RUL 11.56.03 - Fraternities and Sororities: Procedures for Recruitment, Intake and New Member Activities

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: November 18, 2015.

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

Additional References
Membership Paperwork Form  
Verification of New Members 
Membership Roster Change in Status Membership Roster Additions
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 fraternities and sororities of the NC State University, their advisors, and prospective members with rules regarding membership recruitment, intake, and new member activities, to ensure a successful and positive experience for all involved.

In order for the Department of Fraternity and Sorority Life (FSL) to assist chapters with the recruitment or intake process, and mitigate potential risks, chapters must adhere to the following rule if they are to conduct recruitment or intake activities at NC State.

2.                  DEFINITIONS

When used in this rule the following definitions shall apply:

2.1 “Recruitment” means a time of mutual selection between chapters and potential new members generally characterized by a series of planned activities in which potential new members are introduced to chapters.  Recruitment activities include two types:  formal and informal.  Formal recruitment is a process organized by a governing council which involves a series of rounds for potential new members to meet chapters.  Formal recruitment concludes with Bid Day in which potential new members receive a bid, or an official invitation to join an organization.  Informal recruitment is a process organized independently by a chapter, including continuous open bidding, which introduces potential new members to a specific chapter, typically in an informal manner.

 

2.2 “Intake” means a process organized independently by a chapter, generally characterized by the chapter holding an informational or interest meeting, followed by an application process which may include an interview or series of interviews of interested candidates and whereby selected candidates participate in a new member education process.

3.      PRE-INTAKE MEETINGS AND DOCUMENTATION

Prior to any recruitment (formal or informal) or intake activities, and prior to any new member education activities taking place (meetings, retreats, team building activities, or other), at least one chapter member, preferably the chapter president, and/or recruitment chair, new member educator, and/or intake chair must meet with the  Associate Director or designated staff member.  Appointments must be scheduled, and materials provided before the first recruitment event or interest meeting to give FSL sufficient time to review the material and for chapter to make any necessary adjustment.  Appointments are scheduled by contacting FSL at (919) 513-2910.    At this meeting the chapter must submit/provide:

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

3.2 A completed Membership Paperwork Form.

4.                  RECRUITMENT

4.1 Required Documentation and Approval

Chapter recruitment cannot begin until the documentation required in this section is submitted to FSL and FSL approves the recruitment activities.  In the event that the recruitment or new member activities begin without the knowledge and signed approval of the Associate Director or designated staff member, and/or the chapter has not adhered to these written recruitment procedures, recruitment and/or new member activities must cease immediately, and the chapter may be placed on suspension.  Sanctions will be administered at the discretion of FSL.

4.2 Recruitment Calendar

Chapters participating in informal recruitment should submit recruitment calendar items with date, time, location, event name, and event topic/description.  The Associate Director or designated staff member must approve activities before they commence.  Activities to provide on the calendar include:

4.2.1 Recruitment events/interest meetings

4.2.2 Selection date(s)/extension of bids

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

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

4.2.5 Any additional dates pertinent to a specific organization

Chapters participating in formal recruitment do not have to submit a recruitment calendar. 

4.3 New Member Education Calendar

All chapters conducting recruitment must submit a new member education calendar to the Associate Director or designated staff member for approval before beginning any of these activities.  A new member education calendar must include a timetable of any activities exclusive to, or expected of new members with dates and times.  No activities may take place during reading days or final exams or outside of the hours of 9:00 a.m. to 11:00 p.m. without FSL’s prior approval.  No new member education program should extend beyond 12 weeks to be consistent with national standards.  Activities to identify on the calendar include:

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

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

4.3.3 New member education meetings

4.3.4 New member retreat

4.3.5 New member teambuilding activities

4.3.6 Study Hours (may not exceed 6 hours per week without approval)

4.3.7 Designated driving duties (strongly discouraged and only allowable if all chapter members participate and a letter from the national organization is provided approving the practice)

4.3.8 Final week activities

4.3.9 Initiation date:  Chapters who initiate new members during the semester in which they were recruited should do so before reading days.  Chapters who do not initiate new members until grades are released must initiate within 7 calendar days of the first day of classes the next semester.  

4.3.10 Any additional dates pertinent to a specific organization.

4.4 Amendments or Updates to Calendars

If any event details need to be changed on the calendar(s), the chapter must notify the Associate Director or designated staff member for approval, in writing, no later than two (2) University business days prior to the event.

4.5 Requirements for Conducting Recruitment Activities

In addition, all organizations must adhere to the following requirements when conducting recruitment activities:

4.5.1 No alcoholic beverages will be permitted.

4.5.2 All national policies of the organization and governing council must be met. 

4.5.3 All activities are subject to the Code of Student Conduct.

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

4.5.5 Activities should focus on the organization, its members and potential members. Any activity planned with or co-sponsored by another organization should demonstrate acceptance of that organization's participation prior to advertising of the event. 

4.5.6  All organizations are expected to adhere to their inter/national organization’s values and the values of NC State during the course of their activities, demonstrating integrity, freedom, respect, responsibility, stewardship and excellence.  To that end, organizations should be mindful of the both perception and impact of their actions, and choose language, attire and activities with those values in mind.  Vulgarity, profanity, activities which create an atmosphere of discrimination or intolerance, etc. are inconsistent with community values.

4.5.7 Activities may only occupy five nights in any give week (e.g., Saturday through Friday). The other two nights of the week should be free from any chapter programs.

4.5.8 Any event that would be perceived by a reasonable observer as a recruitment activity is subject to these rules. 

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

5.                  INTAKE

5.1 Required Documentation and Approval

Chapter intake cannot begin until the documentation required in this section is submitted to FSL and FSL approves the intake activities. In the event that the intake activities begin without the knowledge and approval of the Associate Director of designated staff member, and/or the chapter has not complied with this Rule, all intake activities must cease immediately, and the chapter may be placed on suspension.  Sanctions will be administered at the discretion of FSL.

5.2 Intake Calendar

Chapters participating in intake should submit a calendar of events to FSL 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.  The Associate Director or designated staff member must approve activities one-week before they commence.  Activities to provide on the calendar include:

5.2.1 Official interest meetings: an official interest meeting means the meeting in which the chapter distributes information pertaining to membership intake and/or official applications to be considered for membership. An interest meeting must be held the same semester as intake unless otherwise approved;

5.2.2 Selection date(s);

5.2.3 Start date of the new member’s official process/education 5.2.4 Initiation date 5.2.5 New Member Presentation and any related practices; and 5.2.6 Any additional dates pertinent to a specific organization 5.3 Amendments or Updates to Calendar

2.2 If any event details need to be changed on the calendar(s) the chapter must notify the Associate Director or designated staff member for approval, in writing, no later than two (2) business days prior to the event.

5.4 Publicity Materials

Chapters must submit a copy of any materials announcing the interest meeting to FSL.  In addition the chapter must include information on the time, date, on-campus location, dress code, and any additional expectations for the interest meeting.

5.5 Requirements for Interest Meetings

5.5.1 Chapters must publicize their interest meetings no later than three (3) University business days in advance, for at least 48 hours.  Publication of the interest meetings must occur in one of the following ways: 

(a) FSL Google Calendar; or

(b) Flyer to be posted in the FSL office and three additional locations to be determined in cooperation with FSL staff.

5.5.2 In addition to the above, chapters must publicize the interest meeting in at least one of the following ways:

(a) Targeted message to unaffiliated undergraduate students on campus.  The Associate Director or designated staff member will assist in this communication.

(b) FSL Facebook page.

(c) NC State digital billboards.

(d) Social media; and/or

(e) Other outlets to be approved by the Associate Director or designated staff member.

5.5.3 All chapters hosting interest meetings must submit an Interest Meeting Attendance Form to FSL no later than two University business days after the meeting.  The Interest Meeting Attendance Form includes the following information:

(a) Names, student ID numbers, and signatures of attendees;

(b) Total number in attendance; and

(c) Chapter officer name, title, and signature

5.6 New Member Presentation

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 new member 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 Associate Director or designated staff member. New member presentations must take place no more than 7 calendar days after the members have been initiated into the organization, or prior to reading days, whichever comes first.

5.6.1 Prior to the new member presentation, the chapter president and/or intake chair must do the following:

(a) Submit a New Member Presentation Form; and

(b) Schedule a meeting with the Associate Director or designated staff member no later than seven (7) University business days prior to the new member presentation show.

5.6.2 Requirements for New Member Presentation Show:

(a) Presentation shows are not to be scheduled on the same night/time of a previously planned event of another chapter of the same council unless otherwise approved.  Please check with the Associate Director or designated staff member for details.

(b) If the event is to be held outdoors, a Permit Request for Outdoor Events, Public Addresses and Solicitation should be submitted to Student Involvement at least three (3) University business days prior to the activity.  If indoors, a reservation should be confirmed through the University administrator having control over the facility.  A copy of this permit or reservation must be submitted to the Associate Director or designated staff member.

(c) Prior approval from the Associate Director or designated staff member must be obtained for any items that are to be used as “markers” during the show.  (i.e., torches, ropes, animals, chairs, etc.).

(d) 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.

(e) All organizations are expected to adhere to their inter/national organization’s values and the values of NC State during the course of their activities, demonstrating integrity, freedom, respect, responsibility, stewardship and excellence.  To that end, organizations should be mindful of the both perception and impact of their actions, and choose language, attire and activities with those values in mind.  Vulgarity, profanity, dissing, etc. are inconsistent with community values.

(f) If chapters assign “numbers” to new members, the numbers should accurately represent the number of new members being presented (i.e., if there are 5 individuals being presented, numbers should be 1-5 not 1,2,4,5,6).  Any exceptions must be approved at the New Member Presentation meeting scheduled with the Associate Director or designated staff.

(g) No alcoholic beverages will be permitted.

(h) 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.)

(i) 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, University 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 Associate Director or designated staff member. 

(j) Disruptions by guest chapters will not be tolerated.  This includes but is not limited to: walking through the presenters’ show, talking over the presenting organization, etc.

(k) The duration of the presentation show should be no longer than one (1) hour if there are less than 10 members or 2 hours if there are 10 or more.  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 for ensuring the site used is left in its original state and will be responsible for any damages that occur.

(l) No show may commence without a FSL staff member present.  The organization should confirm attendance of the staff member at the scheduled meeting to discuss the show.

6.      VERIFICATION OF  NEW MEMBERS

6.1 Verification of New Members Form

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: 

6.1.1 New Members’ Names;

6.1.2 New Members’ Signatures and FERPA Waiver;

6.1.3 New Members’ Student ID Numbers;

6.1.4  Total Number of  new members; and

6.1.5 Chapter officer name, title, and signature.

6.2 Updates to Form

Updates of individuals who are not approved by regionals/nationals or who discontinue the process must be submitted to FSL no later than two (2) University business days after notification.

7.      CHAPTER MEMBERSHIP ROSTER UPDATE

At the conclusion of the new member education process the chapter should submit (as needed ) an updated Membership Roster Change in Status and/or Membership Roster Additions form.

7.1 The Membership Roster Change in Status form allows for inactive, reactive, end of membership, and deletion updates to the chapter roster.

7.2 The Membership Roster Additions form allows the chapter to add individuals to the roster outside of new members (i.e., transfer students).

 (reference 5.6)

8.      CONFIDENTIALITY

All documents supplied to FSL are kept confidential from students or student leaders/council officers as they may contain information related to student’s educational records.  These documents may be shared with university officials and national organization staff as allowed by applicable law and/or by the signed FERPA waiver.

9.      HAZING

9.1 It is unlawful for any student to engage in hazing of others that results in physical injury.  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.  General Statutes 14-35.  Hazing is more broadly defined for the university disciplinary purposes in the NCSU POL11.35.01 - Code of Student Conduct.

9.2 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 January 2013).

10.  VIOLATIONS

10.1   The following activities constitute a violation of this Rule:

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

10.1.2 Holding membership recruitment or intake without complying with the rules et by FSL.

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

10.1.4   Activities related to recruitment or intake defined as any activity conducted in defiance of previous sanctions or warnings by council advisors.

10.1.5 Failure to adhere to New Member Presentation rules.

10.2 Notice and Sanctions

10.2.1 Chapters will receive written notice of violation from the Associate Director or designated staff member, and be provided either the opportunity to be heard, present information, and defend against the charges with FSL, or referred to Student Conduct.  If the violation is handled by FSL, findings will be delivered in writing to the president of the organization.  Appeals may be submitted, in writing, within seven (7) calendar days to the Director of FSL.  The Director’s decision, after reviewing all information presented, including the organization’s appeal, will be final.  If the violation is handled by Student Conduct, due process will be provided according to the Student Discipline Procedures and the Code of Student Conduct.

10.2.2 Violations of recruitment or intake regulations may result in a period of review or suspension as determined by FSL.

(a) Review is noted by a period of scrutiny wherein if the chapter commits any violation of the recruitment, intake, or new member educations procedures, or any other rules set forth by FSL, the chapter will have their recognition suspended.

(b) 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 Associate Director or designated staff member and will be a period of no less than one semester.  Any suspended group automatically loses recognition from FSL per Rule 11.56.02.

10.2.3  Students found responsible for 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.  FSL will work in partnership with both bodies to create a comprehensive plan that avoids duplication and may be both educational and punitive.

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

10.3.1 Chapters that have had their recognition suspended by FSL must have a review of chapter status before the suspension is removed, even if the period defined has passed. 

(a)Executive Board:  chapter president and/or one representative

(b)The chapter advisor

10.3.2 All questions and concerns must be expressed by the Chapter President to FSL staff.  If any questions regarding this Rule and its procedures arise, they may be discussed between the members of the chapter and the FSL staff.  Final jurisdiction and decision-making authority rests in the hands of the Associate Director or designated staff member.