Greek Life
at Minot State
University

Policy & Procedure
Handbook

Last updated:January 2016
by Aaron Hughes, Student Activities Coordinator
members of the Greek Life Council

Entire handbook has been approved and is being enforced, with the exception of the highlighted areas.

Minot State University Relationship Statement

The Department of Student Affairs at Minot State University is supportive of the intellectual and social development of students through their involvement in sororities and fraternitiesat Minot State University. Being a member of a fraternity or sororityprovides a host of benefits including the opportunity to develop and refine leadership skills, participate in local community service and national philanthropic projects, and form lifelong friendships within a brotherhood or sisterhood. Members of fraternities and sororities can boast of involvement in practically every facet of campus life and support many campus initiatives. The goal of the Greek system is to provide for its members growth-oriented opportunities and experiences that are consistent with the mission of Minot State University.

The necessity of this agreement derives from the special status fraternities and sororities are accorded by the nature of their creation, composition and activities. Fraternities and sororities are chapters of local and national organizations that are legal entities, independent of Minot State University. They are entitled (within constraints of national and University policies) to select their own members, elect their own officers, set their own fee structures, manage their own budgets, and govern their own chapters.

It is our intent that this Statement of Relationship provides the foundation for continuing efforts focused on a mutual goal of achieving greater excellence and new strength in this relationship, while preserving the rights, independence, and integrity of Minot State University and the Greek community.

Minot State University intends to:

  • Develop the Greek system as a positive contributor to the campus community;
  • Provide access to and use of campus facilities for chapter activities;
  • Partner and communicate with the local/national organizations to develop, maintain and convey mutually agreed upon goals and standards;
  • Develop and manage an accreditation system that (a) articulates expectations of fraternities and sororities (b) monitors those expectations, (c) provides adequate warning of a chapter’s failure to meet Minot State University, local, or national standards; and (d) takes appropriate action (up to and including withdrawal of recognition) with chapters that do not meet standards.

Minot State University fraternities and sororities recognize their obligation to:

  • Maintain a strong scholastic emphasis;
  • Participate in educational Greek Life programming sponsored by Minot State University;
  • Respect the rights of the campus community and the neighborhood;
  • Abide by the rules of conduct included in the Student Handbook;
  • Meet National and Minot State University risk management standards;
  • Ensure safe and effective prospectivenew member education and initiation practices;
  • Participate in community service and philanthropic activities;
  • Meet the standards articulated in the annual review for Greek organizations; and
  • Observe all other policies that govern the Greek system.

Table of Contents

Article I: Purpose & Scope4

  1. Definition4
  2. Mission Statement & Guiding Principles 4
  3. Recognizing Department5

Article II: Recognition Requirements5

  1. General Requirements5
  2. Fiscal Requirements6
  3. Organizational Membership Requirements6-7
  4. Recruitment & Eligibility Requirements7
  5. Physical Plant Requirements7-8
  6. Community Citizenship8
  7. Annual Review Performance Evaluation8

Article III. Statement on Hazing8

Article IV: Recruitment9

  1. Timing of Recruitment Events9
  2. Eligibility Requirements9

Article V: Chapter Membership

  1. Characteristics of Membership9
  2. Prospective New Member Educators; Reports & Policies10
  3. Prospective New Member Application10
  4. Prospective New Member Reports10
  5. Resignation of Membership 10

Appendix

  1. Glossary
  2. New Organization Application
  3. Prospective New Member Form
  4. Prospective New Member Report
  5. Member Resignation Form
  6. Annual Review Process
  7. Risk Management/Code of Conduct Policy
  8. Bystander Behavior
  9. Liability Insurance (501c3)
  10. Campus Advertising Guidelines

Greek Life at Minot State University
Greek Organization Policy & Procedure Guidelines

ARTICLE I: Purpose & Scope

Recognizing that activities that occur outside of the classroom are valuable complements to the mission of Minot State University, the campuschooses to support student organizations that promote individual growth within the overall context of the educational mission through granting Minot State University recognition.

Greek organizationswill exist at the discretion of the institution. The information in this document itemizes the policies and expectations that Greek organizations must uphold in order to continue receiving Minot State University recognition and all associated privileges.

A. Definition

In alignment with the mission of Minot State University, recognized Greek organizations are a subset of all recognized student organizations (campus groups that are initiated, organized, and run by students) that possess the following qualities:

  • Offer membership described as “brotherhood or sisterhood” where affiliation often extends beyond the undergraduate college years;
  • Have a purpose that is generally more social or philanthropic,than academic, athletic, or focused on a specific interest or talent;
  • Have the privilege and discretion to conduct subjective membership selection

B. Mission Statement Guiding Principles

As participants in the Minot State University community, each Greek organization is responsible for seeking creative and innovative ways of engaging in campus life while simultaneously serving as stewards of a common set of values. Fraternities and sororities will exist in the Minot State University community to complement the educational mission of the institution,to enhance the quality of campus life, and to provide opportunities for social interaction that result in personal growth. As members of the campus community,Greek organization members and their organizations agree to uphold the following commitments outlined as necessary pillars of success to implementing Greek organizations:

1

Academics

To pursue the acquisition of knowledge, with individual academic excellence as the primary goal

Leadership

To teach skill development for use within the Greek community and the broader community

Service/Philanthropy

To foster an ethic of support and care through community involvement and outreach

Brotherhood/Sisterhood

To establish and nurture lifelong friendships among all members

Accountability

To act responsibly with regard to choices, decisions, and behaviors, and to maintain the integrity of these principles by insisting that all members live up to them both in spirit and action. It is understood thatGreek organizations are accountable to Minot State University and the Minot community, to the membership of each individual organization, as well as to their peers

Inclusion

To build a community that embraces diversity and appreciates differences in thought and opinion

1

C. Recognizing Department

Currently it is aligned so that the Student Welfare & University Affairs Committee (SWUAC) shall govern Greek Organizations, under the supervision of the Vice President for Student Affairs. Should the Greek community at Minot State University grow to include a minimum of three sororities and three fraternities, all having completed a minimum of one annual review process, the Student Welfare & University Affairs Committee will reevaluate organizational needs and begin discussion of alternative governing bodies and additional support.

ARTICLE II: Recognition Requirements for Greek Organizations

Recognition for all Minot State University Greek organizations is conditioned on adherence to the following requirements, both at the time of initial recognition and on a continuing basis thereafter. Greek organizations must:

A. General Requirements

  1. Ensure that conduct, purpose, and activities are compliant with federal, state, and local laws and as outlined in the Minot State University Student Handbook and other University policies.
  2. Ensure that conduct, purpose, and activities are consistent with the mission of Minot State University as well as aligned with the goals and mission of the Greek Life Council.
  3. Create, maintain, and agree to abide by governing documents that include a written agreement to abide by Minot State University’s non-discrimination and anti-hazing policies. The following governing documents must be current and submitted to the Vice President of Student Affairs (including National or International documents, where applicable):

a. Constitution (including a code of conduct and internal adjudication procedures)

b. Risk Management Policy (in accordance with Minot State University policies)

c. Crisis Management Plan

  1. Have at least oneMinot State Universityfaculty or staff advisor. It may also be advantageous to maintain an individual or a team of individuals from an alumni board or corporate board to provideadditional advice on financial, risk management, policy compliance matters, and
    (where applicable) physical plant oversight.
  2. Participate and fulfill all aspects of the Annual Review Performance Evaluation; including fulfilling the specified performance requirements as outlined in Article II, Section C.
  3. Be in good standing in terms of conduct and maintain an organizational cumulative GPA of 2.0 or higher. Grade reports shall be run during midterms of fall and spring semester.
  4. Respond to University and departmental requests for information within seven business days. (Such requests include, but are not limited to: information concerning the status of the organization, changes in undergraduate or alumni leadership, occurrencesinvolving student conduct, information regarding violations of policies, and other information deemed necessary by the SWUAC or Greek Life Council).
  5. Be in regular communication with Minot State University. (This includes regularly monitoring organizations campus e-mail, attending necessary meetings, and monitoring telephone calls with voice mail or an answering machine, etc.).
  6. Cooperate fully and assist Minot State University, Greek Life Council and/or SWUAC with any investigation of allegations that the organization has failed to comply with any policies, procedures, programs and decisions.
  7. Be actively engaged in the Minot StateUniversity community.
  8. Meet and abide by Minot State University policies and national organization policies (where applicable) in order to satisfactorily fulfill the requirements of campus recognition.

B. Fiscal Requirements

  1. Be in good standing financially.
  2. Fraternities and sororities are obligated to obtain and maintain a proper tax-identification number under the Internal Revenue Code as a not-for-profit organization.
  3. All Greek organizations, at their own individual expense, are required to obtain and maintain general liability, and property insurance (if the organization owns a physical plant) with coverage and limits determined by the Minot State University. Organizations not nationally affiliated or without other proof of insurance coverage must:
  4. Obtain individual and aggregate insurance limits equal to or greater than those recommended by Minot State University.
  5. The separate and/or individual policies shall name the “Trustees of Minot State University” as Additional Insured on each policy.
  6. Provide the Vice President of Student Affairs with a Certificate of Insurance from a University approved insurance company evidencing coverage effective date, limits, exclusions, and additional insured endorsement.
  7. Provide the Vice President of Student Affairs with a copy of the policy document upon renewal, along with an annual cost or the premium charged to the organization on an annual basis.

C. Organizational Membership Requirements

  1. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity within this organization based on the grounds of race, creed, color, national origin, religion, age, sex, sexual orientation, handicap, veteran status, or such other factors that cannot be considered lawful unless approved by SWUAC.
  2. Have and maintain at least ten members to either be granted recognition, or to be eligible to maintain recognition thereafter. There must be at least ten students enrolled at full time status and registered for classes during each of the fall and spring semesters.
  3. If an organization fails to maintain ten members they may retain recognition if their local/national affiliate will provide support for the organization’s continued existence. The following steps must be taken for the local/national to provide support:
  4. Affiliate organization must consult with the Vice President of Student Affairs to determine the factors preventing the increase or maintenance of membership.
  5. The affiliate organization will work with SWUAC to determine a deadline by which the chapter must reach Minot StateUniversity’s minimum membership standard.
  6. The local/national organization must submit the following in writing to SWUAC:
  7. A letter of support for the local chapter outlining stepsthat will be taken to improve membership in the organization, accompanied by expected timeline for completion of those steps.
  8. A statement declaring an end date of support decided in consultation with the SWUAC at which point the national organization will remove support for the chapter’s recognition.
  9. Organizations granted this support must still execute and maintain all required actions and accountabilities of a fully recognized organization, including but not limited to meeting attendance, fiscal responsibilities, participation in the annual review process, active membership in the governing councils, etc. Failure to do so will affect campus recognition of the organization.
  10. Educate all active members about the requirements of the organization’s constitution and bylaws (including National policies, where applicable), all rules and policies of the SWUAC, Minot State University, and applicable local, state, and federal laws.
  11. Maintain current membership records with the SWUAC. All new members must sign a membership contract with the University at the time he or she joins a recognized Greek letter organization; all resignation paperwork from the SWUAC must be completed when individuals terminate their membership with the organization.

D. Recruitment & Eligibility Requirements
Greek organizations may only offer membership to those students deemed eligible for recruitment according to the following standards:

  1. Recruited individuals must be currently enrolled at Minot State University.
  2. Organizations must abide by all regulations regarding membership recruitment and intake, including conducting recruitment and prospectivenew member events without alcohol or other drugs.
  3. First semester freshmen are eligible to participate in recruitment and intake conditionally.
  4. First Semester Freshman must be enrolled full time and must have attained at least a 2.0 GPA by midterm.
  5. Any first semester freshman recruit failing to attain a 2.0 GPA by midterm will be asked to withdraw from the current Greek recruitment period.
  6. Previously withdrawn freshman recruits may be allowed to recommit the following semester, after attaining a 2.0 GPA or as outlined in the organization’s constitution or bylaws.
  7. Freshman recruits are not eligible to live off campus until sophomore status is achieved or in accordance with the Minot State University Housing Policy.

E. Physical Plant Requirements

As representatives of Minot State University, all Greek organizations maintaining a physical plant facility on or offMinot State University property must abide by the following guidelines to maintain Minot State University recognition:

  1. Fraternities and sororities must maintain and operate the organization’s residential facility, or other property, at all times in compliance with state and national laws, regulations, rules and/or other requirements relating to fire safety, fire prevention, general safety, occupancy and health.
  2. Any Greek organization renting a physical plant not owned by Minot StateUniversity must provide theSWUACwith a certificate of insurance for property coverage that is equal to or greater than the coverage offered through the group purchase plan.
  3. Should any organization violate the above stated policies, an immediate and mandatory meeting will be scheduled between the Greek Life Council chairperson, and the president, vice-president and house manager of the organization in violation will be contacted immediately for a mandatory meeting with the Greek Life Council Chairperson.

F. Community Citizenship
Fraternities and sororities as well as their individual members are part of the Minot State University community and are subject to all policies, regulations, privileges and obligations of that community. Chapters or individual members who violate federal, state, and local laws and/or policies outlined in the Minot State University Student Handbook will be referred to the campus judicial system.

G. Annual Review Performance Evaluation
Fraternities and sororities recognized by Minot State University are required to participate in the Annual Review Performance Evaluation. The process is intended to be an exercise in chapter self-evaluation and an opportunity for the chapter to receive guidance and constructive criticism. The Greek Life Councilwill review submissions to determine the chapter’s success in meeting the agreed upon goals and expectations of the community. Chapters that consistently fail to meet expectations will lose recognition from the University. The loss of recognition includes the loss of: use of campus facilities, equipment or resources; participation in intramurals as a Greek organization; participation in sponsored recruitment publications, training and events; participation in the Greek Life Council; sponsorship of any social or other events with any other college organization; affiliation with Minot State University’s web site; housing privileges as an organization; and use of Minot State University’s name, logo or symbols. The Annual Review Performance Evaluation is addressed in Appendix E.
ARTICLE III. Statement on Hazing
As per the current Minot State University Student Conduct Policy, found within the Student Handbook, we offer the following statement on hazing:

“Hazing by university groups is prohibited on or off campus. Hazing is defined by North Dakota Century Code 12.1-17-10. A person is guilty of an offense when, in the course of another person’s initiation into or affiliation with any organization, the person willfully engages in conduct that creates a substantial risk of physical injury to that person or a third person. As used in this section, “conduct” means any treatment or forced physical activity that is likely to adversely affect the physical health or safety of that other person or a third person, or which subjects that other person or a third person to extreme mental stress, and many included extended deprivation of sleep or rest or extended isolation, whipping, beating, branding, forced calisthenics, overexposure to the weather, and forced consumption of any food, liquor, beverage, drug, or other substance. The offense is a class A misdemeanor if the actor’s conduct causes physical injury, otherwise the offense is a class B misdemeanor.”