Chapter President’s TrainingFall 2013

Agenda

• The Basics for new presidents

• Office Updates• Shared Standards –

Updated• Officer Update Form• Advisor Update Form• Event Proposal and

Registration Form

• Roster management– Grade Release & Hazing

Statement Cards• Council Policies

– Risk Management Policy- Updated

• Office Policies– Intake & Recruitment

Guidelines- updated– Viability Policy– Roster Drop Form

College Panehllenic Council

• VCU has 8 CPC organizations:• Alpha Epsilon Phi• Alpha Gamma Delta• Alpha Omicron Pi• Alpha Sigma Alpha• Alpha Xi Delta• Phi Mu• Sigma Sigma Sigma• Zeta Tau Alpha

Multicultural Greek Council

VCU has 6 MGC organizations (2 Fraternities, 4 Sororities)• alpha Kappa Delta Phi Sorority, Inc. • Kappa Phi Gamma Sorority, Inc. • Lambda Theta Alpha Sorority, Inc.• Lambda Phi Epsilon Fraternity, Inc.• Sigma Beta Rho Fraternity, Inc.• Theta Nu Xi Sorority, Inc.

National Pan-Hellenic Council

• VCU has 7 NPHC organizations:• Alpha Phi Alpha Fraternity, Inc.• Alpha Kappa Alpha Sorority, Inc. • Kappa Alpha Psi Fraternity, Inc.• Omega Psi Phi Fraternity, Inc. • Delta Sigma Theta Sorority, Inc.• Sigma Gamma Rho Sorority, Inc. • Iota Phi Theta Fraternity, Inc.

• Spring 2014 return• Phi Beta Sigma Fraternity, Inc.

• Fall 2014 return• Zeta Phi Beta Sorority, Inc.

Interfraternity Council

• VCU has 14 IFC fraternities:• Alpha Epsilon Pi• Alpha Kappa Lambda• Delta Chi• Kappa Delta Rho• Lambda Chi Alpha• Phi Kappa Psi• Phi Kappa Sigma

• Phi Gamma Delta (FIJI) • Phi Mu Alpha • Pi Kappa Alpha• Sigma Alpha Epsilon• Sigma Phi Epsilon• Theta Chi• Triangle

Fall 2014: Pi Kappa Phi

How can your chapters assist in council programming?

• Roundtables– Attend and share ideas

• Co-sponsor– Speakers, events, etc. with councils

• Encourage your members to attend events• Be vocal about what you need from your council!• Educate chapter on the Shared Standards

– Invite council officer to chapter meetings

Meeting Requirements

• Monthly President’s Roundtable– Third Thursday at 3 p.m.

• Bi-Monthly Council Meetings (second and fourth Thursday)– CPC: 4 p.m., Commons Theater– IFC: 3 p.m., Forum Room– MGC and NPHC

• Please stay after the meeting!• Leadership Retreat Follow-Up Meetings

– Third Thursday at 4 p.m. (immediately after Roundtable)

What Does the Fraternity & Sorority Life Office Do?

• Provides support & guidance of the four governing councils• Provides support & guidance of our chapters• Advises Order of Omega, Greek Week, & F/S Finance Committee• Trains chapter advisors• Roster Management• Academic Reports• Fraternity & Sorority major programs• New initiatives involving fraternity and sorority members

Scheduling Appointments

• Either come to the 014 Office, call 804-828-4685, or email VCUGreeks@vcu.edu

• Bring either your schedule, calendar, or multiple times when you can meet

• Always provide what the meeting is about, and contact information in case there needs to be a change

Neil Stanglein

• University of Missouri– Founding Father of

Lambda Chi Alpha– Bachelor of Journalism,

2006– Master of Education,

2009• William Woods

University; Fulton, MO 2006 – 2010

Joshua Ronk

• Virginia Commonwealth University– Bachelor of Science,

2011– Pi Kappa Alpha – Master of Arts in

Homeland Security and Emergency Preparedness (May 2014)

The Office Assistants

• Nicholas Artrip (Alpha Epsilon Pi)• Gabrielle Young (Delta Sigma Theta Sorority, Inc.)

Office Meeting Space

• Meeting Space– Conference Table can be reserved through GreeksatVCU.com– Can be reserved for meetings for groups of 10 or fewer people

only– When reserving this space please note that no food or drink is

allowed– This space is not confidential and you can not ask people to

leave.

The Office Computers

• Are for council business and Shared Standards only• There is not to be any other chapter business or personal use,

this includes printing• If you are caught using the computers or the office, your after

hours access will be denied

Student Organization Office

• Computers & printers available for your chapter use • 150 free copies available per month in (ask at front desk for copy

code)• Additional resources including but not limited to:

– Button maker– Poster maker– Banner supplies

Office Mailboxes

• Are accessible after hours• Mailboxes should be checked regularly • All packages and mail can be sent to:

907 Floyd Avenue, Suite 014P.O. Box 842035

Richmond, VA 23284-2035• Office Assistants will call about packages that will not fit in

mailbox ( , , , AKL ZTA ASA LCA you have packages.)– Must be picked up within 48 hours or will be returned to the

sender. Must sign for them.

After Hours Access

• For meeting space and mailbox access

• Need name, ID card number, and proxy number

• Please be respectful to the office after hours– Do not use things that aren’t yours– Push chairs back and turn off all lights

General Office Use Policies

• No food or drink allowed in the office

• Please make appointments, we are not always available for drop in conversations. Please stop at Office Assistant desk!

• This not a chapter storage space– You may not leave tabling or other supplies behind the Office

Assistant Desk or in the closet

• Always be nice to the Office Assistant

The GreeksatVCU Website

• THE resource for you and your chapter members!• Great resource for Potential New Members or Aspirants • Has:

– Chapter Information– Policies (all of them!)– Resources – Report Forms

FRATERNITY & SORORITY LIFE STAFF AT VCU

What we do all day!

• Advise councils (CPC, IFC, MGC, NPHC) on programming and other efforts.

• Advise Fall Block • Communicate with the national organizations and the upper level

administration about what the community and chapters are doing. • Plan major programs (Welcome Week Events, Leadership

Retreat, Sorority Recruitment)• Are a resource for chapters.

Emails to Expect• Weekly Student Organization update (sent from Kaitlin Griffith)

• Once a month Presidents’ Roundtable reminder

• Once a month Presidents’ Roundtable minutes

• Bi-Monthly Council Minutes

• Any emails from VCUGreeks@vcu.edu should be read– We send philanthropy, service, and general announcements

from this email

2013-2014 Advising Philosophy The role of advisors is to identify and meet students, organizations and councils in their current context and lead them through a process to identify and arrive at a new and better place. The advisors will treat everyone fairly; remembering that treating everyone equal does not mean fair, and treating everyone fair does not mean equal. Advisors will use the concept of “equal effort” with chapters – the amount of effort chapters put into developing themselves is the amount of time the advisors will put in to working with them. Advisors will participate in leadership coaching, educating and involving chapter advisors and inter/national volunteers in efforts on the campus-level and be a partner to our inter/national organizations. Advisors will take a team approach to ensure each chapter is receiving the education and assistance it needs. The advisors will use the Council for the Advancement of Standards (CAS) in Higher Education as a guide to working with chapters and the fraternity and sorority community. CAS will specifically guide the work of the Fraternity and Sorority Life Office with chapters during the 2012-2013 academic year.

2012 – 2013: chapter services model

• Advisors will use the concept of “equal effort” with chapters – the amount of effort chapters put into developing themselves is the amount of time the advisors will put in to working with them.

• Advisors will participate in leadership coaching, educating and involving chapter advisors and inter/national volunteers in efforts on the campus-level and be a partner to our inter/national organizations

• Advisors will take a team approach to ensure each chapter is receiving the education and assistance it needs.

Chapter Liasions Joshua Ronk

• Alpha Xi Delta• Kappa Phi Gamma• Lambda Chi Alpha• Lambda Theta Alpha

• Phi Kappa Sigma • Sigma Beta Rho• Zeta Tau Alpha

Chapter Liasions Neil Stanglein

• Omega Psi Phi• Phi Gamma Delta • Phi Kappa Psi• Phi Mu• Phi Mu Alpha• Pi Kappa Alpha• Sigma Alpha Epsilon• Sigma Gamma Rho• Sigma Phi Epsilon• Sigma Sigma Sigma• Theta Nu Xi• Theta Chi• Triangle

• Alpha Epsilon Phi • Alpha Epsilon Pi• alpha Kappa Delta Phi• Alpha Kappa Lambda• Alpha Gamma Delta• Alpha Omicron Pi• Alpha Phi Alpha• Alpha Sigma Alpha• Delta Chi• Delta Sigma Theta• Iota Phi Theta• Kappa Alpha Psi• Kappa Delta Rho• Lambda Phi Epsilon

OFFICER UPDATE FORM

Due at the beginning of every semester.

EVENT PROPOSAL AND REGISTRATION FORM & ADVERTISING AND PROMOTIONS APPROVAL

ROSTER MANAGEMENT

Grade Release & Hazing Statement Form

• IFC– Register in ICS– Grade Release and Hazing Statement form is signed when

registering• CPC (Spring only), MGC and NPHC

– Form

Add Form

Add Form

• Needs to be submitted 48 hours after membership has been accepted

• Used for all four councils when adding a member• Rosters will not be updated until form is submitted!

Remove Form

RECRUITMENT/INTAKE

Recruitment/Intake

• http://www.greeksatvcu.com/chapter-resources• Due 10 days in advance to Chapter Liaison

– Schedule a meeting two weeks in adance!• Missing paperwork from the following CPC and IFC groups

(assuming you are doing Spring recruitment):– CPC: AXD– IFC: , , , AEP KDR LCA FIJI, , , , , FKS FMA PKA SAE

, SFE QC and Triangle.• If not submitted by Monday, January 27 at 12 p.m., your

chapter will be sent to your council judicial board.

Viability Policy

• Philosophy• Virginia Commonwealth University values a strong fraternity and sorority community. The University also

recognizes that the community must have sufficient numbers so as to provide membership opportunities for every student who has the desire and means to join.

• Student Organization Registration at Virginia Commonwealth University is a privilege. Chapters are expected to meet expectations with respect to academic performance, membership development and education, risk management and legal liability, leadership and community engagement, community service and philanthropy, membership recruitment/intake and chapter management as indicated in Shared Standards.

• Additionally, the policy for Registered Organization of Student Organizations at Virginia Commonwealth University states that the majority of the membership of the organization will be currently enrolled students at VCU. A minimum of five (5) currently enrolled VCU students are required to form and maintain an organization. This is to insure that registered fraternities and sororities possess the ability to meet performance expectations and for the continued health of the community.

Viability Policy

• Standard• Fall 2012. All registered fraternities and sororities are required to list at least five (5) full-time,

active, undergraduate members (initiates and new members) on the roster at all times.

• Process• Rosters will be reviewed in December, May and August to determine Viability Policy compliance.• All Hazing and Grade Release Forms (blue cards) must be submitted 48 hours after acceptance

of membership. • Chapters that fall below five (5) full-time, active, undergraduate members (initiates/new members)

will lose university registration for a minimum of three semesters.

Viability Policy• Appeal• Chapters that have been notified that University registration has been withdrawn may submit a

written appeal to the Fraternity and Sorority Life Office if both of the following parameters are in place:

• the chapter has a 2.5 GPA or better • in the previous academic year, the chapter all Level One for Shared Standards• The apppeal should include the plan for the next two semesters for the organization to have

between five and ten initiates and new members. • Fraternity and Sorority Life will review the request to determine if granting an appeal is

appropriate.• Chapters that do not have the appropriate GPA or Shared Standards met, but feel that their

organization faced extenuating circumstances with respect to recruitment/intake, may also submit a written appeal.

• The appeal will be reviewed by the Fraternity and Sorority Life Office in conjunction with University Student Commons and Activities. Guidelines for submitting appeals will be provided by the Fraternity and Sorority Life Office.

Council Policies • Risk Management• Shared Standards

Main Components of the Risk Management Policy

• The chapter will be held accountable for all policies not just those covered today

• Social Host Responsibility guidelines (follows FIPG)– BYOB & Third Party

Vendor Guidelines• VCU Specific Policies

• Mixer Policy• Philanthropy Policy• Road Tripping Policy• New Member Show

Management• Auxiliary Groups

Shared Standards

• http://www.greeksatvcu.com/shared-standards

• Submitted at the end of Spring to your chapter liaison. (Will get an email).

• Submitted Fall and Spring semesters to Chapter Liaison (will get an email).

Fraternity and Sorority Finance Committee

• SGA Approval– Moving to semester submissions

• Upcoming Finance Training Dates– Josh will communicate dates regarding specific fraternity and

sorority training – stay tuned!• February 1 – anticipated “you can apply for funding date”

Greek Week

• Theme– Are you Game?

VCU Brand Standards

• http://www.bsv.vcu.edu/• VCU Licensed Vendors

– http://www.bsv.vcu.edu/TrademarksLicensing/LicensedVendors.htm

• Certain vendors• Approved logos versus appropriate usage• Council approval• Greek Licensed Products

Facebook and Twitter

• College Panhellenic Council– CPC at VCU

CPC_VCU

• Multicultural Greek Council– MGC at VCU– MGC_VCU

• National Pan-Hellenic Council– NPHC_VCU

• Interfraternity Council– IFC at VCU

Fraternity and Sorority Life: Fraternity and Sorority Life at VCU

@VCUFSLBlog: vcufsl.tumblr.com

Questions?

• Neil E. Stanglein – Nestanglein@vcu.edu– Appointment can be made in

014 or by calling 804-828-4685

• Joshua Ronk– USCAFSL1@vcu.edu– Appointment can be made in

014 or by calling 804-828-4685