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SA/PPS 07.08 - Greek Affairs Policies

Greek Affairs Policies

SA/PPS No. 07.08 (05.07)
Issue No. 4
Effective Date: 9/01/2013
Next Review Date: 9/01/2017 (E4Y)
Sr. Reviewer: Assistant Dean of Students-Greek Affairs

  1. POLICY STATEMENTS

    1. The Student Affairs Division is committed to the recruitment and retention of a diverse and qualified student body, and to providing services that enhance their personal development and contribute to the fulfillment of their goals. The following procedures contribute to the implementation of this policy.

    2. Texas State desires to continue its healthy working relationship with the Greek community and all of its member organizations.

    3. These policies and procedures shall be in conformity with the Guidelines and Procedures for the Governance and Registration of Student Organizations, as published in the Student Organizations Handbook, as well as the Student Policies and Regulations, as published in the Texas State Student Handbook.

  2. DEFINITIONS

    1. Office of Dean of Students – Greek Affairs (DOS) – is the Texas State Student Affairs administrative office which provides education, programming, support and assistance with the discipline process for the activities of the Greek Governing Councils including the IFC, NPHC, MGC and Panhellenic, the individual student leaders of these councils, each of the individual fraternities and sororities and their student leaders. Refer to Student Organization Discipline SA/PPS No. 07.06, Student Organization Disciplinary Procedures, for specific details regarding student organization discipline procedures. The DOS serves as liaison to Texas State and San Marcos in affairs affecting the Greek community. The DOS also supervises the activities of the Order of Omega (Greek Honor Society).

    2. Fraternities and Sororities at Texas State are defined as social, service and value based local chapters and recognized by Inter/National organizations.

    3. Greek Governing Councils – These self-governing bodies are representative councils for member fraternities and/or sororities. Texas State currently supports Greek Governing Councils as listed below. Each council will work in partnership with the DOS.

      1. Interfraternity Council (IFC) – The IFC is the governing body for men’s collegiate fraternities affiliated with a social and value based local chapter of an Inter/National organization that has traditionally been associated with the North-American Interfraternal Conference (NIC). Included among its main responsibilities are facilitating membership recruitment in the fall and spring, operating an IFC judicial system, and setting standards for its member fraternities.

      2. National Pan-Hellenic Council (NPHC) – The NPHC is the governing body for all fraternities and sororities which are affiliated with the National Pan-Hellenic Council, Inc. The council serves as a coordinating body for all social activities, workshops, seminars and philanthropic work in which its member fraternities and sororities are engaged.

      3. Panhellenic Council – The Panhellenic Council is the governing body for all women’s sororities and fraternities affiliated with the National Panhellenic Conference. It serves as coordinator and sponsor of various educational and social programs and membership recruitment activities, and promotes cooperation among its member organizations.

      4. Multicultural Greek Council (MGC) – The Multicultural Greek Council is the governing body for all culturally based fraternities and sororities traditionally associated with the National Association of Latino Fraternal Organizations, Inc. The Council serves as a coordinating body for all social activities, educational programming and philanthropic work in which its member fraternities and sororities are engaged.

    4. Fraternities and Sororities membership in a Greek Governing Council will be determined by requirements of said council. Maintaining recognition by their respective Inter/National organization is required for membership in said council.

  3. PROCEDURES FOR GREEK COUNCIL MANAGEMENT

    1. The DOS Office will provide support for the activities of the Greek Governing Councils including the IFC, MGC, NPHC and Panhellenic, and their officers. Texas State will provide office and meeting space, administrative supplies and equipment, and administrative guidance and support per request as available.

    2. The Greek Governing Councils shall be registered and Chartered Student Organizations (CSOs) and will follow university policy as such.

    3. Each Greek Governing Council shall maintain a constitution, by-laws and rules.

    4. Officers of the four Greek Governing Councils should be elected representatives of the students they govern. The Council’s Faculty/Staff Advisor(s) shall actively monitor conduct related to their official duties while in office, and may recommend remediation to the appropriate governing council through the council’s established judicial procedures. All officers of Greek Governing Councils must be in good standing with the university and their affiliated member organization in order to maintain eligibility to hold office.

  4. PROCEDURES FOR GREEK COMMUNITY EXPANSION

    1. Before a(n) (Inter)National Fraternity/Sorority chapter/colony will be officially recognized by the university they must:

      1. fulfill the requirements of a Texas State recognized Student Organization;

      2. be a social and value based local chapter recognized by an Inter/National organization;

      3. fulfill the requirements of the appropriate Governing Councils procedures for membership; and

      4. upon the completion of all requirements in this section, official recognition will be granted to the Greek organization by the university through the office of the Vice President for Student Affairs or his/her designee.

  5. GREEK ORGANIZATION OFFICIAL RECOGNITION

    1. The official recognition of each Greek organization at Texas State must be maintained through the organization’s adherence to all policies and procedures further outlined in this SA/PPS and all other related governing documents and policies, including but not limited to the Student Code of Conduct, the Student Organizations Handbook and the appropriate Greek Governing Council Constitution, By-Laws and Rules.

    2. Texas State, with due process, may suspend or remove the official recognition of any fraternity or sorority as necessary. (SA/PPS No. 07.06, Student Organization Disciplinary Procedures).

    3. Membership in a Greek Council: All fraternities and sororities are required to apply for, obtain, and retain membership in a recognized Greek Governing Council. Membership in a Greek Governing Council requires that the member organization be in compliance with all rules and activities as interpreted by the said Governing Council.

    4. Auxiliary Organizations: Texas State does not allow and will not recognize opposite gender auxiliary (little sister/brother) organizations. Recognized fraternities and sororities are prohibited from recruiting new members for, continuing support of, and recognizing auxiliary student organizations.

    5. Academic Requirements: Texas State will hold Greek organizations officially recognized by this university accountable to Texas State Universities’ requirements of a registered student organization as well as any requirements implemented by their Greek governing council. Greek Governing councils are encouraged to adopt academic performance standards consistent with their national organizations and associated governance groups. Greek Governing councils must enforce accountability on their member organizations for unsatisfactory scholarship or risk loss of recognition by the university. Further, all Greek organizations must maintain any scholarship requirements required of all student organizations on campus as defined by University Policy.

  6. RIGHTS OF OFFICIALLY RECOGNIZED GREEK ORGANIZATIONS

    1. Recruitment: Officially recognized fraternities and sororities shall have the right to recruit new members from the Texas State student body, whether through periods facilitated by their Governing Council or on their own, either on the Texas State campus or elsewhere.

      1. Chapters shall report the name and ID number of each new member on the form provided by DOS. New members must be reported to the DOS within five class days of affiliation with the organization.

      2. Officially recognized fraternities and sororities may offer entry to student membership only to currently enrolled students who are in good academic standing with Texas State. Students who are on academic probation or who are early admit students concurrently enrolled in a high school, are not eligible for membership and may not be offered membership. DOS will provide member organizations eligibility as defined above upon request in a timely manner. 06.02 Fundraising: Officially recognized fraternities and sororities may raise funds on and off the campus of Texas State in accordance with rules and regulations through University Advancement. If raising funds on the campus, they must follow all solicitation, posting and reservation policies, but will have the opportunity to utilize many available resources to assist their efforts. Officially recognized fraternities and sororities may also apply for University funds as identified and available through the Greek Affairs Office. These funds will typically be reserved for leadership training or educational opportunities which have the potential of positively affecting the university community.

    2. Utilization of Campus Facilities: Officially recognized fraternities and sororities will have the privilege of utilizing university facilities for meetings, functions, programs, and other appropriate activities provided that proper reservation forms are completed through the facility management and that all policies of facility use are followed. Failure to comply with facility use guidelines may restrict an organization from future use of that facility and other related facilities.

    3. University Sponsored Activities and Programs: Officially recognized fraternities and sororities will have the privilege of participating as a group, or in collaboration with other groups, in all university sponsored activities and programs. Good behavior and proper conduct will be expected at all times during these activities and the organization will be responsible for monitoring its members in attendance.

    4. Social Activities/Parties: Officially recognized fraternities and sororities will have the right of sponsoring and hosting social functions, parties, and other similar events while in compliance with the requirement stipulated by Greek Affairs.

      1. Activities must comply with the risk management guidelines specified by the organization’s Inter/National governing board and to their respective Greek Governing Council.

      2. The possession and/or use of alcoholic beverages or other drugs must be consistent with university policies and with all applicable federal, state, county, and city laws, and ordinances.

      3. Member Organization(s) will be held accountable for their actions when the sponsoring organization violates a Regents’ Rule, University regulation/policy, or administrative rule when at a registered organizational event as defined by its Governing Council:

        1. one or more of its elected officers or authorized representatives acting in the scope of their organizational capacities commit a violation;

        2. one or more of its members commit a violation after the action that constitutes the violation was approved by a majority vote of those members of the registered student organization present and voting when a quorum is present;

        3. one or more members of a committee of the member organization commit a violation while acting in the scope of the committee’s assignment;

        4. a member of the member organization acting with authority of the organization commits a violation;

        5. one or more members of the member organization or its officers permit, encourage, aid, or assist any of its members in committing a violation; or

        6. one or more members of the member organization or its officers in circumstances where such persons knew that an action constituting a violation occurred but failed to take action to prevent that violation.

      4. An organizational event, excluding events sponsored by the university (e.g. tailgate, sporting events, and guest speakers) will be defined at minimum to include any activity:

        1. attended by 50% of membership;

        2. event was paid for by organizational funds; or

        3. the organization marketed the event as host/sponsor.

    5. Housing: Texas State does not offer housing to officially recognized fraternities and sororities. If the organization secures housing, either through lease or mortgage, it must be in full compliance with all city, state, and county laws.

  7. FIPG (Fraternity Insurance Purchasing Group) RISK MANAGEMENT/ ALCOHOL POLICIES

    The Risk Management/Alcohol Policy of FIPG, Inc. is adopted by Texas State and includes the provisions which follow and shall apply to all officially recognized fraternity and sorority entities at all levels of membership.

    1. Alcohol

      1. The possession, use or consumption of alcoholic beverages, while in chapter premises is allowable for Greek members who are 21 years old or older and must be in compliance with any and all applicable laws of the state, county, city, inter/national headquarters, housing corporation and Texas State. Violations are subject to the Code of Student Conduct disciplinary process (Section 02.02 A,L).

      2. All recruitment/membership intake activities associated with any chapter will be non-alcoholic.

      3. 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.

      4. After a fraternity or sorority completes and is certified with university sponsored Risk Management Training, fraternity and sorority use of alcohol at events must follow established guidelines (SA/PPS No. 07.10, Fraternity and Sorority Use of Alcohol at Social Events).

    2. Drugs and Controlled Substances

      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 or sorority is strictly prohibited.
    3. Hazing

      1. 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 or sorority 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.” Fraternities and sororities are also subject to the Hazing Policy, Appendix A outlined in the Texas State Student Handbook.
    4. Sexual Abuse and Harassment

      1. The fraternity or sorority 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.
    5. 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.

    6. Education

      1. Each fraternity or sorority shall annually instruct its students and alumni/alumnae in the Risk Management Policy of FIPG, Inc. Additionally, all students and key volunteers shall annually receive a copy of the Risk Management Policy and a copy of the policy shall be available on the fraternity and sorority website.
  8. PROCEDURES FOR GREEK ORGANIZATION REGISTRATION

    1. All officially recognized fraternities and sororities at Texas State must register and update chapter information with the DOS on an annual basis at the end of every spring semester in accordance with the student organization handbook.

      1. Chapter Information Updates: Fraternities and sororities will provide all information requested concerning the officers and advisors of the organization, and general chapter information using the forms provided by the DOS.

      2. Membership Rosters: Fraternities and sororities will provide updated information on the current status of their members. Organizations will bear the responsibility of updating their rosters with the DOS any time a change occurs between reporting periods but no later than the first day of semester finals. These records will be used to calculate Greek grade reports each semester.

  9. GOVERNING COUNCIL MEMBER REVIEW OF OFFICIAL RECOGNITION

    1. Any need to review the official recognition of a member organization will follow disciplinary procedures outlined in SA/PPS No. 07.06, Student Organization Disciplinary Procedures. The Inter/National Headquarters, registered Alumni Advisory Board, and Texas State Faculty/Staff Advisor may need to be part of the disciplinary process.
  10. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Assistant Dean, Greek Affairs September 1 E4Y
      Associate Dean of Students September 1 E4Y
  11. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Student Affairs policy and procedure from the date of this document until superseded.

    Assistant Dean of Students-Greek Affairs; senior reviewer of this PPS

    Associate Dean of Students

    Associate Vice President and Dean of Students

    Vice President for Student Affairs