must adhere to the following requirements when conducting
recruitment events:
2.5.1.a
No alcoholic beverages will be permitted.
2.5.1.b
All National Policies of the organization and governing Council must
be met.
2.5.1.c
Excessive vulgarity and profanity will not be tolerated; neither will
language or activities that create an atmosphere of discrimination or
intolerance.
2.5.1.d
No inappropriate or revealing attire.
2.5.1.e
Any event that poses a threat of danger to individuals who participate
will not be allowed.
2.5.1.f
Any event that would be perceived by a reasonable observer as a
recruitment event is subject to these rules.
Chapters found in violation of these requirements will have their event stopped
immediately. Referrals to the chapter’s council’s judicial board will be made if
necessary.
After the new member Anti-Hazing and Grade Release cards are submitted to
the Fraternity & Sorority Life Office, those new members will be added to the
chapter roster. In order to remove a member from the roster, the chapter will
submit a membership roster addition/deletion form.
Confidentiality
3.1.1
4.0
Name
Chapter Membership Roster Update
2.6.1
3.0
2.4.4.a
Requirements for Recruitment/Intake Events Hosted by Chapters
2.5.1
2.6
The verification form provides a list of candidates that will include each potential
and/or new member’s:
All documents supplied to the Office of Fraternity and Sorority Life are kept
confidential. They may be shared with university officials, specific chapter
officers, and national organization staff as needed and allowed by the academic
waiver signed.
Hazing
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4.1
5.0
No chapter, colony, student or alumnus shall conduct nor condone hazing activities, and
all will support and follow the Virginia Commonwealth University Hazing Policy and FIPG
Guidelines. This includes all aspirant members, new members, members, alumni/ae
members, parents, or any other involved in the recruitment, intake or education of
fraternity/sorority new members. Hazing activities are defined as:
4.1.1
"Any action taken or situation created, intentionally, whether on or off fraternity
premises, to produce mental or physical discomfort, embarrassment,
harassment, or ridicule. Such activities may include but are not limited to the
following: use of alcohol; paddling in any form; creation of excessive fatigue;
physical and psychological shocks; quests, treasure hunts, scavenger hunts,
road trips or any other such activities carried on outside or inside of the confines
of the chapter house; wearing of public apparel which is conspicuous and not
normally in good taste; engaging in public stunts and buffoonery; morally
degrading or humiliating games and activities; and any other activities which are
not consistent with academic achievement, fraternal law, ritual or policy.”
4.1.2
This definition can also be found in the Fraternity and Sorority Councils of VCU
Risk Management Policies and Procedures.
Violations
5.1
Violations of recruitment regulations may result in being recommended to their council’s
judicial board. Chapters will receive notice of violation from their council, and their council
procedures will be followed.
5.1.1
6.0
Violations include:
5.1.1.a
Intentional submission of improper paperwork (i.e., changing of dates
on forms, falsifying original signatures, incomplete paper work, etc.)
5.1.1.b
Holding membership recruitment or intake without conforming to the
Membership Regulations set by the Office of Fraternity and Sorority
Life.
5.1.1.c
Hazing: Any violations of the VCU Policy on Hazing will be referred
to the council’s judicial board, and possibly individuals being referred
to the Office of Judicial Affairs & Academic Integrity, as well as any
sanctions outlined by the national organization. The Office of
Fraternity & Sorority Life will work in partnership with both bodies to
create a comprehensive plan that avoids duplication and may be
both educational and punitive.
Chapter Status
6.1
7.0
Chapters whose membership falls below five members per the Student Organization
Policy will be required to go dormant for a period of three semesters. At the end of two
semesters, the Office of Fraternity and Sorority Life and the national organization will
begin to negotiate that chapter’s return.
All questions and concerns must be expressed by the chapter president and officer responsible
for recruitment/intake. If any questions regarding the Regulations arise, they may be discussed
between the members of the chapter and the council advisor/s. Final jurisdiction and decisionmaking authority rests in the hands of the council advisor/s and the council.
Written: Summer 2012
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Fraternity and Sorority Life
Intent for Recruitment/Intake
The Fraternity and Sorority Life at Virginia Commonwealth University puts forth an effort to encourage better
development for our fraternity and sorority community and require equal reporting while ensuring the safety and well
being of our students, other fraternities and sororities, local community and the University’s reputation. This
reporting is mandatory and may be available for review and revision each semester as needed.
It is our goal to have fair and equal reporting of all recruitment and membership intake processes of the four
governing councils: College Panhellenic Council (CPC), Interfraternity Council (IFC), Multicultural Greek Council
(MGC) and National Pan-Hellenic Council (NPHC). The measures will help secure a safe and equal fraternity and
sorority community. Each organization conducting recruitment or intake will keep the Office of Fraternity and
Sorority Life informed of all membership recruitment or intake activities each semester.
Members, new members, alumni and members of the Graduate or Alumni Chapters will be held responsible
for their actions during the new member process. It is important that they understand that their actions may have
repercussions on the undergraduate chapter. Undergraduate chapters are responsible for communicating the
governing council and VCU Anti-Hazing Policy to all members, new members, alumni and members of their
Graduate or Alumni Chapters.
The steps listed below must be completed in addition to the inter/national organization’s Policies and
Procedures for Recruitment/Intake. The following information is private and is only available to the council advisors.
These items are required in order to ensure the safety of all members of CPC, IFC, MGC and NPHC organizations,
while preserving the traditions of the organizations.
1. Notify the council advisor of intent to have recruitment events or interest meetings.
2. The officer responsible for educating and/or facilitating the new member process must file the General
Recruitment/Intake Schedule. It must include the dates of recruitment events or interest meetings, the date of
the start of the new member process, the anticipated end date of the new member process, and the expected date
of initiation and new member show (if applicable). This is due ten days prior to performing any
recruitment/intake activity.
3. Grade checks are required for all potential members or aspirants. The grade check form can be found at:
http://www.greeksatvcu.com/forms-policies. Advisors have three (3) days to return grade checks. Grade checks
must be complete before extending an invitation of membership.
4. Within 48 hours of being accepted for membership, the Name, Student ID Number, and e-ID of all New
Members must be submitted through the completion of the Office of Fraternity and Sorority Life Grade Release
and Anti-Hazing Statement. This is so that the council advisors are aware of all new members participating in
activities. These “blue cards” are available in the Office of Fraternity and Sorority Life.
5. If New Members would like to have a New Member Show/Presentation, they may do so, but shows are not
mandated by the University. The following procedures should be used, and failure to do so will result in the New
Member Show/Presentation being cancelled indefinitely.
a. Notify the MGC/NPHC advisor of the date of New Member Show.
b. The space reservation will then be made by the MGC/NPHC advisor and the chapter to meet with the advisor
to review the details of the show.
c. All University policies and procedure must be followed.
If you have any questions regarding the paperwork that you need to submit please contact the Coordinator for
Fraternity and Sorority Life at 804-828-4685.
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_
Virginia Commonwealth University Office of Fraternity and Sorority Life
Membership Intake Information Form
This form must be completed and turned in ten days prior to start of recruitment/intake activities accompanied by:
 Any paperwork from the Inter/National Headquarters or other proper authority, which needs to be signed
by the Fraternity & Sorority Life Staff.
 A copy of the recruitment or intake schedule: recruitment events or interest meetings, beginning date of
process, ending date of process, initiation date, date of new member show/presentation (if applicable),
and new member education plan.
Recruitment/Intake Will begin on
Bids (or membership offers) will go out on
Bids will be formally accepted on
New Member Education will begin on
New Member Education will complete on
New Members will be initiated on
New Member Show date & Time (If Applicable)
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
The Person in charge of the recruitment
for the Chapter will be:
The person in charge of new member education
for the Chapter will be:
___________________________________________
Name
___________________________________________
Title in Chapter
___________________________________________
Phone Number
___________________________________________
Email Address
___________________________________________
Name
___________________________________________
Title in Chapter
___________________________________________
Phone Number
___________________________________________
Email Address
The Chapter Advisors responsible for the above activities will be:
The Person in charge of the recruitment
for the Chapter will be:
The person in charge of new member education
for the Chapter will be:
___________________________________________
___________________________________________
Name
Name
___________________________________________
___________________________________________
Phone Number
Phone Number
___________________________________________
___________________________________________
Email Address
Email Address
The above information is accurate and correct to the best of my knowledge. If anything should change I will submit
it in writing to the Fraternity & Sorority Life Staff as soon as possible.
___________________________ ___________________________ __________________________
President’s Name Printed
President’s Signature
President’s Phone
___________________________ ___________________________ __________________________
Advisor’s Name Printed
Advisor’s Signature
Advisor’s Phone
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PROCESS OUTLINE

I understand that if this form and the accompanying documents are not complete before the
beginning of the recruitment/ intake process, no recruitment or intake of new members will be
allowed. Forms need all required signatures.
 I declare that all information submitted on this form is true to the best of my knowledge, as well as
that of the entire chapter membership, and hereby give permission to the Office of Fraternity and
Sorority Life and the council advisor to verify the validity of this information.
 If any of this information is found to be false or misleading, the Office of Fraternity and Sorority
Life and the council advisor reserves the right to suspend the recruitment/ intake process
pending full investigation of false statements.
 I understand that all recruitment/intake activities will conform to the policy of the inter/national
organization.
 I understand that auxiliary groups (little sister, little brother groups) are inconsistent with the
purpose and philosophy of single-gender fraternal organizations, and are not allowed to be
associated in any way with member chapters of the Virginia Commonwealth University fraternity
and sorority community.
 I understand that any deviation from the policy of my inter/national organization must be
supported in writing from the national headquarters.
 I understand that hazing is defined as the following and is considered a felony in the
Commonwealth of Virginia and can be prosecuted as such if the chapter is found in violation:
 "Any action taken or situation created, intentionally, whether on or off fraternity
premises, to produce mental or physical discomfort, embarrassment,
harassment, or ridicule. Such activities may include but are not limited to the
following: use of alcohol; paddling in any form; creation of excessive fatigue;
physical and psychological shocks; quests, treasure hunts, scavenger hunts,
road trips or any other such activities carried on outside or inside of the confines
of the chapter house; wearing of public apparel which is conspicuous and not
normally in good taste; engaging in public stunts and buffoonery; morally
degrading or humiliating games and activities; and any other activities which are
not consistent with academic achievement, fraternal law, ritual or policy.”
 In the event of any illegal activity perpetrated against potential or prospective new members
taking place before, during, or after the time period specified for intake, liabilities as a result of
those actions will be the sole responsibility of the chapter. The Faculty/Campus Advisor, council
advisor, the Office of Fraternity and Sorority Life, and Virginia Commonwealth University will NOT
be held liable nor considered responsible for any illegal activities.
______________________________________
_______________________________________
Chapter Name
Fraternity/Sorority Name
______________________________________
_______________________________________
Signature of President
Signature of New Member Educator
______________________________________
_______________________________________
Date
Date
______________________________________
_______________________________________
Signature of Recruitment Chair
Signature of Chapter Advisor
______________________________________
_______________________________________
Date
Date
Page 40 of 91
Fraternity and Sorority Life
Roster Addition or Drop Form
Name of person completing form:
_____________________________________________
Phone number:
_____________________________________________
Email address:
_____________________________________________
Today’s date:
______________________________________________
Organization:
_____________________________________________
Member’s Name to be added or dropped: _____________________________________________
Member’s V#:
_____________________________________________
Member’s email address:
_____________________________________________
Member’s signature:
_____________________________________________
Reasons for adding/dropping a member:
____ Member is already initiated and returning to the organization
When did this member initiate/cross into your organization: _____________________
____ Member resigned membership
____ Suspended as grade risk (when choosing this option, please note the member will not do the
following: wear paraphernalia/letters, attend events or otherwise conduct themselves as a member
of the chapter.)
____ Financial obligations
____ Judicial/Standards Board action
____ Transfer
____ Study Abroad
____ Other: ___________________________________________________________
Additional Information
1. If a member is terminated, please include termination paperwork if available.
2. Signatures are not needed for terminated, expelled or members who graduated or did not return to
VCU.
Page 41 of 91
Section III
Cross Council Policies &
Procedures
Page 42 of 91
Fraternity and Sorority Governing Councils
of
Virginia Commonwealth University
Risk Management Policies and Procedures
Guidelines for Social Host Responsibility
and other areas of
Fraternity and Sorority Risk Management
Adopted: October 2007
Revised: June 5, 2012
DRAFT
Page 43 of 91
Purpose of Risk Management at VCU
The purpose of implementing proper Risk Management practices at Virginia Commonwealth University
is two-fold: to educate the campus fraternity and sorority community of their responsibilities in the
areas of risk management and to promote self governance through the disciplinary process of chapters
that violate policies and procedures. Our hope is to eliminate any unnecessary risk to any organization
or member belonging to the fraternity and sorority community at VCU.
This manual contains many important pieces of information regarding all areas of risk management:
alcohol use, social host responsibility, hazing, fire safety, etc.
Any violation of the policies and procedures in this manual or those stated in the Virginia
Commonwealth University Rules and Procedures will be referred to the appropriate governing council
judicial board for immediate action
Fraternity and Sorority Social Host Responsibility Policy and Procedures
The social component of fraternity and sorority life is highly valued by VCU. Fraternities and sororities
should promote an environment that encourages social interaction with the campus community. A
chapter’s social program should consist of a variety of activities (for example, theater trips, casino
nights, sporting events/functions, and theme parties). Non-alcoholic events/functions should equal to or
exceed the number of social events that include the use of alcohol. The University expects fraternity and
sorority social events to be consistent with the social and risk management guidelines provided by their
inter/national organization, as well as with the VCU rules and regulations and FIPG Guidelines that
follow. All policies shall be implemented in a way that promotes the legal and responsible use of alcohol.
Further, each chapter is expected to adhere to the laws of the Commonwealth of Virginia, Virginia
Alcohol Beverage Control, City of Richmond, and Virginia Commonwealth University as they pertain to
the consumption of alcohol and other substances as well as building and fire safety codes.
The FIPG risk management policy is the official risk management policy for all VCU fraternities and
sororities and will be implemented and enforced by each governing council and the Office of Fraternity
and Sorority Life. All member chapters and members of each governing council are expected to abide by
the policies of FIPG as implemented by Virginia Commonwealth University or their individual
inter/national risk management policy, whichever is stricter. These social policies apply to all fraternities
and sororities and all levels of membership.
I. Virginia Commonwealth University Rules and Procedures
http://www.provost.vcu.edu/pdfs/rulesandprocedures.pdf
Virginia Commonwealth University is an academic community given meaning through the mutual
respect and trust of the individuals who learn, teach, and work within it. Each member of this
community is entitled to certain rights and privileges which must be protected through fair and orderly
processes and which are best safeguarded when members act in an orderly and responsible manner.
Each member of th University community is equally entitled to the protection of this document.
II. Social Host Responsibility Regulations – FIPG Guidelines
http://www.fipg.org/FIPG/FIPG.nsf/vwPagesByKey/Resources?OpenDocument
1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES, while on
chapter premises or during a fraternity event, in any situation sponsored or endorsed by
the chapter, or at any event an observer would associate with the fraternity, must be in
Page 44 of 91
compliance with any and all applicable laws of the state, province, county, city and
institution of higher education, and must comply with either the BYOB or Third Party
Vendor Guidelines.
2. No alcoholic beverages may be purchased through or with chapter funds nor may the
purchase of same for members or guests be undertaken or coordinated by any member in
the name of or on behalf of the chapter. The purchase or use of a bulk quantity or
common source(s) of alcoholic beverage, for example, kegs or cases, is prohibited.
3. OPEN PARTIES, meaning those with unrestricted access by non-members of the
fraternity, without specific invitation, where alcohol is present, are forbidden.
4. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic
beverages to any minor (i.e., those under legal drinking age).
5. The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED
SUBSTANCES while on chapter premises or during a fraternity event or at any event
that an observer would associate with the fraternity is strictly prohibited.
6. No chapter may co-sponsor an event with an alcohol distributor or tavern (tavern defined
as an establishment generating more than half of annual gross sales from alcohol) at
which alcohol is given away, sold or otherwise provided to those present. This includes
any event held in, at or on the property of a tavern as defined above for purposes of
fundraising. However, a chapter may rent or use a room or area in a tavern as defined
above for a closed event held within the provisions of this policy, including the use of a
third party vendor and guest list. An event at which alcohol is present may be conducted
or co-sponsored with a charitable organization if the event is held within the provisions of
this policy.
7. No chapter may co-sponsor, co-finance or attend or participate in a function at which
alcohol is purchased by any of the host chapters, groups or organizations.
8. All recruitment or rush activities associated with any chapter will be non-alcoholic. No
recruitment or rush activities associated with any chapter may be held at or in conjunction
with a tavern or alcohol distributor as defined in this policy.
9. No member or pledge, associate/new member or novice shall permit, tolerate, encourage
or participate in "drinking games”. The definition of drinking games includes but is not
limited to the consumption of shots of alcohol, liquor or alcoholic beverages, the practice
of consuming shots equating to one’s age, “beer pong”, “century club”, “dares” or any
other activity involving the consumption of alcohol which involves duress or
encouragement related to the consumption of alcohol.
10. No alcohol shall be present at any pledge/associate member/new member/novice
program, activity or ritual of the chapter. This includes but is not limited to activities
associated with “bid night”, “big brother/big sister night” and initiation
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III. Social Host Responsibility Procedures
A. Scheduling and registration
1. All recognized fraternities and sororities wishing to host events (social events,
philanthropy events, speakers, etc.) must complete the Social Event Notification
Form seven calendar days in advance with their respective governing council.
2. If the event involves a third party vendor, all supplemental documents are also due 7
(seven) calendar days in advance of the event.
3. Violation of Fraternity and Sorority Social Event Notification Form submission
guidelines will result in the following:
• First violation will result in a $50.00 fine
• Second violation will result in a $100.00 fine and notification sent to the
chapter advisor and Fraternity and Sorority Life staff
• Third violation will result in a $120.00 fine and the automatic suspension of
social privileges for 4 weeks
• If chapter chooses not to comply with suspension obligations a judicial board
hearing with their respected council will occur.
B. Attendance and access
1. Attendance at fraternity/sorority social events at which alcohol is consumed,
possessed, or served by a Third Party Vendor shall be restricted to members of the
Virginia Commonwealth University community and their personally escorted guests.
All guests must be on the guest list.
2.
The sponsoring fraternity/sorority is required to control access to the event. If
additional security personnel are required, the sponsoring fraternity/sorority will be
responsible for payment for security personnel.
a. The amount of security and personnel should follow your national guidelines..If
your national policy does not have guidelines, the Office of Fraternity and Sorority Life
suggests the following:
• Two sober members monitoring main entrance to check identification of guests
and their alcohol.
• One sober member monitoring each point of entry.
• Two sober members working the BYOB bar.
• Minimum of two sober members monitoring the party.
3. The sponsoring fraternity/sorority must host events in a closed venue, meaning no
access to the event or event space by non-members or invited guests. A roped off area
within a larger event venue is not sufficient.
C. Time restrictions
1.. Social events at which alcohol is consumed may not exceed a four (4) hour length of
time, and no organization may register more than one event on any given day.
Exceptions will be made twice a year.
D. Advertising
1. Advertising for events where alcohol will be present must include the type of
function, entertainment, location, time, sponsor and a statement indicating that proof
of age and VCU ID are required.
2 Advertising with references to “alcoholic beverages,” “alcohol,” “cocktails,” “keg” or
other terms or illustrations descriptive of alcoholic beverages or their consumption is
not permitted.
3. Announcement of a private event may be by invitation only; no advertising of the
event is permitted.
E. Off-campus events
1. Fraternities and sororities, which sponsor social events off-campus at which alcohol is
served by a Third Party Vendor or host BYOB events, are accountable under these
regulations for behavior at the event. Individuals are also responsible to the
University for their conduct at such events.
2. Organizations must complete the Third Party Vendor or BYOB event checklist
provided by each governing council seven (7) calendar days in advance of the offcampus event.
3. Students are expected to abide by University regulations and State laws with respect
to alcohol. The Virginia Commonwealth University Rules and Procedures include the
provision that the governing council judicial boards can adjudicate off-campus
events.
F. Violations and penalties
All violations of the VCU Rules and Regulations, the governing council constitutions,
the FIPG guidelines, and any other policies that apply to fraternities and sororities, will
be referred to the respective governing council judicial board for a hearing and
sanctions. Please see the respective governing council constitution and by-laws for the
judicial procedures.
Third Party Vendor Guidelines
Your chapter will be in compliance with your inter/national policies if you hire a “third party vendor” to
serve alcohol at your functions when you can document the following checklist items. Be sure to check
with your Inter/National organization to make sure this checklist will be in compliance with your
Inter/National Risk Management policy. Further, each chapter is expected to adhere to the laws of the
Commonwealth of Virginia, Virginia Alcohol Beverage Control, City of Richmond, and Virginia
Commonwealth University as they pertain to the consumption of alcohol and other substances as well
as building and fire safety codes.
THE VENDOR MUST:
______
1. Be properly licensed by the appropriate local and state authority. They might involve
both a liquor license and a temporary license to sell on the premises where the function is
to be held.
ATTACH COPIES OF STATE AND LOCAL LICENSES TO THIS CHECKLIST.
Page 47 of 91
______
2. Be properly insured with a minimum of $1,000,000 of general liability insurance,
evidenced by a properly completed certificate of insurance prepared by the insurance
provider.
The above “certificate of insurance” must also show evidence that the vendor has, as part of
his/her coverage, “off premise liquor liability coverage and non-owned and hired auto
coverage.”
The certificate of insurance must name as additional insured (at a minimum) the local
chapter of the fraternity hiring the vendor as well as the national fraternity with whom the
local chapter is affiliated.
ATTACH A COPY OF THE CERTIFICATE OF INSURANCE
AND HIGHLIGHT REQUIRED CLAUSES
______
3. Agree in writing to cash sales only, collected by the vendor, during the function. (If Third
Party Vendor Program Agreement is filled out properly, then requirements #3 and #4 will
have been fulfilled.)
______
4. Agree in writing all the responsibilities that any other purveyor of alcoholic beverages
would assume in the normal course of business, including but not limited to:
A. Checking identification cards upon entry;
B. Not serving minors;
C. Not serving individuals whom appear to be intoxicated;
D. Maintaining absolute control of ALL alcoholic containers present;
E. Collecting all remaining alcohol at the end of a function (no excess alcohol,
opened or unopened, is to be given, sold, or furnished to the chapter)
F. Removing alcohol from premises
ATTACH A WRITTEN AGREEMENT SIGNED AND DATED BY THE CHAPTER PRESIDENT AND THE VENDOR
STIMULATING AGREEMENT TO THE ITEMS REQUIRED IN #3 AND #4 ABOVE.
This checklist must also be signed and dated by both the chapter president and the vendor. In doing so, both
parties understand that only through compliance with these stipulations will the chapter be in compliance with
their risk management policy.
Chapter President’s Signature and Date
Vendor’s Signature and Date
Third Party Vendor Agreement
(Name of Vendor )
will be operating as a
“third party vendor” to serve alcohol at a social function on
(Date) at
(Location). Both the vendor and the chapter or chapters involved agree
to the salary of $
to be paid in full prior to the social function in question.
This salary is designed to cover the costs involved with the hiring of
security
persons and
bartenders and permit costs totaling $
. The
Page 48 of 91
aforementioned vendor agrees to cash sales only that will be collected by the vendor’s employees only,
during the function. The predetermined amount of beverages will be $
well
drinks, to be served in
oz. cups, and $
drafts, to be served in
oz. cups. The aforementioned vendor also agrees to comply with the following risk
management guidelines for third party vendors:
•
•
•
•
•
•
check identification upon entry
to serve alcohol only to persons of legal drinking age
not to serve individuals who appear to be intoxicated
to maintain absolute control of all alcoholic containers present
to collect all remaining alcohol at the end of the function
and to remove all alcohol from the premises
This form must be signed and dated by both the authorized chapter representative(s) and the
authorized vendor representative. In doing so, all parties involved understand that only through
compliance with these stipulations, and the additional requirements and rules of the CPC Risk
Management Guidelines, will the chapter(s) be in compliance with risk management requirements.
Chapter President’s Signature and Date
Chapter Risk Management’s Signature and Date
Chapter Social Chair’s Signature and Date
Authorized Vendor Representative’s Signature and Date
Governing Council Vice President Signature and Date
BYOB Guidelines
The BYOB guidelines provided are suggestions for safe and practical implementation. Individual
chapters must still follow their own inter/national policies, if said policies are more specific and/or more
stringent. If questions arise, be advised that this checklist does not supersede the local, city, state,
general fraternity/sorority, or national laws, statues and policies – or common sense. These guidelines
are designed to help you implement a BYOB party. Questions you may have regarding the logistics of a
BYOB party are most likely answered throughout this checklist. Be sure to contact your general
fraternity to make sure the stipulations are consistent with general fraternity standards.
Themes


Themes make an event special... be sure to use common sense and good taste.
The NIC Theme Party Kits are full of exciting new theme ideas for chapters
Page 49 of 91
Entrance





One well-lit entrance, controlled and monitored by security or older members, is mandated
Monitors check to see if those seeking entry are members or have an invitation and are on the
guest-list
Members and guests with alcohol are required to show proof of legal drinking age (the
invitation guest list should also have the birthdays of members and guests)...a picture ID with a
birth date and student ID are required for those bringing in alcohol.
A guest’s name is checked once entry into the event location has been made
Several exits must be made available due to fire codes and laws; however, exits can not be used
as entrances
Invitation guest lists



Invitation guest lists with specific names and birthdays of all non-members who have been
invited should be generated for each function
Social events (with alcohol) open to the entire fraternity or sorority community or student
population encourage the likelihood of accidents and risky behavior and are prohibited
The guest list must be submitted with the social event registration form by five p.m. one week
prior to the event.
Wristbands





Members and guests who are of-age and bring alcohol to the event receive a non-adjustable,
hospital-type wristband
Individuals checking alcohol into the event also receive a hand-stamp on each hand (this is to
show that the individual has already entered the event and checked in alcohol)
The individual’s name is checked off the invitation guest list and the type of alcohol is written by
his/her name
Of-age guests and members who do not check in alcohol DO NOT receive a stamp or a wristband
(only those who bring alcoholic beverages are allowed to consume alcoholic beverages)
Precision Dynamics Corporation markets a product called VISA BAND...Call 800/847-0670 for
more details about wristbands that can be customized with themes, colors, and sizes
Punch cards





For each and every event, punch cards should be created that are event specific
Punch cards should be about credit card size with pertinent information clearly printed on each
card
The name of the individual, his/her birthday, the type and the amount of alcohol, the date of
the event, and the theme of the event should all be somewhere on the punch card
Punch cards, unlike tickets, are easy to handle and are a more effective means for proper
redistribution
Punch cards are to be collected at the exits when your guests leave
Types and amounts of alcohol
Page 50 of 91









The following stipulations apply per person, for a typical four hour function
All the soda, juice, flavored water, or other non-alcoholic beverages you care to consume
(provided by the host)
Six (6), twelve (12) ounce cans of beer
-or- Four (4), ten (10) ounce wine coolers
No kegs or hard alcohol
No squeeze bottles, beer bongs, party balls, pitchers, tumblers, or other containers
No beer/wine/alcohol for common use in members’ rooms
No bottles (except wine coolers that are poured into plastic cups before redistribution)
No shots, drinking games, or other activities that encourage inappropriate drinking behavior
Food and non-alcoholic beverages






The amount of non-alcoholic beverages should at least equal the number of underage members
and guests at the event
Breads, meats, cheeses, vegetables, brownies, cookies, subs, pizza, fruits, and dips are
considered appropriate foods
Food, and non-alcoholic and alcoholic beverages should be contained within one centralized
location
Water and coin-operated soda machines are not considered appropriate alternative beverages
Non-alcoholic beverages should be served from closed containers (cans, plastic bottles, or
fountain dispersing machines)
During the last 45 minutes of an event, alcohol service should stop...a new non-alcoholic
beverage and a new food item should be served for those who wish to switch beverages and
begin winding down
Chapter monitors & security







Monitors are charged with regulating social events and maintaining the risk management policy
of the chapter(s) involved, and are not to be confused with party monitors
One monitor for every 25 guests is advised
If hired security is not used, both male and female monitors must be used to ensure that the
rules are applied to both men and women equally
Monitors should be older members (preferably seniors) of all participating organizations who
will serve as general monitors or as service monitors working at the service distribution center
Specialty clothing may be worn by the monitors to set them apart from the rest of the partygoers
Chapter presidents and social chairs should limit their use of alcohol (if consuming at all) during
social events so that they can, along with the monitors, ensure that a safe social environment is
maintained
Monitors have the right to deny access to the event to anyone they think is already impaired by
alcohol or other drugs, even if the person is on the invitation guest list
Service distribution center

One centralized location should be established for the distribution of all food, non-alcoholic
beverages, and for the distribution of all alcoholic beverages
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





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No other location, especially members’ rooms, can be used for the distribution of alcoholic
beverages
The holding tank, which serves as a cooling area for the alcohol brought to the function by
members and guests, is as simple as a large rubber trash can filled with ice...obsolete keg
holders can now be used for this purpose as well
Non-alcoholic beverages are to be presented in an attractive and accessible manner... they must
also be free to anyone who desires an alcohol-free beverage
Anyone who wishes to acquire an alcoholic beverage that s/he brought to the event, must
present the punch card, show the wristband and stamp and return an empty can if this is not
the first request (returning the cans assists the chapter with its recycling efforts and helps
ensure that alcohol is not being given to others once it leaves the service center)
The service monitors must not serve anyone who is intoxicated, even if the person has alcohol
remaining
Only one beer or wine cooler may be acquired at a time
Left-over alcohol can be picked up the following day; otherwise it is to be discarded
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Pre-Event Checklist
The following Pre Event Checklist is designed so that you can quickly determine whether or not you have
implemented risk-reducing steps for your chapter’s social event. This page may be copied and used for
each of your social events throughout the academic year. Be sure to keep working until you are able to
make a yes for each question.
Yes
No
alcohol
Our event is theme oriented, complete with activities that do not directly relate to
consumption, drinking games, or alcohol abuse
Yes
No
throughout
We are providing plenty of juice, pop, water and other inviting, alcohol-free beverages
Yes
rolls,
We have plenty of substantial food items like submarine sandwiches, pizzas, cookies,
No
the duration of the event.
breadsticks, a variety of cheeses, vegetables, brownies, and ice cream for the duration
of the event.
Yes
No
or one
We are limiting the types and amounts of alcohol to either one six-pack of 12 oz. beers
Yes
No
to occur.
We have one entrance to the event...with several exits available if an emergency were
Yes
No
who were
We have an actual-guest list that has names and birthdays of all members and guests
Yes
No
have checked
We are administering wristbands to all of-age (21 year old) members and guests who
package of wine coolers, with no hard alcohol present!
issued an actual invitation (name specific) prior to this event.
in alcohol for this function.
Yes
No
guests who
Along with the wristbands, we are placing a hand-stamp on each hand of members and
Yes
No
drinking, and
We have a co-ed team composed of members who are of-age and initiated, non-
event.
Yes
No
has his/her
are of-age and who have checked alcohol into the function.
sober, from each sponsoring organization serving as monitors and workers for this
Each person who has checked alcohol into the function has received a punch card that
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name, age, type of beer/wine cooler, amount checked, the date, and the title of the
party all written on the punch card.
Yes
No
holding tank
At the door, all alcohol is checked in and then taken by a designated monitor to a
Yes
We have just one central location for all food, snacks, non-alcoholic drinks, and alcoholic
beverages that members and guests have brought for the evening.
No
Yes
No
are given
where it will be distributed later via the punch card system.
Wine coolers are poured into cups before being distributed and additional cans of beer
efforts.
only in exchange for empty cans thereby assisting with our clean-up and recycling
Yes
No
No alcohol leaves the social event once it has been checked into the event...leftover
alcohol can be
picked up the next day.
Yes
No
We have discussed the event with both our general fraternity and chapter advisor.
Fraternity and Sorority Mixer Policy
All fraternity and sorority mixers must be approved by each respective council. Chapters need to follow
their national organization’s policies regarding BYOB events. If your national organization allows BYOB
events, the national organization’s risk management policies must be on file with the Office of Fraternity
and Sorority Life.
Fraternity and Sorority Philanthropy Event Policy
Fraternities and sororities hosting events for the primary purpose of raising money for a nonprofit organization and/or in relation to the organization inter/national philanthropy will not
include the use of or presence of alcohol during the event. The sponsoring chapter should also
give full consideration to any social events being held immediately after a philanthropy event to
ensure that the social event is in no way connected to the philanthropy event, its participants, or
is considered a continuation of the philanthropy event and the raising of funds or goods for the
charity.
Should the chapter feel serving alcohol is a pertinent to the philanthropy event (i.e, concerts, golf
tournaments, etc.) the chapter may apply for a waiver for this policy. This waiver should include,
but not limited to, the following information:
•
Name of Third Party Vendor location (all philanthropy events with alcohol must
occur at Third Party Vendors.)
o Chapter and/or philanthropy cannot profit from alcohol sales
o All Third Party Vendor Guidelines must be followed.
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•
•
Why the chapter believes alcohol is important to the event.
How the Chapter will create the guest list for this event.
o Ticket sales or registration must close 24 hours prior to the event.
Fraternity and Sorority Road Tripping Policy
Fraternities and sororities are forbidden to include required travel and/or road tripping to other
campuses or locations outside of a 60 miles radius during any approved recruitment or intake
process. Interest groups and colonies will also not be permitted to travel more than 60 miles for
any colonization or chartering visitation requirements.
Fraternity and Sorority Governing Councils of VCU
Resolutions regarding specific areas of Risk Management:
The following are statements on the basic risk management issues that are central to fraternities and
sororities. The Resolution from the fraternity and sorority governing councils is listed first followed by
the Virginia Commonwealth University Policy and the FIPG Guideline on the specific issue. The
resolutions are listed in alphabetical order.
Alcohol and Illegal Drugs
Fraternity and Sorority Governing Councils Resolution on Alcohol and Illegal Drugs:
All member organizations shall follow local, State and Federal laws, the Virginia
Commonwealth University Rules and Procedures, and FIPG Guidelines pertaining to alcohol and
illegal drug use.
Fraternity and Sorority Governing Councils Resolution on Drinking Games:
The Virginia Commonwealth University Alcohol policy states no drinking games are permitted
on campus or at events associated with the University. All fraternities and sororities will follow
this rule at both on and off campus events, and this is to include any and all events with any form
of a liquid substance, regardless of alcohol content.
Virginia Commonwealth University Resource Guide – Alcohol and Drug Policy:
http://www.provost.vcu.edu/pdfs/policies/alcoholdrugpolicy_2011.pdf
Policy Statement and Purpose
In accordance with the federal Drug Free Workplace Act of 1988, the federal Drug Free Schools and
Communities Act of 1989, and the Commonwealth of Virginia’s Policy on Alcohol and Other Drugs,
it is the policy of Virginia Commonwealth University that the unlawful or unauthorized
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manufacture, distribution, dispensation, possession or use of alcohol and illicit drugs by employees
and students on University property or as part of any University activity is prohibited. Any employee
or student who violates this policy is subject to disciplinary action up to and including termination
of employment, expulsion from the University, referral for prosecution, and/or referral for
satisfactory participation in an appropriate evaluation or rehabilitation program.
The purpose of this policy is to protect the health, safety and welfare of members of the University
community and the public being served by the University.
FIPG Guidelines - Drugs:
1. The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on
chapter premises or during a fraternity event or at any event that an observer would
associate with the fraternity is strictly prohibited.
Auxiliary Groups
Fraternity and Sorority Governing Councils Resolution:
The fraternity and sorority governing council do not authorize, recognize or approve of the
existence of any fraternity or sorority affiliated auxiliary organization (sweethearts, diamonds,
little sisters/brothers, courts, kittens, etc). Opposite sex auxiliary groups, commonly referred to
as "big brothers" and "little sisters," are inconsistent with the concept and philosophy of separate
and equal women's and men's fraternal institutions, and furthermore, threaten the protected
single-sex status of fraternal institutions.
North-American Interfraternity Conference Statement of Position Regarding Little Sister
Groups
The North-American Interfraternity Conference believes sororities and women's fraternities offer
excellent opportunities for women to share a fraternal experience and that auxiliary women's
groups organized by some men's fraternity chapters, commonly referred to as "little sisters," are
inconsistent with the concept and philosophy of separate and equal women's fraternities. The
Conference joins the Fraternity Executives Association and several member fraternities in
strongly discouraging "little sister" groups as inappropriate adjuncts to the collegiate chapters of
men's fraternities. One of the Standards of the NIC calls for member fraternities to work with
their chapters to eliminate these programs.
Association of Fraternity/Sorority Advisors Resolution Regarding Fraternity and Sorority
Auxiliary Organizations [edited]
Whereas, the sponsorship of and the participation in auxiliary organizations, commonly referred
to as “little sister” or “little brother” programs is inconsistent with the purpose and the
philosophy of single-gender social fraternal organizations; and
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Whereas, the existence of such groups that offer a subservient or "second class" status to
members promotes inequality and violates the intent of the Title IX exemption that allows
fraternities and sororities to operate as single-gender organizations; and
Whereas, the structure of such auxiliary organizations creates the potential for and increases the
opportunities for inappropriate behavior or wrongful misconduct defined by state and federal
laws, including demeaning and sexist activities, sexual exploitation, sexual harassment, and
sexual abuse; and
Whereas, the existence of these groups creates significant legal liabilities for sponsoring
chapters, especially with regard to activities involving alcoholic beverages, because the chapter
may be held liable for the actions of auxiliary organization members (who are not included in a
chapter's liability insurance coverage); and
Whereas, such groups do not fall under the traditional campus or alumni supervisory roles, and
the extent of accountability is unclear; now, therefore, be it
Resolved, that the Association of Fraternity/Sorority Advisors urges campus administrators,
student governing councils of fraternities and sororities, and national/international fraternity and
sorority organizations to work collaboratively to develop and actively enforce policies that
prohibit fraternities and sororities from sponsoring auxiliary organizations.
Title IX Implications
December 1974 Amendment - Specifically, Title IX was amended in December of 1974 to
include language that exempts social sororities and fraternities who have a 501(a) tax exemption
of Title 26 from the Internal Revenue Service. Title IX exemptions for fraternities and sororities
outlines an emphasis on membership status of each group to be on single-sex affiliation
connected to the prior condition outlined. If membership allows for co-ed membership or
“auxiliary” status, the group can be in violation. Sponsorship or organized “little sister/brother”
type activities are an example of such.
Campus and Personal Safety
Fraternity and Sorority Governing Councils Resolution on Campus Safety:
Each chapter is to encourage their members to practice good habits of personal and campus safety, and
take advantage of the safety services provided by the VCU Police.
Fire Safety
Fraternity and Sorority Governing Councils Resolution on Fire Safety:
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Every fraternity and sorority will do its upmost to ensure the safety of its members and guests at any
and all events to include consideration of use of candles and other objects that aid n the possibility of
issues with fire and fire damage.
VCU|University Student Commons and Activities Guidelines for Candle Use:
The use of candles/open flame of any kind in any University facility is expressly prohibited.
Exceptions are made for catering operations and must be approved in advance. In outdoor areas,
candles are permitted only if drip guards are used. In all circumstances if a USC&A staff member
perceives a risk of personal or property damage as a result of candle/open flame use, the Manager
on Duty may require the candle(s) be extinguished.
FIPG Guidelines – Fire, Health and Safety:
1. All chapter houses should meet all local fire and health codes and standards.
2. All chapters should post by common phones and in other locations emergency numbers for fire,
police and ambulance and should have posted evacuation routes on the back of the door of
each sleeping room.
3. All chapters should comply with engineering recommendations as reported by the insurance
company or municipal authorities.
4. The possession and/or use of firearms or explosive devices of any kind within the confines and
premises of the chapter house is expressly forbidden.
5. Candles should not be used in chapter houses or individual rooms except under controlled
circumstances such as initiation.
Hazing
Fraternity and Sorority Governing Councils Resolution:
No chapter, colony, student or alumnus shall conduct nor condone hazing activities, and all will support
and follow the Virginia Commonwealth University Hazing Policy and FIPG Guidelines. This includes all
aspirant members, new members, members, alumni/ae members, parents, or any other involved in the
recruitment, intake or education of fraternity/sorority new members. Hazing activities are defined as:
"Any action taken or situation created, intentionally, whether on or off fraternity
premises, to produce mental or physical discomfort, embarrassment, harassment,
or ridicule. Such activities may include but are not limited to the following: use of
alcohol; paddling in any form; creation of excessive fatigue; physical and
psychological shocks; quests, treasure hunts, scavenger hunts, road trips or any
other such activities carried on outside or inside of the confines of the chapter
house; wearing of public apparel which is conspicuous and not normally in good
taste; engaging in public stunts and buffoonery; morally degrading or humiliating
games and activities; and any other activities which are not consistent with
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academic achievement, fraternal law, ritual or policy or the regulations and
policies of the educational institution or applicable state law."
Virginia Commonwealth University Rules and Procedures - Hazing:
http://www.usca.vcu.edu/docs/Hazing_Statement.pdf
Hazing is prohibited by law in the Commonwealth of Virginia and by Virginia Commonwealth
University. Hazing is activity which is physically or mentally abusive, potentially dangerous,
humiliating or demeaning, or which interferes with academic achievement and the human rights
of the individual.
Branding and Tattooing
The University prohibits branding and tattooing in University facilities and on University
grounds. The University does not encourage the practices of branding and tattooing.
Sanctions
The Coordinator for Fraternity and Sorority Life, in partnership with the inter/national fraternity
or sorority staff, will oversee the governing council’s investigation and determine sanctions
when notified that an organization has violated University regulations or local, state and federal
statutes. The organization will be contacted and informed that an investigation is being
conducted. Organizations may receive one of the following sanctions:
1. Censure: A letter of warning shall be sent to the current president of the organization and a
copy placed in the permanent file of the organization.
2. Suspension: The organization shall lose the privilege of using University space for social and
fund-raising activities and be denied use of student activity fees for a period of time determined
by the Associate Director for Programs and Educational Services or designee based on the
governing council Judicial Board recommendations.
3. Cancellation: The organization shall no longer be registered at Virginia Commonwealth
University. The length of cancellation shall also be determined by Associate Director based on
the governing council Judicial Board recommendations.
Virginia Hazing Law: 18.2-56. Hazing unlawful; civil and criminal liability; duty of school, etc., officials
It shall be unlawful to haze, or otherwise mistreat so as to cause bodily injury, any student at any school,
college, or university. Any person found guilty thereof shall be guilty of a Class 1 misdemeanor, unless the
injury would be such as to constitute a felony, and in that event the punishment shall be inflicted as is
otherwise provided by law for the punishment of such felony.
Any person receiving bodily injury by hazing or mistreatment shall have a right to sue, civilly, the person or
persons guilty thereof, whether adults or infants.
The president, or other presiding official of any school, college or university, receiving appropriations from
the state treasury shall, upon satisfactory proof of the guilt of any student found guilty of hazing or
mistreating another student so as to cause bodily injury, expel such student so found guilty, and shall make
report thereof to the attorney for the Commonwealth of the county or city in which such school, college or
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university is, who shall present the same to the grand jury of such city or county convened next after such
report is made to him.
FIPG Guidelines - Hazing:
No chapter, colony, student or alumnus shall conduct nor condone hazing activities. Hazing activities are
defined as:
"Any action taken or situation created, intentionally, whether on or off fraternity
premises, to produce mental or physical discomfort, embarrassment, harassment, or
ridicule. Such activities may include but are not limited to the following: use of alcohol;
paddling in any form; creation of excessive fatigue; physical and psychological shocks;
quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on
outside or inside of the confines of the chapter house; wearing of public apparel which is
conspicuous and not normally in good taste; engaging in public stunts and buffoonery;
morally degrading or humiliating games and activities; and any other activities which are
not consistent with academic achievement, fraternal law, ritual or policy or the
regulations and policies of the educational institution or applicable state law."
Fraternity and Sorority
New Member Show Management Policy and Procedure
VCU | USC&A Advising and Approving New Member Shows Guideline and Procedure
1.0
Purpose
To establish a consistent and standard procedure and clearly communicate needs and expectations for
New Member Shows of member organizations in the National Pan-Hellenic Council and the Multicultural
Greek Council of Virginia Commonwealth University.
2.0
Procedure
2.1
New Member Shows will be advised through a modified version of the Event Advising
Process.
2.2
The NPHC on-campus advisor and/or the MGC advisor will reserve the space for the new
member shows. These reservations will be made as “general events” in order to protect
the organizations anonymity prior to the show.
2.3
No new member show will take place on top of the VCU bricks in the Commons Plaza.
This means that chapters will not enter, step, or present their new members on top of
this space of yellow bricks. The shows can take place in the middle of the commons
plaza.
2.4
All New Member Shows must be reviewed and advised by the NPHC on-campus advisor
and/or the MGC advisor.
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3.0
2.5
Requests for space will be made upon receipt of the VCU Office of Fraternity & Sorority
Life Intent for Intake paperwork, which includes the date, time and location of the new
member show.
2.6
New member shows will not be a part of any other program or event ie: not during a
step show, educational program or social event.
2.7
The NPHC on-campus advisor and/or the MGC advisor will meet with the student
organization representative(s) to discuss the following:
 Inter/National, Regional and/or chapter guidelines regarding New Member Shows
 Definition of Hazing and perceptions of Hazing
 Risk Management
 Content and Presentation
 Logistics, Time and Date
 Crowd Control
 Previous history with new members shows and program planning
2.8
To be approved, the student organization sponsor must meet the following minimum
requirements:
 Submit the VCU Office of Fraternity and Sorority Life Intent for Intake paperwork.
 Meet all deadlines for the Event Approval Process.
 Guarantee the active presence of the Chapter Advisor or non-student
representative of the organization serving in an advisory capacity.
 Be at a time that a member of the Fraternity & Sorority Life staff can be present.
 Demonstration of adequate plan for crowd control and safety. The plan for crowd
control must include the use of physical barriers, identifiable crowd control staff and
a “Pre-show” presentation to advise the audience of the crowd control, safety and
access procedures for the event.
2.9
Any changes to the event, including content, location, date, must be communicated to
the NPHC on-campus advisor and/or MGC advisor at least 5 business days in advance of
the event date.
2.10
The NPHC on-campus advisor/MCG Advisor may require changes to the event date,
location and/or time due to potential problems with crowd control, safety and access to
surrounding facilities
2.11
If the event is approved, the Student Events Coordinator will communicate the details of
the event to the Commons and Activities staff and VCU Police.
Definitions
3.1
New Member Show: The presentation of new initiates into an organization. Considered
a tradition for National Pan-Hellenic organizations and the Multicultural Greek Council
organization on VCU’s campus. Shows typically involve stepping, greeting of other
organization members and introduction of new members. Historically referred to as
“probate” shows.
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3.2
Hazing: (As defined by the FIPG, Inc. Risk Management Policy) Hazing activities are
defined as: “Any action taken or situation created, intentionally, whether on or off
fraternity premises, to produce mental or physical discomfort, embarrassment,
harassment or ridicule…”
NPHC and MGC Governing Council New Member Show Procedures
To establish a consistent and standard procedure and clearly communicate needs and expectations for
New Member Shows of member organizations in the National Pan-Hellenic Council and the Multicultural
Greek Council of Virginia Commonwealth University, all new member shows will be conducted
accordingly:
1. Restricted Area Management:
a. The Commons Plaza will be the location for all new member shows.
b. The area where the new member show takes place will be blocked off with
barricades provided by the University Student Commons.
c. The internal area will provide space for families and members of the
organizations in which the show associates. There will be chairs for the family
members and space reserved in front of the chairs, on the ground, for the members
of the organization hosting the new member show.
d. There will be space inside the area in front of the families and members of the
organization for the new members to complete their presentation.
e. No more than three current members, active and on the VCU roster, are allowed
to be facilitating and/or interacting with the new members during the show.
f. No one is permitted inside the restricted area unless they are new members,
chapter members, members of the organization being represented, family of the
new members, or University officials.
g. No one inside of the restricted area may stand on the chairs or other objects to be
able to see.
h. If the chapter is concerned about rain, and is not willing or able to move the date
to an alternative rain date, a 30x30 tent can be provided (at a cost of approx.
$1,000) to cover the area for the families, the members and the new members.
This cost would be an expense to the chapter. A 72 hour advance notification
would need to be received in writing to have the tent in place for the new member
show.
2. Outside restricted area:
a. People attending the show will be permitted to stand outside the restricted area.
No one will be permitted to stand behind the new members. The only exception to
that rule is if the people viewing the show are watching from the staging area.
b. No one outside of the restricted area will be permitted to stand on tables, chairs,
or other property in the Commons Plaza. This will be managed by the USC&A
Student Manager and/or the VCU Police.
3. Expectations of the sponsoring chapter:
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a. The management of the organization members inside of the restricted area is the
responsibility of the chapter. This includes alumni, members from other
campuses, families, and current members.
b. The chapter is to ensure that all members of the organization are sitting on the
ground at all times during the show.
i. Special arrangements can be made with the NPHC/MGC Advisor if there
are members of the chapter and/or family members who will participate in
the revealing of new members.
ii. If the chapter is not able to manage their guests inside of the restricted area
then all future new member show privileges will be revoked and the
chapter will be referred to the NPHC/MGC Judicial Board.
c. The chapter will notify the NPHC/MGC Advisor of the estimated time of arrival
of the new members in order to prepare appropriately.
d. The chapter, in combination with the NPHC/MGC Advisor, makes the rain call.
In the case of any lightning the new member show will be cancelled.
4. Expectations of the Governing Council:
a. Two police officers will be provided for each show. The costs associated with the
Police will be paid by the governing councils.
b. The University Student Commons Common Ground will be reserved for the postNew Member Show Reception for the chapter. There is a limit of 95 people that
can be in attendance at the post-event reception.
Non-Discrimination and Equal Opportunity
Fraternity and Sorority Governing Councils Resolution:
Fraternities and sororities at Virginia Commonwealth University will maintain a strong commitment to
outstanding achievement through activities that are designed to promote equal opportunity and access
to all programs and membership without regard to race, color, religion, national origin, age, political
affiliation, veterans’ status, sexual orientation or disability.
Virginia Commonwealth University Equal Opportunity Policy
http://www.vcu.edu/eeoaa/pdfs/reaffirmation.pdf
Virginia Commonwealth University will maintain a strong commitment to outstanding achievement,
educational excellence and high principle. Activities of the university are designed to promote the
continuing policy of providing equal opportunity for employment and education and access to all
programs and services without regard to race, color, religion, national origin, age, gender, political
affiliation, veterans’ status, sexual orientation or disability.
It shall be the policy of this institution to provide employment, educational programs, health
care services, research opportunities and other services provided to the public in a manner that
will insure that the university’s commitments to nondiscrimination are implemented. Access to
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all services is based on sound principles of nondiscrimination as expressed in the affirmative
action plans and procedures.
Off Campus Social Events
Fraternity and Sorority Governing Councils Resolution:
Students residing in off-campus residences are responsible for ensuring the safety, well-being
and conduct of their guests, whether invited or uninvited. This includes hosting events or
gatherings where alcohol is available for underage students, students drink to excess, or use
illegal drugs.
Chapter members should be educated on the risks associated with hosting events at off-campus
apartments and houses, as the fraternity and sorority governing councils will hold the chapter
accountable for violations of council, University and FIPG guidelines at any and all events that
can be attributed to a fraternity or sorority, regardless of location.
Virginia Commonwealth University Rules and Procedures – Application:
http://www.provost.vcu.edu/pdfs/rulesandprocedures.pdf
In general, it is the policy of Virginia Commonwealth University not to become involved in
adjudicating off-campus conduct of members of the University community. However, the institution
also has a commitment to protect its own welfare and that of its members. Thus in those
circumstances where the off-campus behavior of a member of the University community
significantly impairs the University-related functioning of another member or gives rise to serious
danger to the University community, the provisions of this document will apply to off-campus
behavior of members of the University community. Such conduct may subject the violator to the
provisions of law, in addition to the sanctions of this document. Additionally, in cases where offcampus conduct of a student has resulted in a criminal conviction or an adjudication of civil liability
by a court of law, the University may exercise the right to impose the sanctions of this document
even though the off-campus conduct does not significantly impair the University–related functioning
of another member of the University community or does not give rise to serious danger to the
University community. Any decision to exercise this right will be at the determination of the Provost
or his/her designee.
Sexual Abuse and Harassment
Fraternity and Sorority Governing Councils Resolution:
No chapter will not tolerate or condone any form of sexist or sexually abusive behavior on the part
of its members, whether verbal, physical, mental or emotional. This is to include any actions which
are demeaning to women or men, ranging from but not limited to verbal harassment to sexual
assault by individuals or members acting together.
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Virginia Commonwealth University Guidelines on Prohibition of Sexual Harassment:
http://www.vcu.edu/eeoaa/pdfs/sexualharassment.pdf
Virginia Commonwealth University strictly prohibits acts of sexual harassment against any
member of the University community. Acts of either verbal or physical sexual harassment will
not be tolerated and will subject the person who commits such acts to disciplinary action under
these guidelines and, possibly, other University policies and procedures. In addition, such acts
could subject the violator to sanctions under federal and state laws and policies, including Titles
VII and IX of the federal civil rights laws.
Upon receipt of a complaint of sexual harassment, the University will take action appropriate to
the charge presented by the complaint. Such action may take the form of investigation,
counseling, informal meetings and/or resolution and/or formal discipline. Any administrator or
supervisor who is made aware of a charge, or circumstance which may give rise to a charge of
sexual harassment should refer the matter in accordance with the procedures set forth in these
guidelines.
Definition of Sexual Harassment
Sexual harassment is defined as unwelcome acts of a sexual nature including sexual advances,
requests for sexual favors and/or other verbal or physical conduct, including written
communications, of an intimidating, hostile or offensive nature, or action taken in retaliation for
the reporting of such behavior, when:
1. Submission to such conduct, either explicitly or implicitly, is made a term or condition of
an individual's employment or academic status; or
2. Submission to or rejection of such conduct by an individual is used as the basis for
employment, promotion, transfer, selection for training, performance or academic
evaluation decisions; or
3. Such conduct has the purpose or effect of creating an intimidating, hostile or offensive
working or educational environment or substantially interferes with an employee's work
performance or a student's academic performance.
Verbal sexual harassment may include, but is not limited to: (1) sexual innuendo, comments and
sexual remarks about clothing, body, or sexual activities; (2) humor and jokes about sex that
denigrate women or men in general; (3) sexual propositions, invitations, or other pressure for
sex; (4) implied or overt threats of a sexual nature; and, (5) making gestures of a sexual nature.
Physical sexual harassment may include, but is not limited to: (1) unwelcome touching, patting,
pinching, brushing against the body, attempted or actual kissing or fondling, and any other
inappropriate and/or unwelcome touching or feeling; (2) coerced sexual intercourse or other
sexual acts or misconduct; and, (3) sexual assault. Other types of sexual harassment may include
displaying sexually suggestive photographs or literature in the workplace or academic
environment and making degrading insults about men or women in general.
Application
These guidelines govern and apply to the conduct of all Virginia Commonwealth University
faculty, staff, administrators (hereinafter collectively referred to as "University employees") and
students. Complaints of sexual harassment by a student against a University employee or by a
University employee against a student must be filed under these guidelines. Complaints by one
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student against another student must be filed under the VCU Student Sexual Misconduct Policy.
(Copies are available from the Division of Student Affairs.) The Guidelines on Prohibition of
Sexual Harassment apply to conduct on University premises, including the Monroe Park Campus
and the Medical College of Virginia Campus and any and all other facilities owned, controlled or
otherwise being used by the University. This document also governs and applies to all programs
offered by the University and to the conduct of University employees and students in any
location where the conduct and behavior significantly impacts the University or its personnel.
Virginia Commonwealth University Student Sexual Misconduct Policy:
http://www.provost.vcu.edu/pdfs/sexualmisconduct.pdf
Virginia Commonwealth University prohibits sexual misconduct by students. Actions which result
in charges of sexual misconduct under this policy also may subject a student to civil and/or criminal
liability under federal and state laws and policies, including Title IX of the federal civil rights laws.
Definition
Student sexual misconduct is defined as unwelcome acts of a sexual nature committed by a student
against another student without consent including, sexual advances, requests for sexual favors and/or
other verbal or physical conduct, including written communications of an intimidating, hostile or
offensive nature, or action taken in retaliation for the reporting of such behavior.
Student sexual misconduct may include, but is not limited to: (1) unwelcome touching - either of the
victim or when the victim is forced to touch another person's body, directly or through clothing such as patting, pinching, brushing against the body, attempted or actual kissing or fondling, and any
other inappropriate and/or unwelcome touching or feeling; (2) coerced sexual intercourse (e.g., rape,
attempted rape, sodomy, or other sexual acts or misconduct); (3) unwelcome sexual propositions,
invitations, or other pressure for sex; (4) implied or overt threats of a sexual nature; (5) making
gestures of a sexual nature; (6) unwelcome sexual remarks about clothing, body, or sexual activities;
and humor and jokes about sex that denigrate women or men in general.
Acts of physical student sexual misconduct are commonly considered to constitute a form of sexual
assault when occurring without consent. To constitute lack of consent, the acts must be committed
either by threat, force, intimidation, or through the use of the victim's physical or mental inability (of
which the accused was aware or should have been aware) to understand the situation, the
consequences of his/her choices, or to express his/her desires.
Application
This policy governs the conduct of all Virginia Commonwealth University students on University
premises; that is, on the campuses of VCU and other property or facilities owned, controlled, or
otherwise being used by the University. This policy also governs and applies to all programs offered
by the University and to the conduct of students in any location where the conduct and behavior
significantly impacts the University, its personnel and students.
FIPG Guidelines – Sexual Abuse and Harassment:
The fraternity will not tolerate or condone any form of sexist or sexually abusive behavior on the
part of its members, whether physical, mental or emotional. This is to include any actions which
are demeaning to women or men, ranging from but not limited to verbal harassment to sexual
assault by individuals or members acting together.
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Substance-Free Events
Fraternity and Sorority Governing Councils Resolution:
1. All fraternities and sororities are required to host one (1) substance-free social event per
semester during the school year
2. All alcohol-free events must be registered according to the guidelines set forth in this document
3. If alcohol-free social events are hosted during the standard event times, these events will be
monitored along with those events where alcohol is present
4. All events in sorority chapter facilities will be alcohol-free
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Shared Standards Agreement for
Fraternities and Sororities
at
Virginia Commonwealth University
A Relationship Statement between
The Fraternity and Sorority Governing Councils of Virginia Commonwealth University
and it’s
Inter/National
Fraternities and Sororities
Adopted: April 14, 2009
Implementation Year: 2012-2013
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Shared Standards Agreement for Fraternities and Sororities at
Virginia Commonwealth University
Table of Contents
Virginia Commonwealth University Mission Statement
Page 3
Shared Standards Agreement Purpose Statement
Page 3
Special Provisions for Fraternities and Sororities
Page 4
Evaluation Category 1: Academic Performance
Page 8
Evaluation Category 2: Membership Development/Education
Page 9
Evaluation Category 3: Risk Management and Legal Liability
Page 11
Evaluation Category 4: Leadership & Community Engagement
Page 12
Evaluation Category 5: Community Service and Philanthropy
Page 13
Evaluation Category 6: Membership Recruitment/Intake Practices
Page 14
Evaluation Category 7: Chapter Management
Page 15
Governing Council and Institutional Responsibilities
Page 17
Annual Evaluation and Award Process
Page 18
Conclusion and Affirmation
Page 20
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Virginia Commonwealth University Mission
Statement
Virginia Commonwealth University is dedicated to excellence in instruction in an atmosphere of
free inquiry and scholarship so that its students may realize their full potential as informed,
productive citizens with a lifelong commitment to learning and service.
The University serves the local, state, national and international communities with excellence through
its scholarly activities, its diverse educational programs and its public service activities. The University
also contributes its intellectual and creative expertise in the development of innovative approaches to
meet the changing needs of our society.
VCU is one university with a common future, that is engaged with and committed to the
community of which it is a part, and which purposefully and proudly provides access and
opportunity that many major research universities do not, while embracing and celebrating
diversity in its student body, faculty, staff and administration, and recognizing that learning,
scholarship, service and practice are at the heart of what VCU does, and define what VCU is.
The university takes its founding date of 1838 from the year the Medical College of Virginia was
created as the medical department of Hampden-Sydney College. MCV became independent in
1854 and state-affiliated in 1860. VCU’s Monroe Park Campus began in 1917 as the Richmond
School of Social Work and Public Health. In 1925, it became the Richmond division of the
College of William and Mary; and in 1939, its name was changed to Richmond Professional
Institute. It separated from William and Mary in 1962 to become an independent state institution.
In 1968, MCV and RPI merged to become Virginia Commonwealth University, the most
comprehensive urban university in the state and one of the top research universities in the nation.
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Shared Standards Agreement Purpose
Statement
The Shared Standards Agreement for Fraternities and Sororities at Virginia Commonwealth University is
implemented to improve the management and the quality of the fraternity and sorority experience at
Virginia Commonwealth University. The agreement is between the member chapters of the College
Panhellenic Council, Multicultural Greek Council, National Pan-Hellenic Council and Interfraternity
Council with their respective governing council. These Shared Standards will be implemented and
documented by the chapters and governing councils in coordination with the Office of Fraternity and
Sorority Life.
The purpose of the Shared Standards Agreement for Fraternities and Sororities is (1) to improve the
management and quality of fraternities and sororities at Virginia Commonwealth University by outlining
a clear, but comprehensive, set of standards that each chapter must attain to be recognized by the
governing council, and thus the University; (2) to provide an annual evaluation tool in which fraternities
and sororities can participate in a self-evaluation process and receive recognition for surpassing the
chapter standards, and (3) to empower students to be part of the decision making process in
determining how they wish to function within the greater University community. The intent of the
shared standards process is to provide a framework by which chapters can quantify and document their
activities and successes, while creating a tool by which fraternities and sororities can be evaluated.
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Virginia Commonwealth University
Special Provisions for Fraternities and Sororities
(As stated in the VCU University Student Commons & Activities Policy Book)
1.0
Purpose
1.1
2.0
Official registration of men’s and women’s fraternities and sororities will be conferred
by the University Student Commons and Activities (USCA) as part of the process of
registering all student organizations on the Monroe Park Campus.
Procedures
Fraternities and Sororities must also meet the following conditions:
2.1
Fraternities and sororities must meet all the conditions for the registration of a student
organization as defined in the “Procedures for Registered Student Organizations on the
Monroe Park Campus of Virginia Commonwealth University.”
2.2
Each fraternity is expected to maintain membership in one of the established campus
governing councils, as applicable: College Panhellenic Council, Multicultural Greek
Council, National Pan-Hellenic Council, or Interfraternity Council.
2.2.1
If an inter/national organization does not fall under the provision of these
governing councils, they may be under the administrative guidance of the
Fraternity and Sorority Leadership Team at VCU until an appropriate governing
body is formed.
2.3
Each fraternity or sorority seeking registration must be in good standing with it’s
inter/national organization. All local fraternities may be required, as a condition of
registration, to adopt standards equivalent to those of the inter/national organizations.
2.4
Each fraternity seeking official University recognition must place a copy of its
inter/national and local governing documents on file with USC&A. These documents will
be kept in confidence to the extent permitted by law. Groups previously identified to
the University by their /international organizations as being strictly prohibited from
filing their constitutive documents will provide them for review at the time of seeking
Official Recognition, and will make them available to the University upon request at any
future time. The governing documents shall include (if they exist):
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2.4.1
Inter/National Constitution and Bylaws.
2.4.2
Inter/National Standing Rules and Policies.
2.4.3
Local chapter Bylaws, Operating Procedures, and Chapter Code of Conduct.
2.4.4
Local Articles of Incorporation (if they exist).
2.4.5
Copies of the above documents, when revised, are to be promptly filed.
2.5
Each fraternity and sorority must adhere to the provisions of its governing documents.
2.6
Each fraternity and sorority will meet at least once a semester with a university
designee to discuss chapter issues.
Each fraternity and sorority will follow the expectations stated in the Shared Standards
Agreement for Fraternities and Sororities at Virginia Commonwealth University.
2.7
2.8
The chapter’s facility (chapter house, residence, chapter room, lodge, or meeting area),
if any, must be safe and provide a healthy living environment, including, but not limited
to, adequate refuse collection, property upkeep and maintenance, and satisfaction of
building, zoning, and safety codes as required by local fire, health, and governmental
agencies. This provision includes, but is not limited to, the requirement that
appropriate government agencies (e.g., Fire Department, Department of Health
Services) are asked to perform regular inspections on an annual basis and certify that
each facility complies with applicable laws and regulations under their respective
jurisdictions.
2.8.1
Each fraternity and sorority must annually file a current certificate of liability
insurance coverage with USC&A. Organizations which do not have continuous
year round coverage must file a certificate of insurance showing proof of liability
coverage on an event-by-event basis.
2.9
Each fraternity and sorority is expected to conduct its business practices in a lawful and
ethical manner, maintaining fair personnel practices and conducting its fiscal affairs in
accordance with generally accepted practices.
2.10
Each fraternity and sorority shall establish, maintain, and comply with a well-defined
code of conduct, and shall ensure that all of its members have a working understanding
of the code of conduct. The fraternity or sorority shall have an internal judicial system
to enforce this code. The University must receive an annual copy of this code of
conduct if it is not clearly included in the organization’s constitution/bylaws.
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3.0
2.11
Each fraternity and sorority shall establish and maintain a program for the academic
advancement of each of its members and shall designate a person to maintain accurate
membership rosters, receive chapter grade reports, and act as a liaison to USC&A.
2.12
The University may periodically require fraternities and sororities to demonstrate that
the provisions of this document have been met. However, the University assumes no
responsibility or liability for enforcing compliance, which is the sole responsibility of
each fraternity.
Applicable University services
3.1
4.0
Fraternities and sororities which agree to and abide by the aforementioned provisions
and regulations for official recognition, and are in good standing (i.e., not subject to any
sanction imposed by their inter/national organization, campus governing council or
USC&A which restricts eligibility), are eligible to receive the following services from the
University:
3.1.1
Advice and counsel, as well as referrals and resources, will be offered in the
areas of chapter development and programming, leadership development,
personal safety and risk management, alcohol and substance use and abuse,
sexual assault and abuse, stress management, eating disorders, etc.
3.1.2
Additional assistance and counsel may be available in the areas of chapter
governance; judicial concerns; interpreting University policies, procedures and
regulations; providing information on state and municipal law as they relate to
membership activities (e.g., hazing); educational and social programming;
general fiscal matters; emergency preparedness; etc.
3.1.3
The University will provide, upon request and within applicable University policy
and law, such services as maintaining membership records, computing fraternity
grade point averages and standings, as well as placing holds on the records of
financially delinquent chapter members.
3.1.4
The governing councils shall be permitted to develop and maintain a system for
adjudicating violations of University policies and procedures by fraternities
under the direction of the University Student Commons and Activities staff
responsible for student organization judicial action. All activity and decisions of
the fraternity judicial committees shall be subject to review and final authority
of the University judicial system for student organizations.
Definitions
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5.0
6.0
4.1
Fraternity: an organization which operates under the provisions of Title IX of the
educational Amendments and IRS Code Title 26, 501.c.7 and which it permitted to
exclusively admit men. (Note: some women’s organizations are legally a “fraternity” but
for VCU purposes fraternity refers to men’s organizations.)
4.2
Sorority: an organization which operates under the provisions of Title IX of the
educational Amendments and IRS Code 501.c.7 and which it permitted to exclusively
admit women.
4.3
Local Fraternity or Sorority: an organization which operates under the provisions of
Title IX of the educational Amendments and IRS Code 501.c.7 but which does not belong
to a national or international governing organization.
4.4
Risk Management: for the purposes of this document and interpretations of policies,
practices and judicial action, the definition of risk management and it’s component
elements shall be that of the most recent version of the FIPG, Inc. Risk Management
Policy.
References
5.1
Procedures for Registered Student Organizations on the Monroe Park Campus of
Virginia Commonwealth University
5.2
Rights and Responsibilities of Registered Student Organizations on the Monroe Park
Campus of Virginia Commonwealth University
Approvals and Revisions
SAAC Approval: April 27, 2001
Revised: Format, procedures, references 4/5/06, 9/1/08, 2/27/09, 4/13/2012
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Areas of Shared Standards
The annual review of chapter performance will be based on a three level system in the following seven
areas of shared standards:
(1) Academic Achievement
(2) Membership Development/Education
(3) Risk Management and Legal Liability
(4) Leadership & Community Engagement
(5) Community Service and Philanthropy
(6) Membership Recruitment/Intake Practices
(7) Chapter Management
The three levels of expectation are as follows:
Level I: To be recognized by a fraternity and sorority governing council at Virginia Commonwealth
University, every chapter is expected to fulfill the basic items set forth in the Level I criteria. If, for any
reason, the chapter does not complete the items in Level I in all seven categories, the chapters will be
asked to attend a “Show Cause” hearing by the governing council.
Level II: For a chapter to be eligible to receive an “Area of Excellence” award at the annual Leadership
and Service Awards Ceremony, the chapter will need to complete the items stated in Level II in any or in
all of the seven areas of shared standards. The Level II items are not a requirement to maintain the
chapter in good standing with the governing council; the criteria are an incentive to be recognized for
excellence in any or all of the seven areas.
Level III: For a chapter to be considered for the “Fraternity or Sorority of the Year” award, the chapter is
encouraged to complete the items listed in Level III in every section. Fulfillment of any Level III criteria,
along with all of the Level II criteria in every section, will place the chapter in consideration for
“Fraternity or Sorority of the Year.”
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Shared Standards Area 1: Academic Performance
Academic success is a standard of the University and is a necessary element of a fraternity or sorority’s
contribution to and support of the University mission. The fraternity and sorority community at VCU will
engage students, the alumni of tomorrow, in high impact academic experiences that expand learning.
The fraternity and sorority community believes that the highest priority in each organization’s general
program should be given to the development and promotion of high academic achievement.
Academic Performance Level I:
1.
Scholarship Chair: The chapter will elect an individual who will develop and present relevant
programs and consult with the administration when necessary on academic issues. This
individual will also provide each member with a list of campus academic resources.
2.
Member Academic Standard: The chapter will observe its inter/national organization’s
minimum grade point average requirement for joining, initiation, holding office, and good
standing of a chapter member. The chapter will observe its governing council minimum grade
point average requirement for membership (if any).
3.
Chapter Event Management: The chapter will not sponsor or permit activities by its chapter or
its members that disturb classes, disrupt study in the library, an individual’s room, or other
places where a student should enjoy silence, or interrupt faculty and/or students in their
academic pursuits.
Academic Performance Level II:
4.
Chapter Academic Performance: The chapter will achieve an all-chapter grade point average
above the all-men’s or all-women’s average during every semester.
5.
Scholarship Programming Plan: The chapter will annually develop and submit a copy of it’s
scholarship programming plan to the Coordinator for Fraternity and Sorority Life prior to
October 1. This plan must include two study skills/enhancement programs per semester.
6.
Chapter Officer Grade Requirement: The chapter has a higher GPA requirement for officers
than for non-officer members.
7.
Commitment Release for Academic Conflicts: The chapter will take care to see that
recruitment/intake, new member education, and membership activities do not compromise the
academic performance of prospective new members, new members or initiated members. The
chapter’s policy regarding academic conflicts will be included in the chapter scholarship
programming plan submitted by October 1.
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Academic Performance Level III:
8.
9.
Academic Recognition Program: The chapter will develop programs that encourage and
recognize academic achievement and stimulate intellectual growth. These programs might
include awards for academic achievement or Deans List standings. One such program must be
completed every academic year. The recognition program should be a part of the Scholarship
Programming Plan.
Faculty Member Interaction: The chapter will develop programs that encourage and promote
student/faculty relations. These programs might include an invited speaker to address the
chapter, or discussions led by a faculty member, or a social interaction for members of the
chapter and members of the faculty. One such program must be completed every academic
year.
10.
Individual Chapter Member Performance: No chapter members have fallen below a 2.0
semester GPA for the previous 2 semesters.
11.
Academic Support Services: The chapter coordinates academic support services for its members
using University support services and resources.
Shared Standards Area 2: Membership
Development & Education
* For this document, the use of the term new member will refer to any individual classified as a
pledge, new affiliate, associate member, aspirant, member currently in process or a new member of a fraternity or
sorority.
In order to compliment a strong recruitment/membership intake program, each fraternity and sorority is
obligated to have a positive member development program. Educational and related activities are
necessary if each new member is to become familiar with and accept both the financial and social
aspects of his/her chapter. The Fraternity and Sorority Community believes that the strength of any
fraternity or sorority will be realized through a constructive new member education and total
membership development program, which will provide opportunities for leadership development,
general enthusiasm for the organization’s ideals, and set a sound base for lifetime membership.
Membership Development & Education Level I:
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1.
New Member Education Plan and Member Development Program: The chapter will review
and discuss with its Chapter Advisor and the Coordinator for Fraternity and Sorority Life the
membership education plan to be implemented by the chapter for new members as well as the
entire chapter. A copy of the membership education plan must be submitted to the Coordinator
for Fraternity and Sorority Life by September 1 for fall new member education and February 15
for spring new member education.
2.
Initiation Deadline: All chapters will complete their new member education program and
complete the initiation ceremony for all new members in the time period determined by their
respective governing council but no more than eight weeks. This time period will also not
exceed past two weeks prior to academic exam week of that semester. This period of time is
adequate time to complete all of the inter/national and University requirements for new
member education.
3.
Academic/Employment Excuses Policy: Chapters will include nothing in the program that will
intentionally hamper the academic performance of the new members or disrupt the academic
pursuits of the community. In addition, chapters will include nothing in the program that is
antagonistic towards another group. Each chapter will submit its policy regarding academic and
employment excuses with the scholarship program due on September 15/February 15 of the
academic year.
4.
Alcohol-Free Social Events: Every fraternity and sorority will sponsor one alcohol-free social
event per academic semester. These can be co-sponsored events with other fraternal
organizations or other student organizations.
Membership Development & Education Level II:
5.
Chapter History: Each chapter will conduct a new member meeting in which the chapter
president or another officer discusses pertinent information and history of the chapter at
Virginia Commonwealth University, the history of the University, and all relevant inter/national
policies.
6.
Issues Programming: Each chapter is required to provide programming for new members and
initiated members on the following issues:
• Hazing
• \Legal Liability and/or Risk Management
• Sexism and/or sexual abuse and/or gender issues
• Alcohol and drug use and abuse
• Diversity and/or non-discrimination
If 80% of the chapter membership is in attendance for a University or organization sponsored
lecture on one of the above topics, this can serve as the chapter programming on that topic or the
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chapter attending multiple events on the topic to reach the 80%. In-house chapter programs will
involve the participation of members of the faculty, staff, administration, and/or an outside expert.
7.
Governing Council New Member Program: 80% of new members will participate in any
programs developed by the chapter’s respective governing council.
Membership Development & Education Level III:
8.
Chapter Specific Programs: A cumulative 100% of the chapter has to attend or host 1 chapter
specific program per semester.
9.
New Member Community Service Event: The new member class will participate in one service
project during the semester in which they are initiated. This can be planned by the chapter or
the new members.
10.
Retention of Members: Fraternities and sororities will recruit and retain talented and diverse
students at 80% of the new members from the beginning to end of the new member education
program. The chapter will retain at least 90% of initiated members, not including those that
graduate in December or May. Fraternity and sorority members will graduate at a higher rate.
11.
The chapter will retain at least 80% of the new members from the beginning to end of the new
member education program. The chapter will retain at least 90% of initiated members, not
including those that graduate in December or May.
12.
Parents Program: Each chapter will communicate with parents or host a program specific to
parents. .
13.
Alumni/ae Relations or Graduate Chapter Program: Each fraternity and sorority is expected to
work closely with their alumni/ae or Graduate Chapter to plan a program where alumni can get
to know the current members and begin the networking process. Possible topics of these
programs include careers, the job search process, and resume building. The optimal times for
this type of programming would be Homecoming or Founders Day. Report of this program will
be submitted within 10 days of the event.
14.
Campus Resources: The chapter involves the following departments in its membership
development program: campus activities, admissions, volunteer services, student organization
development, residence life, career center, counseling center, wellness center.
Initiation Deadline: The Chapter will initiate members between four to six weeks after the
education process begins.
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Shared Standards Area 3: Risk Management & Legal
Liability
Like all Virginia Commonwealth University students, members of fraternities and sororities are expected
to comply with University regulations and are subject to local, state, and federal law. For infractions of
chapter or governing council regulations, the members are subject to chapter and University governing
council judicial processes. When individual fraternity or sorority members commit breaches of
University regulations or public laws, they are accountable as individuals to the respective authorities.
When fraternities and sororities are responsible for violating University regulations, they are subject to
the governing council judicial processes as chapters and to appropriate sanctions by council on
recommendation from the council judicial board.
Risk Management & Legal Liability Level I:
1.
Social Host Responsibility: Each chapter will follow the guidelines of student conduct printed in
the Virginia Commonwealth University Student Handbook and published on the Virginia
Commonwealth University website at http://www.provost.vcu.edu/policies/ or any additions
made thereafter.
2.
Governing Council Risk Management Policy: Each chapter will follow the Fraternity and Sorority
Governing Council Risk Management Guidelines. Chapters will educate all members on this
policy and– documentation due by October 1.
3.
Housing Facility Inspections (if applicable): Each chapter performs regular inspections on an
annual basis and certifies that each facility complies with applicable laws and regulations under
their respective jurisdictions. Documentation due April 1.
4.
Judicial/Standards Board: Each chapter holds members accountable for membership
expectations through an internal judicial board.
5.
Council Risk Management Training: Each chapter Risk Manager, Social Chair, or officer
responsible for planning events will participate in an annual training on University policies and
procedures.
Risk Management & Legal Liability Level II:
6.
Violations: Chapters will not have any violations resulting in a judicial hearing with a result of
responsible.
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7.
Crisis Management Plan: The chapter develops a crisis management plan and each member is
educated about this plan. A copy of this plan is due by September 15 and the education will
take place by October 1.
Risk Management & Legal Liability Level III:
8.
Campus Police: The chapter maintains a positive relationship with VCU Police Department
and/or Richmond Police Department, and hosts a joint program with members of VCUPD
annually.
9.
Risk Mangament Training: Training for chapter on risk management and legal liability with a
specific focus on officer training.
Shared Standards Area 4: Leadership & Community
Engagement
The fraternity and sorority community at Virginia Commonwealth University values campus involvement
and leadership as central features of the fraternity and sorority experience. The fraternity and sorority
community at Virginia Commonwealth University will engage students, the alumni of tomorrow, in high
impact extra-curricular experiences that expand learning, promote civil discourse and engage students
in creative expression. Virginia Commonwealth University values the involvement of all students in the
life of the campus, and encourages members of the fraternity and sorority community to be involved in
student organizations and leadership opportunities outside of their chapter experience.
Leadership & Community Engagement Level I:
1.
Campus and Community Involvement: Each chapter will have at a minimum 50% of its
membership involved in another student organization at Virginia Commonwealth University or a
volunteer role in the Richmond Community. The chapter will submit a list of members and their
involvement by April 1.
2.
Leadership Training: Executive officers in every chapter are expected to take part in leadership
education sponsored and provided either by the Office of Fraternity and Sorority Life and/or the
inter/national organization of which the leaders are a part. These include but are not limited to:
Leadership Retreat, Officer Training, and Chapter President Roundtables.
Report of the
chapter’s attendance at the inter/national convention or leadership training must be submitted
no later than October 1.
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3.
Participation in Council Events: Each chapter will participate in community service,
philanthropic, educational and social activities sponsored by the governing councils that are
classified as “community-wide” events. These events would include, but are not limited to:
Speakers, Greek Week, Fraternity and Sorority Life Awards, New Member Programs, and Officer
Roundtables. Each council will define participation.
Leadership & Community Engagement Level II:
4.
Participation in Virginia Commonwealth University Events: Each chapter is expected to
participate in the major campus events of Virginia Commonwealth University. The chapter is
expected to participate in four of the following on an annual basis: APB sponsored events,
Welcome Week, Homecoming, Fall Fest, Intercultural Festival, Into the Streets, Black History
Month, SOVO Fair, Fall Block, Relay for Life, or a cultural/arts event. Sporting events are
excluded.
5.
Co-Sponsorship of Events: Every chapter is expected to host an event (social, educational,
service, etc.) with another chapter in the fraternity and sorority community, outside of your
chapter’s governing council. Proof of the program is due within 10 days after the event to the
chapter’s governing council Advisor.
Leadership & Community Engagement Level III:
6.
Fraternal Honoraries and Councils: Each chapter is expected to have members involved in
Order of Omega or in the governing council. This information will be tracked by the Office of
Fraternity and Sorority Life at the time of honorary initiations and council officer transitions.
7.
8.
Campus Leadership Positions: Each chapter is expected to have members (minimum of 1)
involved in leadership roles on campus including but not limited to Student Government, RA’s,
and orientation leaders, or officer in another student organization.
9.
Co-Sponsorship of Events (with an organization outside of fraternity and sorority life): Every
chapter is expected to host an event (social, educational, service, etc.) with another student
organization. Proof of the program is due within 10 days of the event to the chapter’s governing
council Advisor.
10.
Campus Public Relations/Marketing: The chapter is using campus communication resources
with the campus newspaper and other media outlets.
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Shared Standards Area 5: Community Service &
Philanthropy
One of the cornerstones of Fraternity and Sorority Life at Virginia Commonwealth University is giving
back to the community. The fraternity and sorority community at VCU will expand community engaged
scholarship, recognizing the opportunities to be a good member of the University and the local
communities. This will be achieved through a positive program of involvement with the various public
service and philanthropic activities offered within Virginia Commonwealth University and the greater
Richmond community.
Community Service & Philanthropy Level I:
1.
Community Service and Philanthropy Chair: The chapter will elect an individual who will
coordinate all community service and philanthropic activities, and be responsible for reporting
and verifying such activities with the chapter’s governing council Advisor within 10 days of the
event.
2.
Community Service Participation: Each chapterwill on average donate _7_hours per member
(including new members) each semester, turning in a chapter service list each semester via
email on the provided form.
3.
Community-Wide Service Events: The chapter will participate in community service and
philanthropic activities that have been voted on by the governing councils that are classified as
“community-wide” service or philanthropic events.
4.
Philanthropy Event: Each chapter holds one philanthropy event per year, donating at least $10
per member (including new members.)
Community Service & Philanthropy Level II:
5.
Community Service Participation: Each chapter will donate 10 hours per member (including
new members) per semester, turning in a chapter service list each semester via email on the
provided form.
6.
Support of Philanthropy Events: Each chapter will participate in or donate to at least 4 other
chapters’ philanthropy events or service programs. One event/program will be within each
governing council (IFC, CPC, MGC, & NPHC.) Reports are due 10 days following the event.
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Community Service & Philanthropy Level III:
7.
Co-sponsored service: The chapter works with another fraternity, sorority or student
organization - outside of the chapter’s council - on one major campus service program each
year.
8.
Philanthropy Event: Each chapter holds one philanthropy event per semester, donating at least
$15.00 per member (including new members) to the national or local philanthropic
organization.
Shared Standards Area 6: Membership
Recruitment/Intake Practices
The purpose of recruitment/intake is to present the fraternity and sorority alternative to Virginia
Commonwealth University students who are not affiliated with a fraternity or sorority.
Recruitment/intake efforts of fraternities and sororities should be to include as many students as is
reasonably possible who desire membership, should be open and honest, and introduce prospective
members to all phases of a chapter’s activities and to the personal and financial responsibilities that
membership entails.
Membership Recruitment/Intake Level I:
1.
Administrative Paperwork: For NPHC/MGC chapters- submits Intent to Conduct Intake Form
and all necessary documents. For IFC/CPC chapters- submits up to date roster prior to
extending any membership invitations. All students that accept membership must fill out the
VCU Hazing and Grade Release card.
2.
Membership Invitations: A chapter will only extend invitations of membership to those
potential members who meet the minimum grade point average determined by their respective
governing council, and will not extend bids prior to a grade check by the Office of Fraternity and
Sorority Life. Each chapter has the opportunity to establish a higher grade point average
standard for membership.
3.
Recruitment/Intake Rules and Regulations: It is expected that all recruitment/intake
regulations set by the governing council will be followed before, during, and after the formal
and informal recruitment/intake period. At such time that these regulations are not followed,
the proper procedures will be taken to discipline the chapter in violation. See the governing
council Recruitment/Intake Regulations.
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4.
Recruitment/Intake Officer: Each chapter will elect an individual who will be responsible for
managing all procedures of membership recruitment/intake including but not limited to:
recruitment/intake retreat each semester for its members, attend any/all governing council
meetings regarding recruitment/intake, distribution of evaluations to members on behalf of the
governing council and complete a personal in-depth evaluation following recruitment/intake.
5.
Alcohol-Free: In support of the governing council risk management guidelines, all
recruitment/intake and new member activities are alcohol free.
Membership Recruitment/Intake Level II:
6.
Membership Requirements: Every chapter will provide a detailed description of all
membership requirements for initiated members and new members to the chapters governing
council Advisor by October 1. This report is to include: Semester or Yearly Dues; New Member
Fees; Additional Fees assessed by the organization.
Membership Recruitment/Intake Level III:
7.
Training of Members: The chapter will hold a recruitment/intake training program for members
to communicate expectations in regard to recruitment/intake/promotion of the chapter.
Shared Standards Area 7: Chapter Management
The fraternity and sorority community expects all of its chapters to reflect basic chapter management
functions ranging from financial management to meeting and constitution requirements.
Chapter Management Level I:
1.
Special Provisions for Fraternities and Sororities: The chapter has complete documentation
required by the Special Provisions for Fraternities and Sororities. One verification letter that the
documents exist and their local chapter location can be sent from the proper authority. This
letter will serve as the required documentation to meet this requirement.
a.
b.
c.
d.
Inter/National Constitution and Bylaws
Inter/National Standing Rules and Policies
Local chapter Bylaws, Operating Procedures, and Chapter Code of Conduct
Local Articles of Incorporation (if they exist)
e. Current certificate of liability insurance coverage
2.
Payment of Individual and Council Dues: The chapter has paid on time and in full its dues to it’s
respective governing council.
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3.
Communication with University Administration: The chapter maintains a positive relationship
with the chapter’s governing council advisor, meeting with this staff member on a regular basis.
4.
Communication with Inter/National Staff and Volunteers: The chapter maintains regular
communication with it’s inter/national staff and volunteer board.
5.
Meetings: The chapter conducts meetings at least every other week and distributes minutes.
Chapter Management Level II:
6.
Constitution and Bylaws: The Chapter Constitution and Bylaws are updated and ratified
annually.
7.
Strategic Plan/Goals: The chapter will develop goals on a semesterly basis and communicate
these to the chapter advisor, inter/national staff and volunteers, and the chapter’s governing
council Advisor. Due October 1 & March 1.
8.
Annual Budget: Each chapter will have a written annual budget including income and
expenditures that is presented to and approved by membership. Verification of the existence of
a budget will be submitted to the Office of Fraternity and Sorority Life by October 1.
9.
External Funding Sources: The chapter applies for funding from outside sources. This could
include the Monroe Park Campus Student Government Association or other identified funding
sources.
10.
Chapter Officer Elections and Transition: The chapter is intentional about the
recruitment/intake, selection and training of officers. Chapter Officers performance is also
reviewed on a regular basis.
11.
Chapter Calendar: The chapter coordinates and publishes a semester calendar of important
events.
Chapter Management Level III:
12.
Financial Advisor or Financial Service: The chapter has a specific advisor for finance,
accountant, or a contact with a Greek financial service. The name and contact information of
the advisor, accountant or financial service is due on October 1.
13.
Financial Status Improvement: The chapter shows improvement in regard to overall debt
management, or maintenance of a no-debt status. Documentation from inter/national office or
national board due by April 1.
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Governing Council & Institutional Responsibility and Commitment
The university and the governing councils have obligations to fraternities and sororities just as the
fraternities and sororities have obligations to the institution and the governing councils.
To enable the University to contribute effectively to the well-being of the fraternity and sorority
community, and to implement means that encourage the recognition and discharge by fraternities and
sororities of their responsibility to Virginia Commonwealth University, the University shall:
1.
2.
3.
4.
5.
6.
Provide fraternities and sororities with guidance through the Coordinator for Fraternity and
Sorority Life;
Provide fraternities and sororities with resources for leadership training, scholarship
improvement, problem-solving, and program planning;
Assist fraternities and sororities in planning to recruit members
Assist fraternities and sororities in communicating with their alumni;
Assist fraternities and sororities in finding opportunities for service to Virginia Commonwealth
University and the Richmond community; and
Assist fraternities and sororities in finding suitable meeting space.
Office of Fraternity and Sorority Life
1.
Work with the fraternities and sororities to assist them in complying with the responsibilities
delineated in this statement, especially through the Coordinator for Fraternity and Sorority Life.
The Coordinator(s) for Fraternity and Sorority Life serves as the primary fraternity and sorority
advisor of the University. It is expected that the fraternity and sorority leaders will keep the
Coordinator for Fraternity and Sorority Life informed of all chapter activities and concerns.
Additionally, it is expected that the Coordinator of Fraternity and Sorority Life meet with each
chapter president at least once per semester to discuss chapter progress.
2.
Maintain files on inter/national organizations, specifically regarding policies and procedures
pertaining to risk management, legal liability, member education, and scholarship.
3.
Maintain accurate and timely records on membership, new members, officers, advisors, and
house corporations (if applicable) of the chapter.
4.
Provide resources or workshops for leadership training, alcohol and drug education, and other
educational programming.
5.
Provide chapters with accurate scholarship reports.
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6.
Meet regularly with all chapter advisors (collectively at least 5 times a year).
7.
Documentation of Shared Standards will be in the Fraternity & Sorority Life Office. Every chapter
will have a binder that will serve as their official Shared Standards File that will be reviewed
yearly with their council officer, that can not be removed from the office. All Shared Standards
information, except sensitive information like recruitment and intake paper, will be placed in
the binder.
8.
The Office of Fraternity and Sorority Life will also compile and produce a comprehensive
report of the activities of the fraternity and sorority community for the year, to include all
chapter and governing council(s) activities and statistics.
Annual Review Process
1.
Annual Review Board: The Annual Review Board will consist of the governing council
executive board officers and will be chaired by both Coordinators of Fraternity & Sorority
Life. Chapter reviews will be completed by the governing council advisor for which the
chapter is a member.
2.
Evaluation Process: The Office of Fraternity and Sorority Life will submit a written audit
report on each chapter to the Annual Review Board.
The audit report will determine the level at which the chapter is operating based on the
documentation provided by the chapter throughout the year, and then recommend to the
Annual Review Board the appropriate level. The purpose of the Coordinator for Fraternity and
Sorority Life making the initial evaluation will be:
o
o
o
To provide consistency in the review process;
To simplify the process;
To provide an independent viewpoint from the Annual Review Board.
In addition, the Coordinator(s) for Fraternity and Sorority Life is involved in the day-to-day
activities of all chapters at the University and can provide valuable documentation and
information during the review process.
Based on the written audit report and recommended operation level, the Annual Review
Board will designate each chapter as one of the following:
Level I
Meets all standards outlined in each category under “Level I”
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Level II
Level III
Meets all standards outlined in each category under “Level II”
Meet 1 category in standards outlined in each category under
“Level III”
The chapter’s evaluation rating will be made available to alumni/ae and inter/national
administrative offices, chapter advisors, corporation board officers, and other local and
inter/national volunteers working with the specific organization. The results of the Annual
Review will not be published.
3.
Process for Chapters not operating at Level I: Chapters that do not earn Level I status during the
review will be scheduled for a “Show Cause Hearing,” the week prior to classes starting the
following fall semester.
Show Cause Hearing: The Chapter President, Executive Board and Advisor will attend a Show
Cause Hearing with the Executive Board of the respective governing council to determine a
specific Chapter Action Plan for the semester it is under review. During this time, the chapter
will not be permitted to:
a. host social activities involving alcohol
b. participate in intramural competition, and
Chapter Action Plans: will involve specific, measurable goals with an assigned completion date.
These plans will be communicated with the inter/national organization and require support
through its staff and volunteer structure.
Failure to Complete Chapter Action Plans: If a chapter fails to meet the expectations in the
Chapter Action Plan, the Executive Board of the respective governing council can create a new
set of expectations or refer the chapter to the governing councils judicial board for review of
failure to meet the expectations.
4.
Awards: The annual Fraternity and Sorority Life Awards process will be completed
every spring following the submission of all chapter documentation one week after finals.
All late submissions will not be considered for chapter awards at the ceremony. There
will be no separate applications for chapter awards: all decisions will be based on the
information submitted in the annual report- which will be reflective of each evaluation
category. There will only be separate applications for individual awards. The Awards
process will take place every Fall. To be eligible for fraternity or sorority of the year the
chapter must meet Level III of all 7 areas. Meeting Level III is defined as meeting all
requirements of Level I & Level II and meeting at least 1 part of Level III.
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Conclusion and Affirmation
It may become necessary from time to time, to change or modify this agreement. This
agreement will be signed annually by the executive officers of each fraternity and
sorority. This signature page will indicate that each officer and advisor listed below has
received a copy of the Shared Standards Agreement for Fraternities and Sororities at
Virginia Commonwealth University, and understands that he/she should have read and
will be held accountable for its contents.
chapter of
For the Chapter:
Printed Name:
Signature:
Date:
Printed Name:
Signature:
Date:
President
Vice President
Membership Education
Risk Management Chair
Recruitment/Rush/Intake
Council Delegate
New Member Educator
Scholarship Chair
Philanthropy/Service
Social Chair
Alumni/ae Relations Chair
Treasurer
Secretary
Intramural Rep.
Historian
Ritual Chair
Chapter Advisor
For the Council:
Council President
Council Advisor
Signed affirmation due no later than September 1
Date filed with the Council:
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