Administrative Policies Regarding Fraternities & Sororities
The university expects the operation and activities of general fraternities and sororities to comply with all applicable federal, state and local laws, as well as all university, governing council and inter/national organization policy.
Eligibility
1. Perspective new members must have earned a minimum of 12 credit hours, have a cumulative grade point average of at least 2.4 or meet the organization’s specified minimum standard to join, whichever is higher, and be in good academic standing before they can be offered an invitation to join. Students transferring to Clarion University will be declared eligible provided that they had cumulative grade point average of at least 2.4 at their previous institution and are transferring at least 12 credit hours.
2. The Office of Campus Life (OCL) will process Eligibility Verification Forms on a continuous basis and distribute an eligibility list on a regular basis, to be determined at the beginning of each semester.
3. No potential new member may be offered an invitation to join or extended a bid until his/her eligibility has been confirmed by the OCL.
4. Once a bid has been accepted, a signed individual bid acceptance form must be turned into the OCL within 48 hours after it has been signed.
5. While this policy prohibits general fraternities and sororities from offering invitations of membership to students without a Clarion University grade point average and transfer student with less than 12 credit hours, fraternities and sororities are permitted to have contact with such students for the purposes of generating future interest in Greek life. Fraternities and sororities are permitted to invite said students to chapter functions, provided that these functions are held on campus.
New Member Education Programs
1. Each semester the chapter officer responsible for administering the organization’s new member education program is required to meet with the Assistant Director of Campus Life before the new member education program begins. The officer should bring a detailed, written copy of the program to this meeting.
Depledges
1. In the event that new member depledges at any point in the semester, a depledged form must be turned into the OCL. In the event that a Depledge Form is not received, the individual(s) in question will remain on the chapter’s grade report for that semester and may be removed from the chapter’s roster the following semester.
Initiation
1. Each chapter is required to submit an Initiation Form to the OCL within 48 hours after new members are initiated into the organization.
Communication
1. In addition to complying with Student Senate’s RSO Policy, all chapter presidents and advisors must join the IFC or PHC iClarion Portal group. Additionally, all chapter IFC/PHC delegates must join the IFC or PHC iClarion Portal group. These individuals are responsible for checking the portal page on a regular basis and ensuring that all information communicated via the portal is relayed to their respective chapter.
2. Each chapter president must schedule one meeting per month with the Assistant Director of Campus Life during the course of his/her term.
Rosters
1. At the beginning of each semester, the OCL will distribute rosters to each chapter. These rosters will be used for billing IFC/PHC membership dues. Any revisions to the roster will be due in OCL by 5 p.m. on the Friday of the second week of school.
Scholarship Reports
1. Each semester the OCL will compile scholarship reports for each individual chapter, as well as for the entire Greek community. Preliminary reports for each semester will be distributed at the beginning of the following semester. The final report will be generated 30 days after the first day of class the following semester. No adjustments will be made to the official grade report after that time.
2. In the event that new member depledges at any point in the semester, a depledged form must be turned into the OCL. In the event that a depledged form is not received, the individual(s) in question will remain on the chapter’s grade report for that particular semester.
Social Functions
1. Fraternities and sororities are required to register all social functions, where alcohol is present, with the Office of Campus Life at least 48 hours prior to the event and include a guest list. For the purpose of this document, a “social function” is defined as a mixer, party, date party, brotherhood/sisterhood event, formal/semiformal, parent event, alumni event or any situation sponsored or endorsed by the chapter at which there is the possession use and/or consumption of alcoholic beverages regardless of whether it occurs on or off the chapter’s premises.
Policy Violations
1. In the event that OCL becomes aware of alleged violations of this, or any other university policy, the Assistant Director of Campus Life will review the alleged violation to determine whether or not the adjudication of the offense should best be handled through a formal or informal hearing. If the violation is deemed serious enough to warrant a formal hearing, the matter will be referred to the Office of Judicial & Mediation Services for review. If it is deemed that an informal hearing is warranted, the matter will be referred to the Director of Campus for review. These hearings will be conducted in accordance with the Disciplinary Procedures Code outlined in the Student Rights, Regulations, & Procedures Online.
2. Each chapter is expected to utilize their internal disciplinary process to adjudicate alleged violations of organizational standards/expectations/policies and/or institutional policies by its members and notify the Office of Campus Life of the outcomes of all such hearings.
3. In accordance with the Student Rights, Regulations, & Procedures Online handbook, decisions resulting from either an informal hearing, or a council judicial body, may be appealed to the Office of Judicial & Mediation Services.
