The University of South Alabama Office of Greek Life Policy

Transcription

1 The University of South Alabama Office of Greek Life Policy Created on May 9, 2016 Revised: February 20,

2 Table of Contents Greek Excellence Event Registration....3 Office of Greek Life Calendar Selection Process.4 Pre-Set Events..4 Order of Scheduling Rules for Exchanging Calendar Dates.5 Risk Management...5 Hazing...6 Sexual Misconduct Fire, Health, and Safety...8 Social Media...8 Social Events...9 IFC / CPC Philanthropy Resolution...14 Forms.15 Philanthropy Event Details for IFC...15 Philanthropy Event Details for CPC..16 FIPG - Dealing with an Intoxicated Person

3 Overview The following policy has been created to assist chapters in the areas of Greek policy awareness, event management, responsible member behavior and decision-making, reducing legal liability, and providing a healthy and safe environment for members and guests. Throughout this policy, the term "off-campus" refers to any location not in or on the property of University of South Alabama or not owned/leased by any student organizations. CHAPTER OFFICERS ARE RESPONSIBLE FOR THE EDUCATION OF INDIVIDUAL MEMBERS, INCLUDING NEW MEMBERS AND ALUMNI/AE ABOUT THESE POLICIES. The chapter President and Risk Management/Social Chair are responsible for educating all Active, New/Associate, and Alumni/ae members about responsible event management and these policies. Ignorance on policy matters is not tolerated and chapters may be held responsible for the actions of members and guests. It is recommended that these policies be reviewed yearly in the spring semester at a council meeting with the delegates. It is the delegate s responsibility to then review it with their chapter. Organizational Responsibility for Misconduct from University of South Alabama Lowdown: A student organization will be held responsible for its own actions when: 1. The organization fails to comply with a duty imposed by a written University policy, including but not limited to improper membership initiation, education, and treatment; improper organizational registration of activities for which either registration or permission is required; failure to comply with applicable health and safety regulations; misuse of University property, facilities, and equipment; violations of University regulations on the use of alcohol; and violations of any other rule or policy applicable to organizations. 2. When one or more officers refuse or neglect to perform their duties then the organization will be held responsible for the actions of one or more of its members actions that violate the Code of Student Conduct that actions arise in the course of or derive from the activities of the organization, or activities clearly connected or linked between the transgressor s action and the organization. Examples of such violations include, but are limited to, offenses against either persons or property of other organizations and alcohol violations. Greek Excellence Greek Excellence is the endorsement of community values in order to achieve success as a whole. 1. Community Expectations: Greek Chapters and Members will: a. Adhere to the principles and ideals contained in your organization s Ritual. 2

4 b. Comply with all your national policies (hazing, risk management, meeting attendance at national conventions, and leadership schools, new member education, etc.) c. Attend all training session, retreats, meetings and workshops such as Greek Council, IFC, CPC, etc. d. Achieve a chapter GPA, that is equal to or exceeds the University of South Alabama s all women s or all men s average. e. Maintain your chapter roster with the Office of Greek Life via , within 48 hours of membership changes. This will ensure that you have an accurate roster for scholarship compliance, payment of dues to your respective councils, and verification of membership figures with the national headquarters. f. Comply with the Office of Greek Life policy. g. Comply with the University of South Alabama s Student Code of Conduct, and University s Policies and Procedures as listed in the Lowdown. h. Attend the Greek Convocation held during the fall semester. i. Refrain from participation in little brother/sister program(s) or auxiliary group(s) and/or organization(s). j. Send a representative(s) to the council meetings scheduled for that year. 2. Coordinator of Fraternity and Sorority Life Expectations: a. Maintain the highest standard of conduct. b. Actively promote and encourage the highest level of education within the profession and institution. c. Maintain loyalty to University of South Alabama and pursue its objectives in ways that are consistent with public interest. d. Serve as an advocate for the Greek community to move towards positive change to benefit the goals and aspirations of the students. e. Strive for excellence in all aspects of management and leadership of University of South Alabama and the Office of Student Activities. f. Serve all students impartially. g. Serve as a liaison between the students and institution s administration. h. Show continuous support for the Greek community and policies of the university. i. Maintain a relationship with both the national headquarters of the Greek organizations, as well as the local chapter advisors. j. Use every opportunity to improve public understanding of the role of the Office of Greek Life. Event Registration 1. All organizations must register all events, including but not limited to philanthropy, Parent/Alumni, socials, with the Office of Greek Life. 3

5 2. All registration must be completed in full or request for events will be denied. 3. The proper event form must be submitted to the the Office of Greek Life three (3) weeks prior to the event by 12:00 PM (noon). a. If the event is on the weekend it needs to be submitted by the Friday 3 weeks prior to the week of the event by 12:00 PM (noon). 4. The forms can be found under the IFC or Panhellenic Council page on OrgSync. a. A brief tutorial of OrgSync may be provided during the scheduling of events done at the beginning of the academic year in order for chapters to have a better understanding of the website. Office of Greek Life Calendar The Office of Greek Life calendar reflects upcoming chapter philanthropy events, social events, council recruitment dates, and council meetings. The purpose of the calendar is to inform and connect the Office of Greek Life. 1. Selection Process a. The selection Process will be conducted as follows: i. Pre-set events will noted on calendar first. 2. Pre-Set Events a. Organization events that have been booked ahead of schedule or fall on a certain holiday (example: Presidents Day) that cannot be moved can be turned into the Office of Greek Life by the previous semester with proof of documentation. (Receipts, Invoices, i.e.) 3. Order of Scheduling Events will be scheduled in the order as they are submitted; however, preference will be given to philanthropy first and formals second. a. Philanthropy i. Organizations should follow council and internationation/national policy for number of Philanthropy events per semester. Organization may have (1) main competition event and (2) point-based event(s) during the semester. 1. Point-Based events must be held on campus. ii. Organizations are not allowed to book events on the same day as another Organization s Philanthropy event. b. Formals i. Organizations may host (1) formal event per semester. ii. An organization s formal may not conflict with participation in any Philanthropy event(s). iii. (2) Organizations formal(s) maximum are allowed per calendar day. c. Parents/Alumni Events 4

6 i. Parent / Alumni event(s) are not allowed to interfere with any Philanthropy event(s). ii. Multiple organizations are allowed to have Parents / Alumni event(s) on same calendar day. d. Date Parties i. Organizations are allowed to have (1) Date Party per semester. ii. Organizations are allowed to have Date Parties on the same calendar day. iii. An organization s Date Party may not conflict with any Philanthropy event(s). e. Swaps/Socials i. Swaps / Socials may not conflict with any Philanthropy event(s). ii. Organizations are allowed to have swaps / socials on the same calendar day. 4. Rules for Exchanging Calendar Dates a. Organizations who have a conflict with a date that has been chosen for an event must contact the organization(s) who currently holds that specific calendar date. If both organizations agree to exchange dates, they must both individually the Office of Greek Life no later than a week before the event stating that they have mutually agreed to exchange a calendar date. Risk Management 1. Alcohol and Drug a. The possession, use, consumption or serving of alcoholic beverages and/or drugs by any University of South Alabama Chapter must be in accordance with all applicable local, provincial, state, and Federal laws. The chapters must also abide by the Code of Conduct as well as any current University of South Alabama and FIPG policies. b. No chapter is allowed to purchase or provide alcohol in a form that can be made accessible to individuals under the age of 21 years. This includes but is not limited to kegs, margarita machines, trash can punch, jello shots, or any other mass distribution of alcoholic beverages. c. The direct or indirect sale of alcohol by any chapter is strictly forbidden. Chapters will be in violation when they sell drink cards, take up admission fees, or sell cup. d. Open parties are not allowed. An open party is defined as any event that allows the unrestricted access of non-members or designated guests. Only invited members are allowed to attend an event to assure the security of the chapter and its property. There may be 3 guests per chapter member. e. All undergraduate recruitment events must be dry throughout the recruitment period as defined by their Council s Recruitment Policy. The chapters must follow all requirements that their Council s Recruitment Officer submits in order for the chapters to register events for the week of recruitment properly. 5

7 f. No chapter shall purchase alcohol or facilitate an environment where alcohol is accessible to individuals under the age of 21 years. g. Any chapter found in violation of these policies, laws of their Council, or any violation of the University of South Alabama Student Code Of Conduct will be subject to sanctions. h. Reported violations are handled under the advisement of the Office of Greek Life and the respective Council s Judicial Board. However, a violation of state, local, or Federal law will be referred to the University of South Alabama s Police Department and University Disciplinary Committee (UDC). i. All chapters and members must also abide by their own Inter/National and local risk management policies. 2. Hazing a. Hazing is defined as any action or situation created by any member of a chapter, undergraduate or alumnus, to produce or result in mental or physical discomfort, embarrassment, ridicule or harassment which is otherwise prohibited by any local laws, rules, statutes and ordinances. Any forms of hazing are not only outlawed by IFC / CPC, but also by Alabama Law. b. Possible examples of hazing are; i. Paddling abuse in any form ii. Required calisthenics or other exercises iii. Forced sleep deprivation iv. Kidnapping of pledges/new members by brothers is hazing v. Required uniforms or hats vi. Solitary confinement vii. Verbal abuse viii. Lineups ix. Forced alcohol consumption c. Chapters or individuals involved in the act of hazing shall be referred to either their respective judicial council or the UDC under the advisement of the Greek Life Office according to the University of South Alabama s Lowdown Hazing Policy. 3. Sexual Misconduct a. Members of the Greek Life community at the University of South Alabama are expected to adhere to the University of South Alabama s Sexual Misconduct Policy. The University of South Alabama the Office of Greek Life will not tolerate or condone any form of sexual misconduct on the part of its members. b. I. Sexual misconduct is an umbrella term that includes sex discrimination, sexual harassment, sexual violence, domestic violence, dating violence, stalking, 6

8 and retaliation. Sexual misconduct does not depend on the gender, gender identity, or sexual orientation of the alleged victim and alleged perpetrator. i. Sexual Harassment is defined pursuant to Title VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972 and the University of South Alabama policy as: unwelcome conduct of a sexual nature. Sexual harassment rises to the level of sex discrimination, and is prohibited by this policy as sexual misconduct, when: 1. Submission to such conduct is made or threatened to be made, either explicitly or implicitly, a term or condition of an individual s employment or education, 2. Submission to or rejection of such conduct by an individual is used or threatened to be used as the basis for academic or employment decisions affecting that individual, or 3. Such conduct has the purpose or effect of substantially interfering with an individual s academic or professional performance or creating what a reasonable person would perceive as an intimidating, hostile, or offensive employment, education, or living environment (i.e., a hostile environment ). 4. Sexual harassment can take many forms, including verbal, nonverbal, and physical conduct. c. Members of the University community who wish to report sexual misconduct should file a complaint with the Title IX Coordinator(s) or a Deputy Title IX Coordinator. Contact information for Title IX Coordinators can be found at the University s Title IX web page Individuals should be aware that all employees at the University, other than the confidential resources identified in Section V.F of the Sexual Misconduct Policy, have an obligation to report sexual misconduct that they observe or otherwise learn about. Confidential resources are available to students who need them and can also be found by visiting the University s Title IX web page. 4. Fire, Health, and Safety a. All chapter houses should meet all local fire and health codes and standards. Chapter rooms can hold 190 people. b. All chapters should have posted emergency numbers for fire, police and ambulance and should have evacuation routes from chapter houses, common areas and sleeping rooms posted in said areas and on the back door of each sleeping room. c. All chapters should comply with engineering recommendations as reported by the insurance company. 7

9 d. The possession and / or use of firearms or explosive devices of any kind must comply with the University of South Alabama s Lowdown weapon policy. 5. Social Media Social media is a powerful communication tool that can have a significant impact on organizational and professional reputations. Because these outlets blur the lines between personal voice and the organization voice, the Office of Greek Life has incorporated these guidelines to help clarify how to best enhance and protect personal and professional reputations when participating in social media. a. Think twice before posting. i. Privacy does not exist in the world of social media. Consider what could happen if a post becomes widely known and how that may reflect on both the University and your organization. ii. Search engines can turn up post years after they are created, and comments can be forwarded or copied. If you would not say it at a conference or to a member of the media, consider whether you should post it online. b. Be respectful. i. Understand that content contributed to a social media site could encourage comments or discussion of opposing ideas. Responses should be considered carefully in light of how they could be reflected on the University or your organization. c. Consider your audience and its potential reaction to your content. i. Be aware that a presence in the social media world is or can easily be made available to the public at large. This is includes prospective students, current students, current employers and colleagues, and peers. Consider this before publishing to ensure that the post will not alienate, harm, or provoke any of these groups. Social Events A social function is any gathering of members, persons affiliated with an organization, and guests which an observer would associate with the organization for any purpose other than regular business meetings, which includes any unlawful activity. The organization is expected to follow all Council, University, State, and Local Laws pertaining to the event. 1. Registration of Events a. All social events needs to be registered through the the Office of Greek Life : i. A completed SOCIAL EVENT REGISTRATION FORM with appropriate signatures must be submitted to the the Office of Greek Life 3 weeks prior to the event by 12:00 PM (noon). 8

10 ii. If the event is on the weekend it needs to be submitted by the Friday 3 weeks prior to the week of the event by 12:00 PM (noon). b. A pre-determined guest list must be submitted by 12:00 PM (noon) to the Office of Greek Life three (3) business days prior to the event. i. The guest list should clearly show the names of the guests expected to attend the event and the member associated with the guests.. ii. List ALL guests who will be attending from your chapter. iii. Highlight all sober monitors (following your national policy) iv. ITALICIZE all members and their guests that are over the age of 21. Social Event Registration c. Forms may be obtained from in the Forms section of the IFC/NPHC or Panhellenic Council page on OrgSync. i. The chapter representative signing the form must be present at the event and must be one of the sober hosts listed. This person must also sign the security check in list. 2. Time of Social Events a. No chapter shall be allowed to host social events with alcohol until: i. The chapter has submitted a copy of the Risk Management Policy Statement of Understanding signed by all chapter officers and the Office of Office of Greek Life advisor b. Weekday events (Sunday - Thursday) must end by 12:00 AM (Midnight). c. Weekend events (Friday and Saturday) must end by 2:00 AM. d. From the time the event is officially over, thirty (30) minutes is allowed to have the house completely vacated of guest. e. Security officers must stay until all guests have departed. 3. Event Clean Up a. 30 minutes following an event the yard, parking lot, sidewalk, porch, and entire street area must be cleaned and free of debris. b. If the event is multi-day (i.e. Friday and Saturday), the clean-up is to be done each day of the each event before the venue is vacated. c. Each organization is responsible for keeping its area clean and free of debris. d. Failure to abide with the event clean up policy will result in chapter or individual sanctioning as determined by the respective council s Judicial Board. e. Clean-up procedures apply to any additional parking areas or University/community parking lots that have been used by the chapter or chapter guests as part of the event this includes but is not limited to tailgates or any other outdoor social gathering not on University property. 4. Guidelines for Events with Alcohol Present a. The Host Organization is responsible for the event and for the enforcement of these policies and procedures as well as those of its International organization. 9

11 5. Travel a. Individuals are responsible for their own travel unless otherwise stated by their Chapter s National Policy. 6. Guest Management and Safety a. Only invited guests from the submitted and approved Guest List should be admitted to the event. b. Members are allowed to bring maximum of three (3) guests per event. c. Changes in the Guest List should be noted properly and should be substituted on a person-for-person basis. d. The maximum number of guest for an event must not exceed the maximum occupation as determined by the fire department. e. When the attendee total has been reached, no one else may be admitted. f. Persons leaving the event DO NOT create a vacancy for others to enter. g. All guests and members must sign in at the check-in table, present identification, and receive the proper wristband or security stamp. h. It may be necessary to put up temporary fencing to create a secure and controllable event environment. i. There is to be only one point of entrance for all members and guests. 7. Wristbands a. The following guidelines are to be followed for social events at a chapter house: i. All members and guests must wear a wristband issued by security or sober event monitor indicating whether or not they are 21. ii. EXCEPTION: At certain events such as Parent's Day or an alumni/ae function, those individuals who are obviously over the age of 35 may be admitted without a wristband. iii. Underage drinking is to be monitored and the chapter is responsible for enforcement. b. The following guidelines are for events held at a third party vendor: i. If the event is held at a licensed premise (bar) which is closed to all but invited guests, participants should be provided wristbands or a stamp in the normal manner; however no alcohol may be brought into the event by attendees. ii. Alcohol must be dispensed from a cash bar provided by the management of the establishment. iii. Alcohol may be dispensed only on an individual drink basis. iv. No pitchers or punch bowls. v. If the licensed premise (bar) admits those not invited, the party is to be closed immediately. vi. Underage drinking is to be monitored and stopped if it occurs. 10

12 vii. SECURITY GUARDS SHOULD BE UTILIZED TO ESCORT INDIVIDUALS FROM THE EVENT, NOT MEMBERS OF THE ORGANIZATION. viii. At no time should members of the organization attempt to physically handle an individual. 8. Sign-In Lists a. All members, new members and guests must sign in upon entrance to the event. b. The member(s)/guest(s) check- in list from each event must be submitted to the the Office of Greek Life within three (3) business days following the event at 12 P.M. (noon). c. Organization will not be allowed to host a following social event until the sign in list is submitted from the previous social event. 9. Alcohol Management a. All events are BYOB or Third Party Vendor. b. No alcohol may be served or sold by the host organization at any time. c. If the event is BYOB, only those over the age of 21 are permitted to bring alcohol to the event. i. BYOB guidelines (please reference the FIPG Risk Management Manual and University Alcohol Policy) provide that an individual of legal age may bring one six-pack of twelve-ounce beers or one four-pack of wine coolers for personal consumption only. d. There shall be no common source containers for alcohol. i. A common source is defined as an open access, unmonitored, that holds copious amounts of alcohol such as Kegs, 5 gallon drums, buckets, hot tubs, pools, coolers, party-balls, cases, jugs, barrels, troughs, etc. (please reference the FIPG Risk Management Manual) e. If the event is Third Party Vendor, only those who are 21 may purchase or consume alcohol. 10. Event Management a. The event will begin at the designated time and will end at the designated time. b. Event may be closed early by security or chapter executive members if problems occur. c. Security personnel may not leave until all guests have left and the event is closed. d. All Federal, state, and local laws as well as University, Greek Life, and Council rules and regulations must be followed. e. Organization officers and members should always comply with the security officers in enforcing laws and campus rules and regulations. f. Persons waiting on safe rides must wait at event check-in station and are prohibited from causing any disturbance. These persons must be transported as soon as possible. 11

13 11. Sober Event Monitor a. Sober Event Monitors At least three (3) monitors must be present for the entire event. b. At least three (3) monitors must be initiated members and one of the three must be chapter officers. c. At least one monitor should assist at the check-in table with guest admission. d. The remaining monitors should assist by patrolling the event, directing guests and members to the check in table, keeping guests inside the party or getting their ride home. e. Third Party Vendor Regulations i. The Third Party Vendor must be properly licensed by the appropriate local and state authority. ii. This may involve both a liquor license and a temporary license to sell on the premises where the function is to be held. iii. The Third Party Vendor must be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed certificate of insurance, prepared by the insurance provider. iv. The Third Party Vendor must assume in writing all the responsibilities that any other server of alcoholic beverages would assume in the normal course of business, including but not limited to: 1. Checking identification cards upon entry, unless the organization has hired security to complete this task. 2. Not serving minors (those individuals under the age of 21). 3. Not serving individuals that appear to be intoxicated. 4. Maintaining absolute control of ALL alcoholic containers present. 5. Collecting all remaining alcohol at the end of a function (no excess alcohol, opened or unopened, is to be given, sold or furnished to the chapter). 6. Removing all alcohol from the premises. IFC / CPC Philanthropy Resolution 1. Dates of philanthropy event(s) may not be changed after the event has been approved, unless weather conditions or unexpected university closings prohibit the event from occurring. Should dates change after it is approved, fraternity or sorority chapters will determine their participation based on the new information and the consensus of the presidents. 2. Fraternities must provide councils of the participating organization(s) with a detailed description of events on a separate form, with date, time and place, stating the purpose of the point based event, specific rules and the expectations of the sororities, scoring of 12

14 events, etc. at least thirty (30) calendar days prior to the event. Should the event fall within the first 30 calendar days of a new semester, the details will need to be submitted over the holiday. 3. Sororities must provide councils of the participating organization(s) with a detailed description of events on a separate form, with date, time and place, stating the purpose of the point based event, specific rules and the expectations of the sororities, scoring of events, etc. at least thirty (30) calendar days prior to the event. Should the event fall within the first 30 calendar days of a new semester, the details will need to be submitted over the holiday. 4. Upon agreement of participation in activities by the presidents, the IFC and CPC Presidents will vote by a majority on the philanthropy events of the participating councils. All fraternities and sororities must comply with the majority vote. Chapters may not require participants to purchase t-shirts or any specialty items for the event. Individual chapter members may attend non-point based events; however chapters may not encourage, suggest, or require that members attend. 5. ALL chapters may pay no more than $100 registration fee to a philanthropic event. Additional individual members may participate separately from their chapter, as long as they pay their own fee and do not associate themselves with the chapter (i.e. cannot compete for their chapter, win points for their chapter, have a team name that corresponds to their chapter, etc.) Chapters will write the check directly to the organization and indicate the payment as philanthropy contribution. Dealing with an Intoxicated Person Everyone has his or her own remedy of dealing with an intoxicated person, and usually that remedy is wrong. When dealing with an intoxicated person, remember the following guidelines: Keep calm so the person in trouble will remain calm. Assess the seriousness of the situation. Be prepared for the unexpected. Be aware of the main dangers: Do not give the person food, drink, or drugs; it could induce vomiting or choking. Keep the person still to avoid injury. Get immediate medical help if the person is unconscious or having difficulty breathing. (If it is slowed - less than 12 breaths per minute - GET MEDICAL HELP!) Immediate care you can provide: DO Speak in a clear, reassuring manner. DON T Don t laugh, ridicule or provoke the intoxicated person. 13

15 Keep the person still and comfortable. Stay with the person who is vomiting. If the person is lying down, turn them face down, and turn their face to the side. Monitor the person s breathing. Don t exercise the intoxicated person. Don t allow the person to drive Don t try to keep the person awake. Don t give food, liquid, or drugs to try to wake them up. Don t have them lie on their back. *REMEMBER THE ONLY THING THAT CAN SOBER A DRUNK PERSON IS TIME.* Call for immediate help if: The person is unconscious. The person is having difficulty breathing. Be aware that the person may stop breathing, so be prepared to administer artificial respiration if you are trained in CPR. You are in doubt as to what to do. The police (or your hired security) can help when: The person is too unruly to handle. You need transportation to a health facility. The person refuses assistance and may cause harm to themselves or others. (Particularly if he / she is behind the wheel of a vehicle.) 14