RUL 11.56.03 - Fraternities and Sororities: Procedures for Intake of Members

Authority: Issued by the Vice Chancellor and Deanfor Academic and Student Affairs (DASA). Changes or exceptions to administrative rules issued by the Vice Chancellor and Deanfor Academic and Student Affairs (DASA) may only be made by the Vice Chancellor and Deanfor Academic and Student Affairs (DASA).

History: First Issued: August 2000. Last Revised: April 20, 2010.

Related Policies: 
NCSU POL11.35.01 - Code of Student Conduct

Additional References: 
Notice of Membership Intake form 
Verification of New Members 
Fraternity and Sorority Non-Hazing Compliance form
Membership Roster Addition/Deletion form
FIPG (Fraternal Information & Programming Group)

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


1. INTRODUCTION

The purpose of this document is to provide the fraternities and sororities of the NC State Greek Community, their advisors, and prospective members with rules regarding Membership intake.  Chapter advisors, the Department of Greek Life, and, in some cases, the Department of Multicultural Student Affairs (MSA) staff will work together to ensure a successful and positive experience for all involved.

In order for the Department of Greek Life to assist chapters with the intake process and avoid potential problems, chapters must adhere to the following rule if they are to conduct intake at NC State University:

2. PRE-INTAKE MEETINGS AND DOCUMENTATION

2.1 Prior to any intake activities, at least one chapter member, preferably the chapter president or intake chair, must call to meet with the Director of Chapter Services or designated staff member.  Appointments are scheduled by calling 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 Membership Intake form.  This form must contain original signature of the chapter president and either the original signature or faxed signature of the chapter advisor.

2.1.3 A signed Fraternity and Sorority Non-Hazing Compliance form.  This form must contain original signatures of the chapter president and intake chair.

2.1.4 A calendar of events that includes a timetable of any intake activities with dates, locations, and times.  All activities should be held on-campus and between the hours of 9:00 a.m. and 11:00 p.m. unless otherwise approved.  Activities must be approved by the Director of Chapter Services one-week before they commence.  Activities to include on the calendar, if applicable:

2.1.4.1 Informationals and interest meetings

2.1.4.1.1 An interest meeting must be held the same semester as intake unless otherwise approved.

2.1.4.1.2 A copy of the flyer to announce the interest meeting must be submitted, and must include the time, date, location, dress code, and any additional expectations for aspirants of the on-campus interest meeting.

2.1.4.1.3 The flyer must be posted for a period of no less than 48 hours and should be posted in a well visible area at least three business days prior to the interest meeting in the following locations:  the Atrium, Talley Student Center, Witherspoon, Multicultural Student Affairs Office, and the Department of Greek Life Office

2.1.4.1.4 The same information that is posted on the flyer must be posted on an appropriate listserv no less than 3 business days before the interest meeting.  If it has not been posted by the organization by noon of the first business day, the Director of Chapter Services may post the information for the organization.

2.1.4.2 Selection date(s)

2.1.4.3 Start date of the new member’s official process/education

2.1.4.4 Initiation date

2.1.4.5 Presentation of New Members and any practices for the show

2.1.4.5.1 If the presentation of new members includes a “show,” bring a copy of the signed permit required to proceed with the activity to the Department of Greek Life no less than 48 hours prior to the show.

2.1.4.5.2 If the presentation of new members does not include a “show,” the method used to present new members should be discussed and approved at this meeting.

2.1.4.6 Any additional dates pertinent to a specific organization

2.2 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 Director of Chapter Services (by phone and in writing) no less than 2 business days prior to the new event time.

2.3 Without the submission of this paperwork intake will not be approved.  In the event that the intake activities begin without the knowledge and signed approval of the council advisors, and/or the chapter has not adhered to these written Intake Rules, intake activities will cease immediately, and the chapter may be placed on suspension.  These sanctions will be administered at the discretion of the Director of Chapter Services.

3. VERIFICATION OF ASPIRANTS

All chapters conducting intake must submit a Verification of New Members form to the Department of Greek Life no less than 2 business days after the interest meeting.  The verification form contains the following information: 

3.1 List of interest meeting attendees that will include each student’s:

3.1.1 Name

3.1.2 Signature

3.1.3 Student ID Number

3.1.4 Academic Waiver

3.1.5 Cumulative GPA and hours completed (to be filled in by Department of Greek Life)

3.2 Total Number of Attendees

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

All chapters conducting intake must submit a Membership Roster Addition/Deletion form no less than 2 business days after selection has concluded.  This form is the list of the individuals approved by the chapter that will be submitted to the regional or national representatives (by the chapter) as aspirants for membership.  In cases where the National intake team conducts the intake process, all correspondence forwarded to any regional or local representatives must also be forwarded to the Director of Chapter Services.  The verification form contains the following information:

4.1 List of aspirants for membership that will include each student’s:

4.1.1 Name

4.1.2 Student ID Number

4.1.3 So long as the Verification of New Members form has been submitted, signatures, and academic waivers do not need to be completed.  If an aspirant member did not attend the interest meeting, the signature and academic waiver are required.

4.2 At the conclusion of intake process (after initiation), an updated Membership Roster Addition/Deletion form must be turned in to the Department Greek Life to reflect any changes in membership since the Membership Roster Addition/Deletion form was submitted.

5. PRESENTATION OF NEW MEMBERS

5.1 All organizations must adhere to the following requirements when presenting new members to the campus community.  Organizations who do not conclude intake with a formal presentation “show” must introduce their members using another method within the same timeline presented in the following requirements.  This “method” can vary from chapter to chapter, and must be approved by the Director of Chapter Services.

5.2 Presentation of new members must take place no more than 7 calendar days after the members have been initiated into the organization, or prior to “Dead Week,” whichever comes first.

5.3 Requirements for those who present new members using a “show”:

5.3.1 Presentation “Shows” are not to be scheduled on the same night/time of a previously planned event of another chapter of the same council.  Please check with your council advisor for details.

5.3.2 An Outdoor Event and Organized Assembly Permit must be obtained from SORC at least 48 hours prior to the activity.  A copy of this permit must be submitted to the council advisor.

5.3.3 Prior approval from the council advisor must be obtained for any items that are to be used as “markers” during the show.  (i.e. firelights, fire, ropes, canes, animals, chalk).

5.3.4 Props to be used in the show must also be approved (i.e. shields, staffs, masks, etc.).  In general, paddles, bricks, and other outright symbols of “pledging” are not allowed.

5.3.5 Excessive vulgarity and profanity will not be tolerated.

5.3.6 “Dissing” of other organizations in inconsistent with Pan-Hellenic relations and should not occur.

5.3.7 If chapters assign “line numbers” to new members, the numbers should accurately represent the number of new members being presented (i.e., if there are 5 men being presented, numbers should be 1-5 not 1,2,4,5,6, etc.).  Any exceptions must be approved at least 48 hours in advance of the presentation.

5.3.8 No inappropriate or revealing attire.

5.3.9 No alcoholic beverages will be permitted.

5.3.10 No physical abuse will be tolerated.  This includes but is not limited to: slapping, kicking, spitting, punching, pushing, poking, caning, etc.  (Canes may be used as a part of the performance but may not be used as a weapon to harm another individual.)

5.3.11 In the event of a fight or other altercation during the show, those fighting will be removed from the event immediately.  If a member of the presenting organization is involved, the presentation show will be stopped immediately.  (See Violations section for further details.)  If a member of the presenting organization is not involved, Campus Police will determine if the presentation will continue.  In the event the show is stopped and the presenting organization is not at fault, an alternate date and time will be permitted by the council advisors.  The Office of Student Conduct will determine any resulting sanctions for the fight.

5.3.12 Disruptions by other attending organizations will not be tolerated.  This includes but is not limited to: walking through the presenters’ show, talking over the presenting organization, etc.

5.3.13 The duration of the presentation show should be no longer than 1 hour if there are less than 10 members or 2 hours if there are more.  The clock starts with the advertised time of the event.  If organizations start late, they must still end on time.  Following the show, members of the presenting organization must vacate the area within 30 minutes to help with crowd disbursement.  The presenting organization will be responsible ensuring the site used is left in its original state after use.

5.3.14 No show may commence without a Greek Life staff member present.  Said staff member should be confirmed by the organization no less than 3 business days prior to your presentation.

6. 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.

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 NCSU POL11.35.01 - Code of Student 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 2008).

8. VIOLATIONS

Violations of the intake regulations may result in a period of review 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 Director of Chapter Services.

8.1 Chapters will receive notice of violation from the Director of Chapter Services, 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 intake process 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, all fundraising activities, and intake functions) is prohibited.  The suspension period will be determined by the council advisor/s and/or the Director of Chapter Services 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 intake without conforming to the Membership Rules set by the Department of Greek Life.

8.4.3 Hazing:  Any violations of NCSU POL11.35.01 - Code of Student Conduct will be referred to the Office of Student Conduct.

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

8.4.5 Failure to adhere to Presentation of New Member Regulations.

8.4.6 Guidelines for Review of Chapter Status after Recognition has been Suspended:

8.5 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.  All questions and concerns must be expressed by the Chapter President to the council advisor/s.  If any questions regarding the Rule 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 Director of Chapter Services.  Those present at the review must include:

8.5.1 Executive Board:  chapter president and/or one representative

8.5.2 The chapter advisor

8.5.3 The council advisor/s and the Director of Chapter Service

8.6 Students found guilty of hazing will be subject to sanctions defined by NCSU POL11.35.01 - 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 that may be both educational and punitive.