WELCOME!!
Fraternity & Sorority Life
Semi-Annual Grand Chapter Fall 2012
Agenda
I.
II.
III.
IV.
IV
V.
VI.
VII.
VIII.
IX.
X.
FSL Values
Academic Excellence
Brotherhood & Sisterhood
Leadership
Service to the Community
Leadership
A collective action taken
based on shared
organizational
g
values
intended to elevate an
organization, cause, or
community to a higher level
of excellence
Service to the
Community
Individual and collective
actions designed to identify
e issues
e o
c
and address
of p
public
concern through a balance of
charitable fundraising, handson service, and responsible
citizenship to benefit the
University and surrounding or
global community
Introductions
FSL Values
Administrative Expectations
Chapter Achievement Plan
Event Planning
New Hazing Prevention Policy
Greek FIRE
CEO LEAD
Promotional Notes & Reminders
Announcements
Academic
Excellence
The demonstrated ability to
perform, achieve, and excel
activities to
in scholastic activities,
develop maximum
intellectual capacities and
skills, and to maintain an
environment in which
learning is fostered both
inside and out of the
classroom
Brotherhood &
Sisterhood
A relationship in which, like a
true family, every member
has equal rights,
rights
responsibilities, and power
and the feeling of kinship
creates an environment of
respect, support, and
accountability encouraging
each member to work toward
common goals based on a
shared set of values
FSL Administrative
Expectations
•
•
•
•
•
•
CollegiateLink
Membership Management
New Member Management
Programming
Funding Information
Mail
1
CollegiateLink
 Accessible though DrexelOne ‘Drexel’ page
 Promote events, create individual co-curricular
transcripts, and more
 Update Officers
 Encourage members to join
 This is the only way to get info on student
organization opportunities such as Activities
Unlimited
 NOTE: Must promote events on CollegiateLink
in order to utilize SAFAC funds for them
Membership Management
Sample Roster
Membership Management
 Grade Reports
 Run Week 1 of the term for previous term
 Emailed to chapter advisors & presidents
 Rosters – sent to president
 1st update Week 1 – Due Friday of Week 2
 2nd update Week 9 – Due Friday of Week 10
 Electronic edits and submission ONLY
 Must be submitted in format requested – read instructions
 Used for grades, membership numbers and dues (if
applicable)
Membership Management
Update Notations – Sent in Email with Roster
DP –De-pledged, before initiation
RP – New Member
b removed
d by
b chapter,
h
before
b f
initiation
GR - Graduated
NR - Not returning/left Drexel
T - Transferred
E - Expelled by chapter (permanent status)
DS - Deactivated/Disassociated, after initiation (permanent status)
SA - Study Abroad (not removed from roster but removed from number
for council dues)
Membership Management
Sample Updates
Membership Management
 Members removed from roster only if no longer a
member of the chapter/university & removed from
national roster because they:
 Graduated
 Left Drexel/not enrolled for the term noted/transferred
 Disaffiliated/left fraternity or sorority
 Depledged/were not initiated
 Members not removed from roster if:
 On co-op or study abroad (included in CUM GPA)
 On academic / social probation
2
New Member Management
New Member/Intake Program Cover Sheet &
New Member Education/Intake program
Is due in the fall and with updates before
subsequent
b
t new member
b classes
l
FSL New Member Requirements
 2.0 CUM GPA (grade must be checked prior to starting New
Member Ed/Intake)
 Enrolled in classes or co-op at Drexel
 New member & hazing acknowledgment forms
New Member Management
New Member List – type written list of all new members
(Name, ID & Email) submitted before or with NM
registration – to verify all forms are received
New Member Registration & Anti Hazing Forms
•
•
•
•
•
•
Due 48 hours after Bid Acceptance/ beginning of
intake
Must be printed & signed
Missing info = Not accepted
Parent Info – must be filled out but can opt out of contacting them
Stapled and put into alphabetical order
Deliver to Ali in FSL Office
Programming
To count as ‘chapter’ educational/social
programming, an event/activity must be:




Planned by the chapter,
Promoted by the chapter,
Attended by a large number of chapter members
Or attended on behalf of the chapter (as a rep)
Ed/Social Programming is NOT:
 Social - 3 members going tanning, shopping or to
the gym
 Educational – chapter/exec/committee meetings,
except those including educational presentations
New Member Management
Grade Checks before Bid Distribution –
REQUIRED
 Must provide name & Drexel ID/email
 Email information to Katie (kep33@drexel.edu)
or Natalie (nds37@drexel.edu)
 Provide chapter’s GPA standard for
membership (ex. 2.5, 2.65, etc)
 Allow for 48 hours turnaround time
Programming
 Community Service Hours
 Philanthropic Donation Dollars
 Greek to Greek Donation Dollars
 Educational Program Hours
 Fundraising Dollars
 Non-Alcoholic Social Program Hours
 Chapter Management Hours
What qualifies?
Check the Programming Guide online
Programming
Philanthropy
 Walks & events to raise money included here as the
amount collected or registration fee paid
 When donating items (food, clothes, etc), try to get a
monetary
t
value
l from
f
the
th location
l
ti you are donating
d
ti to
t –
include in excel sheet with number of items donated
(if applicable)
 Standardized values
 Non-perishable food donation - $1/item
 Clothing Donation - $50/full large trash bag
 List blood donated in number of pints
 Greek to Greek (include GW events here)
3
Programming
Programming Verification Forms
Community Service
 Be sure to include individual members’ service in
noted table
 Philanthropy events are not also CS hours
(example running in Nick Pipinio Run, attending
Relay for Life) - $ raised at those events is tracked
as Philanthropy, but volunteering at these events
can be used as service
 Time used in planning philanthropy events may
not be counted as service
 Due 2nd Friday of each term for previous term
 Must be submitted in the forms available online –
hours submitted incorrectly will not be counted
 Program Submission forms now in one excel sheet
– available on FSL Website
 Each event can only be included on one form –
no ‘double-dipping’
 If you don’t submit it, it cannot count as a part of CAP
Funding Information
 Must complete treasurer training in CollegiateLink
 It is your responsibility to make sure the correct
account is listed on reservation confirmations and
being charged
 Only use SAFAC account for allowed programs
 See treasurer training on FSL website
for more detailed information
Chapter Achievement Plan
Mail
 Each organization has a mailbox in FSL Office/215
Creese – please check it regularly
 Include organization name in mailing information
ffor all
ll packages
k
that
h might
i h be
b delivered
d li
d to FSL
Office/215 Creese
 Email confirmation of receipt of large packages
will be sent to chapter president
 Packages must be picked up in a timely manner or
they will be returned to sender
CAP Minimum Expectations
Reminders
 Same structure as last year
 Document is online
 Direct any questions to Katie or Natalie
 Set up meeting with Katie or Natalie to review
scores from last year or as you prepare this
year’s submission
 Hazing Education Program
 Alcohol Education Program
 Diversity Program
 Sexual Assault Program
 Alumni Advisor
 Faculty/Staff Advisor
 Hands-on Service event each term
 Intake/new member education once
each year
4
Due Dates– Fall 2012
 Officer Update Form– 1st Tuesday of each term (9/25)
 Semi Annual Goals – 1st Tuesday of fall & spring (9/25)
Event Planning
 Grand Chapter Pt. 1 – 1st Tuesday of fall & spring (9/25)
 Grand Chapter Pt. 2 – each fall & spring – date TBD
 Spring Roster Update #1 – 2nd Friday of each term (10/5)
 Winter Programming Hours – 2nd Friday of each term (10/5)
 Greek Relations Board (2 reps) – each term (11/14)
 Spring Roster Update #2 – last Friday of each term before
finals (12/7)
Event Services
At least 6-8 weeks before: Meet w/ FSL (allow more time for
larger events)
At least 4 weeks before: submit contract requests
At least 2-4 weeks before: submit reservation request (more
time for more popular spaces) & Sodexho catering orders
Event
Services
serves as the
primary point
of contact for
student
organizations
with the
following
departments
After the event: submit any check requests needed
reservations@drexel.edu
www.drexel.edu/eventservices
215-895-2520
Creese Student Union, Room 001
Hours: Monday through Friday, 8:00 am-5:00 pm
Policies:
• Meet with FSL early in the planning stages for all large events
• Please give Event Services at least 2 weeks notice for room
reservations, especially for larger events.
• Event planners from student organizations are expected to take
ownership of your events.
• You need to have regular communication with Event Services &
FSL about the details of your event.
2 Sodexho/Catering/Food
2.
3. Public Safety
1-2 weeks before: confirm set-up with Event Services &
tech needs with DUST; final numbers/confirm with
Sodexho; hang fliers/submit DDD request
Event Services
1. Facilities
(tables, chairs, room setset-up, banner hung up)
4. DUST
Event Services
 Room/Space Reservations (including RLO space)
 Tables and chairs, room set-up, building policies, etc.
 Food/catering
 Tech support
 DUST – A/V – not free – be sure to fill out DUST request
q
–
DUST grant also available
 IMS – laptops, projectors, etc - free
 Public Safety
FSL/OCA
 Contracts
 Special Events
 Resources
 Special Funding
5
Reserving a space
New online process – contact Event Services
for more infromation on training
Use correct account number (17-SAFAC or 71)
Start time and end time of your meeting/event (include set up time)
P f
Preferred
d llocation
ti
Your student organization account number
Description of the event
 Food/Catering (Pot Luck, Bake Sale, etc.)
 Attendance estimate
 A/V needs and DUST
 Contact person’s name, email, and phone number
 The contact person MUST be the contact person for everything
related to the meeting/event (Catering, DUST, Public Safety,
OCA, etc.)





Items to remember
Special Case Space Reservations
 Armory, DAC, Rec Center – Must go through
recreational athletics (Dan Simmons) for approval
and also be submitted to Event Services
 Bossone –Atrium & Mitchell Auditorium – reserved
through event services
 Academic Buildings/Classrooms – Reserve
through event services; not available until week 3
 Residence Hall Space – reserve through
Residential Living – not all spaces can be reserved
Contracts
Why they are required
 Performers and student organizations are fully aware of the
 No candles with flames unless cleared by Armour
Floyd and Event Service
 Do not cover windows or lock doors – if closed
space is needed for Rituals, please note to Event
Service and they will identify an appropriate
location
 Clean up the space before you leave
 If AV equipment in space does not work, notify
Event Services
Contracts are needed for the
following…











Lecturers, speakers, presenters, etc.
Caterers / outside restaurants
DJ’s (outside free or paid & students paid)
Bands
Carnival games and rides
Blood and bone marrow drives (special Red Cross form)
Government officials
Any Performer or Media Group (radio station)
Sponsorships / giveaways / food donations
Companies selling items (ex. Avon, jewelry, etc)
Anyone you are paying outside of Drexel departments
(Sodexho, Event Services, DUST, etc.) or pre-approve food
vendors (Ed’s, Rita’s, Philly Soft Pretzel, etc.)
expectations and services to be provided
 Performers know the terms of payment, details of the event,
etc.
Wh th
i d
When
they are required
 Contracts are required ANYTIME you are bringing
someone to campus who is not a member of the current
existing Drexel community
 Contracts are required even if you are NOT paying the
performer
Timeline
 Submit Contract Request form 4 weeks in advance of event
– will not be accepted less than 2 weeks before event
New Hazing Prevention Policy
See full policy in Student Code of Conduct
Changes/clarifications
 Applies to anyone at Drexel (alumni, visitors from
other campuses,
etc.))
campuses camps,
camps etc
 Any University employee who knows of hazing,
must report it
 “The implied or expressed consent of a student to
hazing is not a defense under this policy.”
 Organizations, organization officers, and/or
individual perpetrators can be charged
6
Clarified definition of hazing
Regardless of the individual’s willingness to participate,
hazing is any action taken or situation created involving
new or returning organization/group members as a part
of joining
joining, maintaining membership or holding office in
that organization that meets any or all of the following:
Violates state or federal law
Humiliates or degrades and individual or group
 Intentionally or unintentionally endangers an
individual – mentally, physically or emotionally


CEO LEAD
Rights in Reporting (NEW)
Hazing Amnesty Options
 Victims who report it truthfully will not be charged
 Individuals who know of & report it truthfully but did
not participate will not be charged
 Groups that seek assistance in preventing hazing,
even if past behaviors have included it or self-reports
behaviors in an effort to change them, may not be
charged if activities do not continue
 A group that self-reports must identify the individuals
responsible for the hazing behaviors to be held
responsible through the appropriate conduct process
CEO LEAD
Creating Experiential Opportunities
for Leadership Education and
D
Development
l
CEO LEAD
All workshops coded as:
 Individual
 Group
 Community
Attend 6 workshops for certificate – attend all 6 in one area
and get Leadership Certificate in that area or attend 6 in any
combination of the three and get a ‘Holistic Leadership’
Certificate
Concentrations will require 3 additional workshops in specific
areas; can get as many as you wish
FSL Specialization
3 FSL Workshops in addition to 6 for general certificate
FSL Workshops
• Greek History
• Greek Values
• Hazing Prevention Education
• Recruitment 101
• Greek Futures Explored
• Greek Values II
• Values Based Recruitment
• Other Specialized Programs
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Have Events ‘CEO LEAD Certified’
 Plan event
 Contact Richard Kopp in Campus Activities at least
2 weeks before the event
For more info on new CEO
Contact Richard Kopp at
rfk27@drexel edu or 215
rfk27@drexel.edu
215-895-1328
895 1328
 Fill out and submit request form (on CollegiateLink
now) and receive approval from Richard Kopp.
Programs must meet the criteria/goals of the CEO
LEAD program to be approved (based on 7-C’s).
Visit http://www.drexel.edu/oca/l/
 Host event
 Submit attendance sheet to Richard Kopp
“CEO on the Road”
Katie & Natalie are available to do any FSL CEO
LEAD presentation for your chapter/new
members
Greek FIRE:
Fire-year
y
Initiates
Reaching Excellence
Schedule by emailing the respective FSL staff
member at least 2 weeks before the proposed
program
What is Greek FIRE?
Process
 Optional New Member/Newly Initiated Member
 New Member will receive information when New
program
Member Registration Form received
 Self-directed
 Complete pre-survey
 Based around Social Change Model
 Attend events and track online
 Can be completed over the entire year with
 Complete Reflection Journal
programs already hosted by chapter, FSL or Drexel
 Members who complete will be recognized at FSL
awards
 Submit Capstone Project
 Complete post-survey
8
Program Areas
Personal & Professional Development –
Consciousness of Self
Promotional Notes &
Reminders
Scholarship – Commitment
Health & Risk Management – Congruence
Greek Community – Common Purpose
Campus Community – Collaboration
Culture & Diversity – Controversy With Civility
Service & Philanthropy – Citizenship
Event Promotions
 Drexel Calendar (drexel.edu/events/)
 CollegiateLink
 InfoNet (drexel.edu/infonet)
 FSL Listserve
 Posters/fliers
 Chalking
Drexel NOW & University
Calendar
 Post events on University Events Calendar
http://drexel.edu/events/submit/event/
 University calendar used to pull events for weekly
Drexel NOW email to students & staff
 Social Media
Posting Policy - General
 All posters/fliers must be approved by Fraternity & Sorority
Life – bring copy to office or email to greeklife@drexel.edu
 Posters/fliers need to be approved and stamped at the
Creese Information Desk after FSL approval
 You are allowed 60 posters to be placed around
campus per event
 Creese Information Desk has a list of available
locations and bulletin boards around campus
 No references to alcohol, tobacco, and/or other drugs
Posting Policy – Residence Halls
 Must have posters and fliers approved by the
Residential Living Office, 1st floor Towers Hall after FSL
approval
 Maximum of 100 fliers allowed
 Only one poster may be displayed in the entrance area
 Any posters not approved by Residential Living or any
posters appearing in non-approved areas will be
removed; organizations not following this procedure
will forfeit their right to post any future events
9
Chalking Policy
 Only washable chalk
 Do not chalk over other organizations
 The University can clean-up any chalking that is not
consistent with this policy
 Any group that writes a chalk message that requires a
power washing or more to remove will be charged for
its removal
 Not on vertical walls (except Nesbitt)
Chalking is not permitted on the following
areas:
 Any area with pavers (bricks), such as the Korman
Quad, Ross Commons Patio, Rush Building
Courtyard, North Hall Fountain area, Katherine
Drexel Park, the Alumni Garden to the east of Creese
Student Center, and the courtyard between CAT and
LeBow Engineering Center
 The side of any building or vertical space with the
exception of the Nesbitt Hall Design Arts Annex
 The ground area outside of MacAllister Hall between
the Bookstore entrance, Mandell Theater entrance
and the Dining Hall atrium
Upcoming Events
Hazing Prevention Awareness Week – October 1-6
Student Life Drag Show – October 4, 6:30pm, Van R Ballroom
Be the Change Day of Service – October 6
CAA Blood Drive – October 18
 Watermelon Bash – October 20
 Turtle
T tl Tug
T – October
O t b 21
Family Weekend – November 2-4
Election Day – November 6
Greek Relations Board Meeting – November 14, 6pm
Order of Omega Initiation – November 14, after GRB
FSL Holiday Potluck Dinner – December 5
Student Life Holiday Reception – December 6
Chapter Achievement Plan Due – January 16 by 12pm
Drexel Leadership Retreat – January 19-21
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