Fraternities and Sororities: Procedures for Recruiting and New Member Activities RUL11.56.04

Fraternities and Sororities: Procedures for Recruitment and New Member Activities

Rule 11.56.04

Student Organizations

Authority: Issued by the Vice Chancellor for Student Affairs. Changes or exceptions to administrative rules issued by the Vice Chancellor for Student Affairs may only be made by the Vice Chancellor for Student Affairs.

History: First Issued: January 2004. Last Revised: August 20, 2007. Additional History Information.

Contact Info: Department of Greek Life (919) 513-2910 phone or (919) 513-1325 fax

1. Introduction

This rule sets up the procedures that must be followed by fraternities and sororities of the NC State Greek Community in connection with recruitment and new member activities. Chapter Advisors, council officers, and the Department of Greek Life staff will work together to facilitate a successful and positive experience for all involved in the recruitment and new member process.

Fraternity and Sorority chapters must adhere to these procedures if they conduct recruitment and new member activities at NC State University:

2. Pre-Recruitment and/or New Member Activity Meetings and Documentation

2.1 Prior to any recruitment activities (formal/council coordinated, Continuous Recruitment, or other), at least one chapter member, preferably the chapter president, and/or recruitment chair, must meet with their council advisor/s and/or the Associate Director of Greek Life. Appointments are scheduled by contacting the Administrative Assistant for Greek Life. At this meeting the chapter must submit/provide:

2.1.1 Any national or regional paper work that needs to be signed by the Department of Greek Life

2.1.2 A signed Notice of Recruitment

2.1.3 A signed Fraternity and Sorority Non-Hazing Compliance Form

2.1.4 A recruitment calendar including a timetable of any recruitment activities with dates and times. Dates are not limited to "formal" periods of recruitment for chapters who conduct year-round recruitment. Year round events may be included on "formal" recruitment calendar or submitted at a later date following the same requirements. The council advisor/s must approve activities one-week before they commence. Activities to include on the calendar, if applicable:

2.1.4.1 Recruitment events/interest meetings

2.1.4.2 Selection date(s)/extension of bids

2.1.4.3 Formal acceptance of bids (new member pinning/ceremony)

2.1.4.4 Start date of the new member's official process/education

2.1.4.5 Any additional dates pertinent to a specific organization

2.2 Prior to any new member education activities taking place (meetings, retreats, teambuilding activities, or other), at least one chapter member, preferably the chapter president and/or new member educator must meet with their council advisor/s and/or the Associate Director of Greek Life. The pre-new member education meeting and the pre-recruitment meeting (described in 2.1) may be held concurrently. At this meeting the chapter must submit/provide:

2.2.1 A new member calendar including a timetable of any activities exclusive to, or expected of new members with dates and times. Recruitment activities may not take place until approval by the council advisor. Submission of material must be provided at least one week before any recruitment activities take place in order to give the council advisor sufficient time to review the material. Council advisor/s must approve the calendar of events at least one week before any recruitment related activities commence. No activities may take place during dead week or final exams. Activities to include on the calendar, if applicable:

2.2.1.1 Formal acceptance of bids (new member pinning/ceremony)

2.2.1.2 Start date of the new member's official process/education

2.2.1.3 New member retreat

2.2.1.4 New member teambuilding activities

2.2.1.5 I-week

2.2.1.6 Initiation date: Chapters who initiate new members during the semester in which they were recruited should do so before dead week. Chapters who do not initiate new members until grades are released must initiate within seven calendar days of the first day of classes the next semester.

2.2.1.7 Any additional dates pertinent to a specific organization

2.3 In the event that any dates and times need to be changed on the calendars of events, chapter members must notify the council advisor/s and/or Associate Director of Greek Life (by phone and in writing) no less than two business days prior to the new event time.

2.4 Without the submission of the above paperwork, recruitment will not be approved. In the event that the recruitment or new member activities begin without the knowledge and signed approval of the council advisors, and/or the chapter has not adhered to these written recruitment procedures, recruitment 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 and the Associate Director of Greek Life.

3. Verification of New Members

All chapters conducting recruitment must submit a Verification of New Members Form . The verification form must be submitted within two business days after bids are formally accepted (new member pinning/ceremony), and prior to the start date of the official process/education of new members listed on the chapter's recruitment calendar. This form is the list of the individuals approved by a chapter that will be submitted to its regional or national representatives as candidates for membership/new members. The verification form contains the following information:

3.1 List of candidates for membership that will include each new member's:

3.1.1 Name

3.1.2 Signature

3.1.3 Student ID Number

3.1.4 Academic Waiver

3.2 Total number of Candidates

3.3 Original signature of Chapter President

3.4 Signature of Primary Chapter Advisor (chapter may bring in form with the original signature, or the Chapter Advisor may fax signature directly to the Department of Greek Life)

3.5 A separate line for verification of date received

4. Chapter Membership Roster Update

At the conclusion of the new member process (after initiation), an updated Membership Roster Addition/Deletion Form must be turned in to the Department of Greek Life to reflect any changes in membership since the Verification of New Members Form was submitted.

5. Confidentiality

All documents supplied to the Department of Greek Life are kept confidential from students or student leaders/council officers as they contain information related to student records. They may be shared with university officials and national organization staff as needed and allowed by the academic waiver signed.

6. Requirements for Recruitment Events hosted by Chapters

All organizations must adhere to the following requirements when conducting recruitment events:

6.1 No alcoholic beverages will be permitted.

6.2 All National Policies of the organization and governing Council must be met.

6.3 Excessive vulgarity and profanity will not be tolerated; neither will language or activities that create an atmosphere of discrimination or intolerance.

6.4 No inappropriate or revealing attire.

6.5 Any event that poses a threat of danger to individuals who participate will not be allowed. This includes but is not limited to: fight nights, pudding wrestling, or any other event that involves the display of slapping, kicking, spitting, punching, pushing, poking, etc.

6.6 Events may only occupy five nights in any given week (Saturday through Friday). The other two nights of the week should be free from any chapter programs.

6.7 Chapters found in violation of these requirements will have their event stopped immediately. Referrals to the Office of Student Conduct or Campus Police will be made if necessary.

7. Hazing

7.1 It is unlawful for any college student to conduct "hazing" or aid in the hazing of others that results in physical injury. G.S. 14-35. For criminal purposes, "hazing" is an action that subjects another student to the physical injury as part of an initiation or membership in any organized student group, including any society, athletic team, fraternity or sorority, or other similar group. Hazing is more broadly defined for the university disciplinary purposes in the NC State Code of Conduct.

7.2 In recent years, criminal courts, the majority of national organizations, and campuses alike have utilized the risk management policies of FIPG as the "industry standard" for all fraternities and sororities. As such, chapters should be aware of how FIPG defines hazing activities, as they may be accountable to the defined parameters. For more information about FIPG, see the FIPG, INC. RISK MANAGEMENT POLICY (revised July 2006).

8. Violations

Violations of recruitment regulations may result in probation or suspension. Whether the chapter will be placed on review or receive automatic suspension of recognition is based upon the infractions and is at the discretion of the council advisor/s and/or the Associate Director of Greek Life.

8.1 Chapters will receive notice of violation from the Associate Director of Greek Life, and be provided the opportunity to be heard and defend against the charges with Greek Life or referred to Student Conduct. Findings will be delivered in writing to the president of the organization. Opportunity for appeal will be provided.

8.2 Review is noted by a period of scrutiny wherein if the chapter commits any violation of the recruitment/new member procedures or any other rules set forth by the Department of Greek Life, the chapter will have their recognition suspended.

8.3 Suspension of recognition is noted by a period wherein all social and formal programming (including community service, fundraising activities, and recruitment/new member functions) is prohibited. The suspension period will be determined by the council advisor/s and/or the Associate Director of Greek Life and will be a period of no less than one semester. Any "suspended" group automatically loses recognition from the Department of Greek Life per the Department Recognition Regulation.

8.4 Violations include:

8.4.1 Intentional submission of improper paperwork (i.e., changing of dates on forms, falsifying original signatures, incomplete paper work, etc.)

8.4.2 Holding membership recruitment without conforming to the Membership Regulations set by the Department of Greek Life.

8.4.3 Hazing: Any violations of the Code of Student Conduct will be referred to the Office of Student Conduct.

8.4.4 Overt activity related to recruitment defined as any activity conducted in defiance of previous sanctions or warnings by council advisors.

8.5 Guidelines for Review of Chapter Status after Suspension of Recognition:

8.5.1 Chapters that have had their recognition suspended by the Department of Greek Life, must have a review of chapter status before the suspension is removed, even if the period defined has passed. Those present at the review must include:

8.5.1.1 Executive Board: chapter president and/or one representative

8.5.1.2 The chapter advisor

8.5.1.3 The council advisor/s and the Associate Director of Greek Life

8.5.2 All questions and concerns must be expressed by the Chapter President to the council advisor/s. 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 decision-making authority rests in the hands of the council advisor/s and the Associate Director of Greek Life.

8.6 Students found guilty of hazing will be subject to sanctions defined by the Code of Student Conduct as well as any sanctions outlined by the national organization. The Department of Greek Life will work in partnership with both bodies to create a comprehensive plan that avoids duplication and may be both educational and punitive.

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Fraternities and Sororities: Procedures for Recruitment and New Member Activities

Rule 11.56.04

8. Violations