Fraternity and Sorority Life Resources: Policies

Updated: January 2023

Overview

The Office of Student Engagement (Fraternity and Sorority Life), in collaboration with the Vice President of Student Affairs and Dean of Students, has formulated the following policies for the Fraternity and Sorority Life community and organizations at East Texas A&M University. Please note that these policies and any accompanying sanctions, do not supersede those contained within the Student Guidebook for East Texas A&M University, or those established by the Vice President of Student Affairs and Dean of Students. These policies are subject to change and/or will be updated as deemed appropriate and supersede any policies/requirements from any inter/national organization.

Fraternity and Sorority Life Organizations

East Texas A&M University is proud to be the home to twenty-one fraternities and sororities, including ten (10) men's fraternities and nine (9) women's sororities. The fraternities and sororities promote a community focused on leadership, scholarship, brotherhood/sisterhood, and service and philanthropy, as a vital part of the East Texas A&M community.

College Panhellenic Council (CPC)
Alpha Phi
Chi Omega
Gamma Phi Beta
Sigma Alpha

Interfraternity Council (IFC)
Alpha Gamma Rho
Delta Tau Delta
Kappa Sigma
Pi Kappa Alpha
Sigma Chi

Multicultural Greek Council (MGC)
Kappa Delta Chi Sorority, Inc.
Omega Delta Phi Fraternity, Inc.

National Pan-Hellenic Council (NPHC)
Alpha Phi Alpha Fraternity, Inc.
Alpha Kappa Alpha Sorority, Inc.
Kappa Alpha Psi Fraternity, Inc.
Omega Psi Phi Fraternity, Inc.
Delta Sigma Theta Sorority, Inc.
Phi Beta Sigma, Fraternity, Inc.
Zeta Phi Beta Sorority, Inc.
Sigma Gamma Rho Sorority, Inc.

Mission

The mission of the Office of Student Engagement (Fraternity and Sorority Life) is to provide high-quality student development programming that contributes to the academic mission of the university by facilitating opportunities for scholarly success, community service, campus leadership, and fraternal friendships in a safe, inclusive, and nurturing environment.

Recognition

To be recognized by the Office of Student Engagement, an organization must be recognized by both the appropriate council and registered as a student organization through the Office of Student Engagement. New organizations must follow the council-specific expansion/extension procedures, in addition to the FSL expansion policy, in order to be considered for recognition.
All recognized fraternities and sororities are eligible to utilize university facilities and services and must follow all policies for recognized student organizations as outlined by the Office of Student Engagement.

For more details on expansion, please see the ETAMU FSL Expansion Policy.

Councils

  • College Panhellenic Council (CPC) coordinates and oversees activities of recognized sororities that belong to the National Panhellenic Conference (NPC), and associate chapters. The College Panhellenic Council will abide by all policies and expectations of the NPC.
  • Interfraternity Council (IFC) coordinates and oversees activities of the recognized fraternities within the North American Interfraternity Conference (NIC) and other nationally recognized fraternities.
  • Multicultural Greek Council (MGC) coordinates and oversees the activities of the culturally-based fraternities and sororities.
  • National Pan-Hellenic Council, Inc. (NPHC) coordinates and oversees activities of the recognized fraternities and sororities that belong to the National Pan-Hellenic Council (NPHC).

Recruitment/Membership Intake Process

Criteria for Eligibility

  • Only full-time (12 credit hours minimum) undergraduate students enrolled at East Texas A&M are eligible for membership in a fraternity or sorority on campus.
    • If the (Inter) National Headquarters allows graduate students to become initiated members through the Undergraduate Chapter, a notice of that exception must be provided to the Office of Student Engagement (Fraternity and Sorority Life) prior to the selection of that member for the Recruitment/Membership Intake process.
    • Individual degree programs that vary in the number of hours to be considered full-time will be verified with the ETAMU Registrar.
  • Students must have a 2.5 GPA in order to participate in any recruitment/intake process.
    • 2.5 cumulative college GPA with 12 completed college hours.
    • 2.5 cumulative high school GPA with 11 or fewer college hours.
      • True freshmen interested in joining an IFC Fraternity must have a 2.7 cumulative high school GPA.
  • Students participating in College Panhellenic Council (CPC) Primary Recruitment are required to attend the mandatory orientation prior to participating in recruitment.
  • Students participating in Interfraternity Council (IFC) Primary Recruitment are required to attend the mandatory orientation prior to participating in recruitment.
  • Students seeking to join Multicultural Greek Council (MGC) chapters are required to attend one MGC 101 within the academic year prior to pursuing membership in a MGC organization.
  • Students seeking to join National Pan-Hellenic Council (NPHC) chapters are required to attend one NPHC 101 within the academic year prior to pursuing membership in a NPHC organization.
  • Students interested in participating in CPC or IFC Primary Recruitment must register on ICS prior to participating in recruitment.
  • Students interested in participating in CPC or IFC Primary Recruitment must also pay the registration fee on ICS prior to participating in recruitment.

General Recruitment/Intake Requirements

  • All recruitment/intake events must take place on campus or at an approved location (by the Office of Student Engagement).
  • No alcoholic beverages or illegal substances of any kind may be served or made available to anyone; member, prospective member or guest, in a chapter house and/or at any chapter functions during the recruitment/intake period.
  • MGC and NPHC organizations facilitating a Membership Intake Process (MIP) must complete the Membership Intake Packet prior to beginning the intake process.
  • Recruitment/intake must occur during fall or spring semester. Summer recruitment/intake is prohibited.
  • Each semester, the Friday of the last full week of classes, is the deadline to extend a bid to a new member.
  • IFC and CPC organizations may not extend bids prior to the first-class day of each long semester, during school breaks (winter and summer) or prior to the beginning of Primary Recruitment process.

Presentations of Members (POMs)/Probates Policy

The Presentations of Members (POMs)/Probates are an important aspect of Greek-lettered organizations. The intention of this policy is to ensure that POMs are conducted in a safe, timely and respectable manner. Failure to comply will be referred to the appropriate judiciary board and may result in fines or probation of the organization.

Appropriate conduct is expected at all times. It is the responsibility of the host organization to ensure that all of its members – including ETAMU students, alumni, and members from other campuses – serve as role models of behavior that is expected of all attendees.

The organization hosting POM is responsible for following the rules of the venue and ensuring a safe environment for all attendees. The organization should ensure the venue is large enough to accommodate the anticipated crowd.

There shall be strict adherence to all University policies including policies on hazing prevention, alcohol, and the rules of the venue where the POM is hosted.

The POM must take place no more than 14 calendar days after the members have been initiated into the organization and within the intake window set by the university. Exceptions to this may only be granted by the Council Advisor.

POMs will not be a part of any other program or event (i.e. step show, educational program, or social event).

Before:

  • The ETAMU Office of Student Engagement, Fraternity & Sorority Life must be notified of the anticipated date at the time the Membership Intake Packet is submitted.
  • Changes to the date must be submitted in writing no less than 14 days in advance of the final date to the Council Advisor for approval.
  • POMs are not to be scheduled on Sundays.
  • An alternate rain location must be scheduled if POM is to be held outside.
  • POMs are not to be scheduled on the same night/time as a previously planned event of another chapter in the same council.
  • The host organization is responsible for scheduling an event planning meeting with the Council Advisor to complete an Event Management Form & Risk Assessment. These forms will be routed to UPD, and the Emergency Management Office for final approval, to secure UPD officers.
    • All forms must be submitted no later than 14 days prior to the POM, to allow time for proper approvals.
  • The host organization is responsible for creating a ManeSync event with tickets in order to create a guest list and ensure the event does not surpass event capacity.
  • The host organization is responsible for providing a reasonable number of ushers/door personnel, as agreed upon with the FSL advising team at the event planning meeting.

During:

  • POM must be held on campus.
  • POM is limited to two hours (120 minutes) from the advertised start time, including the dispersal of the crowd at the end of the event.
  • Doors will open at the agreed-upon time at the event planning meeting with the Council Advisor.
  • POMs must start within 15 minutes of the advertised start time.
    • The advertised start time must match start time on completed event paperwork.
  • POMs may not be scheduled to begin after 9 p.m.
  • Chapter Faculty/Staff advisor or designee must be in attendance for the entirety of the event.
  • The MGC or NPHC advisor or their designee must be in attendance for the entirety of the event.
  • There will be no alcoholic beverages and/or substances permitted.
  • No physical abuse or references to hazing will be tolerated.
  • There will be no use of derogatory or inflammatory language and/or behavior including profanity and racist, sexist or otherwise offensive comments in both spoken word, gestures and music.
    • All music must be radio edit.
  • No explicit or revealing attire is to be worn by any of the new members or show participants.
  • No dissing or negative language regarding other organizations or attendees.
  • The use of strobe lights is prohibited.
  • Disruptions by other organizations will not be tolerated. This includes but is not limited to: walking through the show, talking over the presenting organization, etc.
  • No fire or pyrotechnics.
  • No paddles, bricks or bats will be allowed at any new member presentation (canes, staffs, sticks, etc. may be used as a part of the performance but may not be used as an instrument to harm another individual).
  • In the event of a major disruption or violation of any policies, the Council Advisor or UPD may immediately stop the presentation show.
  • The host is responsible for stopping the show temporarily/permanently if rules are not followed by guests. UPD Officers may stop the show as well if it is determined to be unsafe.
  • In the event of a fight during the presentation, those fighting will be referred to student conduct for a conduct hearing. If a member of the presenting organization is involved, the presentation show will be stopped immediately.
  • The host organization may strut/stroll down the center aisle at the start of the show and in front of the stage at any time as long as some lighting is on.
  • The host may allow each group to come to the front of the stage to strut/stroll to ONE SONG before the show.
  • The host may allow other groups to stroll for ONE SONG at the end of the show in front of the stage only.

After:

  • The host organization is responsible for ensuring the facility is cleared, cleaned and arranged by the time of their facility reservation. Host organizations will be subject to additional charges by the facility if they go over time, or if the space is not cleaned, per Rayburn Student Center policy.
  • Damages to the facility or the furnishings of the site will be the responsibility of the hosting organization.

Academics Policy

  • In order to be considered in good academic standing by the Office of Student Engagement (Fraternity and Sorority Life) at East Texas A&M University, chapters must maintain a chapter cumulative GPA of 2.5 and a term/semester GPA of 2.5 or higher.
  • If any chapter fails to maintain a chapter cumulative GPA of 2.5 and term/semester GPA of 2.5 or higher, the chapter will be placed on academic probation for the following semester.
  • Academic probation includes the following:
    • Chapter president and academic chair (if applicable) must schedule monthly meetings with the Council Advisor and Faculty/Staff Advisor to determine the course of action that is planned to ensure the return to “academic good standing” status.
    • Chapter must host an academic workshop(s) by approved presenters to all members of the chapter (approved by the Council Advisor).
      • At minimum everyone not meeting the GPA requirement must attend.
      • Chapter president must submit documentation of workshop attendance to the Council Advisor
    • Social Probation:
      • This includes but is not limited to formals, mixers, date parties, and parties of any nature.
      • Participation in Intramural
      • Participation in step shows, stroll-offs, showcases, or events similar in nature
    • During this time, the chapter may only hold one educational and one community service-based/philanthropic program and events.
    • If by the end of the semester of probation, the chapter meets the GPA requirement, the academic probation status will be lifted.
    • If by the end of the semester of academic probation, the chapter fails to achieve the requirement, the chapter will then be placed on “inactive status” by the Office of Student Engagement (Fraternity and Sorority Life) until the grade point average meets the requirement.
      • Inactive status requires the suspension of all chapter functions including but not limited to the council, social, philanthropic, service activities, and FSL department events such as Greek Week, Greek Awards, and MIP.
      • Chapters on inactive status must comply with the following rehabilitation plan. This plan is intended to create stability within the chapter and take a “hands-on” approach in guiding the chapter through creating, implementing, and maintaining a proper academic/scholarship program.

Chapter and Council Officers GPA Requirement

  • All chapter officers must be in good standing with the University (as defined in the Student Guidebook), which includes maintaining a 2.0 cumulative GPA and maintaining good disciplinary standing.
  • All council officers must be in good standing with the University (as defined by the Student Guidebook), and must maintain a 2.5 cumulative GPA.

Chapter Rehabilitation Plan for Chapters on Academic Probation

Month 1 (August/January)
All chapter meeting with the Council Advisor on the status of chapter and semester information. Overview of chapter privileges, scholarship plan, deadlines, etc.
Chapter scholarship plan review/new member process review. All chapter academic session (as needed).
Meeting with Council Advisor (weekly) to discuss the progress of the chapter (President and Academic Chair, if applicable) (as needed).

Month 2 (September/February)
All chapter academic sessions (two).
Meeting with Council Advisor (weekly) to discuss the progress of the chapter (President and Academic Chair, if applicable).
One Brotherhood/Sisterhood Event.

Month 3 (October/March)
All chapter academic sessions (two).
Meeting with Council Advisor (weekly) to discuss the progress of the chapter (President and Academic Chair, if applicable).
Mid-Semester check-in with Council advisor to review progress.
The chapter study room was provided as a resource for midterms, tutors were contacted as needed. President must provide the location and times available to Council Advisor.

Month 4 (November/April)
All chapter academic sessions (two).
One Brotherhood/Sisterhood Event.
Meeting with Council Advisor (biweekly) to discuss the progress of the chapter (President and Academic Chair, if applicable).
All chapter semester Review with Council Advisor.

Month 5 (December/May)
The chapter study room was provided as a resource for finals, tutors were contacted as needed. President must provide the location and times available to the council advisor.

Participation in Intramurals

  • Any participant of a Fraternity/Sorority intramural team must have his/her name listed on the official chapter roster before he/she may compete and earn points. All rosters are verified through ICS.
  • New members/Neophytes are not eligible to participate on his/her chapter team until his/her name appears on the official membership roster.
  • Participants must be in good academic standing.
  • Alumni and inactive members are not eligible to participate as members of intramural teams.
  • Any conflicts in the above policies may be overruled by the Director of Student Engagement.

Chapter Programming

  • Programming that is not closed to the individual chapter during the last week of classes is prohibited. This time is for organizational members to prepare for finals. For fall 2022, all events must be completed by Friday, December 2, 2022. For spring 2023, all events must be completed by Friday, April 28, 2023.
  • All Membership Intake and new member showcases must be completed by the deadline stated in the Membership Intake Packet.
  • Chapters hosting events on campus are responsible for scheduling an event planning meeting with the Council Advisor to complete an Event Management Form and Risk Assessment. These forms will be routed to UPD, and the Emergency Management Office for final approval, and to secure UPD officers.
    • All forms must be submitted no later than 14 days prior to the event, to allow time for proper approvals.
  • No chapter programming will be allowed on FSL blackout dates (ie: Lion's Roar, National Hazing Prevention Week, FSL Awards, Greek Week, New Member Education, IMPACT, etc.) as determined by the FSL team.
    • These pre-determined dates will be distributed by the FSL team at the beginning of each semester.
  • All chapter programs open to the campus community must be registered on ManeSync after all approvals have been completed.

Chapter Membership Requirements

Fraternities and Sororities are responsible for meeting the Student Organization membership policy, which is the standard for all student organizations at ETAMU.

  • All organizations must have and maintain at least four active student members.
    • If at any time a chapter falls below the four-member requirement, the chapter will be given the following semester to meet the requirement. The chapter will be required to meet with the council advisor to develop a plan for recruitment/intake.
    • Chapters that go two consecutive semesters with membership numbers below four will be suspended.
      • A meeting will be scheduled with the Chapter Advisor, the leadership of the organization, and Fraternity and Sorority Life staff to determine a plan for membership recruitment for the chapter.

New Member Education

All new members and neophytes must attend the FSL New Member Education Series. Members of the IFC and CPC must attend the program immediately following the acceptance of a bid. MGC and NPHC neophytes must attend the program immediately following their presentation to the greater community. If a chapter fails to have at least 80% of its new members in attendance, their end-of-semester Greek Standards of Excellence report and standing may be impacted.

Hazing Policy

Hazing a member or prospective member of a registered student organization is strictly prohibited and is in violation of student conduct codes and state law. Individuals found to be involved in hazing practices are subject to individual student judicial sanction, and the student organization found to have members involved in hazing is subject to sanctions up to and including loss of organization recognition. Students must not agree to submit to hazing in order to obtain membership in a student organization.

“Hazing” means any intentional, knowing, or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at an educational institution.

  • a. Any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing of a harmful substance on the body, or similar activity;
  • b. Any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in a small space, calisthenics, or other activity that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student;
  • c. Any activity involving the consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the student to an unreasonable risk of harm, or which adversely affects the mental or physical health or safety of the student;
  • d. Any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame, or humiliation, or that adversely affects the mental health or dignity of the student, or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subsection;
  • e. Any activity that induces, causes, or requires the student to perform a duty or task which involves a violation of the Penal Code. Sec. 4.52. Personal Hazing Offense.

More information on the Hazing Code can be found in the Student Guidebook.

Chapter Events with Alcohol

  • The possession, use, and/or consumption of alcoholic beverages during Chapter events, or in a situation sponsored or endorsed by the Chapter, is expected to be in compliance with any and all applicable local, state, and federal laws and regulations, the University, and the (Inter)National organization.
    • Possession of common containers (e.g. kegs, trash cans, etc.) is prohibited.

Social Probation Guidelines

Below are the parameters of what a chapter can and cannot do if placed on social probation by the Office of Student Engagement (Fraternity and Sorority Life).

CAN

  • Conduct educational programming
  • Conduct community service/philanthropy events
  • Conduct internal chapter Brotherhood/Sisterhood bonding activities
  • Attend/Participate in FSL-sponsored events
  • Conduct membership intake/recruitment activities
  • Conduct mandated National organization program requirements
  • Apply for Greek Awards

CANNOT

  • Conduct, host or be affiliated with events such as formals, mixers, date parties, and parties of any nature
  • Participate in Greek League Intramurals
  • Participate in step shows, stroll-offs, showcases, or similar events in nature

MUST

  • Attend all Council meetings
  • Meet with the Assistant Director of Fraternity and Sorority Life and submit a plan towards meeting the standards which put the Chapter/Colony on social probation status.

Greek Standards of Excellence

Greek organizations provide a unique balance of opportunities in leadership, service and philanthropy, academics, and social activities. The Greek Standards of Excellence program was designed to encourage such opportunities for the overall improvement of individual chapters and to advance the Greek community at ETAMU. We believe that in order for these standards to have an impact, chapters must value the timeliness and quality of completion for each task.

Each semester, each organization is required to submit materials for the Greek Standards of Excellence process which will be evaluated and recognized based on points received per task. Greek organizations will better be able to recognize areas in which they are excelling and areas in which they can continue to improve. Points will be awarded based on 5 categories: Academic Excellence, Chapter Management, Leadership Development, and Compliance, Membership, and Recruitment, and Service and Philanthropy.

More information on the Greek Standards of Excellence can be found in the Greek Standards of Excellence Packet.

Contact

Haley Davis
[email protected]
903.468.3283
Assistant Director of Fraternity and Sorority Life

Marissa Abernathy
[email protected]
903.468.3018
Graduate Assistant for Fraternity and Sorority Life

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