Shepherd University

Campus Student Conduct System

office (304) 876-5214
fax (304) 876-5137

CODE OF CONDUCT FOR STUDENT CLUBS AND ORGANIZATIONS

Introduction

Membership in the academic community accords students certain freedoms and responsibilities. Groups on campus reflect the values and attitudes of our academic community. It is the responsibility of each registered student organization to adhere to the mission of the University and its supporting bylaws, statutes, and policies. Therefore, all student groups are expected to be familiar with and conduct themselves in accordance with the “Student Code of Conduct” and the “Code of Conduct for Organizations, Clubs, or Groups” as outlined in the Student Handbook and the Handbook for Clubs and Organizations. Groups that violate policies run the risk of losing recognition on campus and may face charges/sanctions under the campus Student Conduct system.

I. Recognition

A. In order to gain the privileges of a recognized Shepherd student club or organization, groups must go through the recognition process as outlined in Section One of the Handbook for Student Clubs and Organizations. Groups must submit a completed Intent to Organize form, a list of interested students/potential members, and a copy of the group’s constitution and bylaws to the Student Life Council for approval.

B. All clubs and organizations are required to have an advisor who is a Shepherd University faculty or staff member. Rare exceptions to this policy may be granted by the Student Life Council.

C. Recognized clubs and organizations are required to fulfill the following requirements annually in order to maintain recognition:

1. Complete a Recognition Renewal Form by the second week of school each year. The form includes current information about officers and your advisor. These forms must be completed and returned to the Student Center Assistant Director for Student Activities and Leadership by the by August 27, 2010. The information on these forms will be shared with the Student Life Council and the Student Government Association.

2. Hold meetings regularly (at least once a month).

3. Be represented at the annual Leadership Conference at Shepherd as required by the Student Life Council. In order to maintain recognition on campus, all organizations are required to send at least two representatives to all sessions of the Leadership Conference while clubs are required to send at least one representative to all sessions of the Leadership Conference. Social Greek organizations are required to send at least three executive officers and two active/associate members to all sessions of the Leadership Conference. Exceptions to this policy may be granted by the Student Life Council through appeal prior to the date of the conference. (NOTE: While they are encouraged to attend, academic honoraries are not required to attend the Leadership Conference.)

D. All clubs and organizations must present written notification to the Student Center Assistant Director for Student Activities and Leadership immediately when the group experiences a change in its constitution, bylaws, or advisor.

E. Student clubs and organizations which fail to properly file the Recognition Renewal Form by the deadline may have their campus recognition (along with its privileges) revoked by the Student Life Council.

F. Student clubs and organizations who fail to meet the Leadership Conference attendance requirements as outlined above may face sanctions or lose recognition on campus. Consequences or sanctions will be as following:

1. First Time Non-compliance-Student groups that fail to meet the required attendance standards as outlined above will not immediately lose recognition. They will still be allowed to use Shepherd University facilities and the Student Center for meetings and activities. However, they will be placed on provisional status with the Student Government Association and Student Life Council. While on provisional status in order to maintain recognition, groups must comply with the following restrictions/responsibilities:

a) Must submit the minutes of all meetings to the Student Center Assistant Director/Student Activities and Leadership (Student Center 101) by the first of each month.

b) Must attend all SGA meetings (no absences allowed) during the period of provisional status. (Groups on provisional status may still vote in SGA).

c) May not request/receive money from SGA during the period of provisional status.

d) May not participate in the SGA lottery for Shepherd sporting concessions (football, basketball, baseball, etc.) during the provisional period.

G. If a group would like to request membership in the Student Government Association Senate, it may do so by filing a Request to Join the Senate of the Student Government Association form. See the SGA Constitution and Bylaws. Groups that fulfill the obligations as outlined above will be returned to full group privileges in January of the spring semester.

H. Two-Year Noncompliance: Student groups or organizations who do not meet the attendance requirements for the Leadership Conference for two consecutive years may have their campus recognition revoked entirely by the Student Life Council.

II. Alcohol Use by Shepherd Student Organizations, Clubs, or Groups

The following policies apply to all campus organizations, clubs, or groups for events both on campus and off campus.

A. The possession, use, or consumption of alcoholic beverages during any event sponsored or endorsed by a campus organization, club, or group must be in compliance with all state and local laws.

B. Alcoholic beverages are not permitted at open parties or events (see definitions that follow for clarification).

1. Open Party — An open party is an event that BOTH members of the sponsoring organization, club, or group AND nonmembers are permitted to attend. These events generally have blanket invitations through posters, flyers, or word-of-mouth. No guest list is required in advance; no registration check is conducted at the door of the event.

2. Closed Party — A closed party is an event that is sponsored by a particular campus organization(s) where ONLY members of the organization and their invited guests are allowed to attend. Closed parties may not be advertised and are open to people by invitation only. In order to hold a closed party, organizations must provide a list of the names of all invited members and guests to the Student Center Assistant Director for Student Activities and Leadership at least 24 hours before the event. (NOTE: Social Greek organizations must turn their party registration form and list in to the Student Center Assistant Director for Greek and Commuter Affairs at least 24 hours before the event.) The sponsoring organization is responsible for registering all guests at the door and checking the guest list to insure that the individuals were indeed invited and registered.

C. No alcoholic beverages may be purchased using organizational funds nor may the purchase of alcoholic beverages be undertaken or coordinated (through collections, kitties, etc.) by anyone in the name of or on behalf of the organization, club or group.

D. Alcoholic beverages are not permitted at membership recruitment events or meetings.

E. No organization, club, or group may co-sponsor an event where any individual, group or business does not comply with this alcohol policy for campus organizations.

F. Alcoholic beverages may be consumed at closed parties (see the definition of a closed party above) when all of the following conditions have been met:

1. Service of alcohol to those under the legal drinking age is prohibited.

2. Alcohol may only be served on a cash bar basis by a professional bartender or caterer, who is not an active member of the sponsoring organization and who is fully covered by liability insurance. (No open bar service or BYOB is permitted.)

3. Reasonable precautions must be taken by the organization to prevent the excessive consumption of alcoholic beverages and to prevent the service of alcohol to underage persons.

4. Members and/or guests who arrive at an event in an intoxicated state shall not be admitted.

5. The sponsoring organization shall designate nondrinking members who will attend the event to insure that responsible behavior is maintained by members and guests.

6. Food and nonalcoholic beverages must be provided at the event.

7. The service of alcoholic beverages must be cut off at a specific time, which shall be established and clearly published before the event.

 8. No drinking games are permitted.

9. No kegs, party balls, or alcoholic punch are permitted.

III. Anti-Hazing Policy

Shepherd University unconditionally opposes any action taken or situation created, intentionally or unintentionally, whether on or off premises owned or leased by the organization, which has the effect of producing psychological or physical discomfort, embarrassment, harassment, or ridicule. Such activities or situations may include, but are not limited to, the following:

• use of alcohol or other drugs;
• paddling in any form;
• creation of excessive fatigue;
• physical and/or psychological shocks;
• quests, treasure hunts, or scavenger hunts;
• road trips or any other such activities carried on outside or inside of the confines of an organization’s facility or living unit (e.g., house);
• wearing of public apparel that is conspicuous and not normally in good taste;
• engaging in public stunts and buffoonery;
• morally degrading or humiliating games and activities; and
• any other activities that impede academic achievement are inconsistent with the constitution, regulations, policies, or ritual of the national governing organization, or violate University policies or applicable State law.

A. Activities including, but not limited to, those listed above that humiliate, degrade, abuse, or endanger a person’s physical or mental health for the purposes of affiliation with, membership in, or initiation into any organization—regardless of the person’s willingness to participate—will result in the club or organization being prosecuted to the fullest extent allowable under Shepherd University’s Student Conduct system. (Class I Offenses)

B. Activities including, but not limited to, those listed above that are implicitly or explicitly required of any prospective, new, or associate member but not required of active or full member—regardless of the person’s willingness to participate—will result in the club or organization being prosecuted to the fullest extent allowable under Shepherd University’s Student Conduct system. (Class II Offenses) Adapted from: Fraternity Insurance Purchasing Group (FIPG), 1998.

IV. Planning and Scheduling a Campus Activity

 Any recognized student club or organization, or any University committee, board, division, or department may plan an activity and publicize it on campus. In most cases, the group sponsoring such activities may reserve a University facility. Advance planning and scheduling is necessary to allow equal opportunity for all organizations to reserve facilities. The Student Life Council has established the following policies and procedures for those wishing to schedule activities on campus.

A. Shepherd University considers programs such as Homecoming, Family Day, Orientation, Student Recognition Day, and the January and summer Advisement/Registration Sessions a high priority. Therefore, groups that wish to hold events during the programs listed above must receive prior approval from the committee in charge of planning that event. Please visit the Student Affairs Office for assistance in contacting the appropriate person or committee.

B. Recognized student clubs or organizations planning non-fundraising off-campus events are not required to receive campus approval for the scheduling of that event. However, all planned events must comply with the Shepherd University Code of Conduct for Student Clubs and Organizations. The University expects groups not to schedule off-campus activities that would compete with any of the major campus events listed in the preceding paragraph. (Groups planning fundraising activities should refer to Section V below.)

C. No on-campus or off-campus social events may be held by student groups during the week of final examinations unless approved by the Vice President of Student Affairs or designee.

D. The following policies have been established for orderly scheduling and use of Student Center facilities:

1. The Program Board, SGA, recognized student clubs or organizations, or University divisions and departments may schedule the use of the Student Center meeting rooms, Storer Ballroom, or other facilities. All groups must either complete a Room Request form available online from the Student Center Web site www.shepherd.edu/scccweb or from the Student Center Information Center or request a room through the virtual online web site http://succ.shepherd.edu/virtualems/. Requests will be granted on a first-come, first-served space available basis.

2. Recognized student clubs and organizations may use all meeting rooms, except for Storer Ballroom, for their normal weekly meetings free of charge. However, a clean-up and/or set-up fee will be assessed to those groups that do not clean up or leave the room in an orderly fashion after use.

3. Meeting rooms are available to nonstudent groups, University divisions and departments, and off-campus organizations for a rental fee. (Contact the Student Center Information Center for fees and information at 304/304-876-5497.)

4. All events held in the Student Center requiring extensive set up or extended hours must be scheduled at least 10 working days before the event by using the Room Request form, which is available online from the Student Center Web site or from the Information Center or from the virtual online web site http://succ.shepherd.edu/virtualems/.

5. In order to prevent conflicts and overlap with other campus wide events, recognized student clubs and organizations sponsoring an open event in the Storer Ballroom or Ram’s Den must receive prior written approval from the Student Center Assistant Director for Student Activities and Leadership or the Student Center Director. People outside of the sponsoring club or organization may attend open events. A usage fee of $15 per hour per required employee may be charged to the sponsoring group for expenses incurred from the set-up/clean-up and/or event management required.

6. Recognized student clubs and organizations requesting use of the Storer Ballroom for a non-meeting closed event, open only to the members of the sponsoring organization, may do so if space is available.

7. Recognized student clubs and organizations may not charge admission to events scheduled in the Student Center unless they have received special permission in advance from the Student Government Association. Groups charging admission to events will be charged a usage fee. See Section VI (B) for more information.

8. Events held in the Student Center must be scheduled during normal operating hours when staff is available or an additional staffing fee of $15/hour will apply.

E. Recognized student clubs and organizations that would like to schedule use of the Midway or the Amphitheater for events may do so by submitting a Room Request form. These events must be approved by the Student Center Director or the Student Center Assistant Director for Student Activities and Leadership.

V. Fundraising Activities or Charitable Events

A. The Student Government Association will review and approve/deny requests from recognized student clubs or organizations to sponsor fundraising activities or charitable events held on or off campus. To gain approval for a fundraising or charitable event, the following criteria will be used:

1. Unique program or activity.

2. Quality of the program or activity.

3. Potential for appeal to Shepherd University students.

4. Potential for enriching student life.

B. All groups granted permission to hold fundraisers or charitable events in the Student Center will be assessed a $15 per hour per employee usage fee to cover the cost of set-up, clean-up, and event management.

C. Recognized student clubs or organizations desiring to conduct sales, raffles, or other charitable events or fundraisers must complete a Request to Hold a Fundraiser form. These may be obtained in the Student Government Association Office or from the Information Center. The SGA Executive Board must approve the request at least 10 working days before the event.

D. Fundraisers or charitable events conducted in the residence halls must be approved in advance by both the Student Government Association AND the Assistant Vice President of Student Affairs/ Director of Residence Life.

E. Shepherd University departments/divisions (i.e. athletics, Alumni Affairs, Student Affairs, etc.) do not need SGA permission to hold fundraisers, however they should seek permission from the Office of Advancement.

VI. Policy Regarding Publicity for Events Sponsored by Recognized Clubs and Organizations

As is recognized by state and federal law, Shepherd University reserves the right to regulate the time, place, and manner of flyer and media distribution on its campus. All recognized student clubs/organizations and off-campus entities who wish to post signs/flyers on campus either publicizing events they will be sponsoring or providing information about themselves must have the sign/flyer approved by the Student Center Director or designee prior to posting it anywhere on campus. The approval process ensures that the sign is in compliance with Shepherd University policies and is in no way intended to inhibit the “marketplace of ideas.” The Student Center Director and his/her designee(s) reserves the right not to approve flyers which fail to meet flyer guidelines or violate community standards with regard to their content.

 How to Have a Banner (to hang on campus buildings and other structures) Approved: Students clubs/organizations and off-campus entities must submit banner designs for approval to Rachael Meads, Student Center Assistant Director for Student Activities and Leadership, Program Board Office, 111 Student Center.

Social Greek organizations must submit banner designs for approval to Don Rohel, Student Center Director, 217 Student Center.

How to Have a Flyer Approved: Student clubs/organizations and off-campus entities should submit a clean and final original of their flyer to: Rachael Meads, Student Center Assistant Director for Student Activities and Leadership, Program Board Office, Student Center.

Social Greek Organizations must have their publicity materials approved by Don Rohel, Student Center Director, 217 Student Center, following the same process described above.

Please allow at least 72 hours for the approval process. Upon approval, the flyer will be stamped, signed, and dated. Because the approval stamp and signature provides visual evidence that the flyer has been approved for posting, it is highly recommended that copies for posting be made from this original with the stamp on it. Building managers have the right to remove media materials which have not been approved. Approved flyers may be posted on any designated student club or organization bulletin board space or kiosk on campus. It is the posting entity’s responsibility to consult with each building manager about the appropriate places for posting (see next page for a directory of Building Managers).

Important Exceptions: NOTE: Academic Departments, subcommittees of Student Affairs (Student Government Association, PASS, Program Board, Leadership Conference), Shepherd athletic teams, co-curricular groups (Debate, The Picket, Sans Merci, Theater, Music, etc.) are not considered clubs or organizations. Since they are affiliated directly with departments of the University, they DO NOT need to have flyers approved/stamped.

A. Recognized campus clubs and organizations may post approved signs on bulletin boards provided in the Student Center, the Dining Hall, residence halls, and instructional buildings. Each building manager may designate other appropriate places to post.

B. Organizations are prohibited from posting signs on the outside walls of buildings, on columns, on sidewalks, in stairwells used as fire exits, or on any part of building doors.

C. Banners are permitted on the Student Center. Banner space may be reserved by submitting a Room Request form. Banners may be hung on other buildings with the written permission of the respective building manager (see list below for the contact information).

D. The sponsoring organization and a contact phone number or e-mail must be identified on the sign or poster.

E. All publicity materials, decorations, etc. must be removed by the sponsor within 72 hours following the event.

F. Police officers and building directors reserve the right to remove any sign that does not comply with these policies. Building directors will also be asked not to remove signs that comply with University policy.

G. Placing flyers or leaflets on vehicles parked on campus is prohibited.

H. Depending upon the seriousness of an offense, clubs/organizations distributing media that do not comply with University policies may face disciplinary action under the campus Student Conduct system. Off-campus entities/businesses that repeatedly violate these guidelines may lose their privilege to post media on campus. No group or individual will be compensated for the cost of media removed by University officials under this policy.

I. Flyers, posters, or other media may not be posted/taped on sidewalks. This poses a hazard to the health and safety of others and is therefore prohibited.

J. Recognized student groups may use washable sidewalk chalk on campus sidewalks to promote campus events under the following conditions:

1. Chalking is at least 10 feet away from entrances of buildings.

2. Chalking is only on sidewalks (no roads, buildings, columns, trees, stairs, fences, walls, or other areas).

In order to better serve campus clubs and organizations, Residence Life will provide posting service of flyers in the Residence Halls. All flyers must be submitted to Residence Life for the residence hall staff to post in their designated areas. To optimize marketing, Residence Life must receive the copies of all flyers at least one week in advance. Flyers that are received by noon on Friday will be posted that weekend. Residence Life staff will also remove outdated flyers after events have occurred.

All flyers must have the appropriate approval stamp/signature to be posted in Residence Halls and must adhere to all guidelines as discussed under the “Policy Regarding Publicity for Events Sponsored by Recognized Clubs and Organizations” outlined in this handbook. Please bring or send 55 copies of your advertisements to Residence Life on the ground floor of Miller Hall. Residence Life will not be responsible for making copies of advertisements.

BUILDING DIRECTORS:

Butcher Center:
Wayne Riser, Director of Athletic Facilities (304-876-5472)

Center for Contemporary Arts:
Dow Benedict, Dean, Arts and Humanities (304-876-5393)
Dining Hall:
Jack Shaw, Director of Dining Services (304-876-5149)
Erma Ora Byrd Hall:
Sharon Mailey, Professor/Department Chair of Nursing (304-876-5344)
Frank Arts Center:
Dow Benedict, Dean, Arts and Humanities (304-876-5393)
Gardiner Hall Ground Floor:
Sandra Oerly-Bennett, Director of Financial Aid (304-876-5470)
Human Resources:
Brenda Branson, Administrative Assistant (304-876-5299)
Ikenberry Hall:
Debra Langford, Executive Director, Procurement (304-876-5216)
Knutti Hall:
Virginia Hicks, Dean, Education and Professional Studies (304-876-5712)
Library:
Laura Renninger, Dean, Teaching and Learning (304-876-5461)
McMurran Hall:
Monica Lingenfelter, Executive Vice President, Shepherd University Foundation (304-876-5286)
Residence Hall Buildings:
Tracie Ellis, Associate Director of Residence Life (304-876-5172)
Reynolds Hall:
Richard Helldobler, Vice President, Academic Affairs (304-876-5176)
Snyder Hall:
Colleen Nolan, Dean, Natural Sciences and Mathematics
Student Center:
Don Rohel, Director of Student Center (304-876-5307)
Stutzman-Slonaker Hall:
Colleen Nolan, Dean, Natural Sciences and Mathematics
Wellness Center:
Jim Sweeney, Director, Wellness Center (304-876-5300)
White Hall:
Ann Legreid, Dean, Business and Social Sciences (304-876-5332)

VIII. Policy on Media Distributed by Student Groups

All printed media distributed or posted by recognized campus groups should comply with the community expectations outlined in the Student Handbook which states: “Our community standards of behavior are intended to enhance and protect the University’s general educational process, including research and public service activities as well as personal academic advancement and maturation. Realization of such goals can only be achieved in a civil atmosphere of mutual respect among individuals regardless of their beliefs, ethnicity, gender, race, life experiences, nation-of-origin, disability, or sexual orientation.”

One of the University’s crucial goals is to promote the “marketplace of ideas” via free speech. However, long-standing, recognized legal limits exist with respect to the First Amendment’s guarantee of freedom of speech. Campus groups as well as individual students must abide by such limitations. Specifically:

A. In accordance with U.S. Supreme Court and other court precedents and national and state laws, the time, place, and manner of flyer and media distribution can be restricted by University officials.

B. In accordance with U.S. Supreme Court and other court precedents and national and state laws, the content of flyers and other media:

1. Must not be legally obscene

2. Must not be legally defamatory, i.e., libelous or slanderous

3. Must not create a “hostile environment” that violates the 1964 Civil Rights Act and the W.Va. Human Rights Act or that clearly impairs individuals’ rights under the 14th Amendment.

4. Must not present a clear and present danger to the institution and its community

5. Must not constitute seditious speech which advocates action to overthrow the government or any part of the government or poses a clear threat to national security.

 6. Must not constitute “fighting words.”

7. Must not endanger the safety and health of the campus community

8. Must not advocate actions that violate local, state, or federal law (although advocating in a clear, non-deceptive manner the change of laws through the political process is permissible).

Campus clubs and organizations, as well as individuals, will be held accountable and may be disciplined by University officials for violations of Items 1 through 8 above.

C. In accordance with U.S. Court and other court precedents and national and state laws, commercial speech and advertising may be regulated by University officials.

D. Depending upon the seriousness of an offense, students or student organizations distributing media that violate the policies above may face disciplinary action through the campus Student Conduct system. No group or individual will be compensated for the costs of media removed by University officials under this policy.

IX. Off-Campus Events

 The liability and responsibility of the University does not extend to off-campus locations; therefore, officers of student groups should realize that the student group stands alone in its assumption of risk at these programs.

Officers must take “reasonable care” to insure that local, state, and federal laws are upheld. Officers must make every effort to care for the safety and security of guests. Whether held off-campus or on-campus, officers, members, and guests may be held liable for violations of the Student Conduct Code or local, state, and federal laws.

In the event that Shepherd University officially closes due to inclement weather conditions, all student activities planned by student clubs and organizations will also be cancelled. No on-campus or off-campus social events may be held by student groups during the week of final examinations unless approved by the Vice President of Student Affairs.

X. Student Group Finances

Responsibility for managing and dispersing the funds of student clubs and organizations lies with the student members and elected officers of each student group. However, because they have agreed to oversee, advise, and hold their advisees accountable to the policies outlined in the Student Code of Conduct, faculty or staff members acting as advisors to student groups shall have the right to review/audit the financial records and transactions of the clubs and organizations they advise.

XI. Code of Conduct for Social Fraternities and Sororities

Greek-letter social fraternities and sororities comprise a special subset of clubs and organizations at Shepherd University. In addition to the regulations governing Student Clubs and Organizations, Greek-letter social fraternities and sororities must follow the policies listed below.

By virtue of their national constitutions, regulations, and policies, as well as their self-promulgated values and principles, fraternities and sororities can be and are subject to higher standards for behavior and performance than other student organizations. When in conflict with other policies Shepherd University policy prevails. The Student Center Assistant Director for Greek and Commuter Affairs is in charge of Greek social fraternities and sororities and is referred to in this section as the Greek Advisor.

The Greek Advisor shall conduct regular performance reviews of all colonies and chapters and make periodic reports to the Student Life Council and the Vice President for Student Affairs. Social fraternities and sororities are subject to the following policies and regulations:

A. Each Greek-letter social organization must be affiliated with a national fraternity or sorority either as a colony or chapter, and each colony or chapter must have a Shepherd University faculty/staff advisor and an alumni advisor.

B. Greek lettered social fraternities must be members of IFC and Greek lettered social sororities must be members of Panhellenic Council.

C. The minimum cumulative GPA in order to associate with a chapter is 3.00 on a 4.00 scale on all high school course work for new and entering students and is 2.3 on a 4.00 scale on all undergraduate course work for returning Shepherd University students and transfer students.

D. The recruitment period cannot begin in any fall or spring semester until the first day of the fourth week after classes have begun; the recruitment period can last no more then 14 calendar days; and invitations to associate (or bids) cannot be given to prospective members any sooner than the start of the 12th day of the recruitment period and no later than the end of the 14th day of the recruitment period.

E. All new member recruitment events, including those hosted during the formal recruitment period, must be substance-free.

F. Before a student may begin an associate member education period, s/he must attend an anti-hazing seminar sponsored by the Interfraternity Council and/or Panhellenic Council under the auspices of the Greek Advisor. In addition, all active fraternity and sorority members are required to attend at least once a year an educational program on hazing prevention and/or fraternity and sorority ideals to be sponsored by the Interfraternity Council and/or Panhellenic Council under the auspices of the Greek Advisor.

G. The Greek Advisor, in consultation with the members of the Panhellenic Council and their chapter advisors, reserves the right to suspend quota (a limit on the number of invitations to associate that each member sorority may extend) in any given sorority formal or structured recruitment period in order to create a more level playing field for all sororities.

H. The associate member education period (or pledge period) begins within 24 hours of new members associating with a colony or chapter; the associate member education period may not exceed eight weeks; all individuals of an associate member class must participate and complete the associate member education program according to the same time line; and each colony/chapter must submit descriptions of its associate member education curriculum to the Greek Advisor upon request.

I. The initiation ceremony for associate members must take place no later than the next regular business meeting of the colony/chapter following completion of the associate member education program.

J. Each colony or chapter is required to sponsor a risk management program each semester (addressing such topics as sexual assault or other forms of violence, alcohol or other drug abuse, eating disorders, cultural sensitivity, etc.), conducted by a qualified and trained professional approved prior to the program’s implementation by the Greek Advisor, at which at least 90 percent of their active and associate members must be in attendance, and for which documentation of completion must be submitted to the Greek Advisor in accordance with all established deadlines.

K. Each social fraternity and sorority must send at least three officers and at least two additional associate/active members to all sessions of the annual Student Leadership Conference sponsored by the Student Life Council.

L. Each fraternity and sorority is required to submit the following items to the Greek Advisor in a timely manner: (1) accurate rosters of their associate and active members; (2) names and up-to-date contact information for their executive officers; (3) copies of minutes from their business meetings; (4) scholarship reports regarding members’ grades; and (5) regular updates to their calendar of events.

M. The executive officers of each fraternity and sorority are required to meet at least two times each semester with the Greek Advisor in order to facilitate open, ongoing dialogue between colonies/chapters and the University; each colony or chapter must comply with all reasonable directives from the Greek Advisor. Colonies/chapters are responsible for initiating and scheduling these meetings with the Greek Advisor.

N. In the event that any colony/chapter fails to comply with the policies and guidelines set forth above, the Interfraternity and Panhellenic Councils should, through their Student Conduct processes, hold their respective member colonies/chapters accountable, conduct investigations and fair hearings in a timely manner, administer appropriate sanctions as needed, and report any outcomes of such actions to the Greek Advisor. In all cases, University policies supersede all NPC and/or NIC guidelines and policies. When applicable, the Greek Advisor shall be responsible for ensuring that colonies/chapters comply with all levied sanctions.