Code of Rights and Responsibilities for Social Greek Letter Organizations

Phase I- Pre-application

• A representative of the group will meet weekly with the Greek Advisor, who will act as the group’s campus advisor until the group gets a Chapter Advisor.
• The group is eligible to reserve campus space with the assistance of the Greek Advisor or IGC eboard for interest group meetings and community service events.
• Members of the group will meet at least once with the IGC executive board during the pre-recognition period.
• The group must follow all rules of the Student Code of Conduct and the Code of Rights and Responsibilities for Greek Social Letter Organizations. Failure to follow the above policies will stop the pre-recognition process and the group will be ineligible to apply again for one calendar year.
• The maximum length of the pre-recognition status is 60 days. At the end of this time the group must apply for recognition or disband. If the group decides not to start the recognition process, the group will be ineligible for pre-recognition status for one calendar year.
• The 60-day pre-recognition status begins on the day that the president/leader of the group signs the pre-recognition form.
• Group leaders in this process will be added to the Fraternity and Sorority email list to get important information about fraternity and sorority life.

Phase II- Application The initial letter of application must include:

• Documentation of National Headquarters indicating interest for expansion
• Chapter founding principles.
• Reason/justification for the new group, which supports the mission of SUNY Oneonta
• Chapter constitution
• Chapter advisor contact information
• Letter of recommendation from the chapter advisor supporting the group
• Officer Directory including addresses, phone numbers, and positions.
• A complete membership list and grade release information; the number of active members must meet or exceed the minimum number that is established by the chapter’s national organization.
• Proof that group has a minimum 2.5 Grade Point Average
• Documentation of 100 hours of community service collectively
• Chapter/National policies related to risk management & safety issues.
• All obligations of members including financial and personal commitments as related to SUNY Oneonta.

Phase III-Initial Application Review

• Initial applications for National Panhellenic Council (NPC) groups will be reviewed by the Greek Advisor, The Panhellenic Council, and the Committee on Greek Life. A recommendation reflective of this group will be forwarded to the Vice President for Student Development for final approval.         
• Initial applications for National Interfraternity Council (NIC) groups will be reviewed by the Greek Advisor, The Inter-Fraternity Council, and the Committee on Greek Life. A recommendation reflective of this group will be forwarded to the Vice President for Student Development for final approval.
• Initial applications for National Pan-Hellenic Council (NPHC), National Multicultural Greek Council (NMGC), National Association of Latino Fraternal Organizations (NALFO) and other cultural groups will be reviewed by the Greek Advisor, the Multicultural Greek Council, and the Committee on Greek Life. A recommendation reflective of this group will be forwarded to the Vice President for Student Development for final approval.

Phase IV-Interim Recognition Status

• Initial applications which successfully make the review process will be given Interim Recognition status. This status will entitle the group to attend the appropriate National

Interfraternity Conference (NIC), National Panhellenic Conference (NPC) National PanHellenic Council (NPHC), National Multicultural Greek Council (NMGC), National Association of Latino Fraternal Organizations (NALFO) and Inter Greek Council meetings.

These chapters will not have voting privileges until they receive complete recognition. Privileges of Interim Recognition status will include participation in Inter-Greek Council activities, campus leadership programs, and use of SUNY Oneonta facilities for chapter meetings and events. Interim group Chapter Presidents must attend bi-weekly president’s meetings and will meet bi-weekly with the Greek Advisor to review their progress.

Phase V-Recognition Status

• • Interim groups will be eligible to apply for full recognition status when they have completed one year of Interim Recognition, have a minimum number of active members as required by the national organization, and have met the minimum standards of the bi-annual evaluation process

  (a checklist can be obtained from the Greek Advisor). The group’s application will include documentation to show that they have met all standards; the documentation must be received by the Greek Advisor within two weeks after the year of interim status has ended. The group’s application for recognition will be forwarded by the Greek Advisor to the Inter-Greek Council and the Committee on Greek Life; these groups and the Greek Advisor will then send their recommendations to the Vice President of the Division of Student Development. The Vice President will notify the group as to whether they have been awarded full recognition.

• Groups who fail to meet any of the above standards and/or who are denied recognition by the Vice President of Student Development must wait a minimum of one calendar year before they may re-enter the Greek recognition process.
• Privileges of Phase V- Recognition status will include:  All probationary privileges, official participation in intramurals, recognition displays around campus, recognition by the University media when positive contributions are made to the University and local community, and full voting privileges. Additionally, members will be recognized at the semi-annual scholarship reception, and the chapter will be eligible to be recognized as the Greek organization of the year.

Phase VI -Rebuilding Phase (Optional)

• Chapters will have the option of participating in a rebuilding phase if their number of active members is low enough that the chapter has trouble meeting their requirements. Rebuilding chapters will be listed on all Greek publications including posters, pamphlets, the IGC website, etc. They will be allowed to reserve rooms on campus for meetings and recruitment events.
• Develop a recruitment action plan with the assistance of their national/regional/district advisor and their chapter advisor and submit the plan to the Greek advisor. All active members of the organization will sign the form to indicate that they agree with the plan and that they will participate in the rebuilding phase. A representative of the national organization will also sign the plan.
• The chapter must maintain a minimum of 2.5 cumulative GPA.
• Chapter members will complete 10 hours of community service per academic year.
• Chapter members will meet with the Greek advisor and the IGC new member chair once a month to discuss and implement their chapter action plan.
• The chapter will participate in at least three recruitment events on campus each semester.
• The chapter will be allowed but not required to attend IGC meetings/events or presidents’ meetings. The exceptions: chapter members will be required to attend one of the National Hazing Prevention Week activities, one of the Alcohol Awareness week activities, and the Greek retreat at the beginning of every semester.

Phase VII –Inactive Chapters (Optional)

• Chapters who have no active undergraduate members on campus will be considered inactive and will remain inactive for a two-year period. During that two-year period, chapters can participate in events on campus in conjunction with the Office of Student Life and Leadership, under the direction of the Greek Advisor to try to increase their membership numbers. If the chapter does not increase members at the end of the second year, the group’s University recognition will be revoked. Reinstatement requires groups to participate in the University’s Greek Life recognition process again.

• Alumni members seeking to reinstate a chapter must submit a request in writing to the Office of Student Life and Leadership for consideration.
• Alumni members must submit a timeline of activities prior to the start of each semester the group is inactive to the Greek Advisor.
• If the group gets new members, they must follow the policies on new member education outlined in the Greek Code. 

1. Membership in Greek Letter Organizations is only open to currently matriculated full-time students.
2. Only those students who have earned a minimum of 12 semester hours while at a university with a minimum cumulative grade point average of 2.50 during matriculation at a university campus will be eligible to become a new member.
3. Every member of Greek Letter Organizations must maintain a minimum cumulative grade point average of 2.50 to be an officer in the organization. Every chapter must reach a 2.5 cumulative grade point average or meet the all-women’s/men’s average and elect a scholarship chair. Any chapter falling below a 2.5 will be placed on probation for the first year. They must then increase their grade point average by .20 each semester or reach the 2.5 cumulative grade point average the semester following to remain recognized. A chapter that is on probation and does not make .20 progress will lose university recognition. (Chapters who have 15 or fewer members will be reviewed individually, and a contract will be created to improve scholarship standards).
4. Each Greek Letter Organization must submit and keep up to date a list of active members, officers, and new members at the beginning of each semester. Lists will include phone numbers, school email, position in the chapter, physical address and graduation month and year for each member. Chapter Presidents and/or executive board members are expected to update this information, and Campus Connection pages before the first day of classes each semester. Chapters who do not update this information will be prohibited to use space on campus or participate in recruitment events. New member and officer changes during the semester should be reported within 48 hours to the Chapter Advisor and to the Greek Advisor in the Office of Student Life and Leadership. Bid acceptance must be completed online within 24 hours of bid acceptance.
5. Each Greek Letter Organization must submit the names, phone numbers, and addresses of all chapter advisors and their National Headquarter contacts to the Greek Advisor in the Office of Student Life and Leadership by the first day of classes each semester. Resignations or other termination of chapter advisors must be reported to the Greek Advisor within 24 hours of the action. The Greek Letter Organization must appoint a new advisor within three weeks and report it to the Greek Advisor. During the search period, the Greek Advisor will act as the Chapter Advisor. Requests for extensions to the three-week period should be submitted to the Director of Student Activities/Hunt Union. After the extension, if the group does not have an advisor, they will be considered an inactive chapter until they find a new advisor. After the group secures a new advisor, the inactive status will be lifted. Inactive status means groups cannot reserve rooms, hold events or meetings on campus, or attend Greek council meetings.
6. Prior to the beginning of each new member program, all groups must submit a daily outline of chapter new member programs to the Chapter Advisor and to the Greek Advisor in the Office of Student Life and Leadership. A form for the daily outline can be obtained in the Office of Student Life and Leadership. New member programs shall not exceed six weeks in length. New Member activities must end by 11pm each night and all new member activities must be alcohol free.
7. Each chapter and all members must comply with state, local, federal laws, and University policies, rules, and regulations, including those related to hazing, alcohol, and drugs. Presidents, Vice Presidents, and New Member Educators are required to complete an online hazing prevention course each year. In addition, they must attend a hazing prevention workshop at the beginning of each semester. New Members must complete an online hazing prevention course and attend a new member meeting during the first week of their new member process to review the University’s hazing policy. Failure to attend may disqualify an individual from the new member process.
8. No Greek Letter Organization shall permit any practice in violation of law or University policy, which deprives membership or guest privileges to any person on the basis of race, creed, national origin, age, disability, or sexual orientation.
9. At the beginning of each new member period new members must complete the online acceptance agreement indicating he/she understands the following: The University’s Anti-Hazing Policy and the personal rights and responsibilities attached to the policy; all obligations of membership including financial and personal commitments; the agreement to release his/her GPA data for the purpose of determining eligibility.
10. Each Greek Letter Organization must exercise responsible management and financial integrity. Each organization is solely responsible for its own financial, legal, and contractual obligations. The University shall not be held liable for misuse of group finances and debts.
11. Each chapter must maintain an environment for members that is conducive to academic pursuits. Chapters should sponsor programs to encourage excellence in the performance of their members, and not make demands that undermine individuals’ efforts. Scholarship Chairs will be expected to offer at least one workshop a semester on the following or related topics: Academic success, stress reduction, study skills, academic integrity. Documentation of the workshop must be submitted to the Office of Student Life and Leadership.
12. Greek Letter Organizations must always strive to maintain positive relationships with the community.  Maintaining the peace and respecting the rights of others during their activities must always be a primary concern.  In keeping with the spirit of positive community relations, all Greek Letter Organizations will require community service of its members. Chapters will be expected to complete two service projects a year, one serving the community and one serving the University. Documentation must be provided to the Office of Student Life and Leadership describing the project and the names of the members in attendance. (At least 60% of the members must be in attendance unless approved by the Greek Life Advisor).
13. Each Greek Letter Organization will participate in leadership programs sponsored through the Office of Student Affairs. Chapters will be expected to complete six leadership programs a year. Two of the programs will be organized by the Office of Student Life and Leadership for Chapter Presidents and IGC/PH/IFC/MGC Leadership. The remaining four must be organized by the Chapter and address issues such as Health & Wellness, Alcohol & Drugs, Diversity, Sexual Assault, or be an event co-sponsored by a non-Greek group on campus. A resource appendix will be provided for the Chapter. Documentation must be provided to the Office of Student Life and Leadership describing the programs and listing the members in attendance.
14. Each Greek Letter Organization will adopt, maintain, and conduct business in accordance with a constitution or set of bylaws. A copy of the chapter constitution and bylaws must be submitted annually to the Chapter Advisor and to the Greek Advisor in the Office of Student Life and Leadership before September 15 and February 15.
15. All Greek Letter Organizations will participate in the appropriate fraternal governance system(s). (Inter-Greek Council, IGC judicial board, Interfraternity Council, National Panhellenic Council, the National Pan-Hellenic Council, National Multicultural Greek Council, or the National Association of Latino Fraternal Organizations).
16. The University does not encourage, and will not acknowledge, auxiliary organizations affiliated with Greek Letter Organizations (Big Brother, Little Sisters) since the formulation or sponsorship of any subservient organization is not consistent with the mission of the University.
17. The Inter-Greek Council, the Interfraternity Council, the National Panhellenic Council, and the Multicultural Greek Council respectively, in cooperation with the Office of Student Development, will decide on acceptable recruitment periods and specific recruitment rules. New member programs will be no longer than six weeks each semester.
18. All men’s fraternities, who are members of the National Interfraternity Council, will follow National Interfraternity (NIC) guidelines and policies and their individual national headquarters guidelines and policies.
19. All women’s fraternities who are members of the National Panhellenic Conference will follow National Panhellenic (NPC) guidelines and policies and their individual national headquarters guidelines and policies.
20. All men’s and women’s fraternities who are members of the National Pan-Hellenic Council will follow National Pan-Hellenic (NPHC) guidelines and policies and their individual national headquarters guidelines and policies.
21. All men’s and women’s fraternities who are members of the National Multicultural Greek Council will follow National Multicultural Greek Council (NMGC) guidelines and policies and their individual national headquarter guidelines and policies.
22. All men’s and women’s fraternities who are members of the National Association of Latino Fraternal Organizations will follow National Association of Latino Fraternal Organizations (NALFO) guidelines and policies and their individual national headquarter guidelines and policies.
23. All Greek Letter Organizations to be considered for university recognition beyond January 2000, other than Sigma Gamma Phi Sorority, and Pi Delta Chi Sorority, must be affiliated with a national fraternal organization unless approved by the Vice President of Student Development. These two organizations are exempt because they have had a long-standing relationship with the University before national organizations were in existence and prior to revisions to this Code. All local groups must have general liability insurance. A copy of this policy must be provided to the Greek Advisor on the first day of classes each semester.

1. Greek Letter Organizations will have access to facilities through the normal reservation process (rooms, showcases, bulletin boards, etc.).
2. Greek Letter Organizations will receive assistance in monitoring the academic achievements of chapter members. The procedures established for such monitoring must ensure confidentiality of student records and follow standard University practice for the release of student records.
3. The Greek Letter Organizations will have the support of a Greek Advisor who will implement programs, advise governance bodies, provide leadership training, and handle administrative policy matters with student input.
4. The University, in compliance with the Code, will issue information about the Greek Letter Organizations that are in compliance with the Code of Rights and Responsibilities using the Student Handbook, and other publications.
5. Greek Letter Organizations may use the name of the University consistent with university policy.
6. The University will establish a cooperative relationship with the Greek Letter Organizations offices and their designated advisors/representatives. While the University maintains ultimate authority over its students, the National Greek Letter Organization offices and their designated advisors/representatives will be consulted and be part of regular communication as appropriate.
7. Greek Letter Organizations may participate in intramurals, recreational, and other social opportunities on campus in cooperation with the Student Association.
8. A variety of programs will be available through the Division of Student Development staff, which can be offered as chapter resources on topics such as alcohol abuse, eating disorders, sex role stereotypes, date rape, AIDS education, communication in relationships, etc.
9. Grade point averages will be compiled every semester and recognition will be given annually to the groups with the highest averages and those most improved.
10. Staff support and advisement will be given to the Greek governance system.
11. Full Time Faculty and staff at SUNY Oneonta included but not limited to UUP and MC will be encouraged to act as Chapter Advisors.
12. The Office of Student Life and Leadership in consultation with the Interfraternity Council, National Panhellenic Conference, and National Pan-Hellenic Council, National Multicultural Greek Council and the National Association of Latino Fraternal Organizations will distribute information regarding Greek Letter Organizations to incoming students annually.
13. Greek Letter Organization mailboxes will be provided in the Office of Student Life and Leadership.
14. Designated rooms will be assigned for Chapter meetings and new member study hours each semester through the Greek Advisor in the Office of Student Life and Leadership.

1. All Greek Letter Organizations recognized the University are expected to conform to the guidelines outlined in this document. Failure to do so may result in sanctions up to and including suspension of university privileges. After consultation with the NIC, NPC, NPHC, NMGC or NALFO sanctions for specific violations will be developed by the administration. In addition, specific sanctions may also be developed and imposed by self-regulating bodies of the Interfraternity Council, National Panhellenic Council, Multicultural Greek Council, and Inter-Greek Council.
2. All reports of alleged violations will be reported to the Greek Advisor in the Office of Student Life and Leadership.
3. Minor infractions will be referred to the IGC Judicial Board.
4. Chapters will be notified in writing by the Greek Advisor 48 hours before a hearing of the Greek Judicial Board. Chapters must submit evidence to the Greek Advisor for the hearing 24 hours in advance of the hearing so the evidence can be distributed to Judicial Board members in advance of the hearing.
5. Serious infractions will be referred to the Office of Community Standards. The officer will administratively hear the case and take appropriate action or refer it to the Standing Disciplinary Board.

Judicial Procedures

All Greek Letter Organizations on the SUNY Oneonta campus are members of the Inter-Greek Council, Interfraternity Council, Panhellenic Council, and the Multicultural Greek Council, respectively. As stated in their constitutions, the scope of authority for the Interfraternity Council, Panhellenic Council, and National Pan-Hellenic Council, National Multicultural Greek Council and the National Association of Latino Fraternal Organizations shall be legislative, administrative, and advisory. By virtue of authority vested in them by their constitutions, the councils shall have the power to regulate matters of interfraternal interest except those that involve institutional policy, wherein the councils are free to make recommendations to the University. The Greek Judicial Board will include the following members:  the Inter-Greek Council Vice-President (ex officio), three Greek students and one alternate appointed by the Inter-Greek Council President, two-chapter advisors, one faculty/or staff person from the University, and the Greek Advisor (ex. officio). The Inter-Greek Council assumes authority over matters involving the Panhellenic Council, Pan-Hellenic Council, and the Inter fraternity Council, National Multicultural Greek Council, and the National Association of Latino Fraternal Organizations sanctions shall be recommended through the Inter-Greek Council Judicial Board as stated in the Inter-Greek Council constitution. Inter-Greek Council Judicial Board Appeals will be directed to the Director of the Hunt Union. 

Greek Letter Organizations found in violation of the Code of Rights and Responsibilities will be subject to disciplinary action based on the severity and recurrence of the violation. The Fraternity and Sorority Life Advisor, in consultation with the IGC Judicial Board and the Office of Student Life and Leadership, will determine whether a chapter is placed on probation or suspension. Probation is a temporary restriction of privileges while the chapter remains recognized, whereas suspension results in the loss of recognition and operations. Reinstatement from suspension is contingent on the completion of corrective measures and approval by the Vice President of Student Affairs

Appeal Process

The Fraternity and Sorority Judicial board serves as a recommending body with the final sanctions imposed by the university.

1. A decision and/or a sanction may be appealed. Appeals must be submitted in writing to the director of student life and leadership within 5 business days of the notification of outcome. Failure to submit an appeal within the allotted time will render the original decision final and conclusive.
   1. For complaints originally heard by the associate director for student life and leadership the appeal will be heard by the director of student life and leadership.
   2. For complaints originally heard by the Greek Judicial Board, the appeal would be heard by the director of student life and leadership.
2. An appeal will be limited to review of the incident documentation, decision letter, appeal letter, and other supporting documents. The appeal process will not include a new hearing, except as required to explain the basis of new information as follows:
   1. If new information is brought forward that was not available at the time of the hearing, the student may be called to present and discuss this information.
   2. If it is found that the student’s due process rights were violated, a new case will be heard by the Associate Vice President of Student Affairs.
   3. In the decisions to close a chapter all appeals should be filed in writing within 5 business days of the notification of outcome to the Vice President of Student Affairs

Grounds for Appeal

1. The written appeal must address at least one of the following to be considered:
2. A procedural error so substantial that it affected the fundamental fairness of the hearing.
3. Information unavailable during the original hearing that could be outcome determinative.
4. The sanction imposed was arbitrary or grossly disproportionate to the severity of the offense.
5. The decision does not accord with the information or evidence presented.

The appeals officer has the authority to uphold or modify a decision, including reducing a sanction when appropriate. Deference will be given to the original decision-maker, with changes to findings made only in cases of clear error and modifications to sanctions made only when a compelling justification exists. If the appeal officer determines that a decision should be changed from "not responsible" to "responsible," they will then assign appropriate sanctions. Students are limited to one appeal for each hearing.

Probation

Probation is a corrective measure imposed on a Greek Letter Organization when a violation of university policies, risk management protocols, or the Greek Code occurs. It serves as a formal warning and allows the chapter to continue operating with restrictions and oversight.

Conditions of Probation

1. The chapter remains recognized but is under heightened oversight by the Fraternity and Sorority Life Advisorand Inter-Greek Council (IGC) Judicial Board.
2. Restrictions may include:
3. Loss of event-hosting privileges (e.g., no social events with alcohol, no off-campus gatherings).
4. Mandatory educational programming (e.g., risk management workshops, hazing prevention training).
5. Increased reporting requirements (e.g., bi-weekly check-ins with the Fraternity and Sorority Life Advisor).
6. Probation may last from one semester to one academic year, with conditions specified in a formal agreement.
7. Failure to comply with probation terms or repeated violations may result in suspension.

Suspension

Suspension is a severe disciplinary action resulting in the temporary removal of university recognition due to significant or repeated violations of the Greek Code, university policies, or state/federal laws.

Conditions of Suspension

1. The chapter loses all privileges associated with university recognition, including:
2. Hosting events, meetings, or recruitment activities on campus.
3. Participating in Inter-Greek Council (IGC) activities.
4. Accessing university facilities and services.
5. Using the university’s name in any capacity.
6. The chapter must cease operations during the suspension period, which may last one academic year or longer.
7. To be considered for reinstatement, the chapter must:
8. Submit a reinstatement plan approved by the Fraternity and Sorority Life Advisor and IGC Judicial Board.
9. Demonstrate corrective actions taken, such as leadership changes, risk management training, and compliance with university policies.
10. Receive approval from the Vice President of Student Affairs.
11. If violations continue during the suspension, the chapter may face permanent revocation of university recognition.

Revocation

Revocation is the most severe disciplinary action, resulting in permanent removal of university recognition due to significant or repeated violations of the Greek Code, university policies, or state/federal laws.

Conditions of Permanent Revocation

1. The chapter loses all privileges associated with university recognition, including:
   1. Hosting events, meetings, or recruitment activities on campus.
   2. Participating in Inter-Greek Council (IGC) activities.
   3. Accessing university facilities and services.
   4. Using the university’s name in any capacity.
2. The chapter must cease operations.
3. If the chapter is found to be operating outside of the scope of the university, the group and/or individuals will be directed to Community Standards and will be processed for violation of the Student Code of Conduct.
4. The university will establish a timeline for reestablishment in collaboration with the national office