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MGC & NPHC Membership Intake Guidelines

Guidelines for Conducting Membership Intake: MGC & NPHC Organizations

 

The purpose of this document is to provide the fraternities and sororities of the OHIO University Greek Community, their Advisors, and prospective members with a source of information regarding Membership Intake. Chapter Members, Chapter Advisors, and the Office of Sorority & Fraternity Life will work together to ensure a successful and positive experience for all involved.

For the Office of Sorority & Fraternity Life to assist chapters with the intake process and avoid potential problems, chapters must adhere to the following guidelines if they are to conduct intake at OHIO University:

 

  1. Meetings and Documentation:
    1. Prior to any intake activities, at least one chapter member, preferably the chapter president or intake director, must meet with a professional staff member of the Office of Sorority & Fraternity Life.
    2. At this meeting the chapter will review the required paperwork that has been submitted prior to scheduling of the meeting:
      1. Any national or regional paperwork that needs to be signed by the Office of Sorority & Fraternity Life
      2. Notice of Membership Intake on BobcatConnect
      3. Sorority & Fraternity Life Anti-Hazing Compliance Form on BobcatConnect
      4. A calendar of events- should include a timetable of any intake activities with dates and times. Activities must be approved one-week before they commence. Activities to include on the calendar, if applicable:
        1. Informationals and/or interest meetings
          1. A paper and/or digital flyers/advertisements for this interest/informational/rush/smoker meeting must be provided to the Office of Sorority & Fraternity Life. The flyer must include time, date, location, dress code, and any additional expectations of aspirants. A flyer will be securely affixed to the Office of Sorority & Fraternity Life office, the Office’s official university website and/or on the OFSL Instagram account (if requested) by an OSFL Staff member.
          2. The flyer must be posted for a period of no less than 7 days PRIOR to the meeting.
        2. Selection date(s)
        3. Start date of the new member’s official process/education
        4. Initiation date
        5. Presentation of New Members (if applicable):
          1. Bring a copy of the space reservation confirmation notice (from Reservations) required to proceed with the activity on OHIO University campus (must include both the primary location and rain location). This date is proposed until approved by OFSL staff member.
        6. The date of the New Member Presentation must be approved by a professional staff member for Sorority & Fraternity Life.
        7. Any additional dates pertinent to a specific organization
    3. Verification of Aspirants: All chapters conducting intake must submit a Verification of Aspirants Form (attached) and the New Member Anti-Hazing Compliance Form (attached). The verification and compliance forms must be submitted immediately after the interest meeting (no more than 5 business days), and prior to the start date of the official process/education of aspirants listed on the chapter’s intake calendar. These forms list the individuals approved by your chapter that will be submitted to your regional or national representatives as aspirants for membership. In cases where the National intake team conducts the intake process, all correspondence forwarded to any regional or local representatives should also be forwarded to the Director and/or Associate/Assistant Director for Sorority & Fraternity Life. The verification form contains the following information:
      1. List of candidates for membership that will include each new member’s:
        1. Name (please print)
          1. Signature
          2. PID Number
          3. Academic/Grade Release Waiver
        2. Total Number of Candidates
        3. Original signature of Chapter President
        4. Signature of Faculty and Grad Chapter Advisor (chapter must bring in form with the original signature; no faxes will be accepted unless prior approval is given by the Director and/or Associate/Assistant Director for Fraternity and Sorority Life).

      2. Confidentiality: All documents supplied to the Office of Sorority & Fraternity Life are kept confidential from students, student workers or student leaders, including the respective Council Officers. They may be shared with university officials and national organization staff as needed. If any dates and times need to be changed on the intake calendars of events, the chapter president or chapter member in charge of intake must notify the Director and/or Associate/Assistant Director for Sorority & Fraternity Life (in writing) no less than 2 business days prior to the new event time.

         

  2. Presentation of New Members (if applicable):
    1. All organizations must adhere to the following guidelines when presenting new members to the campus community:
      1. Presentation of new members must take place no more than 14 calendar days after the members have been initiated into the organization, or prior to “Reading Day(s),” whichever comes first.
      2. Guidelines for those who present new members using a “show”:
        1. The Office of Sorority & Fraternity Life must be notified of the date, time, and location of the “show” no less than one week in advance.
        2. A copy of the reservation confirmation notice must be submitted to the Director and/or Associate/Assistant Director for Sorority and Fraternity Life (must include both the primary location and rain location).
        3. No explicit or revealing attire is to be worn by the new members or other “show” participants.
        4. Masks may be worn during the presentation, however the ability to breathe without issues MUST be possible within the constraints of the mask.  Additionally, there must be periods of pause within the show for water breaks to ensure proper hydration of participants.
        5. No profanity. No sexually explicit language, themes, or scenarios. This includes music played by DJs.
        6. No alcoholic beverages will be permitted. This includes by visiting chapters, alumni and/or graduate members. Members who are visibly intoxicated will not be allowed to stay for the show.
        7. No physical abuse will be tolerated. This includes but is not limited to: slapping, kicking, spitting, punching, pushing, poking, caning, etc. (Canes, staffs, sticks, etc. may be used as a part of the performance but may not be used as a weapon to harm another individual)
        8. In the event of an altercation during the presentation, those fighting will be disciplined immediately. If a member of the presenting organization is involved, the presentation show will be stopped immediately. (See Violations section for further details)
        9. Absolutely NO references to hazing and/or other illegal activities. This includes, chants, songs, disses, or gestures, etc.
        10. Disruptions by other attending organizations will not be tolerated. This includes but is not limited to walking through the presenters’ show, talking over the presenting organization, etc.
        11. If a new member decides that they cannot, or decides not to participate in the show, a written and signed letter by the new member must be submitted to the Office of Sorority & Fraternity Life no more than 72 hours before the show explaining why they cannot or have decided not to participate.
        12. No blatant skipping of numbers will be allowed. (ex: 1,2,4,5, etc.)
        13. The duration of the presentation show should be no longer than 2 hours total. Shows may not be scheduled to begin after 9:00pm and must start within 30 minutes of scheduled time advertised. Chapters will be fined $25 for every 15 minutes that it starts late AFTER the 15-minute grace period. Exceptions can be made when events related to Acts of God.
        14. Following the show, members of the presenting organization must vacate the area within the time of the reservation. The presenting organization will be responsible for ensuring the site used is left in its original state after use.
        15. A professional staff member for Sorority & Fraternity Life or his/her designee from the OSFL Staff (full-time, professional, or graduate) MUST attend all New Member Presentations.
        16. No bats, and/or paddles will be allowed at any new member presentations.
        17. It is the chapter responsibility to notify visiting and alumni members of all OHIO University New Member Presentation rules.
        18. New Member Presentations are a privilege and the right to have one is not guaranteed. OSFL reserves the right to prohibit organizations from having a New Member Presentation if violations have occurred.
        19. Chapter Advisors or their designee from the advising team must be present at all New Member Presentations
        20. New Members are NOT allowed to perform diss chants as part of their new member presentations.
        21. An outline of the script of the new member presentation program must be submitted to a professional staff member for the Office of Sorority & Fraternity Life 72 hours prior to the event.
          1. If a script is NOT submitted within 72 hours of the presentation, the show will not be allowed to take place.
          2. The professional staff member for the Office of Sorority & Fraternity Life reserves the right to end the show if the new members deviate from what is submitted as part of the script.
      3. If a New Member Presentation does not occur, new members must be presented in some formal way (reception, tweet, email, flyer, Instagram, etc.) acknowledging all new members.
  3. Hazing /student-affairs/be-smart-bobcats/hazing-prevention
    1. ϳԹ's core values of character, community, citizenship, civility and commitment define who we are as a University community. We will continue to emphasize our core values as we serve our students, and we will do everything we can to keep our students safe.
      1. OHIO University are here to help our students learn and grow so that they become responsible community members and leaders. We will never waver in that commitment.
      2. Our obligation is to the safety and security of our students, we are committed to working with our student organizations to help ensure that they are engaging in behavior and practice that are in alignment with University policies and core values.
        1. Collin's Law Report: biannual SB126 anti-hazing report.
    2. OHIO University’s Policy Against Hazing
      1. ϳԹ seeks to promote a safe environment where students may participate in activities and organizations without compromising their health, safety, or welfare. It is therefore the University's policy that hazing is prohibited.
      2. Prevention of hazing is the responsibility of every member of the University community. Each organization, as well as each individual, must accept the personal obligation to uphold the basic community values of citizenship, civility, character, community, and commitment. It is the university's belief that true human development will best occur in an atmosphere that promotes social and ethical responsibility.
      3. Under this policy every member of our University community has an obligation to report and act on information regarding hazing. If no action is taken, under this policy ϳԹ employees have an obligation to report information regarding hazing.  All allegations of hazing will be fully investigated, and any organization and/or individuals within an organization found responsible of hazing may face disciplinary action up to and/or including expulsion from the University and criminal charges. OHIO's policy against hazing.
      4. Hazing includes, but is not limited to:    
        1. Any action or situation which recklessly or intentionally endangers the mental, emotional, or physical health or safety of a student for the purpose of initiation or admission into, or affiliation with, any student organization or group regardless of the person's consent to participate.    
        2. Brutality of a physical nature including but not limited to paddling, whipping, beating, branding, forced calisthenics, or exposure to the elements.   
        3. Coerced consumption, including but not limited to any food, alcoholic beverage, liquid, drug, or any other substance that subjects the student to an unreasonable risk of harm.
        4. Acts intended to cause mental stress, including but not limited to sleep deprivation, transportation or abandonment, confinement to a small space, forced exclusion from social contact, forced conduct which could result in embarrassment, any forced activity that is designed to shame or humiliate, or any action of harassment (as defined in the "Student Code of Conduct").     
        5. Coerced activities, including but not limited to violation of local, state, or federal laws, violation of university policies, rules, or regulations, and personal servitude.
        6. Acts of sexual misconduct, relationship violence, or stalking, as defined by ϳԹ policy 03.004.
      5. Student Organization Status
        1. All current organizations under any kind of disciplinary review for the past 7 years, are listed at the following website: OHIO Student Org Update.
  4. Violations
    1. Violations of the intake process may result in financial penalties (fines), probation, or suspension depending on the severity of the infraction and is at the discretion of the professional staff of Sorority & Fraternity Life.
    2. Fines and probation are noted by a period of scrutiny wherein if the chapter commits any violation of the intake process or any other rules set forth by the advisors or Office of Sorority & Fraternity Life, the chapter will be placed on suspension. Suspension is noted by a period wherein all social and formal programming (this includes community service, all fundraising activities, and intake functions) is prohibited. The suspension period will be determined by the professional staff of Sorority & Fraternity Life.
    3. Violations include:
      1. Intentional submission of improper paperwork (i.e., changing of dates on forms, falsifying original signatures, incomplete paperwork, etc.)
      2. Holding membership intake without adhering to the Intake Guidelines set by the Office of Sorority & Fraternity Life.
      3. Hazing: Any violations of the OHIO University Hazing Policy will result in a referral to the Dean of Students.
      4. Overt activity defined as any activity related to intake conducted in defiance of previous guidelines or warnings by council advisors.
      5. Failure to adhere to Presentation of New Member Guidelines (as included in this packet). OHIO University Membership Intake Guidelines Section II.
    4. Intake: Things to Remember
      1. This packet must be submitted prior to an interest/informational/rush/smoker meeting. If it is not, you put your chapter in jeopardy of rescheduling your interest meeting.
      2. Each chapter must submit a calendar of events for intake activities, a Notice of Membership Intake Form, and a Fraternity and Sorority Life Anti- Hazing Compliance Form at the initial meeting with the professional staff for Sorority & Fraternity Life. The calendar of events must be approved at least one week before any intake related activities commence.
      3. The Notice of Membership Intake form must contain the original signature of the Chapter President and both Faculty and Graduate Chapter Advisors.
      4. The Sorority & Fraternity Life Anti-Hazing Compliance Form must contain the original signature of the Chapter President.
      5. Submit the date of the presentation of new members and if this cannot be submitted at the initial meeting with the council advisor, then notify the advisor no less than one week prior to the event. At this time, chapters must submit the necessary paperwork required to proceed with the activity to the Office of Sorority & Fraternity Life.
      6. Without the submission of the required paperwork intake will not be approved. If the intake activities begin without the knowledge and signed approval of the council advisors, and/or the chapter has not adhered to these written Intake Guidelines, intake activities will cease immediately, and the chapter may be placed on suspension. These sanctions will be administered appropriately at the discretion of the council advisor and the Director and/or Associate/Assistant Director for Sorority & Fraternity Life.
  5. Violation Sanctions
    1. Sanctions for violating these guidelines, include but are not limited to:
      1. Fines
        1. Assessed in levels of severity
          1. Hazing references $500 each
          2. Profanity $250
          3. Disrespectful chants towards other organizations $100 for each org dissed
          4. Presence of alcohol (regardless of age and membership status) $250
      2. Suspension of in person new member presentation for the next line.
      3. Report submission to the Office of Community Standards and Student Responsibility
      4. Additional sanctions will be assessed at the Advisors’ discretion pending on the violation
  6. Links to required forms to be submitted by intake team and/or aspirants:
    1. (intake dean/new member educator)
    2. (intake dean/new member educator)
    3. (aspirants individually)
    4. (chapter president/intake dean)