Office of Greek Life Policies and Procedures Handbook

Table of Contents Relationship Statement ....................................................................................................................3 Governing Bodies ........................................................................................................................... 4 Chapter Roster ..............................................................................................................................4 Academic Reporting .................................................................................................................... 4 Organization Discipline............................................................................................................... 4 Reporting Service Hours and Philanthropy Donations ................................................................4 Greek Awards ...............................................................................................................................5 New Member Education ..................................................................................................................6 NPHC Intake Policy.........................................................................................................................7 Anti-Hazing Statement.....................................................................................................................8 Event Policy Guidelines ...................................................................................................................9 Policies .........................................................................................................................................9 Registration ................................................................................................................................11 Violations ...................................................................................................................................12 Risk Management Policy ...............................................................................................................13 Alcohol and Drugs ......................................................................................................................13 Discrimination, Harassment, and Abuse .....................................................................................14 Fire, Health, and Safety ..............................................................................................................15 Sexual Misconduct .....................................................................................................................15

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Relationship Statement Social Greek letter fraternities and sororities at Arkansas Tech University are first and foremost considered to be Registered Student Organizations. All rules, regulations, policies, and procedures listed in the Student Handbook (www.atu.edu/studenthandbook) for Registered Student Organizations apply to all fraternities and sororities that fall under the supervision of the Office of Greek Life. RSO’s that fall under the supervision of the Office of Greek Life are those organizations which have national membership with the North American Interfraternity Conference, National Panhellenic Conference, National Pan-Hellenic Council, or National Multicultural Greek Council, as well as other fraternities and sororities who are typically governed by the appropriate collegiate governing council. Arkansas Tech University recognizes the significant contributions that Greek affiliated students bring to our campus. The involvement, leadership, and service that has come from our organizations since 1976 have shaped the campus experience. In order to ensure the continuation of this success, additional policies and procedures apply to our organizations. These are designed to assist our organizations with understanding and adhering to policies, procedures, and guidelines issued by their national representative body; federal, state, and locals laws and mandates; campus policies and procedures; expectations of the Office of Greek Life. * Note: changes to this document may occur at any time. The most up-to-date version can be found on the Greek Life page on theLink.

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Governing Bodies The governing bodies of Greek Life are the College Panhellenic Council, the Interfraternity Council, the National Pan-Hellenic Council, and the National Multicultural Greek Council. The councils are self-governing organizations that provide guidelines and support to its member organizations. Chapter Roster It is the responsibility of the chapter to ensure the chapter roster on file with the Office of Greek Life is up-to-date and the information provided is accurate. Changes to a chapter’s official roster can be made through the Greek Life page on theLink. Changes to a roster cannot be made after the second Friday of November for the fall semester and the second Friday of April for the spring semester. Members will be officially added to a chapter’s roster once a completed Chapter Roster Addition Form has been submitted by either the chapter president or other designated chapter officer. This form must be submitted within 72 hours of bid acceptance. Members will be officially removed from a chapter’s roster once a completed Chapter Roster Removal Form has been submitted by either the chapter president or other designated chapter officer. Academic Reporting Official academic reports will be released on February 1st and June 1st for the fall and spring semesters, respectively. Academic reports will be based off of the chapter roster as of the last day of the semester. Organization Discipline If a chapter fails to comply with the Office of Greek Life Policies and Procedures Handbook, the chapter will be required to meet with the Coordinator of Greek Life to discuss the violation(s) and will receive disciplinary and educational sanctions for the violation(s). Examples include, but are not limited to, social probation, monetary fines, sponsoring future educational programs, etc. Failure to comply with council rules will result in a standards board meeting with the chapter’s respective council. Reporting Service Hours and Philanthropy Donations It is the chapter’s responsibility to document all of their members’ hours on their chapter page through theLink. Service hours within the chapter are declared by the community service chairmen of the chapter. Philanthropy donation forms can be submitted under forms on the Greek Life page on theLink. Philanthropy includes any event or program intended to raise awareness, money, and/or goods to donate with no financial or material rewards. 4

Greek Awards Greek awards are designed to highlight and credit Greek organizations and supporters who excel in the areas of service, scholarship, and leadership. Greek awards and the accompanying banquet serves as an opportunity for the Office of Greek Life to recognize chapters and individuals who devote attention to these important areas. Greek awards provide an objective appraisal of a chapter’s performance and challenges each chapter to improve both programming and overall operations. This application should assist chapters in preparing annual inter/national reports and awards. a) All Greek award recipients will be determined from the Chapter of Excellence Application. Each chapter is required to submit the Chapter of Excellence Application found on the forms tab of the Greek Life page on theLink. More details, including when the application is due, can also be found here. b) Awards will be given in the form of Recognition Awards, Individual Awards, and Chapter Awards.  Recognition Awards include: Chapter Advisor of the Year, Faculty Member of the Year, and Staff Member of the Year.  Individual Awards include: Sorority New Member of the Year, Fraternity New Member of the Year, Greek Woman of the Year, and Greek Man of the Year.  Chapter Awards include: Highest New Member Class GPA, Scholarship, Community Service, Programming, Campus Involvement, Alumni Relations, and Chapter of Excellence. *Note: Chapter of Excellence will be awarded to the chapter who scores the highest in all areas of chapter awards.

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New Member Education New Member Educators from each chapter are required to meet with the Office of Greek Life to review policies and procedures regarding new member education. New Member Educators are also required to submit a New Member Education plan and review it with the Office of Greek Life each semester. Failure to do so will result in loss of social privileges until this requirement is completed. The purpose of a good new member education program is to develop qualified, participating members. Objectives An effective New Member Education Program: a) Teaches members the values of the organization, and why it is important that they work to live these values every day b) Provides an understanding of the local and national history, traditions, programs, organization and governance structure c) Better acquaints new members with each other, initiates, and alumni d) Develops friendships, loyalty, and brotherhood/sisterhood e) Instills the values of teamwork, community service, academic achievement, and leadership f) Provides social and recreational opportunities g) Ensures new members are meeting the organization’s standards and requirements h) Educates members about the broader Greek community

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National Pan-Hellenic Intake Policy These measure are in place to help secure a safe, open and equal fraternity and sorority community. Each organization conducting membership intake is required to keep the Office of Greek Life informed of all membership recruitment or intake activities each semester. The steps listed below must be completed in addition to the National Organization’s New Member Policies and Procedures for Intake. The following information is private and is only shared with the Coordinator of Greek Life. These items are required in order to ensure the safety of members and new members of NPHC organizations while preserving the traditions of the organization. Members, new members, alumni and members of the Graduate 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 collegiate chapter. Collegiate chapters are responsible for communicating the NPHC Intake Procedure and Hazing Prevention Policy to all members, new members, alumni and members of their Graduate Chapters.

a) Notify the Coordinator of Greek Life of intent to have interest meetings. All interest meetings must be registered on theLink through an event submission form seven (7) business days in advance. b) After new members are selected, the officer responsible for educating and/or facilitating the new member process must file the following with the Coordinator of Greek Life at least one week prior to beginning the new member process. i. Day by Day Schedule of the New Member Program. It must include dates, times, and short description of activities and signed by the Advisor (this information must be typed).  Example: Monday, October 16 at 10:00am. New Members will meet in the Doc Bryan Lecture Hall to learn about the history of the Gamma Delta chapter of Alpha Beta. ii. Chapter Roster Addition Form. This form is available on the Office of Greek Life page of theLink under Forms. c) If new members would like to have a New Member Presentation, they may do so, but are not mandated by the University. The following steps must be met. Failure to do so will result in the New Member Presentation being cancelled indefinitely by the Coordinator of Greek Life. i. Register the event on theLink seven (7) business days in advance of the date of the event. ii. New Member Presentations must be held on campus and must have the location approved by the Coordinator of Greek Life, and should not disrupt classes or any other campus activity. iii. All University policies and procedures must be followed.

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Anti-Hazing Statement Arkansas Tech University has a zero tolerance policy for the practice of hazing activities by any member of the University community. Members of the University community involved in, encouraging, aiding, and/or assisting in hazing or hazing related activities are subject to disciplinary action. Failure to report known hazing incidents may result in disciplinary action. For additional information on Arkansas Tech University’s zero tolerance policy for hazing please visit www.atu.edu/nohaze or the Student Handbook. a) The Arkansas Tech University Student Handbook defines hazing as: i. Any action or situation created by a member of the university community against another member of the university community that is negligent or reckless in nature, humiliating, degrading, endangers an individual, or unreasonably interferes with scholastic or employment activities. This action or situation may or may not be initiated for the sole purpose of affiliation or required as a condition or retention of membership into a group or organization. b) Hazing in any form is prohibited. c) The following reasons are not valid defenses for hazing activities: i. The express or implied consent of the individual was obtained; ii. The conduct or activity was not part of an official organizational or group event or was not otherwise sanctioned or approved by the organization; or iii. The conduct or activity was not a condition of membership or affiliation with the organization or group. b) The privileges of membership into a fraternity at ATU are gained through the fulfillment of established, well-planned, and Office of Greek Life approved new member education programs and not through abuse, menial tasks, or harassment. c) Reporting i. If there is a threat of immediate danger, call 911. ii. Complaints or reports of hazing activities should be reported to a university official or the local police. These university officials include the following:  Amy N. Pennington Dean of Students [email protected] 479-968-0407

 Steve Mullins Athletic Director [email protected] 479-968-0245

 Megan Edmonds Coordinator of Greek Life [email protected] 479-964-0828

 Joshua McMillian Chief of Public Safety [email protected] 479-968-0222

 Aubrey Holt Director of Campus Life [email protected] 479-968-0276 8

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Failure to report hazing activity could result in disciplinary action.

Event Policy Guidelines This policy shall apply to any function, event, or gathering hosted by any registered Greek organization that is inclusive of members of another Greek organization and/or non-Greek participants for any purpose(s) other than community service or official business. All chapter events (social, recruitment, philanthropy, brotherhood/sisterhood, initiation, etc.) must abide by the Event Policy Guidelines and the Risk Management Policy. Chapters may only host five (5) mid-week (Sunday evening through Thursday evening) and four (4) weekend (Friday evening and Saturday evening) functions per semester. Chapters may host one (1) new member exchange per week that does not subtract from the aforementioned function totals. An activity will be associated with the organization when one or more of the following circumstances exists: a) One or more officers or authorized members/representatives are acting in the scope of their organizational capacity. b) The activity was approved by a vote of the organization or was part of a committee assignment of the organization. c) The activity is funded by the organization. d) The activity is sponsored by the organization. e) One-tenth or more members of an organization permit, encourage, aid, or assist in the execution of the activity. f) One-tenth or more members of an organization issue a casual or formal invitation to another party to participate in the activity. g) One of more members of an organization are attending a function as a representative of the University and/or their chapter, including, but not limited to, competitions, conferences, and conventions. h) One or more members willingly remain present at any event. Please refer to the Risk Management Policy and the Student Code of Conduct to review policies regarding alcohol and other drugs, hazing, discrimination, harassment, and abuse, and fire, healthy, and safety when planning an event. Failure to follow these guidelines will result in disciplinary action and/or loss of privileges by the Office of Greek Life. All events must adhere to the international guidelines of each organization. *Note: any gathering, including spontaneous gatherings, where chapter members are present are considered chapter events and should abide by all event policies and risk management guidelines. Policies a) Hosting

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i. ii. iii. iv. v. vi.

vii.

If two or more groups are co-hosting an event, only one group needs to register the event. The other group must be listed as a co-sponsor. If two or more groups co-sponsor the event, each group is responsible for adhering to guidelines, policies, and laws. An advisor must be present at all on-campus events. All social functions must be fully registered and approved by the Office of Greek Life. Chapters who hold events off-campus are responsible for adhering to any and all policies and procedures of the venue in use. A Third Party Vendor Form must be filled out and turned in the Office of Greek Life in order to complete the registration for off-campus social events. This form can be found under documents on the Greek Life page of theLink. Any organization under restrictions may need to complete registration more than seven (7) business days in advance, and should check with the Coordinator of Greek Life before booking entertainment or on/off-campus venues.

b) Guests i. Admission to all social functions will be restricted to individuals on a guest list. ii. A guest list must be present at the entrance at all times and the identity of those entering the event must be confirmed and marked on the list. iii. An alphabetized (last name, first name) guest list must be submitted to the Office of Greek Life at least one (1) full business day, 24 hours, prior to the start of a function. iv. The number of guests who can attend a function will be determined by the organization’s size.  Organizations with 25 of fewer members may have up to 150 people in attendance at an event. This number is to include the number of members in attendance.  Organizations with 26 or more members may have up to 250 total in attendance at an event. This number is to include the number of members in attendance. *Note: If the guest policy of your inter/national organization is more restrictive, the organization must follow their inter/national guideline(s). v. Guests must have a valid state issued or Arkansas Tech University identification card to be admitted to a social function. vi. No guest under the age of 18 is to be admitted. c) Event Marshals i. It is the responsibility of the organization to have a trained risk management team consisting of coordinating officers and event marshals. It is the responsibility of the organization to ensure that the team is properly trained. The Office of Greek Life will provide training for event marshals at the request of the organization. ii. Event marshals must be upperclassmen or officers and easily identifiable and must be sober. iii. Event marshals are responsible for the proper management of the social function. They are expected to be aware and accessible for the entire duration of the 10

iv. v.

function. Marshals will work with the faculty advisor, chapter advisor, security, Public Safety, etc. when appropriate. Marshals are required to identify themselves to Public Safety or other security officers at the start of the social function. Other duties include, but are not limited to:  Managing guest lists at entrance  Ensuring fire code is not exceeded  Verifying the identity of guests  Informing Public Safety and/or University officials of alcohol violations and/or inappropriate behavior  Assuring that no one under the influence of alcohol or other drugs enter the social function  Making decisions regarding the continuation of the event, if necessary  Assessing the age of participants/guests, if necessary, and ensuring that those individuals without a state issued or student ID, and those under 18 are not admitted

d) Themes i. Themes for all events must comply with all state and federal laws, not contain references to alcohol or drugs; shall not be discriminatory, demeaning, or harmful to individual cultures or groups of persons; constitute sexual harassment; or promote hazing. ii. Themes for events and any t-shirt proof created in conjunction with a social function must be submitted for review during the event registration process via theLink. iii. Chapters who submit a theme that violates the provisions set forth in these guidelines will be granted the opportunity to replace the theme or be denied the privilege of hosting. e) Function Advertising i. Marketing materials distributed to advertise or celebrate events must comply with all state and federal laws, not contain references to alcohol or drugs; shall not be discriminatory, demeaning, or harmful to individual cultures or groups of persons; constitute sexual harassment; or promote hazing. ii. No advertising should begin until the event has been fully approved on theLink. This includes the sale of tickets. iii. Any advertising done by the organization or on behalf of the organization for a social function should not advertise an “open party,” and should not include the word “party.” This includes all online advertising/postings. iv. Organizations must adhere to the University policies regarding the distribution of flyer and other marketing materials when advertising for events. Registration All chapter events, on- and off-campus, must be submitted via the Event Registration Form seven (7) business days prior to the event on theLink and approved by the Office of Greek Life. a) How to register events via theLink: i. Go to theLink.atu.edu 11

ii. iii. iv. v. vi. vii. viii.

Log-in with your OneTech username and password Create a profile (if you have not done so) Create an organization (if you have not already done so) or navigate to your organization’s page Click “Events” on the menu on the left side of the page Click the “Create Event” button If the event is a social function, be sure to select the type of event is “social” If the event is a recruitment, philanthropy, brotherhood/sisterhood, etc. be sure to label it as such, and not as a social function

Violations If University policies, Student Code of Conduct, Office of Greek Life Policy and Procedures, state, and/or local laws are violated during or as a result of an event, the sponsoring organization(s) will be considered responsible and held accountable for the violation(s). a) Possible violations include, but are not limited to: i. Failure to properly register events ii. Use an inappropriate theme iii. Failure to provide adequately trained and identifiable event marshals iv. “Hosting” spontaneous gatherings v. Exceeding the maximum number of guests allowed vi. Failure to hire security vii. Allowing persons under the age of 18 to be admitted to social functions viii. Failure to properly utilize the guest list for admission to social functions ix. Failure to adhere to alcohol and other drug policies x. Behavior that is disorderly xi. Destruction of property xii. Theft or unauthorized entry or use of property xiii. Riotous behavior xiv. Recording of images without knowledge

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Risk Management Policy The purpose of the Office of Greek Life Risk Management Policy is to provide risk management standards for fraternity and sorority chapters, councils, and social Greek-letter organizations recognized within the Office of Greek Life. Provided information is a compilation of the existing policy from the Fraternal Information and Programming Groups (FIPG) Risk Management Policy and the Arkansas Tech University Student Handbook.

Arkansas Tech University reserves the right to address, through the Student Code of Conduct or Student Organizations Conduct processes, incidents which occur off-campus that may endanger that health, safety, and welfare of others and/or adversely affect the University and/or the pursuit of its objectives. All ATU students are expected to adhere to all local, state, and federal laws. All member chapters and individuals of the ATU fraternity and sorority community are expected to adhere to the constitutions, by-laws, and policies of their National and local organizations and of their governing council. All chapters are required to keep a current copy of its national risk management policies (or equivalent documentation) and chapter policies on file in the Office of Greek Life. For the benefit of the following policy, the term “fraternity” will designate both female and male social Greek-letter organizations. Alcohol and Drugs a) The possession, sale, use, or consumption of alcoholic beverages while on Arkansas Tech University premises is strictly prohibited. b) The possession, sale, use, or consumption of illegal substances while on Arkansas Tech University premises or during a fraternity event or any event that an observer would associate with the fraternity is strictly prohibited. c) The sale, misuse, and/or the improper use of prescription medication while on Arkansas Tech University premises or during a fraternity event or any event that an observer would associate with the fraternity is strictly prohibited. d) Chapter funds may not be used to purchase alcohol or illegal substances; nor may the purchase of these items for members or guests be undertaken or coordinated by any member or non-member in the name of or on behalf of the fraternity. e) The purchase of use of a bulk quantity and/or common source(s) of alcoholic beverages (e.g. kegs) and/or common excessive quantities of alcohol is strictly prohibited. f) No member or new member shall purchase for, serve to, or sell alcohol to anyone underage as determined by state and federal law. g) No fraternity may co-sponsor/co-finance an event or function where alcohol is purchased by any of the host fraternities, groups, or organizations.

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h) No chapter may co-sponsor/co-finance an event with an alcohol distributor, charitable organization, or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is included in the list of expenditures. i) Open parties, meaning those with unrestricted access by non-affiliates of the fraternity(ies), without specific invitation, where alcohol shall be present, is prohibited. j) No affiliate of a fraternity shall permit, tolerate, encourage or participate in games which promote consumption of alcohol at fraternity events or at any event that an observer would associate with the fraternity. k) Any and all recruitment activities/functions/events shall be alcohol and substance free. l) Alcohol and/or illegal substances shall not be present at any new/associate member program, activity or ritual of the chapter. This includes but is not limited to activities associated with “bid night,” “big brother/sister-little brother/sister” events or activities, “family” events or activities, and initiation. m) For all events involving alcohol, including but not limited to socials, mixers, semiformals, and formals, the following must be adhered to: i. The fraternity member(s) responsible for planning the vent and for risk management must meet with Office of Greek Life staff at least 7 business days prior to the date of the event. ii. At the time of the meeting, all documentation related to the Event Registration Form must be completed on theLink and the Third Party Vendor Form must be signed by the member responsible, Chapter President, and Chapter Advisor. iii. Fraternity must submit an alphabetized guest list (last name, first name) for all members and guests at least 24 hours prior to the event. iv. Failure to meet the aforementioned deadlines will result in cancellation of the event. v. Food and non-alcoholic beverages must be provided in appropriate quantities. vi. For any chapter event where alcohol shall be present, the chapter must provide transportation to and from the event. Discrimination, Harassment, and Abuse a) Arkansas Tech University fosters respect for each individual by honoring the differences inherent among people. As a community of learners and scholars, we recognize and appreciate our common humanity. As such, bias-related violations of the Student Code of Conduct directed toward a person or group because of factors such as race, religion, ethnicity, ability, national origin, age, gender identity, sex, sexual orientation, or veteran status may be assessed enhanced sanctions. b) Any activities or events, whether on Arkansas Tech University premises or an off-site location, which is demeaning to women or men, prohibited and not tolerated including but not limited to: i. Personal harassment and/or verbal abuse ii. The threat to inflict physical harm, physical abuse, mental distress, or injury to any person iii. Actions that inflict personal harm, physical abuse, mental distress, or injury to any person iv. Non-physical or physical coercion 14

v. vi.

Slanderous, false or malicious statement(s) about a person or defamation of character Endangerment of the health and safety of self and/or others

Fire, Health, and Safety a) Chapters using Arkansas Tech University and non-University owned spaces must adhere to any safety standards outlined by the university and/or off-campus venues as defined by the Student Handbook. i. The possession and/or use of firearms, weapons, explosive or incendiary devices of any kind within Arkansas Tech University premises during a chapter event or activity are prohibited. ii. Candles, incense, and other open-flame devices are not to be used within Arkansas Tech University premises or individual rooms. iii. Tampering, damaging or removing fire safety equipment is prohibited. Sexual Misconduct a) Sexual misconduct is specifically prohibited on the Arkansas Tech University campus or in connection with any of the programs and activities it sponsors. Students committing sexual misconduct, whether on or off campus, are subject to University disciplinary action as well as possible criminal action. b) Sexual misconduct is any sexual act which violates the criminal laws of the State of Arkansas or laws of the United States including, but not limited to, sexual assault (nonconsensual sexual contact or intercourse), domestic violence, dating violence, stalking, sexual exploitation, and sexual harassment. c) The complete Sexual Misconduct Policy and Procedures are located in Article III, Section F of the Student Code of Conduct. d) The employment or use of strippers, exotic dancers, or similar, whether professional or amateur, at a fraternity event is prohibited.

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