Chapter president training spring 2014Presentation Transcript
Chapter President’s Training
• The Basics for new
• Office Updates
• Shared Standards –
• Officer Update Form
• Advisor Update Form
• Event Proposal and
• Roster management
– Grade Release & Hazing
• Council Policies
– Risk Management PolicyUpdated
• Office Policies
– Intake & Recruitment
– Viability Policy
– Roster Drop Form
College Panehllenic Council
• VCU has 8 CPC organizations:
• Alpha Epsilon Phi
• Alpha Gamma Delta
• Alpha Omicron Pi
• Alpha Sigma Alpha
• Alpha Xi Delta
• Phi Mu
• Sigma Sigma Sigma
• Zeta Tau Alpha
Multicultural Greek Council
VCU has 6 MGC organizations (2 Fraternities, 4 Sororities)
• alpha Kappa Delta Phi Sorority, Inc.
• Kappa Phi Gamma Sorority, Inc.
• Lambda Theta Alpha Sorority, Inc.
• Lambda Phi Epsilon Fraternity, Inc.
• Sigma Beta Rho Fraternity, Inc.
• Theta Nu Xi Sorority, Inc.
National Pan-Hellenic Council
• VCU has 7 NPHC organizations:
• 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.
• Sigma Gamma Rho Sorority, Inc.
• Iota Phi Theta Fraternity, Inc.
• VCU has 14 IFC fraternities:
• Alpha Epsilon Pi
• Alpha Kappa Lambda
• Delta Chi
• Kappa Delta Rho
• Lambda Chi Alpha
• Phi Kappa Psi
• Phi Kappa Sigma
Fall 2014: Pi Kappa Phi
• Phi Gamma Delta (FIJI)
•Phi Mu Alpha
• Pi Kappa Alpha
• Sigma Alpha Epsilon
• Sigma Phi Epsilon
• Theta Chi
How can your chapters assist in council
– Attend and share ideas
– Speakers, events, etc. with councils
• Encourage your members to attend events
• Be vocal about what you need from your council!
• Educate chapter on the Shared Standards
– Invite council officer to chapter meetings
• Monthly President’s Roundtable
– Third Thursday at 3 p.m.
• Bi-Monthly Council Meetings (second and fourth Thursday)
– CPC: 4 p.m., Commons Theater
– IFC: 3 p.m., Forum Room
– MGC and NPHC
• Please stay after the meeting!
• Leadership Retreat Follow-Up Meetings
– Third Thursday at 4 p.m. (immediately after Roundtable)
What Does the Fraternity & Sorority Life Office Do?
Provides support & guidance of the four governing councils
Provides support & guidance of our chapters
Advises Order of Omega, Greek Week, & F/S Finance Committee
Trains chapter advisors
Fraternity & Sorority major programs
New initiatives involving fraternity and sorority members
• Either come to the 014 Office, call 804-828-4685, or email
• Bring either your schedule, calendar, or multiple times when you can
• Always provide what the meeting is about, and contact information in
case there needs to be a change
• University of Missouri
– Founding Father of
Lambda Chi Alpha
– Bachelor of Journalism,
– Master of Education,
• William Woods
University; Fulton, MO
2006 – 2010
• Virginia Commonwealth
– Bachelor of Science,
– Pi Kappa Alpha
– Master of Arts in
Homeland Security and
The Office Assistants
• Nicholas Artrip (Alpha Epsilon Pi)
• Gabrielle Young (Delta Sigma Theta Sorority, Inc.)
Office Meeting Space
• Meeting Space
– Conference Table can be reserved through GreeksatVCU.com
– Can be reserved for meetings for groups of 10 or fewer people
– When reserving this space please note that no food or drink is
– This space is not confidential and you can not ask people to
The Office Computers
• Are for council business and Shared Standards only
• There is not to be any other chapter business or personal use,
this includes printing
• If you are caught using the computers or the office, your after
hours access will be denied
Student Organization Office
• Computers & printers available for your chapter use
• 150 free copies available per month in (ask at front desk for copy
• Additional resources including but not limited to:
– Button maker
– Poster maker
– Banner supplies
• Are accessible after hours
• Mailboxes should be checked regularly
• All packages and mail can be sent to:
907 Floyd Avenue, Suite 014
P.O. Box 842035
Richmond, VA 23284-2035
• Office Assistants will call about packages that will not fit in
you have packages.)
– Must be picked up within 48 hours or will be returned to the
sender. Must sign for them.
After Hours Access
• For meeting space and mailbox access
• Need name, ID card number, and proxy number
• Please be respectful to the office after hours
– Do not use things that aren’t yours
– Push chairs back and turn off all lights
General Office Use Policies
• No food or drink allowed in the office
• Please make appointments, we are not always available for drop
in conversations. Please stop at Office Assistant desk!
• This not a chapter storage space
– You may not leave tabling or other supplies behind the Office
Assistant Desk or in the closet
• Always be nice to the Office Assistant
The GreeksatVCU Website
• THE resource for you and your chapter members!
• Great resource for Potential New Members or Aspirants
– Chapter Information
– Policies (all of them!)
– Report Forms
FRATERNITY & SORORITY LIFE
STAFF AT VCU
What we do all day!
• Advise councils (CPC, IFC, MGC, NPHC) on programming and
• Advise Fall Block
• Communicate with the national organizations and the upper level
administration about what the community and chapters are
• Plan major programs (Welcome Week Events, Leadership
Retreat, Sorority Recruitment)
• Are a resource for chapters.
Emails to Expect
• Weekly Student Organization update (sent from Kaitlin Griffith)
• Once a month Presidents’ Roundtable reminder
• Once a month Presidents’ Roundtable minutes
• Bi-Monthly Council Minutes
• Any emails from VCUGreeks@vcu.edu should be read
– We send philanthropy, service, and general announcements
from this email
2013-2014 Advising Philosophy
The role of advisors is to identify and meet students, organizations and councils in their current
context and lead them through a process to identify and arrive at a new and better place. The
advisors will treat everyone fairly; remembering that treating everyone equal does not mean
fair, and treating everyone fair does not mean equal.
Advisors will use the concept of “equal effort” with chapters – the amount of effort chapters put
into developing themselves is the amount of time the advisors will put in to working with them.
Advisors will participate in leadership coaching, educating and involving chapter advisors and
inter/national volunteers in efforts on the campus-level and be a partner to our inter/national
organizations. Advisors will take a team approach to ensure each chapter is receiving the
education and assistance it needs.
The advisors will use the Council for the Advancement of Standards (CAS) in Higher Education
as a guide to working with chapters and the fraternity and sorority community. CAS will
specifically guide the work of the Fraternity and Sorority Life Office with chapters during the
2012-2013 academic year.
2012 – 2013: chapter services model
• Advisors will use the concept of “equal effort” with chapters – the
amount of effort chapters put into developing themselves is the
amount of time the advisors will put in to working with them.
• Advisors will participate in leadership coaching, educating and
involving chapter advisors and inter/national volunteers in efforts
on the campus-level and be a partner to our inter/national
• Advisors will take a team approach to ensure each chapter is
receiving the education and assistance it needs.
EVENT PROPOSAL AND REGISTRATION
FORM & ADVERTISING AND
Grade Release & Hazing Statement Form
– Register in ICS
– Grade Release and Hazing Statement form is signed when
• CPC (Spring only), MGC and NPHC
• Needs to be submitted 48 hours after membership has been
• Used for all four councils when adding a member
• Rosters will not be updated until form is submitted!
• Due 10 days in advance to Chapter Liaison
– Schedule a meeting two weeks in adance!
• Missing paperwork from the following CPC and IFC groups
(assuming you are doing Spring recruitment):
• If not submitted by Monday, January 27 at 12 p.m., your
chapter will be sent to your council judicial board.
Virginia Commonwealth University values a strong fraternity and sorority community. The University also
recognizes that the community must have sufficient numbers so as to provide membership opportunities for
every student who has the desire and means to join.
Student Organization Registration at Virginia Commonwealth University is a privilege. Chapters are expected to
meet expectations with respect to academic performance, membership development and education, risk
management and legal liability, leadership and community engagement, community service and philanthropy,
membership recruitment/intake and chapter management as indicated in Shared Standards.
Additionally, the policy for Registered Organization of Student Organizations at Virginia Commonwealth
University states that the majority of the membership of the organization will be currently enrolled students at
VCU. A minimum of five (5) currently enrolled VCU students are required to form and maintain an organization.
This is to insure that registered fraternities and sororities possess the ability to meet performance expectations
and for the continued health of the community.
Fall 2012. All registered fraternities and sororities are required to list at least five (5) full-time,
active, undergraduate members (initiates and new members) on the roster at all times.
Rosters will be reviewed in December, May and August to determine Viability Policy compliance.
All Hazing and Grade Release Forms (blue cards) must be submitted 48 hours after acceptance of
Chapters that fall below five (5) full-time, active, undergraduate members (initiates/new members)
will lose university registration for a minimum of three semesters.
Chapters that have been notified that University registration has been withdrawn may submit a
written appeal to the Fraternity and Sorority Life Office if both of the following parameters are in
the chapter has a 2.5 GPA or better
in the previous academic year, the chapter all Level One for Shared Standards
The apppeal should include the plan for the next two semesters for the organization to have
between five and ten initiates and new members.
Fraternity and Sorority Life will review the request to determine if granting an appeal is appropriate.
Chapters that do not have the appropriate GPA or Shared Standards met, but feel that their
organization faced extenuating circumstances with respect to recruitment/intake, may also submit
a written appeal.
The appeal will be reviewed by the Fraternity and Sorority Life Office in conjunction with University
Student Commons and Activities. Guidelines for submitting appeals will be provided by the
Fraternity and Sorority Life Office.
Main Components of the Risk Management Policy
• The chapter will be held accountable for all policies not just
those covered today
• Social Host Responsibility
guidelines (follows FIPG)
– BYOB & Third Party
• VCU Specific Policies
Road Tripping Policy
New Member Show
• Auxiliary Groups
Submitted at the end of Spring to your chapter liaison. (Will get an email).
Submitted Fall and Spring semesters to Chapter Liaison (will get an email).
Fraternity and Sorority Finance Committee
• SGA Approval
– Moving to semester submissions
• Upcoming Finance Training Dates
– Josh will communicate dates regarding specific fraternity and
sorority training – stay tuned!
• February 1 – anticipated “you can apply for funding date”
– Are you Game?
VCU Brand Standards
• VCU Licensed Vendors
• Certain vendors
• Approved logos versus appropriate usage
• Council approval
• Greek Licensed Products
Facebook and Twitter
• College Panhellenic Council
– CPC at VCU
• National Pan-Hellenic Council
• Interfraternity Council
• Multicultural Greek Council
– IFC at VCU
– MGC at VCU
Fraternity and Sorority Life:
Fraternity and Sorority Life at VCU
• Neil E. Stanglein
– Appointment can be made in
014 or by calling 804-8284685
• Joshua Ronk
– Appointment can be made in
014 or by calling 804-8284685