FRATERNITY AND SORORITY REGULATIONS
IFC/Panhel Standards Risk Management for Fraternities & Sororities
The following policies have been developed to assist Chapters in managing events, encouraging responsible member behavior and decision making, reducing legal liability, providing a healthy and safe environment for members and guests, maintaining the condition of the Chapter House, and enhancing the campus relationship with the surrounding community.
Chapter Officers (President, Social Chair, Risk Management Chair) are responsible for educating individual members, including new members and alumni/ae about the policies. Ignorance of these policies and procedures is not tolerated, and Chapters may be held responsible for members’ actions.
IFC/Panhel recognizes the importance of maintaining close and cooperative working relationships with Public Safety, the New Wilmington Police Department, Office of Student Affairs and all other positions of authority at Westminster College. Individual chapters are responsible to ensure that members act in such a way to further these positive relationships.
General Risk Management Policies
- Emergency Contact List for Crisis Response should be updated each academic semester and clearly posted at the Chapter facility.
- Evacuation Route and Sheltering Locations should be clearly posted at the Chapter facility.
- IFC/Panhel recognizes chapters as social organizations and encourages and supports chapters holding a wide variety of social events/functions throughout the academic semester
- Chapters are required to hold one alcohol-free social event with another fraternity/sorority each academic semester.
- Fraternities/Sororities are required to have one social event with every IFC/Panhel Chapter at Westminster College throughout the academic school year.
- Chapters are required to register social events with alcohol at Third-Party Locations. Fraternity chapter facilities are not considered on campus and are therefore considered Third-Party Locations.
Safety Awareness and Campus Behavior
Safety on campus is a priority. Westminster College recommends the following personal safety behaviors for all Chapter Members and students.
- Alcohol and drugs can impair decision making.
- Do not risk your safety by being intoxicated or under the influence of drugs.
- Travel in groups at night – there is safety in numbers
- Tell someone where and when you will return.
- Always have a cell phone.
- If you drink, set a limit.
- Don’t drink on an empty stomach.
- Don’t ever leave a drink unattended.
- If you’re away from your beverage for any amount of time, toss it.
- Don’t drink and drive. FC/Panhel does not condone drinking and driving.
Being Socially Responsible
- Inappropriate behavior includes pranks, vandalism, theft, damaging social media posts, inappropriate use of alcohol/drugs, and other actions that do not align with the IFC/Panhel and the fraternity/sorority life community values.
- Chapters are responsible for holding members accountable for inappropriate actions and behaviors according to Chapter Bylaws and/or membership expectations.
- Violations of IFC/Panhel Constitution or bylaws by individual Chapter members or by entire Chapters will be handled in accordance with respective council’s judicial policy.
- Violations of the Student Handbook will result in individual or organizational outcomes through Student Judicial Process.
How do I get a Social Event approved for my Chapter?
Events meeting the following criteria must register with IFC/Panhel and abide by guidelines stated in policy:
- Events held in Chapter Houses – if number of non-member guests exceeds or equals 50% of Chapter membership and alcohol is present.
- Events held off-campus – Alcohol is present, non-members are present as guests, and the event is hosted/co-sponsored off campus.
- Overnight events off-campus – an off-campus event that does not include alcohol must include the Student Travel Policy.
- Turn in Event Registration Form a minimum of five (5) days in advance of event.
Registration of events includes:
- Fully completed Event Registration Form 5 days submitted prior to event to the Assistant Director of Student Engagement and IFC/Panhel Risk Management Officers.
- Signatures of Officer in Charge, Chapter President and Advisor must be included on the form with all attachments.
- Guest list should be submitted via email no later than noon the day prior to the event. Members of host sponsor/co-sponsoring organizations may be listed separately from non-member guests. The guest list must clearly show the name, birth date and/or age of all invited. The OIC must appear at the top of the guest list in BOLD. Using Chapter Rosters or Facebook lists to generate guest lists is prohibited.
- A meeting with Chapter’s Sober Officer, RIST Management/Social Chair, and Task Management Officer of IFC/Panhel is mandatory within 5 days of event.
What guidelines does IFC/Panhel expect Chapters to follow when hosting an event?
- No one under 21 years of age will be sold or served alcoholic beverages or allowed to consume alcohol on Chapter property or at Chapter hosted/sponsored events.
- OIC (Officer in Charge) refers to the primary officer from the sponsoring organization who must remain sober during entire event.
- Chapters may be held responsible for actions and behavior of registered as well as non-registered events that are reasonably believed to be a function with alcohol.
- Parties must end by 2:00 a.m. on weekends and midnight on weeknights.
- Fraternities permitted to have a maximum of four (4) weeknight parties (Sunday – Thursday) each semester.
- No fraternity-sponsored events are permitted on Saturday or Sunday prior to start of finals on Monday.
- IFC/Panhel Risk Managers will not approve any events during the period recognized as IFC/Panhel Formal Membership Recruitment, determined by Council leadership.
- Open parties are prohibited, and guest list procedures must be followed. FIPG recommends a two-guest limit per Chapter member. We encourage you to follow your inter/national organization’s policy regarding guests.
- Guest lists may not exceed 300 names. A Chapter may not allow more than 200 people within their house at any given time, according to Fire Code. Chapters must create a system to monitor how many people are in their home.
- Event policy shall not supersede the Policy of Westminster College, Commonwealth of Pennsylvania or National/International Fraternity.
- The Assistant Director of Student Engagement and IFC/Panhel Risk Managers reserve the right to deny any event registration form that does not fulfill the requirements of this policy.
Social Events Risk Management Best Practices
Events with Alcohol:
Posted signage must be clearly displayed:
- “We retain the right to refuse entry to anyone.”
- “Must be 21 to consume alcohol.”
- “Safe ride information.” (If the Chapter is offering.)
- “Re-entry only at Front Entrance” posted at all exits.
Walk Out Policy
If a Chapter co-sponsors an event and there is a violation of policy (Event Policy, Headquarter Policy, College Codes, Commonwealth Law), the Chapter(s) must vacate everyone from the event (within 5 minutes generally), or the respective judicial board may hold the Chapter partially responsible for the violation. Such violations include but are not limited to: common sources of alcohol, underage consumption of alcohol, not using guest list, not appropriately dispensing alcohol.
Proper Identification at Events:
- Attain proof of age in accordance with Commonwealth law. Guests entering must show proper identification of age with State ID, National ID, or Titan Card issued by the College.
- .I.C. must designate legal drinking age with wristbands. Wristbands will be provided by I.F.C.
BYOB (Bring Your Own Bottle) Policy
- Chapter members and guests must bring their own alcohol for consumption at any alcohol events. Chapters may not purchase mass quantities of alcohol.
- No one under age 21 may be served alcohol in accordance with Commonwealth of Pennsylvania law.
- Members and guests may bring a reasonable amount of alcohol, not mass quantities, such as kegs, party balls, wine in a box, trash cans, and bottles of hard liquor or spirits.
O.I.C. (Officer in Charge) Responsibility:
At least one (1) OIC of the host organization must be stationed at the front entrance at all times. OIC duties include:
- OIC must remain sober throughout event.
- OIC must be an officer or appointed member of fraternity or sorority.
- OIC may not be a new, uninitiated member of the Chapter.
- OIC, while not responsible for all actions during the event, is the official Chapter representative during the event. They are responsible for ID/guest list check, age verification, alcohol check-in and communication with police, security, band/DJ, neighbors, and College officials and attendees.
All Alcohol-Related Events must be enclosed in Chapter House or in a fenced-in area on Chapter property. No guests/members may be permitted to gather outside of the facility or fenced-in area, on roofs, or in streets or sidewalks.
- No open containers may leave the event.
- Alcohol products above 15% alcohol by volume are prohibited on any Chapter/organization premise and at any event, except when served by a licensed and insured third-party vendor.
Third Party Vendor Policies:
- Events with alcohol may not be used as fundraising or profit-making events for the Chapter or charity.
- The vendor must assume, in writing, all responsibilities any seller of alcoholic beverages would assume in the normal course of business, including but not limited to:
- Checking ID cards before serving alcohol.
- Serving only those guests of legal drinking age.
- Refusing service to guests who appear intoxicated.
- Maintaining absolute control of all alcoholic containers.
- Restricting sales of alcoholic beverages to NOT include shots.
- Collecting all remaining alcohol at the end of the function.
Responsibility for actions and employment of hired third-party vendors, including off-campus events, rests with the host/sponsoring/co-sponsoring chapter(s).
Medical Amnesty/Good Samaritan Policy
The College recognizes that in an alcohol or other drug-related emergency, the potential for disciplinary action by the IFC/College may act as a barrier to students seeking assistance, medical or otherwise, for themselves or others. To reduce the harmful, potentially deadly, consequence of alcohol and drug overdose, the College agrees to the policy that seeks to ensure that students are concerned about those around them and will call for medical assistance when faced with an alcohol or drug related emergency.
Medical Amnesty exempts students from formal college discipline (alcohol violations, fines, etc.) for those receiving emergency medical attention as well as individuals/chapter(s) who contact Public Safety for assistance (Good Samaritan). To obtain Medical Amnesty, the affected student must receive emergency medical attention and follow the advice of the Medical Responder. In addition, both the altered student and the Good Samaritan student may be required to participate in follow-up meetings with the Wellness Center or Counseling Center or Dean’s office and comply with recommendations these offices prescribe. The Medical Amnesty/Good Samaritan Policy applies to only cases of alcohol or other drug-related emergencies. This policy does not excuse co-occurring violations of the IFC bylaws or Student Handbook.
Note: If an individual receives emergency medical assistance on more than one occasion due to excessive use of alcohol or other drugs, the situation will be evaluated by the Vice President of Student Affairs who may recommend additional resources or sanctions.
Individual Chapters maintain all responsibility for following these policies. Any reports of alleged violations received by IFC/Panhel, Public Safety, Assistant Director of Student Engagement, Assistant Vice President of Student Affairs or Vice President of Student Affairs or other College officials, will be forwarded to the IFC/Panhel Judicial Process of Student Conduct.
If an individual Chapter is found to violate the policy three consecutive semesters, the individual Chapter will have their status, as a recognized organization at Westminster College, reviewed by the Vice President of Student Affairs.
These Standards and Policies are designed to educate while encouraging social responsibility and respect for human dignity, wellness, and student safety.
Important Contact Numbers
Campus Security/Public Safety
Student Engagement Office
New Wilmington Police
Poison Control Center
IFC Code of Conduct
This code is also adopted as a part of the IFC Constitution and Bylaws.
As members of the IFC, we, the Member Fraternities, hereby agree to and adopt the following Code of Conduct:
- We will know and understand the ideals expressed in our fraternity Rituals and will strive to incorporate them in our daily lives.
- We will strive for academic achievement and practice academic integrity.
- We will respect the dignity of all persons; therefore, we will not physically, mentally, psychologically or sexually abuse or harm any human being.
- We will protect the health and safety of all human beings.
- We will respect our property and the property of others; therefore, we will neither abuse nor tolerate the abuse of property.
- We will meet our financial obligations in a timely manner.
- We will neither use nor support the use of illegal drugs; we will neither misuse nor support the misuse of alcohol.
- We acknowledge that a clean and attractive environment is essential to both physical and mental health; therefore, we will do all in our power to see that our properties are properly cleaned and maintained.
- We will challenge all fraternity members to abide by these fraternal expectations and will confront those who violate them.
REGULATIONS FOR INTERFRATERNITY COUNCIL RECRUITMENT
Section 1. Eligibility
- To be eligible to join a fraternity, an individual must:
- Be a currently enrolled full-time undergraduate student at Westminster College;
- Have been a student at the College for at least one prior semester;
- Have a cumulative GPA of 2.0 or higher.
Fraternity members who fall below full-time student status during a semester may remain a member for the duration of the semester, but must attain full-time student status the following semester in order to retain membership.
Section 2. General Rules for Recruitment
- Westminster College does not permit fraternities or their members to haze. Hazing is defined as any activity which the fraternity expects prospective members to participate in and which is created intentionally, on or off fraternity premises, for the purpose of producing mental or physical discomfort, embarrassment, harassment or ridicule. Such activities include, but are not limited to, the following: paddling in any form; creation of excessive fatigue; physical or psychological shocks; required trips from the campus; required physical exercises; the wearing of conspicuous public apparel; public stunts and buffoonery/ morally degrading or humiliating games and activities; late night work sessions which interfere with scholastic activities.
- All dates and items included in the recruitment format and potential member requirements will be considered as part of the recruitment policy. Failure to adhere to the specifications in both the recruitment format and recruitment requirements will be subject to equal penalty to that of the recruitment rules.
- Recruitment is a year-round process and the policy defined in this document will be in effect year-round. This policy will be updated with dates on a yearly basis. If there are any major changes to these rules, the new recruitment rules will be passed at a regular Interfraternity Council business meeting, tabled for two weeks, and voted in effect by a majority of chapters.
- A recruitment event is defined by any publicized or planned activity where potential members are present.
- RECRUITMENT IS DRY. No alcohol may be present at any recruitment activity. No member, affiliate, or holdover of any chapter can purchase or serve alcohol to a potential member, regardless if the potential member is of legal drinking age.
- Recruitment events may be held at any time after the Interfraternity Council sponsored recruitment programming time period has occurred. All Chapter recruitment events must be registered with the Recruitment Chairman or a designated executive council member two business days prior to the event.
- Any media (video, audio, flyers, Facebook, Twitter, Instagram etc.) that is to be used for recruitment purposes must be reviewed and approved of by the Recruitment Chairman and IFC Advisor of Fraternity and Sorority Life, two business days prior to that time at which it will be used.
- No chapter may co-sponsor or hold a recruiting event with another organization, including, but not limited to, an alcoholic beverage distributor, charitable organization, or tavern (tavern is defined as an establishment generating more than half of the annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present.
- After you associate/pledge/affiliate a potential member, your chapter has five business days to fill out and return to Office of Student Affairs an Affiliation Form for each new member, or he is not considered affiliated and is still a potential member.
- Good sportsman-like conduct must be displayed at all times while recruitment is occurring. No chapter may be abusive towards any member or member chapter of the Fraternity Community, whether verbally or physically, at any time. No member may impress these ideals on a potential member. Failure to abide can result in a grievance being filed by a chapter, recruitment staff, or the Interfraternity Executive Council.
- No degrading themes (i.e. themes that degrade race, gender, another chapter, or Greek Life in general, etc.) may be used in recruitment. This includes chapter apparel used during the recruitment period.
- No women should be involved in men’s fraternity recruitment. This includes, but is not limited to promoting, planning, running/participating in any event that could be considered a recruitment event.
Section 3. General Rules Fraternity Recruitment Time Periods
- The time period for the Structured Recruitment Policy will be decided every Fall semester by the IFC and IFC Advisor. This period will be known as Fraternity Recruitment. There will be additional specific rules produced each year relating to the specific times and dates during the Interfraternity Recruitment time period.
- If offered, it is mandatory that all chapters attend the training session/retreat prior to the start of the recruitment period. Violations will be submitted to the IFC Judicial Board.
- There will be a hold on bidding during the recruitment period. Violations will be submitted to the IFC Judicial Board.
- No chapter may attend any other chapter’s recruitment events during the recruitment period without the prior written permission of the host chapter. The prior written permission must be filed with the IFC Recruitment Chairman prior to the event in question. Violations will be submitted to the IFC Judicial Board.
- Chapter participation is required at every event. Violations will be submitted to the IFC Judicial Board.
- No chapter may hold any individual chapter events, other than the dates specified by IFC during the recruitment period. This includes recruitment, philanthropy, or information: tables, events, and social functions. Violations will be submitted to the IFC Judicial Board.
- All chapters must notify the IFC Recruitment Chairman of any events during the recruitment period. Violations will be submitted to the IFC Judicial Board.
- Sorority members are not allowed to participate in recruitment events, as outlined in Section 1, Number 12
WESTMINSTER COLLEGE IFC – FIRE AND LIFE SAFETY POLICY FOR FRATERNITY HOUSES (This section is reproduced directly from the IFC Handbook revised February, 2008.)
PREAMBLE: The fire and life safety of the residents and guests of the fraternity houses located in the New Wilmington, PA community must be a recognized priority for chapter officers, alumni, and the House Corporations. These entities are responsible for the Chapters’ compliance with state/local fire and life safety codes and requirements imposed by their respective insurance carriers and national governing bodies.
Recognizing the need to build a stronger partnership to ensure the health and welfare of those residing in or visiting the houses, Westminster College, its fraternities, and their respective housing corporations and advisers, agree to the following prevention and fire/life safety initiatives.
These initiatives will be accomplished through a partnership involving the following parties: Interfraternity Council (IFC), the House Corporations, Chapter Advisers, House Risk Reduction Managers (RRMs), Westminster College Department of Public Safety, and the Student Affairs Office (SAO).
- Implement each fall semester a Fire and Life Safety and Prevention program that will include:
- A fire safety training for all chapter members, conducted by the New Wilmington Volunteer Fire Department (NWVFD) and coordinated through IFC and the SAO.
- A minimum of 75% of all chapter members in each chapter must attend this training.
- Chapters that do not have at least 75% of their chapter membership attend will be fined $100 by IFC, and social privileges will be suspended until training is completed by that chapter.
- Individual Chapter Fire Training Sessions
- Chapter RRMs, after completing the fire safety training presented by the NWVFD, will lead a fire prevention seminar for their entire chapter in the spring semester, no later than March 1 of each year. This should include an all-chapter fire drill.
- Chapters that do not host an all-chapter fire safety training session in the spring will be fined $100 by IFC and may have social privileges suspended until such training is completed.
- Annual Chapter Fire Safety Inspections
- Chapters and House Corporations will be required to have annually a house “walk-through” inspection by the College’s Director of Public Safety (DPS) in March and again in August. The DPS will write a report on life safety concerns and other recommendations by no later than April 15 and Aug. 15, respectively. These reports will be sent to the chapter president and House Corporation designee.
- Problems that the DPS considers to pose a significant risk to life safety must be corrected immediately. Less serious concerns or repairs necessary that exceed the cost of $1,000 will be completed within a period of time agreed upon by the College and House Corporation.
- The DPS and/or College’s Campus Safety Committee (CSC) may conduct additional walk-through inspections of fraternity houses to ensure that significant life safety hazards have been corrected.
- A designated House Corporation representative(s) will coordinate and be on premises with the DPS for the inspection in August. The chapter president and RRM will coordinate the inspection in March. They will be on premises with the DPS and/or CSC for that inspection.
- The House Corporation representative(s), chapter president, and RRM will be responsible for the correction of violations. Fraternities are encouraged to use licensed contractors for all code-related corrections, and work shall comply with codes currently adopted by the Borough of New Wilmington at the time repairs are made.
- The College strongly encourages, and may require at the fraternity’s expense, that a general house inspection be done by a licensed home inspector from time to time. The inspection will be, at a minimum, in accordance with the standards of the American Society of Home Inspectors. The inspector will write a report on code violations and other recommendations. The report will be sent to the College, house president, and House Corporation designee.
- The College reserves the right to require occupants of a fraternity house to reside in College approved housing if corrections to significant life safety hazards are not made, verified, and certified by the College prior to the beginning of the fall semester or mutually agreed upon date.
- Role of the Risk Reduction Manger (RRM):
- This executive will be required to attend annual trainings on fire and life safety and prevention.
- Chapters will be assessed a $50 fine and social functions denied by IFC each semester in which they do not have a filled RRM position (to be documented in the chapter’s Officer Packets on file with the Student Affairs Office (SAO).
- The RRM will be required to coordinate the annual fire safety and prevention training sessions for their entire chapter. Sessions must be verified with the SAO.
- The RRM will be required to monitor the fire safety of their chapter on a weekly and semester basis. This requirement shall also extend to the monitoring of hosted parties for fire and life safety compliance.
- The RRM will be required to conduct chapter “self-inspections” once a semester. A copy of these monthly inspections is to be turned into the SAO by the 10th day of each month; suspension of chapter social privileges may occur if the forms are not received on a monthly basis.
- It is up to the Chapter Officers, Chapter Adviser, and House Corporation to see that such guidelines are followed consistently. Chapter or National guidelines shall be established or adopted for parties with regard to issues such as: occupancy loads, temporary power, use of heating, cooking, special effects equipment, open flames, combustible decorations, egress and emergency lighting, egress obstructions, etc.
All chapters must ensure that recruitment and social regulations include specific fire safety requirements for their chapter. Below, are items the College strongly encourages each chapter to include in those requirements.
- Fire and Life Safety Policies will include:
- No open flames will be allowed in the chapter facility during any event at which alcohol is served. An open flame includes, but is not limited to, candles, open fires of any type, bonfires, wood fires for aesthetic purposes, etc.
- The chapter RRM (or a designated fraternity officer) will be required to conduct at least one house tour during the registered event. The house tour is to ensure the safety of the chapter’s guests. The RRM should monitor all means of egress, as well as look for other possible hazards should a fire break out. The RRM should also enforce all fire and life safety guidelines found in this document (Appendix: Fraternity House Fire Safety Guidelines, NFPA — 101: Life Safety Codes — 2006). This does not preclude guidelines or policies established by the national organization, local chapter, College, insurer, or other agency.
- Smoking during a registered event should take place outside the chapter facility. If the chapter permits smoking inside the chapter house, smoking should be limited to one (1) designated room that has an active and working smoke detector.
- Recommendations for House Corporations and Advisers:
- Through all financial means possible, explore the possibility of installing a fire suppression system (sprinkler system) within the chapter facility.
- Participate and attend the activities associated with Fire Safety and Prevention for the fraternities.
- Participate during the chapter’s annual life safety inspections.
- Designate and enforce a specific smoking area for the chapter. This area should be located near the property, but outside the chapter facility. If smoking is allowed within the chapter, limit smoking to one (1) designated room. Assess a fine of up to $100 per incident for any member who violates the chapter’s smoking policy.
- Create, implement, and enforce a No Open Flame policy within the chapter facility. This would include, but not be limited to: no candles (except for specific ceremonial functions), no bonfires, no aesthetic fires (except for supervised ceremonial functions), incense, Class I liquid or gaseous fueled appliances, etc. Assess a fine for any member who violates the No Open Flame policy.
- Establish and monitor a funding mechanism to correct code violations that are assessed during the life safety inspections. Alumni representatives from the House Corporation shall review plans and devices intended to correct code violations prior to the expenditure of the funds and shall approve the expenditure of such funds.
- Include in the job description of their chapter’s Rick Reduction Manager specific requirements regarding fire and life safety. These job requirements could include, but are not limited to:
- Participate in the life safety inspections;
- Assist in the training of the chapter RRM;
- Become educated about the chapter’s fire/smoke alarm system;
- Assist the House Corporation in correcting any chapter deficiencies as indicated during the life safety inspections;
- Assist the chapter RRM with monthly fire safety chapter facility self-inspections.
FRATERNITY DINING OPTIONS
- Any member of a fraternity may eat at the house of which he is a member as long as the house has a College approved eating club;
- Any member of a fraternity may purchase a standard College meal plan;
- Residents of houses that do not have a College-approved eating club must purchase a standard College meal plan;
- In order for a fraternity to receive College approval for an eating club, it is required that either a cook or caterer provides the food services to the eating club. Additionally,
- Cooks must be an outside vendor hired specifically for that purpose. A member of the fraternity may not serve as the cook.
- Caterers must be approved by the College and must be an actual food service establishment that provides meals or hot food to customers on a regular commercial basis.
- Prior to the start of an academic year, each fraternity must complete a catering request form and submit it to the College for approval. If a fraternity changes caterers during an academic year, a new form (available at the Office of Student Affairs) must be completed and submitted for approval.
- Eating clubs must provide a minimum of nine (9) meals per week with two (2) meals provided Monday – Thursday (lunch and dinner) and one meal (lunch) on Friday. Other food must be stocked at each house so that eating club members have the option of consuming three meals per day all seven (7) days, and
- Should a fraternity fail to comply with any of the above terms, the members of their eating club may be required by the College to purchase a College meal plan at a minimum through the remainder of the semester during which non- compliance had occurred. Eating club members will not be allowed to be served at the fraternity house until the situation has been resolved to the satisfaction of the College.
FRATERNITY AND SORORITY JUDICIAL HEARINGS AND PROCEDURES
The Interfraternity and Panhellenic Councils will consider cases of alleged violations of regulations as outlined in the Westminster College Regulations and the IFC/Panhel Bylaws and/or any other standing policies relating to the FSL community committed by fraternities or sororities. An Advisor will be present at all hearings and approve any sanctions put in place by the councils. Fraternities and Sororities are still subject to judicial hearings through the Office of Student Affairs in regards to any violation of the Student Code of Conduct or any other Westminster College Regulations.
PANHELLENIC UNANIMOUS AGREEMENTS
THE PANHELLENIC COMPACT
- A woman who is or who has ever been an initiated member of an existing NPC fraternity shall not be eligible for membership in another NPC fraternity.
- To be eligible to pledge an NPC fraternity chapter on the campus where a woman is enrolled, she shall be regularly matriculated according to the definition of matriculation established by that institution.
- No female student shall be asked to join an NPC fraternity during any school recess except during a primary membership recruitment period and the ensuing continuous open bidding (COB) held immediately prior to an academic term.
- Each College Panhellenic Council shall establish a Bid Day to conclude the primary membership recruitment period. A Bid Day is the scheduled time when invitations to membership are issued.
- If through the primary membership recruitment process, a potential member receives a bid and declines it, then she is ineligible to be pledged to another NPC fraternity on the same campus until the beginning of the next year’s primary membership recruitment period.
- At a later date but before the next primary membership recruitment period, if the potential member who declined her bid expresses interest in being pledged to the chapter with which she originally matched, she may do so only if the chapter extends another bid and has quota or total spaces to fill.
- If a potential member does not receive a bid at the end of the primary membership recruitment period, she is eligible immediately to participate in COB.
- If through the primary recruitment process a potential member accepts a bid and then has her pledge broken by an NPC fraternity or breaks her pledge, then she is ineligible to be pledged to another NPC fraternity on the same campus until the beginning of the next year’s primary membership recruitment period.
- A COB acceptance is a binding agreement. If a potential member accepts a bid, signs a COB acceptance and then has her pledge broken by an NPC fraternity or breaks her pledge, then she is ineligible to be pledged to another NPC fraternity on that campus until the beginning of the next year’s primary membership recruitment period.
- A woman who has accepted a bid either through primary or COB recruitment and who has had her pledge broken by an NPC fraternity or has broken her pledge, may be repledged by the same NPC fraternity chapter on the campus at any time before the beginning of the next year’s primary membership recruitment period, even if the chapter is over total.
- When a woman who has been pledged but not yet initiated transfers to another campus, her pledge is broken, and she is eligible to pledge an NPC fraternity on that campus at the earliest opportunity.
- Women who have been pledged but not yet initiated into a chapter whose charter has been rescinded or relinquished or of a colony that has been dissolved shall be eligible to pledge another NPC fraternity immediately following the official release by the NPC fraternity.
Standards of Ethical Conduct
- National Panhellenic Conference (NPC) fraternities shall impress upon their undergraduate and alumnae members that they shall respect and obey the letter and the spirit of all NPC Unanimous Agreements.
- In case of Panhellenic difficulties, all chapters involved shall do their utmost to restore harmony and to prevent publicity, both in the college and the community.
- NPC denounces the arbitrary priority rating of women’s fraternities.
- NPC denounces the ranking or categorization of chapters determined by administrative personnel according to a chapter’s compliance with university standards or guidelines.
- NPC fraternity members shall not suggest to any potential member that she refuse a bid from one group in order to wait for a bid from another group or suggest that a potential member list only one choice on her membership recruitment acceptance.
- It is in accord with the dignity and good manners of fraternity women to:
- Avoid disparaging remarks about any fraternity or college woman.
- Create friendly relations between fraternity and nonfraternity women.
- Avoid negative publicity on Panhellenic matters.
- NPC discourages the use of Greek-letter fraternity names and insignia in inappropriate or distasteful commercial advertising.
- NPC has no affiliation or connection with any high school sorority.
- NPC supports all efforts to eliminate hazing.
WESTMINSTER COLLEGE PANHELLENIC ASSOCIATION CODE OF ETHICS
We, the members of women’s sororities at Westminster College, agree to promote honesty, respect, sisterhood, and cooperation within the College Panhellenic and our respective chapters and in our daily lives. This code of ethics is designed to inspire our members, reinforce exemplary conduct and values-based leadership, and perpetuate lifelong membership to enrich the sorority and Panhellenic experience.
Integrity: Holding ourselves to the highest standard in terms of moral and ethical decision making by promoting honor and good character throughout our membership. Being open and honest with each other in order to strengthen our relationships. Living in congruence with our individual organization and shared community values.
Community: Acknowledging our membership in the greater Panhellenic sisterhood. Strengthening our sense of belonging through support of our Panhellenic peers and ideals, thereby conveying the strength of our collective community.
Respect: Honoring one another as women by recognizing each other’s inherent dignity. Sharing a deep regard for each individual’s and chapter’s achievements, qualities, traditions and desire to promote mutual betterment.
Self-governance: Adhering to the policies, which we have the privilege to establish for our community. With this privilege, holding oneself and each other accountable to live up to that standard.
Sportsmanship: Realizing there is an appropriate time and place for healthy competition that promotes a better community and stronger individual organizations. Our sororities are one unified body striving to better the community and set an example for all.
Thoughtfulness: Promoting active awareness of each other’s ideas and actions to encourage open communication that fosters responsibility and accountability. Celebrating differences in order to appreciate each chapter’s unique characteristics.
Commitment: Dedicating ourselves to the realization of the four tenants our community values: Leadership, Scholarship, Service, and Community.
As Panhellenic women of Westminster College, these are the tenants by which we strive to live.
Date adopted: Sunday, March 1, 2015
WESTMINSTER COLLEGE PANHELLENIC RECRUITMENT RULES
(adapted from NPC rules for College Panhellenics)
Statement of Positive Panhellenic Contact
We, the women of Westminster College, will promote panhellenic-spirited contact with all potential new members throughout the year. Strict silence will begin from the end of the woman’s last event until the issuance of bids. Strict silence is defined as verbal, nonverbal, written, printed, text message and electronic communication or communicating through a third party.
According to NPC, “Ethical Behavior means adhering to local Panhellenic rules as well as NPC policies. It means holding yourself and others accountable to make good choices in your actions. Ethical Conduct promotes parity for all member organizations by fair play” (page 172). We, as a Panhellenic community, are to promote positive contact with potential new members and our behavior should be consistent with behavior of friendships. Fully documented recruitment violations will be addressed through the judicial process should they occur.
Statement of Adherence to NPC Unanimous Agreements and Policies Regarding Recruitment
All NPC member organizations represented at Westminster College believe in strictly adhering to NPC Unanimous Agreements and policies. These valued and non-negotiable policies will be followed by all groups during the recruitment process, specifically:
- All NPC Unanimous Agreements shall be upheld
- Use of alcoholic beverages in membership recruitment and Bid Day activities is strictly prohibited
- No favors or gifts may be given to potential new members (PNMs) by the fraternity and/or individual members
- There will be no promising of bids directly or indirectly by a member, new member, or alumna of a fraternity
- No sorority members may visit a PNM in her place of residence during formal membership recruitment
- Strict silence is a period of time from the end of the woman’s last event until bids are distributed. Strict silence is defined as verbal, written, printed, text message or social media communication between the potential new members and sorority members, new members, or alumnae.
- A fact sheet including a list of fees to be incurred by members during collegiate membership, grade requirements and housing obligations will be provided to each potential new member during membership recruitment by each chapter. The College Panhellenic will provide a range of fees as general information.
- The MRABA script must be used prior to signing the MRABA to ensure that the PNMs understand this binding agreement.
- Recruitment Counselors shall not be involved with any PNM in the process of completing and signing the MRABA.
- Statement of Recruitment Model:
- Westminster College Panhellenic Council will hold a deferred formal recruitment period, always the first week of classes during the Spring semester.
- Westminster College Panhellenic Council will adhere to the two-tier campus total as recommended by NPC. Campus total will be evaluated each semester after a comparative evaluation of rosters between the Student Affairs Office and each chapter. Once the rosters are reconciled, all organizations will be notified of the revised campus total. Only chapters who do not reach campus total at this time can COB through the Spring semester, but are strongly encouraged to do so within two weeks of formal recruitment.
- Fall campus total should be evaluated within the first two weeks of Fall semester.
- Spring campus total should be evaluated within 72 hours of the close of the formal recruitment period. It should be the goal to have a revised campus total immediately following bid matching, but this will be contingent on the accuracy of rosters provided by each chapter.
- Because the two-tier recruitment model is designed to funnel all recruitment efforts and new member education efforts to one period of time each year, a reasonable end date to COB will be established so that all chapters can focus their energies on other priorities. This time period will be evaluated along with the semester total and will be communicated by the Fraternity/Sorority Advisor (FSA).
- Statement of Recruitment Counselor Disaffiliation
- Recruitment Counselors will not disaffiliate from their chapters until the first day of formal recruitment.
- During formal recruitment, disaffiliation will require that Recruitment Counselors not wear letters, clothing, jewelry or carry bags that would identify them with a specific chapter. Additionally, Recruitment Counselors should not participate in voting sessions with their chapter.
- When at all possible, Recruitment Counselors should be paired to perform their responsibilities and should not engage privately or separately in conversation with PNMs.
- Statement of “No Frills Recruitment”
Recruitment events are values-based and reflective of the women’s fraternal experience. The Fall Semester “Go Greek” Recruitment model will be planned and facilitated by Westminster College Panhellenic Council. As such, the informal recruitment period will be entirely values-based and no frills.
The following “No Frills” recruitment guidelines will apply to the Formal Recruitment period:
- BUDGET GUIDELINES TO BE SET BY PANHELLENIC COUNCIL
- Decorations outside the reserved recruitment room are not permitted. All recruitment entertainment must be confined to the reserved recruitment room.
- Use of recruitment skits at the first round of events is discouraged.
- Eliminate all gifts, favors, preference letters, or notes for potential new members until they have accepted bids.
- Develop conversation and interviewing skills.
- Inside decorations should be kept to a minimum for all recruitment events
- Statement of Membership Recruitment Acceptance Binding Agreement
The Westminster College Panhellenic will uphold and use the MRABA for each potential new member interested in joining a women’s fraternity, whether during formal or informal recruitment. We agree to all policies/steps pertaining to the MRABA.
- Statement of Values-Based Recruitment
We, the members of Westminster College Panhellenic, pledge to promote the following practices during membership recruitment:
- Consider values-based conversations.
- Choose recruitment activities and behaviors that reflect the core values of our organizations.
- Engage in conversations that include topics related to our core values.
- Make informed choices about potential new members.
- Educate potential new members about the chapter’s values and connect to these values.