Office of Student Involvement POLICIES AND PROCEDURES ON MEMBERSHIP RECRUITMENT 2017-2018 Panhellenic Council Organizations
Office of Student Involvement Any recognized Panhellenic Sorority must adhere to the following guidelines and submit all necessary and required documentation upon any formal or informal recruitment process. Eligibility PHA groups in good standing with the and their national headquarters are eligible to host membership recruitment events. Groups in good standing must be properly registered as active with the Office of Student Involvement and have updated their membership and advisor rosters. Formal Recruitment Events All chapters are required to participate in the formal recruitment process Chapters are required to submit an electronic binder of events to the Panhellenic Vice President of Membership by the date specified in the recruitment rules. Alcohol should not be present at any point during the formal recruitment process (in or outside of rounds), nor should alcohol be given as a gift. Any new member class activities where alcohol is present, or where hazing is suspected to be occurring, will result in immediate suspension of the new member process and/or chapter operations until such time that appropriate actions are determined by the Office of Student Conduct. Continuous Open Bidding Events (COB) Chapters who are eligible after total is reset to take additional new members are permitted to hold COB events to get up to total. Chapters are required to submit an electronic Event Planning Form via Eagle Link at least 10 business days in advance of each COB event. COB events must discuss or hand out information related to at minimum: o Information about the chapter (financial obligations, time commitments, etc.); o Membership requirements and eligibility; o FGCU and national policy regarding hazing; o Specific guidelines about joining the organization. Chapters must submit all required paperwork in a timely fashion prior to beginning the COB process, Alcohol should not be present at any point during the informal recruitment process, nor should alcohol be given as a gift. Any new member class activities where alcohol is present, or where hazing is suspected to be occurring, will result in immediate suspension of the new member process and/or chapter operations until such time that appropriate actions are determined by the Office of Student Conduct. Academic performance by a new member must take priority over new member class activities. No new member class activities may be scheduled which conflict with academic commitments. Any music played during COB events must be censored and appropriate Chapters must contact their chapter liaison of any and all changes as soon as possible.
Office of Student Involvement COB Checklist Complete All Administrative Tasks Complete the Non-Hazing Compliance Form (all chapter members). Submit the COB Intent Form Obtain the Chapter President s signature. Obtain the Chapter Recruitment Officer s signature Obtain the Chapter Advisor s signature. Submit the form at least 10 days before the first COB event. Register Your Events (at least 10 business days in advance) Submit this packet and all required documents to your chapter liaison Submit all COB Activities via Eagle Link New Member Presentation (if applicable) Prior to Extending Membership Invitations (bids) Have PNMs complete the Academic Grade Release Form Have PNMs complete sign the Non-Hazing Compliance Form Submit the names and UINs (last, first, middle initial) and emails of PNMs your organization wishes to bid to the Office of Student Involvement Wait until the Office of Student Involvement Staff verifies the PNMs grades before extending a bid After a PNM accepts a Membership Invitation (bid) Have PNM fill out the NPC COB Agreement and submit within 24 hours. Submit the Roster Update Form to the Office of Student Involvement with your new members names within 48 business hours of bid acceptance Submit your chapters New Member education curriculum to the Office of Student Involvement The Office of Student Involvement at requires the procedure outlined above. Failure to follow the outlined procedure may result in the immediate suspension of the COB process and notification of the appropriate national representatives and advisors. Tip: Plan in advance! Make an appointment with your chapter liaison to discuss and clarify these steps.
Membership Recruitment Intent Form Office of Student Involvement This form must be submitted to the Office of Student Involvement at least 10 business days prior to the start of COB Activities. This form will be kept confidential and will be shared only with proper college officials. Fraternity/Sorority Chapter and Organization: The person in charge of formal/cob (circle one) recruitment for the Chapter will be: Name: Title in Chapter: Phone Number: Email Address: The Chapter Advisor supervising formal/cob (circle one) recruitment for the Chapter will be: Name: Title in Chapter: Phone Number: Email Address: Chapter President Information: Name: Title in Organization: Phone Number: Email Address: We, the undersigned, attest that this information is accurate and correct to the best of our knowledge. Furthermore, we agree to the following as conditions of Membership Recruitment: a. We will submit a copy of COB flyers to the Office of Student Involvement/ Fraternity and Sorority Life via Eaglelink at least fourteen (14) calendar days prior to the meeting occurring (if applicable) b. We will comply with all of the policies and procedures regarding Membership Recruitment put in place by Florida Gulf Coast University, our inter/(inter) national organization, the Panhellenic Council, and the National Panhellenic Conference c. We will comply with local and federal laws and University, (inter) national organization Panhellenic Council, and the National Panhellenic Conference rules, standards, and codes during the Membership Recruitment process. We will inform the Office of Student Involvement/Fraternity and Sorority Life of any and all changes to our Membership Recruitment schedule. Chapter President Name Signature Date Membership Recruitment Officer Name Signature Date Chapter Advisor Name Signature Date For Office Use Only Date Rec d: By: Copied: Folder:
Office of Student Involvement Recruitment Officer Agreement Semester and Year: Type of Membership Recruitment: Formal / Continuous Open Bidding Organization: Recruitment Officer Name: I certify that I have read in full ALL of s and the Panhellenic Council s Recruitment Policies and Procedures, pertinent university policies, and other relevant information from my inter/(inter) national organization regarding Membership Recruitment. I will educate my chapter and the potential new members on all of the regulations of the recruitment and new member education process, and will keep the Office of Student Involvement/Fraternity and Sorority Life informed on all Membership Recruitment activities conducted by chapter. I agree to provide the names of the new members to the Office of Student Involvement/Fraternity and Sorority Life within two (2) business days after the bid distribution and acceptance. I understand that if the Membership Recruitment forms are not fully completed, submitted, and signed by all parties by the outlined deadlines, recruitment of new members will NOT be allowed. I declare that I will thoroughly review all information submitted to the Office of Student Involvement/Fraternity and Sorority Life and will only allow information that is true to be turned in and hereby give permission the Office of Student Involvement/Fraternity and Sorority Life to verify the validity of all information submitted. I understand that if any of the information submitted to the Office of Student Involvement/Fraternity and Sorority Life is found to be false or misleading, the Office of Student Involvement/Fraternity and Sorority Life reserves the right to suspend the Membership Recruitment process pending full investigation of all statements. I have read and signed Florida Gulf Coast Non-Hazing Compliance Form and agree to abide by the statement. I will also make sure that all members (including alumni/ae) understand and follow these guidelines. I further understand that the Office of Student Involvement/Fraternity and Sorority Life reserves the right to suspend the Membership Recruitment process if my chapter is found or suspected of being in violation of this policy. I understand that all Membership Recruitment activities will coincide with the policies set forth by my (inter) national organization. Any deviation from the policies of my (inter) national organization must be supported in writing by the Chapter Advisor and/or my (inter) national headquarters. Recruitment Officer Name Signature Date Chapter President Name Signature Date Chapter Advisor Name Signature Date For Office Use Only Date Rec d: By: Copied: Folder:
Formal Recruitment Binder Requirements Create and submit an electronic binder that details all of the below information. Each section should have its own page. Submit to the Panhellenic Vice President of Membership by the deadline noted in the Recruitment Rules. Chapter Name & Recruitment Semester and Year Contact Information: Recruitment Officer/Chair (name, phone, email) Advisors that will be present (name, phone, email) National Officers that will be present (name, phone, email) Alumni that will be present & their role in recruitment Chapter Statistics: Current number of members Number of members graduating in May 2018 Number of members graduating in Fall 2017 Current Campus Total: Chapter fall target Chapter information: GPA requirement Eligibility (full time/part time; undergraduate/graduate/adult studies, etc.) Legacy policy Dues Breakdown (new member and initiated member) Motto Flower Mascot Philanthropy Colors Values Time commitment (Example: If your chapter members have to be involved in other campus extracurricular activities) Fall Formal Recruitment Rounds Event Round (Philanthropy, Sisterhood, Preference) Date, Time and Length, Location Goal and objective Please include a copy of any and all speeches, ceremonies, scripts, and note who will be speaking Activities and details of the activities Purpose of activities and how they are values-based Conversation Topics Purpose of conversations and how they will be values-based Attire Setup (chairs, tables, etc.) Media Supplies, decor, and cost Bid Day and Bid Day Activity Theme Summary of activities Will you host your bid day activity on-campus or off-campus? If you are hosting the activity off-campus, what is the transportation method? Date, time, and location
COB Binder Requirements Create an electronic binder that details all of the below information. Submit to the Panhellenic Vice President of Membership at least 10 business days prior to your first COB event. Chapter Name & Recruitment Semester and Year Contact Information: Recruitment Officer/Chair (name, phone, email) Advisors that will be present (name, phone, email) National Officers that will be present (name, phone, email) Alumni that will be present & their role in recruitment Chapter Statistics and Requirements: Current number of members: Current Campus Total: Chapter membership target: Chapter GPA Requirement: COB Calendar of Events: General Calendar of events (dates, times, location, and title of event) COB Event Details: Submit a separate page for each COB event you plan to have and be sure to detail the following information: Date, time, and location of event Goal and objective of event Activities o Details of the activities o Purpose of activities o Explanation of how these activities are values-based o Explain if PNMs will be taking items home (and what) Conversation Topics o Purpose of conversations o Explanation of how the conversations topics are values-based Chapter attire Media Supplies, decor, and cost breakdown
Continuous Open Bidding Membership Recruitment Acceptance Binding Agreement NPC member organizations are formally named sororities, fraternities or societies. All organizations are referred to as sororities by NPC. Name: Campus address: Campus phone number: _ Email: I have participated in COB recruitment at [name of college or university] By signing this acceptance agreement, I understand and agree to the following terms. Please read and initial each of the following: I accept the invitation of to pledge its chapter at the campus listed above. [name of member organization] Once I sign this acceptance agreement, I am ineligible to be pledged to another sorority on this campus until the beginning of the next primary membership recruitment period. I understand that my invitation to membership is pending and contingent upon confirmation of invitation eligibility from the Panhellenic and institution. I also understand that my invitation to membership may be revoked if I do not meet the requirements set forth by the Panhellenic and this institution. Signature Signature of witness [Witness must be a member of the chapter offering an invitation to membership.] Date Date This agreement must be filed with the College Panhellenic within one (1) business day of the above date.
Office of Student Involvement Non-Hazing Compliance Form This form needs to be completed first by the Chapter President, and then all chapter members must sign below. Please attach a separate sheet if needed. Please contact the Office of Student Involvement/ Fraternity and Sorority Life with any questions at 239-590-7739. In light of the recently passed Chad Meredith Act, hazing resulting in serious injury or death is now a felony punishable by up to five years in prison, even if the victim consents. Putting someone at risk of injury will become a first-degree misdemeanor. The seriousness of both this law and the University s Student Code of Conduct policy should be noted. We, as members of, at, hereby sign and agree with the non-hazing statement made by the Office of Greek Life. I agree that any form of hazing, which includes, but not limited to, riotous behavior, forceful consumption of food, alcohol and/or other materials, and any sort of initiation is a violation of the Student Code of Conduct. For All Greek Chapter Presidents: As the Chapter President of, I,, have read and understand the statement presented above and am also aware that as president, I am ultimately responsible for the conduct of my members, which in no way relieves individual members of personal accountability. Below is a signed agreement of all of the members of. Please read and sign if you are a member/potential new member of a FGCU Greek Life organization: I agree not to participate in any form of hazing, and will report any incidents, past, present, or future to the Office of Student Involvement or to the Vice President of Student Affairs. Hazing is defined as: 1. Any action or situation which recklessly or intentionally endangers the mental or physical health and/or safety of a student for the purpose of initiation or admission into, or affiliation with any organization operating under the sanction of the University. 2. Brutality of a physical nature such as whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug, or other substances, or other forced activities which could adversely affect the physical health or safety of the individual. 3. Any activity which could subject the individual to mental stress such as sleep deprivation, forced exclusion from social contact, forced contact, which could result in embarrassment, or any other activity which could adversely affect the mental health or dignity of the individual.
Office of Student Involvement Non-Hazing Compliance Form By signing below, you are agreeing to have read, understand, and comply with the non-hazing compliance form. First and Last Name (please print) Signature Date 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24.
First and Last Name (please print) Signature Date 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53.
New Member Presentation Guidelines If a chapter would like to present their new members to other chapters (i.e. in chapter meetings) or to the public, they must follow the below listed guidelines as well as complete and submit the attached New Member Presentation Agreement. 1. The chapter must expressly disclose to the president or proper officer of host organization the intentions/purpose of their visit into the chapter (i.e. new member presentation), prior to the date of the meeting. If an organization s attendance serves multiple purposes, such as promoting a philanthropic event and introducing new members, both purposes must be disclosed. In addition, an approximate length of time for any presentations, performances, or discussions must be provided and a good-faith effort must be made to adhere to the timeframe(s) provided and agreed upon by host organization. 2. All presentations must be held prior to Final Exam week. 3. Presentation practices must be limited to a reasonable number of hours, must be voluntary in nature, and must occur between the hours of 8:00 am and 11:59 pm. 4. No explicit or revealing attire is to be worn by the new members or other presentation participants. 5. No alcoholic beverages are allowed in the vicinity of the presentation and/or presentation practice. 6. No physical abuse will be tolerated. This includes, but is not limited to: slapping, kicking, punching, pushing, poking, caning etc. (Canes, staffs, sticks etc. may be used as part of the performance but may not be used as a weapon to threaten or harm another individual). 7. No acrobatic moves, unless proper safety equipment/measures are utilized (e.g. mats or pads and spotters). 8. No profane/vulgar and/or sexually explicit language/gestures in chants, music or speech. 9. Chants/sayings will not belittle any other Greek organization or student group. 10. Degradation or Belittlement of any individuals associated with will not be tolerated. 11. No Sexist or Racist Remarks. 12. Remarks condemning a person s sexual orientation are strictly prohibited. 13. Chapter may not hand out any item of value unless it has been purchased by the organization and a sufficient quantity has been provided for all in attendance. Items of value include flowers, cards, food, gifts, or other tangible goods. Flyers or other printed promotional material for an upcoming event are not considered to be items of value. 14. The duration of the presentation will be not exceed the agreed upon time by the hosting chapter. The presenting organization will be responsible for ensuring the site is left in its original state after use. Violations of this rule may result in a monetary fine in addition to the forfeiture of presentation privileges. 15. No animals should be brought into/onto campus spaces. Office of Student Involvement
16. Presentations should respectfully introduce new members, and should not be a way to embarrass them. 17. The purpose of presenting/visiting another organization should be for the benefit of both organizations as a whole, personal promotion by members is not permitted. This includes giving out personal business cards, phone numbers, or requests for social media connections (eg Friend, Like, or Follow me at 18. The New Member Presentation Agreement must be submitted to the Office of Student Involvement no later than 10 business days prior to the start date of presentation(s). 19. All actions of organization members/new members must adhere to the Student Code of Conduct. 20. Violation of these guidelines could result in sanctions on the organization. New Member Presentation Agreement My signature below indicates that: I have read, understand and agree to the New Member Presentation Guidelines. The information provided on this form is accurate and true. The presentation will not stray from the spirit and written description of the presentation. I understand that my organization, in addition to the President, (and individuals within) will be held accountable should any of the guidelines be violated. I will adhere to these rules and I understand not adhering to these rules will result in the following sanctions (including, but not limited to, fines (per occurrence during the show) and sanctions against the organization which could result in forfeiture of New Member Presentation privileges). Signature (Membership Recruitment Officer) Date Printed Name (Membership Recruitment Officer) Date Signature (Chapter President) Date Printed Name (Chapter President) Date Signature (Chapter Advisor) Date Printed Name (Chapter Advisor) Date For Office Use Only Date Rec d: By: Copied: Folder: