UNIVERSITY AT ALBANY

Fraternity and Sorority Recognition and Governance Guidelines

PREAMBLE

The University at Albany acknowledges that social and cultural fraternities and sororities can have a positive impact on the educational and social experiences of students and faculty in the University at Albany community when the University’s mission and the goals of the Greek-letter organizations on-campus are compatible.

These recognition and governance guidelines provide a mechanism for recognizing, supporting and monitoring the Greek system and describe the relationship between social and cultural fraternities and sororities and the University at Albany. The Office of the Vice President for Student Success has designated to the Office of Student Involvement & Leadership the primary responsibility for the administration of these guidelines.

DEFINITION OF SOCIAL/CULTURAL FRATERNITIES AND SORORITIES

Social/cultural fraternities and sororities are student organizations whose primary purpose is the personal development of their members, as distinguished from honorary, professional, departmental and service fraternities. Some fraternities and sororities are culturally and/or community based. Social/cultural fraternities and sororities may select members according to subjective criteria consistent with the University’s nondiscrimination policies. Social/cultural fraternities and sororities are entitled to single-gender membership, provided they qualify under the provision of Section 86.14 of the regulations promulgated under Title IX of the U.S. Education Act of 1972, which require that the organizations be exempt from taxation under section 501(a) of the Internal Revenue Code of 1954.

Unlike most other student organizations, membership in a social/cultural fraternity or sorority is normally a lifetime affiliation, and generally students are not permitted to be initiated into more than one social/cultural fraternity or sorority. Social/cultural fraternities and sororities promote intimate relationship bonds of brotherhood and sisterhood, and members typically refer to fellow members as “brothers” or “sisters.” Traditionally, most social/cultural fraternities and sororities are designated by Greek letters; hence, the organizations their members are often referred to as “Greek organizations” “the Greek community,” or simply “Greeks.” Social/cultural fraternities and sororities typically have rituals and creeds which promote the ideals such as friendship, loyalty, academic achievement and intellectual development, service to the community and the alma mater, honor and integrity, leadership and personal responsibility. Many social/cultural fraternities and sororities have an indoctrination and orientation period prior to initiation, and pre-initiated members are commonly referred to as pledges, associates or associate members, candidates, intakes, or new members.

GOVERNANCE

The Office of Student Involvement & Leadership recognizes the Fraternity and Sorority student governing councils and authorizes them to govern in matters relating to Fraternity and Sorority Affairs for their affiliated membership. In addition, all Greek organizations must abide by Community Rights and Responsibilities as well as the procedures for recognition and the resolution of University disciplinary proceedings for Greek organizations as outlined in this document. This document supersedes all previous relationship statements as well as Greek governing council constitution and by-laws and National office policies.

FRATERNITY/SORORITY LIFE

Each governing council takes on the responsibility for maintaining the integrity of the entire Greek system rather than the self-interest of individual organizations. As such each governing council must pledge itself to the enhancement of Fraternity/Sorority life on campus, including supporting the expectations as listed below:

  1. Social Life: Governing Councils will plan and execute programs of a social nature that will involve all groups on campus (i.e., Greek Week, Greek Games, Alumni Weekend, etc.).
  2. Community Life: Governing Councils are responsible for coordination of system-wide community service and philanthropy projects. It serves as a catalyst for co-sponsorship of activities between groups and governing councils.
  3. Academic Life: Governing Councils are responsible for the coordination of system-wide scholarship efforts and new-member education efforts across the system.
  4. Member Life: Governing Councils are expected to provide leadership development training and opportunities for individual members to support continued strength and growth of the entire system and individual organizations.

GOVERNANCE COUNCILS

The following Greek councils are currently recognized by the University at Albany as governing bodies to social/cultural fraternities and sororities:

  1. All Greek Council (AGC) – Governing/coordinating council for all fraternities and sororities recognized by the University at Albany.
  2. The Interfraternity Panhellenic Council (IFPC)– Governing/coordinating council for general national fraternities and sororities that are members of IFC and PHA.
  3. The National Pan-Hellenic Council (NPHC) – Governing/coordinating council for the historically African-American fraternities and sororities that are affiliated nationally with the NPHC
  4. The Diversified Greek Council (DGC)– Governing/coordinating council for culturally-based fraternities and sororities

COUNCIL RESPONSIBILITIES

  1. Each council is responsible for the following:
  1. Governing the activities of the member organizations within the boundaries of the organization’s constitution and bylaws.
  2. Establishing new-member intake and education programs within the parameters established by the governing council’s constitution.
  3. Defining the purpose, goals and mission of the council in order to support each member organization as well as the Greek system as a whole.
  4. Effectively communicating on a weekly basis with the Coordinator of Fraternity and Sorority Affairs; submitting weekly minutes for Council meetings.
  5. Recommending changes to council constitution and by-laws as appropriate. Any changes must be ratified by the general membership and then approved by the Office of Student Involvement & Leadership.
  1. In addition to these responsibilities, governing councils may:

1.Sponsor programs.

2.Recommend changes to these guidelines to the Coordinator of Fraternity and Sorority Affairs.

3.Recommend programs and activities to the Office of Student Involvement & Leadership.

4.Direct charges of violations of its constitution and policies to the Fraternity/Sorority Judicial Review system.

ELECTIONS AND OFFICER ELIGIBILITY

  1. Each organization and council must hold elections prior to Reading Day each December.
  2. Each organization and council is responsible for completing an Election Report form and submitting it to the Office of Student Involvement & Leadership within ten (10) days of an election or change of officers.
  3. No University student will be recognized as an officer on any governing council, or chapter e-board if one or both of the following situations arise:
  1. The individual does not have a minimum cumulative GPA of 2.75.
  2. The council officer’s organization is placed on summary suspension, or loses recognition by his or her national/regional headquarters or the University, that individual will not be able to complete his or her term of office until the organization’s recognition status has changed.

ORGANIZATIONAL RECOGNITION

Recognition is the formal process by which the University at Albany agrees that a fraternity or sorority chapter may function on campus, intake members, and identify its organization with the University at Albany.

  1. Withdrawal of recognition or other changes in recognition status may result if the following should occur:
  1. Standards of the organization have declined over time as measured by failure to meet stated criteria.
  2. Hazing.
  3. Violation of Federal, State or local law.
  4. Violation of University policy as determined by the fraternity/sorority coordinator.
  5. Violation of University policy as determined by the Office of Conflict Resolution and Civic Responsibility.
  6. Violation of All Greek Council or your respective sub-governing councilguidelines as determined by the All Greek Council Judicial Board.
  7. A thorough administrative review of the organization recommends to the Office of the Vice-President for Student Success that the mission of the University and the fraternity/sorority are no longer compatible.

RIGHTS AND PRIVILEGES OF RECOGNITION AT THE UNIVERSITY AT ALBANY

The following rights and privileges are provided to all groups under the recognition guidelines:

  1. Acknowledgment by the University that fraternity/sorority life can provide a positive experience for students and that the chapter is meeting its obligations to the University and its surrounding community.
  2. Use of the University name along with, but not in place of, identification of the governing council, in accordance with University guidelines as approved by the Director of Student Involvement and in accordance with the proper use for commercial activities.
  3. Use of University facilities for the purpose of meeting and activities that further the organization’s stated goals and are consistent with University policies governing the use of space by student organizations.
  4. Participation in the fraternity/sorority governing system at the University.
  5. Participation in rush and/or new-member intake activities as articulated and monitored by the Office of Student Involvement & Leadership.
  6. Access to the professional staff of the University assigned to administer and support fraternity/sorority activities as they enhance the educational experience of students.
  7. The right to apply for any funds, grants or other resources made available to recognized fraternities and sororities on campus.
  8. Participation in the programs and activities of the University that are provided for fraternities and sororities.

OBLIGATIONS OF FRATERNITY/SORORITY RECOGNITION

All recognized fraternities and sororities are required to meet the following obligations. If any of these obligations are not met, an Administrative Review will occur.

  1. To comply with the provisions of these recognition and governance guidelines.
  2. To comply with the Fraternity and Sorority Relationship Agreement
  3. To maintain the minimum number of members specified by your respective governing sub-council (NPHC: 9; DGC: 9; IFPC: 30).
  4. To practice sound financial management and record keeping.
  5. To participate in the fraternity/sorority judicial review process.
  6. To abide by all University policies and procedures.
  7. To abide by all local, state and federal laws and statutes.
  8. To develop membership practices that encourages participation by students irrespective of race, creed, gender, national origin, age, disability or sexual orientation.
  9. To adopt, maintain and conduct business in accordance with a constitution.
  10. To participate in educational and developmental opportunities offered by the University and national chapters relative to a better understanding of Greek life.
  11. To engage in University and community service projects.
  12. To develop opportunities for leadership and service for chapter members.
  13. To establish and follow an educational and constructive new-member education program consistent with UAlbany and New YorkState anti-hazing regulations.
  14. To respect the rights of others both on and off campus.
  15. To appoint a chapter advisor.
  16. To provide the University with all requested information relative to recognition and registration on a timely basis including evidence that the organization has insurance covering the University as additionally insured.

NEW MEMBER EDUCATION/PLEDGING/INTAKE GUIDELINES

Only recognized Greek-letter organizations in good standing with the University, their National office, and their governing council may conduct pledging/new membership intake programs. Organizations must have all appropriate paperwork on-file with the Office of Student Involvement & Leadership and must be authorized to conduct intake by the Coordinator of Fraternity and Sorority Affairs.

Each group is expected to adhere not only to University guidelines but also to the guidelines stipulated by their governing council and Inter/national body. In the event that there is a discrepancy in these guidelines, the University’s requirements will be mandated unless the governing body’s regulations are more stringent. If you have any questions, please consult with the Coordinator of Fraternity and Sorority Affairs and/or your Greek Advisor. (For example, the current University guidelines require a 2.5 GPA for prospective members but some national guidelines require 2.7 GPA rather than a 2.5. As a result, the University will require a 2.7 GPA for those groups unless documentation is provided from the national office making an exception to their own policies)

Be advised that no new member/pledge program may exceed seven (7) weeks in length and that all pledging/intake must be conclude at least three (3) weeks prior to the last day of classes.

After completion of the recruitment process the following must be completed PRIOR to the start of a new member intake/pledge program and approved by the Coordinator of Fraternity and Sorority Affairs (All materials will be kept confidential):

  1. An outline of the organization’s pledge/new member education program policy consistent with all the applicable rules and regulations, and which details the appropriate dates and activities for the process - must be on-file with the Office of Student Involvement & Leadership.
  1. A completed New Member Eligibility Form, signed by each candidate so that the Office of Student Involvement & Leadership can verify student status and academic eligibility for sorority/fraternity affiliation. A copy of it will be returned to the organization noting any individuals who fail to meet University pledging/intake guidelines. Organizations may not offer a bid/acceptance to such members.
  1. All prospective members must attend mandatory Greek Life 100 Series workshops. The workshops are as follows:
  • Greek Life 101 (Greek Convocation): Introduction to U Albany Greek Life policies and hazing seminar
  • Greek Life 102: Further explanation of U Albany Greek Life policies and team building activity
  • Greek Life 103: Final explanation of U Albany Greek Life policies and additional team building activities.

MInimum standards for Pledge/Intake

It is the responsibility of Greek-letter organizations to encourage the intellectual and academic growth of all of its members and to abide by the following criteria set by the University.

  1. All prospective members must be full-time matriculated University at Albany students with at least twelve credit 12 hours completed at the University at Albany. Transfer students must, at minimum, have the status of a 2nd semester freshman. All prospective members must remain full-time during the semester of initiation.
  1. University policy strictly states that first semester freshmen are not allowed to pledge regardless of how many credits a student may have completed in High School. They may participate in some rush activities for the purpose of learning more about the Greek system as allowed by the particular council. Organizations may not offer bids to pledge that semester. Second semester freshman must have completed a minimum of 12 credit hours at the University prior to pursuing affiliation with a fraternity or sorority and hold a minimum 2.5 cumulative grade point average.

Organizations and individual members involved in the new member education process for first semester freshman will be held accountable and may face University disciplinary action.

  1. All prospective members must have a minimum cumulative GPA of 2.5. It is strongly recommended that all prospective members exceed this guideline.
  1. New member programs may not exceed more than eight (8) weeks during the fall and spring semesters. (The Office of Student Involvement & Leadership does not recognize Summer or Winter new member education programs.)
  1. All new member programs must conclude no later than three (3) weeks prior to the last day classes or the deadline set by the Office of Student Involvement & Leadership.
  1. The University at Albany is only responsible for its recognized groups and its students, therefore the University does not recognize the practice of “cross pledging” of students at other institutions. If necessary, please consult with the Coordinator of Fraternity and Sorority Affairs.
Auxiliary Groups

The University at Albany does not recognize auxiliary groups or little brother/sister organizations. The existence of such groups, therefore, constitutes a violation of these guidelines and the organization they affiliate with will be held liable for the actions of such groups.

City-Wide Chapters

University mandates that recognized social fraternities and sororities are only allowed to accept University at Albany students as members. Therefore, city-wide chapters are not allowed and will not be recognized by the University.

Hazing

The University strongly enforces all hazing statutes and codes. In determining whether an activity constitutes hazing, the University shall use the common and ordinary meaning of the terms in the definition. If an organization is unsure whether a proposed activity will constitute hazing, the organization should consult with the Coordinator of Fraternity and Sorority Affairs.

Hazing as per New YorkState Law:

New York statutory law includes provisions making hazing an illegal act and a provision requiring adoption of university regulations proscribing hazing.

New YorkState Law

120.16. Hazing in the first degree

A person is guilty of hazing in the first degree when, in the course of another person's initiation into or affiliation with any organization, he or she intentionally or recklessly engages in conduct which creates a substantial risk of serious physical injury or deathto such other person or a third person and thereby causes such serious injury or death to such person or to a third person.

Hazing in the first degree is a class D felony.
120.17. Hazing in the second degree

A person is guilty of hazing in the second degree when, in the course of another person's initiation or affiliation with any organization, he or sheintentionally or recklessly engages in conduct which creates a substantial risk of physical injury to such other person or a third person and thereby causes such injury.

Hazing in the second degree is a class E felony.

120.28. Hazing in the third degree

A person is guilty of hazing in the third degree when, in the course of another person's initiation or affiliation with any organization, he or she intentionally or reklessly engages in conduct which creates a substantial risk of physical injury to such other person or a third person.

Hazing in the third degree is a class A misdemeanor.

The Education Law: Description of Hazing

This provision describes hazing as: