Privileges and Responsibilities
Privileges of Registered Student Groups.
A registered student group is entitled to:
- Be listed as a registered student group on Shepherd Student Affairs and university websites and RamPulse
- Have a booth at the annual involvement fairs
- Reserve space in the Student Center and other campus facilities.
- Hold campus-wide events
- Utilize the resources of the Student Activities and Leadership Office
- Hold fundraisers on campus with the approval of the Student Government Association
- Request a custodial bank account through the Shepherd Foundation Office
- Have access to technological resources through IT Services (Sakai, RamPulse, etc.).
- Use “at Shepherd University” following the group’s name (e.g. “The Chess Club at Shepherd University”).
Responsibilities of Registered Student Groups
Registered student groups must adhere to all university policies and procedures governing student organizations including:
- Adhere to student standards of conduct as outlined in the Shepherd University Student Code of Conduct, the Code of Conduct for Clubs and Organizations, and all applicable state and federal laws.
- Maintain at least five or more currently enrolled Shepherd University students. Student groups may have non-student members as part of the student organization but these non-student members are not considered voting members nor may they serve in an official capacity on behalf of the organization.
- Must have an advisor who is a full-time Shepherd staff or faculty (Rare exceptions to this policy may only be granted by the Vice President for Student Affairs or designee with the recommendation of the Student Life Council).
- Update organization information, including officer and advisor contact information each academic year by completing the registration renewal form on RamPulse no later than the second Friday of the fall semester. (Contact information on these forms may be shared with the Student Government Association and listed on the Shepherd University website).
- Hold meetings regularly (at least once a semester).
- Be represented at the annual Student Leadership Conference at Shepherd as outlined in the Student Handbook.
- Maintain a current electronic file of the group’s approved constitution which includes the stated mission of the organization. The stated mission must have a direct correlation to the purpose of the organization. In the event that the organization revises its constitution, the revised document must be submitted on RamPulse.
- Advertise or promote events or activities in a manner that does not suggest falsely that the event or activity is sponsored by the university.
- Plan and conduct activities furthering the purpose of the group.
- Adhere to all national policies if nationally affiliated.
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 Vice President for Student Affairs or designee will appoint a staff member to supervise fraternities and sororities and is referred to in this section as the Fraternity & Sorority Life Advisor.
The Fraternity & Sorority Life 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 and sororities are subject to the following policies and regulations:
- Each Greek-letter 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. (No local chapters are permitted.) Each Greek-lettered organization must be a member of Shepherd University’s All-Greek Council (AGC).
- Greek-lettered Social fraternities must be members of the Shepherd University’s Shepherd Fraternity Council (SFC) and Greek lettered Social sororities must be members of the Shepherd Univeristy’s Panhellenic Association.
- Greek letter Social fraternities and sororities are advised by the Office of Fraternity & Sorority Life and must adhere to the policies outlined by this office.
- All Greek organizations must be registered through RamPulse in compliance with Shepherd University registration policy. All active members are required to be a part of the RamPulse page for their organization. All fraternities and sororities must maintain their groups on RamPulse by providing up to date officer lists and contact information. All events that fraternities and sororities wish to host must also be registered through RamPulse.
- The minimum cumulative GPA in order to associate with a chapter is 2.75 on a 4.00 scale on all high school coursework for new and entering students and is a minimum 2.5 on a 4.00 scale on all undergraduate coursework for returning Shepherd University students and transfer students.
- In order to hold an executive board office within their chapter, members of a fraternity or sorority must have a GPA of 2.2 on a 4.0 scale in all undergraduate coursework completed at Shepherd University.
- In order to hold an executive board office position on the Shepherd Fraternity Council or Panhellenic Association, members of a fraternity or sorority must have a GPA of 2.5 on a 4.0 scale in all undergraduate coursework completed at Shepherd University.
- All chapters/colonies are required to fill out all forms as directed by the Fraternity and Sorority Life Advisor. All forms may be found on RamPulse.
- All active Social fraternity and sorority members are required to sponsor and participate in Anti-Hazing Prevention Week during the Fall semester. In addition to participating in the week of events, all members are required to attend an Anti-Hazing Workshop sponsored by the Office of Fraternity and Sorority Life. 80% of all members must attend an Anti-Hazing training associated with Anti-Hazing Week.
- All active fraternity and sorority members are required to participate in Consent Week which is sponsored by the Student Affairs Office and Title IX Office in the spring semester. 80% of all members must attend a Title IX training associated with the Week of Consent.
- Each Social fraternity and sorority must send at least two officers and at least one additional associate/active members to all sessions of the annual Student Leadership Conference sponsored by the Student Life Council.
- Each fraternity and sorority is required to submit the following Chapter of Excellence forms to the Fraternity & Sorority Life Advisor on Rampulse in a timely manner:
- accurate rosters of their associate and active members
- names and up-to-date contact information for their executive officers
- grade release forms
- regular updates to their calendar of events
- current chapter bylaws
- new member education plan
- scholarship plan
- and any other forms as designated by the Fraternity and Sorority Life Advisor.
- The executive officers of each fraternity and sorority are required to meet at least two times each semester with the Fraternity & Sorority Life Advisor to facilitate open, ongoing dialogue between colonies/chapters and the university. Each colony or chapter must comply with all reasonable directives from the Fraternity & Sorority Life Advisor. Colonies or chapters are responsible for initiating and scheduling these meetings with the Fraternity & Sorority Life Advisor.
Fraternity Recruitment: Men who wish to join a Social fraternity at Shepherd University can seek membership during recruitment in the fall and spring semester. During these recruitment periods, each prospective new member has the opportunity to interact with individuals from each fraternity. Recruitment gives students who have not yet received a bid the opportunity to pursue one.
Sorority Recruitment: Panhellenic sorority recruitment begins in the fall semester with a formal recruitment process and an informal recruitment process in the spring semester. During informal recruitment, it gives prospective new members the opportunity to interact with individuals from each sorority. Panhellenic allows “continuous open bidding” (COB) throughout the academic year for sororities which did not meet their total. Continuous Open Bidding (COB) happens after formal recruitment if a chapter does not reach their total. COB is an unstructured recruitment process outside the formal recruitment period to reach total. COB is an event that each chapter does differently. They do so by contacting a potential new member inviting her to an informal recruitment event or chapter activity in an effort to get to know her better before extending a bid.
Recruitment and new member guidelines
- The minimum cumulative GPA in order to associate with a chapter is 2.75 on a 4.00 scale on all high school coursework for new and entering students and is a 2.5 on a 4.00 scale on all undergraduate coursework for returning Shepherd University students and transfer students. Individual chapters may have their own additional academic requirements.
- Recruitment periods cannot begin in any fall or spring semester until the first day of the second week after classes have begun. No recruitment events may be held before recruitment officially begins.
- All recruitment event fliers must be submitted to the Fraternity & Sorority Life Advisor under the Flyer and Marketing Materials Approval Form on RamPulse.
- All new member recruitment events, including those hosted during the formal recruitment period, must be substance-free. Recruitment events must submitted on RamPulse.
- The New Member Chapter Plan must be submitted to the Fraternity & Sorority Life Advisor on RamPulse by the end of the second week of classes each semester for approval.
- Before any bid can be extended to a potential new member, the Office of Fraternity and Sorority Life (FSL) must check their grades. For all chapters, any potential new member MUST fill out the Pre-Recruitment Registration form on the Fraternity and Sorority Life RamPulse page prior to attending any recruitment event (even if they just attend one).
- In order to allow time to complete all new member educational requirements, all fraternities and sororities are eligible to extend open bids only until the 9th week of the semester to allow new members to complete all required education programs and be fully initiated before Finals Week begins. After this point, chapters may extend bids, but potential new members would have to defer association and the new member process until the next new member education period begins in the following semester. No bids may be extended during Summer terms.
- New Member Rosters must be submitted to the Fraternity & Sorority Life Advisor on RamPulse in order to track attendance for the New Member Anti-Hazing Seminar.
- Before a student may begin an associate member education period, they must attend an anti-hazing seminar sponsored by Shepherd University under the auspices of the Fraternity & Sorority Life Advisor.
- The associate member education period may not exceed eight weeks.
- 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.
Group advisors must be full-time employees of the university. Student groups may choose to change advisors. However, the group must notify the Student Activities and Leadership Office immediately when such changes occur and update the group roster and advisor information on RamPulse. Groups without a staff advisor will be suspended.
It is the policy of Shepherd University that registered student organizations practice an open membership policy for members of the university community without regard to age, color, disability, national origin, race, religion, military service member or veteran status, sexual orientation, or gender identity. Membership and participation in registered student organizations must be open to all currently registered students without regard to gender, unless exempt under Title IX.
Student Group Event Defined
An activity shall be deemed to be a student group event if a reasonable person examining the totality of the event would conclude that it was related to the group, an event or situation sponsored or endorsed by the group, or any event a reasonable observer would associate with the group.
Student group events may include, but are not limited to, meetings, ceremonies, retreats, banquets, conferences, conventions, new member activities, social functions, fundraisers, and community service projects. Factors to be used in making a determination of whether activities are related to the group include: the nature and purpose of the event; the involvement of the chapter in planning, organizing, promoting, and/or financing the event; the location of the event; who was invited and who was in attendance at the event.
APPLYING THE “REASONABLE OBSERVER” STANDARD
Sometimes students are not sure about whether their event would be perceived as a group event or as a private individual’s event. In order to help you think through this process, please consult the checklist below. The following questions are intended as a guide to help you as you consider whether an event could be considered a student group event by a reasonable observer. If you answer “yes” to one or more of these items, the event may be considered a student group event to a reasonable observer and you should consult with the Office of Student Activities & Leadership staff for guidance.
- Is the space where the event is being held reserved in the name of your group or the alumni/alumni associations of the group?
- Does the venue of the event have visible group insignia (e.g. flags, pictures, crests, banners, letters, etc.) inside or outside?
- Is the event being hosted in a residence where the majority of residents are members or alumni of the group?
- Is the event being hosted or planned by one or more members of the group and supported by the officers?
- Is the event being financed by the group?
- Is the event being hosted or planned by one or more members and supported by members/new members?
- Do the officers have prior knowledge of the event?
- Is the event listed or advertised on the group’s website or social media accounts [e.g. Facebook, Twitter, Instagram, GroupMe, etc.]?
- Do online invitations reference the group [e.g. Facebook events, GroupMe or listserv announcements/invitations]?
- Is the event listed on the group’s calendar [public or private]?
- Does the event need to be registered with the University and/or national organization according to policy?
- Will the event be announced and/or discussed at a group meeting?
- Will officers, especially executive board members, be in attendance?
- Will the event be discussed over the group’s listserv or group chats?
- Are members attempting to rename the event in order to give the appearance that it isn’t associated with the group?
- If guests stopped on their way to the event, would they say they were going to the group’s event?
- Is the event actively or passively endorsed by a majority of the active group?
- Is the group or its members involved in planning any portions or the event or encouraging members to attend?
- Has the event been communicated, planned, or advertised through chapter-wide communication platforms (e.g. GroupMe, email, group social media, etc.)?
- Are the attendees wearing group-affiliated apparel (letters, tshirts, etc.)?
- Is the group using national group operations procedures or protocols (i.e. providing designated drivers, transportation, following event procedures for group events required by their affiliate organizations or governing councils/chapters, etc.)
Policy on Alcohol Use for 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. Groups that do not follow the policies as outlined may be sanctioned through University conduct processes as well as through their affiliated governing councils.
- The possession, use, or consumption of alcoholic beverages during any event sponsored or endorsed by a campus organization, club, or group must comply with all state and local laws.
- No alcoholic beverages may be purchased using organizational funds nor may the purchase of alcoholic beverages be undertaken or coordinated (through collections, door sales, etc.) by anyone in the name of or on behalf of the organization, club or group.
- Alcoholic beverages are not permitted at membership recruitment events or group meetings.
- No organization, club, or group may co-sponsor an event where any individual, group or business does not comply with this alcohol policy.
- Alcoholic beverages are not permitted at Open Parties or Events (SEE DEFINITION BELOW) sponsored, co-sponsored, or hosted by a student group unless held at a public business establishment with a licensed vendor and approval from the Fraternity and Sorority Life Office
- The purchase or use of bulk quantities or common source(s) of alcoholic beverages (kegs, coolers, punchbowls, etc.) is prohibited.
- Beer bongs, funnels, or any other paraphernalia which encourage, or support alcohol misuse/overconsumption are prohibited, even for those of legal drinking age.
- The presence of alcoholic products above 15% alcohol by volume (“ABV”) is prohibited on any chapter/organization premises or at any event, except when served by a licensed and insured third-party vendor.
CLOSED PARTIES/EVENTS – A closed party is an event where ONLY members of the group and their invited guests are allowed to attend. Closed parties may not be advertised and are open to people by personal invitation only.
OPEN PARTIES/EVENTS – An open party or event may host both members of the sponsoring organization, club, or group and nonmembers are permitted to attend. These events generally have blanket invitations through posters, fliers, social media, or word-of-mouth. Alcohol is never permitted at these events unless held at a public business establishment with a licensed vendor and approval from the Fraternity and Sorority Life Office
CASH BAR – event or venue where guests legally permitted to consume alcohol may pay for their own beverages on an individual basis. Cash bar events are only permitted with University approval when there is a licensed and insured third-party vendor or caterer.
OPEN BAR – a bar at a special function at which the drinks have been paid for by the host or are prepaid through the admission fee or by a group. These are never permitted under Shepherd University policy.
Wristbands – Party Hosts will utilize wristbands to identify those guests who are over the legal drinking age at check-in/registration. The wristband is put on at the entry to the event and cut off when someone departs. No re-entry is permitted.
Party Hosts – Party Hosts are the members who are responsible for the event sign–in process (registering, admitting, and wristbanding guests of legal drinking age at the door). These individuals must have attended a Party Host training sponsored by the Division of Student Affairs and must be drug and alcohol-free for the duration of the event.
Distribution Agents – Distribution Agents are members responsible for registering, safeguarding, and distributing alcoholic beverages. Distribution Agents must be of legal drinking age, not under the influence of alcohol or drugs during the entirety of the event and must have attended a Distribution Agent training sponsored by the Division of Student Affairs.
Designated Drivers – at least two members of the group who agree to remain drug and alcohol–free and volunteer to assure that those consuming alcohol do not drive after drinking.
Sober Monitors – members of the group that agree to remain drug and alcohol–free to assist in monitoring the event and making sure that all policies are being followed to protect the safety of those attending. Based on the guest list, at least 10% of attendees must serve as sober monitors.
Note: Individuals in the role of Party Host, Distribution Agent, Sober Monitor, and Designated Driver may not overlap. For example, Sober monitors cannot be both a designated driver and a sober monitor.
CLOSED PARTIES/EVENTS WITH AN OUTSIDE VENDOR/CATERER
Alcoholic beverages may be present at Closed Parties/Events (SEE DEFINITION ABOVE) on an individual payment cash bar basis with a professional bartender/caterer/venue. Closed parties may not be advertised and are open to guests by personal invitation only. To hold a closed party, groups must register the event through RamPulse at least seven (7) business days in advance using the social event registration form and meet all of the conditions described below:
- Service of alcohol to those under the legal drinking age is prohibited.
- Alcohol may 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 is ever permitted.
- The sponsoring organization shall designate Party Hosts and Sober Monitors (SEE DEFINITIONS ABOVE) who will attend the event to ensure that responsible behavior is maintained by members and guests and that all policies are followed.
- The sponsoring organization Party Hosts are responsible for registering all guests at the door and checking the guest list to ensure that the individuals were invited and registered.
- Members and guests who arrive at an event in an intoxicated state shall not be admitted.
- Non-alcoholic beverages and non-salted foods must be provided in ample quantities with replenishments readily available at all social events where alcoholic beverages are served.
- The service of alcoholic beverages must be cut off at least one hour before the end of the event which shall be established and published in advance.
- No drinking games where alcohol consumption is a component of the activity are permitted.
BRING YOUR OWN BEVERAGE EVENTS
A Bring Your Own Beverage (BYOB) event may be permitted only if the event and all attendees abide by the guidelines listed in the alcohol policy above as well as the BYOB guidelines as outlined below:
In order to host a BYOB event, the sponsoring organization must file a BYOB Event Request Form on RamPulse at least seven (7) business days in advance detailing all event plans and the names of Party Hosts, Distribution Agents, Designated Drivers, and Sober Monitors (SEE DEFINITIONS ABOVE). Party Hosts and Distribution Agents must attend an educational training session about party hosting sponsored by the Division of Student Affairs before a BYOB event will be approved.
- Only attendees who are of legal drinking age may provide and consume alcoholic beverages at a BYOB event. Party hosts will verify by check of government–issued identification that individuals who consume alcoholic beverages at a social function are of legal drinking age. Acceptable forms of identification include a state–issued driver’s license, passport, or military identification card. Those of legal drinking age will be tagged with a wristband.
- 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.
- No open containers, bottles, or cups/beverage containers are allowed to be brought into the event.
- A BYOB event allows for one (1) six-pack of 12-ounce beer or cider OR one (1) four-pack of wine coolers or alcoholic seltzer not exceeding 15% alcohol by volume (“ABV”) brought by each member or guest who is legally able to consume an alcoholic beverage. (No liquor is permitted.)
- Individuals of legal drinking age who choose to bring alcoholic beverages for personal use must deposit their beverages upon entering the event with trained, pre-approved Distribution Agent(s). Their beverages shall be clearly marked and stored in a single distribution area that may not be accessed by guests.
- When alcohol is dropped off to the Distribution Agent, the DA will complete the alcohol check–in form provided by the Office of Student Activities which includes the individual’s name, type of alcohol, and quantity. Quantity is then marked on the wristband of the person who checked it in.
- Alcoholic beverages can only be redeemed one at a time by the person who checked it in. The wristband and beverage log will be updated each time an empty container is returned, and a new beverage is requested.
- No alcoholic beverages may be distributed within the last hour of a social event.
- Unopened alcohol may be picked up from the distribution agent by the individual who originally checked the alcohol in, no earlier than 12 hours after the event has ended.
- 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.
- The sponsoring organization is responsible for registering all guests at the door and checking the guest list to ensure that the individuals were invited and registered.
- Members and guests who arrive at an event in an intoxicated state shall not be admitted.
- Non-alcoholic beverages and non-salted foods must be provided in ample quantities with replenishments readily available at all social events where alcoholic beverages are served. If these run out, the distribution of alcohol must also end.
- No drinking games where alcohol consumption is a component of the activity are permitted.
- University officials reserve the right to check in on events to make sure policies are being followed.
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 non-sanctioned scavenger hunts;
- Acts of personal servitude or running errands;
- Coercing members to carry pledge books/interviewing books and mandating that new members participate in interviews and/or signatures;
- Line ups, standing in formation, or any variation thereof that includes but not limited to any activity where individuals are forced to answer questions or to endure any personal indignity;
- 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;
- 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.
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 judicial system. (Class I Offenses)
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 judicial system. (Class II Offenses)
Planning and Scheduling a Campus Activity
Any recognized student club or organization, or any university committee, board, division, department, or group 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.
- Shepherd University considers programs such as Homecoming, Family Day, Orientation, and Student Recognition Day a high 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 in Student Center 216 for assistance in contacting the appropriate person or committee.
- Registered student clubs or organizations planning non-fundraising off-campus events are not required to receive campus approval for the scheduling of that 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 the section below.)
- 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.
- The following policies have been established for orderly scheduling and use of Student Center facilities:
- The Program Board, Student Government Association, registered 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 website.
- Registered 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 may be assessed to those groups that do not clean up or leave the room in an orderly fashion after use. Registered student clubs or organizations are limited to one weekly meeting per week. Exceptions may be made by the Student Center Operations Manager.
- Meeting rooms are available to students, staff, and faculty for personal use/events. (Contact the Student Center Information Center for fees and information at 304-876-5497).
- Registered 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 may be charged a usage fee.
- Events held in the Student Center should be scheduled during normal operating hours when staff is available. Normal Hours can be found here.
- 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. A staff fee of $25 per hour per employee may be charged for expenses incurred.
- Registered student clubs and organizations that would like to schedule use of outside spaces for events may do so by submitting an online request form. These events must be approved by the Student Center Operations Manager.
- Any group planning campus-wide games, tournaments, or other open events that may impact normal operations on campus must receive prior approval from the Division of Student Affairs designee.
- The Operations Manager of the Student Center reserves the right to override a specific room request based upon the size of the group or specific needs of the space. However, in most cases, requests will be granted on a first-come first-served basis.
- Additional Student Center policies and procedures may be found at the Student Center Website.
Policy Regarding Publicity for Events
As is recognized by state and federal law, Shepherd University reserves the right to regulate the time, place, and manner of flier and media distribution on its campus. All registered fraternities and sororities and off-campus entities who wish to post signs/fliers on- or off-campus either publicizing events they will be sponsoring or providing information about themselves must have the sign/flier approved prior to posting it anywhere on campus. The approval process insures that the sign is in compliance with Shepherd University policies and is in no way intended to inhibit the “marketplace of ideas.” Shepherd University and their designee(s) reserves the right not to approve fliers which fail to meet flier guidelines or violate community standards with regard to their content.
How to Have a Banner (to hang on campus buildings and other structures) Approved:
Only Shepherd University departments or student groups may hang banners from campus buildings. Fraternities and sororities must submit banner designs for approval to the Fraternity & Sorority Life Advisor in the Student Activities Suite, 110 Student Center.
How to Have a Flier Approved:
Student clubs or organizations should submit a clean digital version of advertisements through the Poster Approval Form on the Student Activities and Leadership page on RamPulse.
Off-Campus entities may submit materials for approval through the Dean of Students in the Division of Student Affairs Administrative Suite, 216 Student Center.
Please allow at least 72 hours for the approval process. Upon approval, the flier will be stamped, signed, and dated. Because the approval stamp and signature provides visual evidence that the flier 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 fliers 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).
Posting and Distribution:
- Fraternities and Sororities 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.
- 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 is prohibited
- Banners are permitted on the Student Center. Banner space may be reserved by submitting a room request Banners may be hung on other buildings with the written permission of the respective building manager (see list below for the contact information).
- The sponsoring fraternity or sorority and a contact phone number or email must be identified on the sign or poster
- All publicity materials, decorations, etc. must be removed by the sponsor within 72 hours following the event
- 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
- Placing fliers or leaflets on vehicles parked on campus is prohibited
- Depending upon the seriousness of an offense, fraternities and sororities distributing media that do not comply with university policies may face disciplinary action under the campus student conduct system. No group or individual will be compensated for the cost of media removed by university officials under this policy
- Fliers, posters, or other media may not be posted/taped on bathroom stalls or windows. This poses a hazard to the health and safety of others and is therefore prohibited.
- Recognized fraternities and sororities may use washable sidewalk chalk on campus sidewalks to promote campus events under the following conditions:
- Chalking is at least 10 feet away from entrances of buildings
- Chalking is only on sidewalks (no roads, buildings, columns, trees, stairs, fences, walls, or other areas).
- No chalking is permitted in the underpass or in any other area where rain will not wash the chalk away.
Residence Hall Postings:
In order to better serve campus clubs and organizations, Residence Life will post fliers in the residence halls. All fliers 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 fliers at least one week in advance.
All fliers 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.
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:
- In accordance with U.S. Supreme Court and other court precedents and national and state laws, the time, place, and manner of flier and media distribution can be restricted by university officials.
- 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.
- In accordance with U.S. Supreme Court and other court precedents and national and state laws, the content of fliers and other media:
- Must not be legally obscene
- Must not be legally defamatory, i.e., libelous or slanderous
- Must not create a “hostile environment” that violates the 1964 Civil Rights Act and the West Virginia Human Rights Act or that clearly impairs individuals’ rights under the 14th Amendment
- Must not present a clear and present danger to the institution and its community
- 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.
- Must not constitute “fighting words”
- Must not endanger the safety and health of the campus community
- 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 any of the above statements.
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.
Use of Official University Symbols
The name of the University, the official seal, the motto, the Ram mascot, replicas and facsimiles of campus buildings or any logo or graphic representation of these symbols are all registered trademarks of Shepherd University. These symbols are for the exclusive use and official representation of the University.
Requests to use the registered trademarks shall be communicated to the Executive Director for University Communications. In the case of student organizations, the request must first be authorized by the Vice President for Campus Services. Specifically prohibited is the use of the University’s name or other insignia in fundraising campaigns, which have not been authorized by the Executive Vice President of the Shepherd University Foundation. In general, no solicitations in the name of the University are permitted except those coordinated through the Executive Vice President of the Shepherd University Foundation.
- The university does not assume liability or responsibility for risk associated with activities that take place off-campus; 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 either on- or off-campus. Officers, members, and guests may be held liable for violations of the student conduct code as well as local, state, and federal laws
- In the event that Shepherd University officially closes due to inclement conditions, all student activities planned by fraternities and sororities 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 for Student Affairs or designee
- Student groups participating in any activity that disrupts the normal operations of the university and/or infringes on the right of other members of the local community will be held accountable under the university’s code of conduct
*This policy will be in effect in situations on or off campus at the discretion of the university depending on the interest of the university. The purpose of this policy is to define the circumstances and the process for handling matters if the university deems it necessary to review the status of a recognized fraternity or sorority, as well as sanctions that may follow.
|Boone Field House
|M. McCarty/S. Kendig
|M. McCarty/S. Kendig
|Byrd Science Center
|Center for Contemporary Arts (I&II)
|Rob Tudor/Jayne Angle
|Civil War Center
|Erma Ora Byrd Hall
|Frank Arts Center
|Kurtis Adams Chase Molden
|Monica Lingenfelter/ Kristin Alexander
|Robert C. Byrd Center for Congressional History and Education
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. Student groups are not permitted to utilize the Shepherd University tax identification number.
University departments, athletic teams, and student groups reserve the right to request return of uniforms/clothing or equipment upon member resignation or separation/termination.
Any funds raised on behalf of or in the name of a student group are wholly the property of the student group.
100% of all funds raised during charitable or philanthropic events must go to the charity/charities advertised. No group may retain a percentage of funds raised in the name of a charity (i.e. Relay For Life, Habitat for Humanity, Doctors Without Borders, etc.).
- The Student Government Association will review and approve/deny requests from registered 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:
- Unique program or activity.
- Quality of the program or activity.
- Potential for appeal to Shepherd University students.
- Potential for enriching student life.
- Registered student clubs or organizations desiring to conduct sales, raffles, or other charitable events or fundraisers must complete a request to hold a fundraiser form on the Student Government Association RamPulse.
- Fundraisers or charitable events conducted in the residence halls must be approved in advance by both the Student Government Association and the Director of Residence Life
- Shepherd University departments/divisions (i.e. Athletics, Alumni Affairs, Student Affairs) do not need Student Government Association permission to hold fundraisers, however they should seek permission from the Office of Advancement.
Student Conduct and Sanctions for Fraternities and Sororities
If the organization is found responsible for one or more policy or guideline violation, sanctions may be imposed. To comply with the policies and guidelines set forth in this document, the Shepherd Fraternity Council and Panhellenic Association should, through their student conduct processes, hold their respective member colonies or 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 Fraternity & Sorority Life Advisor. In all cases, university policies supersede all National Panhellenic Conference and/or North-American Interfraternity Conference guidelines and policies. When applicable, the Fraternity & Sorority Life Advisor shall be responsible for ensuring that colonies/chapters comply with all levied sanctions. The Vice President for Student Affairs or designee reserves the right to supersede all cases if deemed appropriate. It must also be noted that violation of a guideline or policy may result in one or more judicial investigations by one or more of the following constituents: The Student Affairs Office, Shepherd Fraternity/Panhellenic Council, Individual Chapter’s National Offices. Sanctions are as followed:
- Verbal Warning: an oral statement to a student/fraternity or sorority that he/she has violated university rules
- Written Warning: written notice to the student/fraternity or sorority that continued or repeated violation of university regulations will be cause for more serious student conduct action
- Reprimand is an official notice of If, within two years, an organization with a reprimand is held responsible for any additional behavior that goes against the code of conduct, the sanction imposed shall be nothing less than probation.
- Social Probation is imposed for a specific period of time but not for less than four weeks during a regular academic term. The sanction prohibits the organization from sponsoring any organized activity, party, or function on or off campus. The organization can have meetings but will not be allowed to use other university resources in any way
- Probation is for a specific period of time and carries the immediate threat of charter revocation or restriction for any inappropriate actions committed during the term of the the organization may seek and add members but may not enjoy any of the privileges removed under Social probation.
- Organization Suspension is the temporary removal of university registration usually not for more than one semester in addition to the one in which the behavior occurred. While under suspension, the organization may not continue to utilize facilities or property on campus, may not seek or add members, hold or sponsor events in the university community, on or off campus, or enjoy any of the privileges removed under Social probation
- Organization Expulsion is the permanent removal of university registration for an Charter revocation may be recommended by the Student Conduct Hearing Board but can be imposed only by the Vice President of Student Affairs or designee.
- In addition to the above, any of the following sanctions can be added to the total sanctions:
- Exclusion from intramural competition
- Denial of use of university facilities for meetings or activities
- Suspension of recruitment and/or new member intake
- Special educational assignments
- Loss of student fee funding opportunity
- Community service assignments