ÐÇ¿Õ´«Ã½

To be officially recognized as a campus organization and thereby be entitled to use college facilities for meetings and functions, any organized group must have the official sanction of the Student Government. Students desiring to explore the possibility of establishing an organization should contact the Director of Student Involvement for an explanation of the proper procedures to follow. To remain in recognized standing, each organization must file a list of officers and members each semester with the Director of Student Involvement. Organizations failing to follow this procedure for a period of two terms will be considered to be inactive and will lose their official standing on campus. Reactivation shall involve the same procedure necessary for original recognition.

All student organizations must keep an updated copy of their constitution on file with the Office of Student Life. Student organizations must abide by their constitution as well as the Carthage Community Code. Failure to do so may result in a disciplinary investigation and finding against the accused organization. Complaints or reports of an organization’s failure to abide by the terms of their constitution, or by the terms of the Community Code, will be investigated and acted upon by the Office of Student Life.

See criteria for a new student organization application

All full-time undergraduate students are eligible for membership in any undergraduate student organization in accordance with the standards, academic or otherwise, established by each organization. 

Any part-time student or graduate student may be an associate member of any undergraduate student organization but may not hold office or vote. Graduate students may only be regular members, hold office or vote in graduate student organizations.

Faculty and staff members are not eligible for membership in undergraduate student organizations accept in the instance of an honorary induction. Faculty and staff may not hold office or vote in any undergraduate student organizations. Faculty and staff interested in supporting the work of an undergraduate student organization are encouraged to serve as a student organization advisor. 

Any members wishing to hold elected or appointed office in an organization must attain a minimum of 2.00 cumulative grade point average at the beginning of the semester the member would assume the duties of the office, and maintain a minimum of 2.00 cumulative grade point average while holding office. Organizations, however, may impose higher standards.

All organized events, their dates, and locations are to be scheduled and authorized through the Todd Wehr Center Office. This policy includes both open and closed functions to be held on campus. Failure to follow the proper registration procedures will result in cancellation of the event and loss of the sponsoring organization’s privileges. All calendar dates pre-registered on the official College calendar must be confirmed or canceled two weeks in advance of the function at the Todd Wehr Center Office. Event registration forms, procedures, and information are available at the Todd Wehr Center Office.

The purpose of this policy is to provide clear guidance to students, faculty, and staff when planning travel for a student organization or club sport team.

Definitions of Travel

Student
The term “student” means all persons who are registered for classes or otherwise entered into any other contractual relationship with ÐÇ¿Õ´«Ã½ to take instruction. This includes, but is not limited to all individuals (e.g., undergraduate and graduate) taking classes in person or through distance learning whether on a part-time or full- time basis.

Recognized Student Organization
The term “recognized student organization” means any student organization whose registration has been approved by the Student Involvement Office.

Organized Event
The term “organized event” means an activity initiated or arranged by a ÐÇ¿Õ´«Ã½ employee or recognized student organization and is approved by an appropriate administrator (Ex: Divisional Vice President, Director of Athletics, Student Involvement Office).

Sponsored Event
The term “sponsored event” means an activity endorsed by ÐÇ¿Õ´«Ã½ through financial support or by sending student to participate as official representatives of the College.

Note: This policy is not intended to cover study tour experiences. Additional policies and procedures apply for study away. Please see: Process for Travel Approval below.

Process for Travel Approval

For any travel involving students, there is a required approval process. The location for initiating the approval process is depending on the source of the origination for the travel (Ex: student organization, department lead, athletics, study abroad, etc.).

• Student organizations must register their planned travel by submitting an event request form through their organization’s page on .
• Travel with students hosted by a campus department must be approved by the departmental dean.
• Study abroad and study away trips must be coordinated with and approved by the ÐÇ¿Õ´«Ã½ Director of Education Abroad.

Regardless of the process you follow, you find some items in common required. See a list below in order to prepare your information:

• List of individuals traveling with ID#’s, contact information, emergency contact information, and date of birth
• Chaperone name, title/role at Carthage, ID#, contact information and date of birth
• Travel plan (reason for travel, destination, dates, planned mode of transportation, accommodations, etc.) and detailed itinerary
• Proposed budget for travel and funding sources
• Upon approval anticipate the need to complete liability waivers and health forms with all involved in the travel.

Chaperone Policy
For student organizations, organized travel, athletics and international travel, a college representative serving as a chaperone is required regardless of the number of students on the trip. The number of college representatives/chaperones on a trip involving multiple students is dependent on the nature, destination, and duration of the trip.

Exceptions: Local travel within 50 miles with no overnight stay.

If a travel group of students exceeds 12 students, they may be required to have more than one chaperone depending on the nature, destination and duration of the trip. A college representative must be a full-time employee, an approved coach/instructor or an approved Faculty/Staff member of ÐÇ¿Õ´«Ã½. The Student Involvement Office, Area Divisional Vice President or Athletics in consultation with the ÐÇ¿Õ´«Ã½ Risk Manager will make the decision on the necessity of a representative’s presence on a trip.

Employees that chaperone college sponsored travel does not require the use of any paid time off. Student organization funds must cover the travel expenses of the assigned chaperone(s).

Trip Leader Role and Responsibilities
The student organization must have a designated Student Trip Leader who is responsible for all facets of trip planning for each travel program. Leaders must immediately inform both their advisor of any changes in itinerary or contact information as well as any concerns or challenges that develop before and during the trip that could affect the safety or well-being of the participating students and/or the overall integrity and productivity of the program.

The College regards the trip leader as the primary contact for the group. This individual must be accessible by cell phone during the travel program and must take a copy of the travel itinerary with them on the trip.

Student organizations should plan all travel in collaboration with their organization advisor and potential chaperone(s).

Trip Participant Expectations
While traveling as part of a college sponsored or college organized event, students are expected to comply with the ÐÇ¿Õ´«Ã½ community code. Any incidents that could involve an alleged violation of the community code should be reported by trip leaders and chaperones to the Office of Public Safety by e-mailing publicsafety@carthage.edu or calling 262-551-5911.

When traveling internationally, there are some legal requirements of those given countries that may differ from our community code. In such situations, trip leaders and chaperones will need to seek advanced approval for participants to follow the legal requirements of the destination country (ex: legal drinking age for alcohol, legal drugs). The purchase of alcoholic beverages made while traveling on a ÐÇ¿Õ´«Ã½ sponsored trip are non reimbursable expenses and must be covered by the individual’s personal funds.

In case of unique travel circumstances or an emergency that impacts accommodations, trip leaders and chaperones may operate outside of the ÐÇ¿Õ´«Ã½ cohabitation policy.

Inclement Weather Policy
In the event that student drivers encounter inclement weather and adverse driving conditions, for the safety of all students on the travel program, they are encouraged to get hotel room(s) as needed for the number of students until the conditions improve. We urge you to discuss this policy with your Advisor prior to your trip when planning to travel in the winter months.

If inclement weather is imminent prior to a student organization trip or travel program, the Student Involvement Office reserves the right to highly encourage cancellation and/or cancel/postpone the trip or travel program.

Modes of Transportation
For trips over 250 miles, the use of a chartered bus or air travel is encouraged since driving over that distance requires multiple certified drivers and required stop/rest periods according to our insurance provider.

Traveling in excess of 250 miles (one way) requires a change of drivers at the 250 mile mark and an overnight stay.

Rental Vehicles

• Wherever possible students should use a for all official student organization travel.
• Drivers must be 21 years of age; be a certified driver through Carthage and have a valid driver’s license. Proof of documentation must be received by the student organization advisor.
• Organizations’ must purchase the liability insurance offered through the rental company.
• Rental vehicles for travel will be arranged by the organization and must be from a ÐÇ¿Õ´«Ã½ approved vendor.
• The driver to whom the vehicle(s) has been released is fully responsible for the security and operation of the vehicle and property stored and/or transported in the vehicle.
• Carthage rental arrangements are for the sole use of college sponsored activities and should not be used or shared with others for non Carthage business.
• All moving violations will be the responsibility of the driver to whom the vehicle has been assigned. Moving violations must immediately be reported to the Finance and Administrative Services Office via phone or email within 24 hours.
• The vehicle(s) must be filled with gas upon return to the Rental Agency. Failure to fill Rental Agency Vehicles will result in a surcharge at the discretion of the Rental Agency.
• The inside of the vehicle must be clean upon return. Failure to do this may result in additional monetary charges.

Chartered Bus

• Buses are to be used for participants and advisors of the organization only.
• The Trip Leader must develop a written announcement to distribute to all travel program participants prior to the trip. The written announcement should include:
  • General welcome greeting
  • Bus company name and number
  • Departure time after the program ends and the policy for waiting for trip participants
  • Instructions that in case of a problem during the trip, the trip participant should contact the Trip Leader at (applicable cell phone number).
  • Reminder: All students are responsible for their guests during the trip.

Public Transportation (Train or Bus)

• If you are planning travel by train or bus, research the carrier’s reputation and consult with your Advisor and Faculty/Staff Mentors if any previous questionable conduct is uncovered. In general, it is better to postpone an excursion than to travel with a questionable driver or under questionable conditions.
• Student organizations may purchase public transportation service tickets (bus, train, trolley, etc.) for travel and ground transportation. You will need a copy of the receipt in order to be reimbursed.
• Travel involving airline or train reservations must be coordinated with your Advisor at least five weeks in advance.

Air Transportation

• Reservations must be on a commercial airline.
• Travel by commercial air travel shall be limited to Economy Class (also known as basic or coach class) and at the lowest overall price (including seat selection unless a student has a valid medical reason that requires a special seat assignment). Consideration should be given to fees associated with overhead storage or baggage fees.
• Students should book the lowest logical airfare as far in advance as possible.
• Individuals should not select an airline based on their personal frequent flyer program.(without regard to an individual’s frequent flyer program).
• Premium fees such as baggage fees, excess weight fee, premium seating, precheck or pre-assigned seat assignment fees, extra leg room / exit row fees, in-flight entertainment, travel class upgrade fees, airline clubs and lounges, etc., are not reimbursable expenses.
• Flight insurance coverage for students is not an allowed expense, except for international travel.
• ÐÇ¿Õ´«Ã½ will not reimburse students for tickets purchased with frequent flyer miles even if those tickets are purchased for valid reasons. Individuals can use their “personal miles” or personally buy upgrades or seat assignments at their discretion; however, these are not reimbursable by the College.
• ÐÇ¿Õ´«Ã½ is not responsible for lost baggage or any fees associated with lost baggage.
• Arrangements for transportation to and from airports will be the responsibility of the student organization members.
• Travel involving airline or train reservations must be coordinated with your Advisor at least five weeks in advance.

Personal Vehicles

• ÐÇ¿Õ´«Ã½ discourages the use of personal vehicles. If the student organization does decide to use personal vehicles, the registered owner of the personal vehicle used for club travel must complete and submit a driver informed consent waiver and a valid driver’s license and proof of insurance in addition to the necessary travel itinerary and waivers to the Office of Student Involvement at least 48 hours prior departure.
• ÐÇ¿Õ´«Ã½ and the Division of Student Affairs does not provide insurance for the vehicle, its driver, or occupants and are not liable for personal injury or property damage, including damage to the vehicle, incurred in accidents during student organization travel.
• Both the vehicle owner and the driver should understand that they might expose themselves to personal liability in the event of an accident. 
• The College cannot assume responsibility for the driver or the safety of the vehicle being used. It is highly “recommended” that all drivers have two years of driving experience and have taken the defensive driving course offered by the National Safety Council.

Accommodations/Lodging
Trip participants are strongly encouraged to use standard accommodations at reasonably priced mid-market hotels or motels. Requests should be made for educational discounts or business traveler’s rates.

Original itemized hotel receipts are required for reimbursement. The College does not approve accommodations at up market or luxury hotels (Ritz, Four Seasons, etc.).

Trip participants should maximize the capacity of lodging spaces for students in accordance with the ÐÇ¿Õ´«Ã½ Cohabitation Policy. Chaperones should not share a room with a student(s).

Chaperones who are of the same gender may be asked to share a room, provided a separate bed/cot is available for each individual in the room.

In addition to hotel/motels, trip participants may use short term housing rental services such as Airbnb/VRBO, etc., but a detailed receipt is still required for reimbursement, so trip leaders are encouraged to check that such receipts are available before booking through these services. The email received at the time of booking which confirms nightly booking rate, any cleaning fees, and the service charge can be used as the receipt documentation. It is important to note that ÐÇ¿Õ´«Ã½ must not be the contracting party for any agreements (electronic or otherwise) with services such as Airbnb/VRBO; instead, the agreement must be between the service and the individual since it is the individual choosing this method of service, and the individual is responsible for any and all liability associated with the use of such services.

In case of unique travel circumstances or an emergency that impacts accommodations, trip leaders and chaperones may operate outside of the ÐÇ¿Õ´«Ã½ Cohabitation Policy.

Risk Management and Emergency Reporting
Always seek emergency assistance (e.g., calling 911) first, if applicable. If an incident (e.g., accident/injury/illness or participant misconduct, including sexual assault/harassment/stalking/intimate partner violence), takes place during travel, the incident must be promptly reported to the College. Notify the ÐÇ¿Õ´«Ã½ Department of Public Safety at (262) 551- 5911 any time day or night to be connected with the appropriate College official(s).

Some situations may necessitate that the designated trip leader/chaperone remain onsite if a student experiences a critical incident that restricts travel (e.g., a medical emergency). Such determination will be made in consultation with appropriate College officials after the incident has been reported.

See the Student Organization Marketing and Promotion Policy.

Policy Purpose
The purpose of this policy is to outline ÐÇ¿Õ´«Ã½’s procedures for reporting and investigating incidents of hazing. This policy also describes available prevention, and awareness programs and affirms ÐÇ¿Õ´«Ã½’s commitment to maintaining a safe and respectful campus environment.

Scope

This policy applies to all students, student organizations, athletic teams, other student groups, employees, non-students, and volunteers at ÐÇ¿Õ´«Ã½.

 

 

Definitions
Student: Any person who is registered for study at ÐÇ¿Õ´«Ã½ for the academic period in which the misconduct occurred or between academic periods.

Employee: Employees include, but are not limited to administrators, faculty, staff, student staff, graduate assistants, and interns.

Non-student: Any person, not including employees, who is not registered for study at ÐÇ¿Õ´«Ã½ for the academic period in which the misconduct occurred.

As defined by :

Student Organization: an organization at an institution of higher education (such as a club, society, association, varsity or junior varsity athletic team, club sports team, fraternity, sorority, band, or student government) in which two or more of the members are students enrolled at the institution of higher education, whether or not the organization is established or recognized by the institution.

Hazing: Any intentional, knowing, or reckless act committed by a person (whether individually or in concert with other persons) against another person or persons regardless of the willingness of such other person or persons to participate, that:

• is committed in the course of an initiation into, an affiliation with, or the maintenance of membership in, a student organization; and
• causes or creates a risk, above the reasonable risk encountered in the course of participation in the institution of higher education or the organization (such as the physical preparation necessary for participation in an athletic team), of physical or psychological injury including:
• whipping, beating, striking, electronic shocking, placing of a harmful substance on someone’s body, or similar activity;
• causing, coercing, or otherwise inducing sleep deprivation, exposure to the elements, confinement in a small space, extreme calisthenics, or other similar activity;
• causing, coercing, or otherwise inducing another person to consume food, liquid, alcohol, drugs, or other substances;
• causing, coercing, or otherwise inducing another person to perform sexual acts;
• any activity that places another person in reasonable fear of bodily harm through the use of threatening words or conduct; any activity against another person that includes a criminal violation of local, State, Tribal, or Federal law; and
• any activity that induces, causes, or requires another person to perform a duty or task that involves a criminal violation of local, State, Tribal, or Federal law.

Wisconsin state statute also defines hazing as the following:

1. In this section “forced activity” means any activity which is a condition of initiation or admission into or affiliation with an organization, regardless of a student’s willingness to participate in the activity.
2. No person may intentionally or recklessly engage in acts which endanger the physical health or safety of a student for the purpose of initiation or admission into or affiliation with any organization operating in connection with a school, college or university. Under those circumstances, prohibited acts may include any brutality of a physical nature, such as whipping, beating, branding, forced consumption of any food, liquor, drug or other substance, forced confinement or any other forced activity which endangers the physical health or safety of the student.
3. Whoever violates sub. (2) is guilty of:

1. A Class A misdemeanor if the act results in or is likely to result in bodily harm to another.
2. A Class H felony if the act results in great bodily harm to another.
3. A Class G felony if the act results in the death of another.

Examples of Hazing include but are not limited to:

• Keeping the date of initiation/induction a secret; requiring signatures for initiation
• Kidnapping of any member, leaving members stranded in a remote location to find their way home, or scavenger/treasure hunts
• Any form of forced physical activity and/or exercise, whether extreme or not (i.e. push-ups, sit-ups, or other calisthenics, runs, walks, etc.)
• The College recognizes that physical activity is a common and necessary component of many athletic, recreational, and performance-based programs. Participation in physical activity as part of structured athletic practices, training regiments, or team-building activities that are supervised, voluntary, and directly related to skill development or performance is not considered Hazing.
• Physical harassment such as paddling, hitting, beating, slapping, pushing, or striking
• Marking or branding (either temporary or permanent)
• Personal servitude of any kind (i.e. phone duty, cleaning, yard work, doing errands, etc.)
• Forcing or encouraging ingesting of any type of liquid or solid matter, edible or non-edible (i.e. alcohol, chewing tobacco, goldfish, raw onions, spoiled food, dirt, etc.)
• Requiring the carrying of any item around campus such as paddles, rocks, books, shields, canes, etc.
• Requiring the wearing of unusual, embarrassing or uncomfortable clothing
• Sleep deprivation or requiring/encouraging anyone to sleep anywhere other than their own residence or bed
• Preventing personal hygiene, communication with certain groups/individuals and/or restricting places that new members can go on campus or in the community
• Verbal abuse such as yelling or screaming or labeling with silly or embarrassing nicknames
• Any activity that interferes with a student’s academic pursuits (class attendance, studying, etc.)
• Requiring or suggesting that members vandalize, destroy or steal property or commit crimes
• Requiring anything of one group of members that is not required of another

Individual or group consent to a hazing activity in no way validates the activity or excludes those perpetuating it from being charged with a disciplinary sanction or crime.

Policy Statement

1. Authority and Oversight

Students, student organizations, athletic teams and other student groups of the ÐÇ¿Õ´«Ã½ community are strictly prohibited from engaging in any type of hazing activity under . The Dean of Students Office (in collaboration with the Office of Student Involvement) has the authority to investigate, determine whether violations have occurred, and if so, determine appropriate sanctions related to this policy.

Student organizations and their individual representatives (officers and members [student, employee, or non-student]) are expected to comply with the rules, policies, and procedures of ÐÇ¿Õ´«Ã½, as well as with federal, state, and local laws/ordinances. This includes rules, policies, or laws relating to off-campus conduct, and facilities or locations where the organization may be located or participate in activities.

Students and employees should be advised that these conduct processes are separate from criminal and civil court processes. While a student or employee may have a criminal or civil matter that is concurrent with a conduct investigation, those processes (College and criminal/civil) are not dependent on each other. Procedures and rights in the conduct processes do not include the same standard of proof or due process. Students and employees are entitled to due process, including the right to be informed of charges, the right to be heard, and the right to appeal decisions.

When ÐÇ¿Õ´«Ã½ becomes aware of potential hazing incidents involving non-students (alumni, guests, or third parties), it may refer the matter to appropriate law enforcement, civil authorities, or affiliated national organizations and may take steps to limit the non-student’s access to college programs, services, or property where appropriate.

1. How to Report Allegations of Hazing

Anyone (student, staff, faculty, friend, parent/caregiver, community member) may report concerns about hazing by a student organization (or their members). Concerns can be reported in several different ways:

1. By contacting the Dean of Students Office at 262-551-5800.
2. By completing the online reporting form.
3. By reporting to the Office of Public Safety at 262-551-5911 or in the event of an immediate emergency, contacting 911.
4. By calling the Anti-Hazing Hotline at 1-888-NOT-HAZE (1-888-668-4293)

While there is no time limit on reporting alleged violations of hazing, the longer someone waits to report an allegation, the more challenging it becomes for investigating officers to obtain information and witness statements to make determinations regarding alleged violations.

1. Investigative Process

Any allegation of hazing shall be addressed under the ÐÇ¿Õ´«Ã½ community code. Allegations of hazing involving employees will be addressed under relevant/applicable state laws and institutional policies.

Interim Measures:

To protect the ongoing health and safety of the ÐÇ¿Õ´«Ã½ community, or a disruption or interference with the normal operations of the college, or when the organization is charged with a serious violation of state or federal law, the college may issue interim measures (e.g., interim suspension or directive) as dictated by college policies.

Amnesty:

The college understands that students may be reluctant to report hazing due to a concern of potential consequences for their own actions. Therefore, students who make a report under this policy or who participate in an investigation related to this policy may receive amnesty as defined in the ÐÇ¿Õ´«Ã½ Amnesty Policy.

Individual student officers or members of a student organization may be held personally responsible and subject to disciplinary action under the ÐÇ¿Õ´«Ã½ community code or any other applicable federal, state, or local laws or ordinances.

The investigation of disciplinary procedures against the individual student(s) and the student organization can be happening concurrently.

1. Prevention and Awareness Programs Policy Statement

ÐÇ¿Õ´«Ã½ is dedicated to fostering a safe and respectful campus environment through proactive hazing prevention and education initiatives. As part of this commitment, all staff, faculty and students have access to educational programming designed to increase awareness, promote prevention strategies, and empower individuals to recognize and respond to hazing behaviors.

Members of ÐÇ¿Õ´«Ã½’s Greek organizations receive hazing prevention training via the following:

• Mandatory all Greek member semesterly meetings
• Semesterly new member program review
• (Inter) National sponsored programs
• College sponsored new member education

Members of ÐÇ¿Õ´«Ã½’s Athletic teams receive hazing prevention training via the following:

• Mandatory annual webinars
• Mandatory student-athlete eligibility meetings

Additionally, all student organizations are provided annually with information about hazing prevention education, delivered as part of the College’s student organization training.

The following rules and guidelines pertain to all local and national Greek chapters. These rules and policy guidelines are subject to change at the discretion of the Office of Student Life. Each chapter is expected to contribute to the campus community in a positive way and present themselves in an appropriate manner in accordance with these guidelines. If Greek chapters have questions or concerns about any of the following guidelines, they should contact the Director of Student Activities or Dean of Students for clarification.

Recognition

To be a recognized fraternity or sorority at ÐÇ¿Õ´«Ã½, an organization must meet all requirements outlined in the new student organization recognition application. In addition to the process for all student organizations, the Office of Student Life requires each fraternity/sorority to:

• Maintain membership in the College Panhellenic Council or the Interfraternity Council
• Operate under the provisions of Title IX of the Educational Amendments and IRS Code Title 26, 501.c.3 - which permits the organization to admit exclusively men or women
• Provide a current certificate of liability insurance meeting the ÐÇ¿Õ´«Ã½ liability insurance requirements
• Annually submit a copy of the organization’s new member education plan
• Be in good standing with its Inter/National Headquarters, if applicable
• Have a minimum of one (1) Alumni Advisor who is actively engaged with the chapter

Students wishing to establish a chapter of an inter/national men’s or women’s fraternity or sorority should write a letter of intent highlighting the specific group they wish to bring to ÐÇ¿Õ´«Ã½; the inter/national organization’s website address; any local alumni/ae with who they have made contact; and the names of at least five current ÐÇ¿Õ´«Ã½ students who are interested in being a part of the organization. One student should be identified as the main contact person regarding the recognition of the organization. All interested students must meet Fraternity/Sorority standards for Initiation and be eligible and plan to return to ÐÇ¿Õ´«Ã½ the following year.

Additionally, the letter should explain how this organization will benefit the ÐÇ¿Õ´«Ã½ community, specifically the Fraternity/Sorority community, and why ÐÇ¿Õ´«Ã½ is ready for expansion to this particular group. Inter/national organizations interested in seeking recognition at ÐÇ¿Õ´«Ã½ should contact the Director of Student Involvement with a letter of intent on official organization letterhead. The letter should include the inter/national organization’s website address and names and contact information for local alumni/ae who are supportive of starting a chapter at ÐÇ¿Õ´«Ã½. Additionally, this letter should explain how this organization will benefit the Carthage community, specifically the Fraternity/Sorority community, and why the organization is interested in starting a chapter at ÐÇ¿Õ´«Ã½.

Recruitment eligibility

All students wishing to participate in fraternity or sorority recruitment activities must attain a 2.00 cumulative GPA at the time the student wishes to participate in recruitment, and be enrolled as a full-time Carthage student during the recruitment period. First semester freshmen are ineligible to participate in fraternity or sorority recruitment. Transfer students may be eligible to participate in fraternity or sorority recruitment if they have been accepted to Carthage in good academic standing based on the requirement of the Registrar. All Greek organizations are expected to participate in recruitment and follow established recruitment guidelines. Greek organizations found to have members who are neither recognized by the College nor meet the above requirements for membership in a Greek organization will be subject to disciplinary action. Disciplinary action may include, but is not limited to, loss of campus privileges, probationary status or suspension from the College.

New Member Program Requirements

1. Each chapter must submit a New Member Program summary and agenda/calendar prior to the start of each new member program.
2. The total duration of the new member program may not exceed eight (8) weeks.
3. All new members/pledges/neophytes must be initiated/activated or cross in the same semester during which they pledge, unless in situations of colonization or new chapter development.
4. New members who do not meet qualifications for full membership must be released and will be eligible for membership in another Greek letter organization based on the policies of their governing council.
5. No more than twelve hours of activities per week may be required, including study hours.
6. Because new members must be allowed time for sleep and study on evenings prior to classes, no activities may occur from 12:00 a.m. to 7:00 a.m. on weeknights or between 2:00 a.m. and 7:00 a.m. on weekends. New members may not be required to attend any event without being given at least 48 hours of the date, time, and location of the event.
7. Academic performance by a new member class must take priority over new member activities. No required new member activities may be scheduled which conflict with academic commitments.
8. No alcohol shall be present at any pledge/associate member/neophyte program, activity or ritual of the chapter, nor should alcohol ever be given as a gift from Big Brother/Sister to Little Brother/Sister or vice versa.
9. Contents of the new member education program must be approved by the Director of Student Involvement. Once approved, it may not be altered without the approval of the Director of Student Involvement.

Liability Insurance Requirements

All fraternities, sororities and related organizations are required to maintain organization liability insurance. Each organization is required to present proof of its liability insurance to ÐÇ¿Õ´«Ã½ annually. Documentation required to meet the standard of proof is your organization’s current General Liability Policy with the organization clearly shown as the “Name Insured Party.” The policy coverage must meet the following Insurance Standards:

• $1 Million per occurrence policy limit
• $2 Million policy aggregate
• Deductible no greater than $2,500 per occurrence (not per claim)
• Coverage to include:
  • Non-Owned and Hired Auto
  • Host Liquor Liability
• No exclusions for the following items:
  • Hazing (exception is exclusion for perpetrator of the act only)
  • Sexual Abuse (exception is exclusion for perpetrator of the act only)
  • Assault and Battery (exception is exclusion for perpetrator of the act only)
  • Alcohol
  • Athletic Participation
  • Communicable Diseases
  • Punitive Damages

If a chapter does not have a stand alone General Liability policy, the organization may choose to engage in an umbrella policy secured by ÐÇ¿Õ´«Ã½. If your organization elects to participate in this umbrella policy, notification is required by October 1 of each year. Organizations covered by the umbrella policy on or before October 1 will need to provide written notification if they wish to opt out of future participation of the policy. After notification is made, policy fees are determined by the insuring agency based upon the total number of organizations and members. The individual member rates for the respective organization’s total membership will be passed on through an invoice from ÐÇ¿Õ´«Ã½ in late December or early January of each year. Payment should be made payable to ÐÇ¿Õ´«Ã½ by the date listed upon the provided invoice.Any organization failing to provide proof of liability insurance, actively participate in the umbrella liability insurance policy coordinated through ÐÇ¿Õ´«Ã½, or failing to pay the invoice associated with their umbrella policy coverage in a timely manner will lose recognition effective April 1 of the year in which the failure occurs.

Housing and Lounges

Fully recognized social fraternities and sororities in good standing and compliance with the Social Fraternity and Sorority Housing Guidelines may utilize the privilege to house chapter members in designated traditional-style residence hall wings. Fraternity and Sorority on-campus housing provides chapters space for members to build community through shared accommodations. As a residential college, we value communities built on campus and within the residence halls that support extracurricular activities.

If a chapter desires the privilege of chapter assigned housing and meets all conduct and Fraternity and Sorority Housing Guidelines, the Office of Residential Life will reserve the following spaces in a resident hall wing:

• For larger chapters (26 or more total chapter members) eight (8) beds, typically resulting in three (3) to four (4) rooms; and
• For smaller chapters (25 or less total chapter members) six (6) beds, typically resulting in two (2) to three (3) rooms.

The room locations will be scattered between the bathroom and the end of the hallway along both sides of the corridor.

Chapters will internally discuss and determine which members will sign up for the reserved rooms prior to housing sign-up. Chapters will encourage members to check on any financial and/or academic holds prior to Greek Housing Sign-Up to ensure they will be in a position to take one of the chapter assigned spaces. Additional members wanting to live on the same floor as chapter designated beds are able to sign up during normal credit-based housing sign-up.

Chapter membership may not take up more than 55 percent of bed space on the residential floor. This allows for chapters’ to have positive interactions with unaffiliated students. Each chapter will be provided a ‘flat sheet’ diagram of the floor where they have chapter assigned housing to familiarize the chapter with the respective chapter designated rooms on the floor.

Lounges
All residence hall lounges are intended for use by all members of the corridor and should not be monopolized by any organization. Organizations wishing to use lounge spaces must receive prior approval from the Hall Director of that building.