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Fraternity & Sorority Life Office of Student Engagement WIU Policy Manual
Fraternity and Sorority Life Policy Manual Introduction
- This policy manual was created to be used in conjunction with the Student Organization Handbook and the Western Illinois University Student Code of Conduct.
- Chapter members should refer to the Student Organization Handbook and the Student Code of Conduct for policies regarding event planning, financial information, publicity, and advisors.
- This Policy Manual details certain policies unique to the social fraternities and sororities at Western Illinois University.
Western Illinois University Fraternity/Sorority Governing Councils
- Interfraternity Council (IFC)
- Alpha Gamma Rho - Alpha Tau Chapter
- Alpha Gamma Sigma - Zeta Chapter
- Alpha Sigma Phi - Iota Kappa Chapter
- Delta Tau Delta - Zeta Lambda Chapter
- Delta Upsilon - Western Illinois Chapter
- Pi Kappa Phi - Iota Rho Chapter
- Sigma Alpha Epsilon - Illinois - Sigma Sigma Chapter
- Sigma Chi - Iota Omicron Chapter
- Sigma Pi - Epsilon Zeta Chapter
- Tau Kappa Epsilon - Zeta Theta Chapter
- Theta Chi - Zeta Psi Chapter
- Panhellenic Council (PHC)
- Alpha Sigma Alpha - Beta Kappa Chapter
- Chi Omega - Gamma Kappa Chapter
- Delta Zeta - Epsilon Omicron Chapter
- Phi Sigma Sigma - Epsilon Psi Chapter
- Sigma Sigma Sigma - Beta Epsilon Chapter
- United Greek Council (UGC)
- Alpha Kappa Alpha Sorority, Inc. - Zeta Iota Chapter
- Alpha Phi Alpha Fraternity, Inc. - Eta Eta Chapter
- Alpha Psi Lambda National, Inc. - Alpha Iota Chapter
- Delta Sigma Theta Sorority, Inc. - Eta Eta Chapter
- Gamma Phi Omega International Sorority, Inc - Phi Chapter
- Kappa Alpha Psi Fraternity, Inc. - Zeta Mu Chapter
- Lambda Theta Alpha Latin Sorority, Inc. - Delta Mu Chapter
- Lambda Theta Phi Latin Fraternity, Inc. - Beta Psi Chapter
- Omega Psi Phi Fraternity, Inc. - Epsilon Beta Chapter
- Sigma Gamma Rho Sorority, Inc. - Epsilon Beta Chapter
- Sigma Lambda Beta International Fraternity, Inc. - Beta Chapter
- Sigma Lambda Gamma National Sorority, Inc. - Theta Chapter
Definition of Terms
- Inter/national Fraternity or Sorority:
- A fraternity or sorority holding membership in the National Pan-Hellenic Council, National Association of Latino Fraternal Organizations, National Multicultural Greek Council, the like or a fraternity/sorority that has inter/national status.
- Colony/New Chapter:
- A group of Western Illinois University students who have been organized under the auspices of an inter/national fraternity or sorority for the specific purpose of being established as one of its undergraduate chapters.
- National Panhellenic Conference (NPC):
- A collaborative association of sororities whose member organizations typically have multiple chapters. The NPC is an organization established to foster inter-sorority relationships, to assist collegiate chapters of the NPC member groups, and to cooperate with colleges and universities in maintaining the highest scholastic and social standards.
- National Pan-Hellenic Council (NPHC):
- A collaborative association of the nine historically African American fraternities and sororities whose member organizations typically have multiple chapters.
- North American Interfraternity Conference (NIC):
- A collaborative association of fraternities whose member organizations typically have multiple chapters. The NIC advocates the needs of fraternities through enrichment of the fraternity experience, advancement and growth of the fraternities, and enhancement of the educational mission of the host institutions.
- National Association of Fraternal Latino Organizations (NALFO):
- A national umbrella council for Latino Greek Letter Organizations whose member organizations typically have multiple chapters. The purpose of NALFO is to promote and foster positive interfraternal relations, communication, and development of all Latino fraternal organizations through mutual respect, leadership, honesty, professionalism, and education.
- National Multicultural Greek Council (NMGC):
- A national umbrella council for Multicultural Greek Letter Organizations whose member organizations typically have multiple chapters.
- Interfraternity Council (IFC):
- The governing council that represents NIC fraternities and the like. IFC is the legislative body consisting of an executive board, extended board, and delegates. The IFC coordinates activities, programming, and support to member chapters.
- Panhellenic Council (PHC):
- The governing body of NPC sororities and the like. The Panhellenic Council consists of an executive board, extended board, and delegates. The PHC coordinates joint activities, programming and provides support to member chapters.
- United Greek Council (UGC):
- The governing body of NALFO, NMGC, NPHC, and the like chapters. The UGC is the legislative body consisting of an executive board and delegates. The UGC provides joint activities, programming, and support to member chapters.
- Fraternity and Sorority Life Accountability Board (FSLAB):
- Extension of the three councils that reviews and adjudicates incident reports concerning fraternities and sororities through mediations and hearings
- Risk Management Committee (RMC):
- A representative from each council who oversees the chapter representatives who serve on FSLAB. RMC members organize mediations and hearings.
- Office of Student Engagement:
- The department of Western Illinois University whose responsibilities include the advisement of all recognized student organizations including fraternities, sororities, and their respective councils.
- Fraternity and Sorority Life (FSL):
- The specific unit within the Office of Student Engagement that provides oversight, direction, and advisement for all fraternities/sororities and their respective councils.
- Fraternity/Sorority:
- For the purpose of this document, this will refer to the socialvalues-based fraternities/sororities that oversight is delegated to the Fraternity & Sorority Life Coordinator and the Office of Student Engagement
- Council Advisor:
- For the purpose of this document, this will refer to the professional and/or graduate staff members responsible for the advisement of a specific governing council.
Recognition of Fraternities/Sororities
- Western Illinois University (WIU) defines a fraternity/sorority as a chapter of a national, international, regional organization that attains and maintains University recognition
- Fraternities/Sororities must meet three requirements below as part of the annual University student organization recognition process (scholastic, professional, or academic Greek letter organization are exempt of these requirements, however, must comply with the University's annual recognition process for clubs and organizations):
- Student Organization Recognition: All fraternities/sororities and governing councils must comply with the University's annual recognition process and all its attending policies in order to maintain official University recognition.
- Fraternity/Sorority Registration: Each organization is expected to remain in good standing with its national, international, regional, or local organization headquarters to maintain official University recognition
- Council Affiliation: The fraternity/sorority community at WIU is officially represented by three governing councils which are advised by the Office of Student Engagement (OSE). All chartered national, international, regional, or local fraternities/sororities that have entered into a mutual relationship with the OSE must be affiliated with and maintain membership in an established governing council (Interfraternity Council, Panhellenic Council, or United Greek Council).
- The OSE will only grant recognition to fraternities/sororities who are affiliated with a(n) intern/national organization and/or is a current member of one of the following umbrella organizations: the National Panhellenic Conference (NPC), National Pan Hellenic Council (NPHC), National Multicultural Greek Council (NMGC), National Association of Latino Fraternal Organizations (NALFO), National Asian Pacific Panhellenic Association (NAPA), or North American Interfraternity Conference (NIC).
Requirements of Fraternities/Sororities to Remain in Good Standing
- Adhere to the principles and ideals contained in your RITUAL, CREED, and CONSTITUTION (a weekly reading to your members at chapter is one way to reinforce this idea).
- Comply with your national policies: hazing, risk management, attendance at regional/national mandated programs and conventions.
- Register your chapter with the Office of Student Engagement each year.
- Complete all required forms/paperwork as requested. This includes roster management, grade verification of new members, and the annual FSL Chapter Accreditation process.
- FSL Chapter Accreditation information can be found here & is discussed with chapter presidents & advisors on a regular basis. Components are due based on a calendar year review process.
- Delegates attend bi/weekly council meetings.
- Comply with the Illinois State Law and Western Illinois University Policy on Hazing.
- Comply with University & Fraternity & Sorority Life event registration requirements.
- Interfraternity Council chapters must inform the Office of Student Engagement, prior to recruiting, of the dates of any recruitment events and submit all names of interested students for eligibility verification.
- Outside of annual primary recruitment, Panhellenic Council chapters must inform the Office of Student Engagement, prior to recruiting, of the dates of any recruitment events and submit all names of interested students for eligibility verification.
- United Greek Council chapter must inform the Office of Student Engagement, prior to intake, of the dates of intake activities and interest group members.
- The chapter is represented at mandatory meetings, training sessions, or educational
- Chapters must have an active chapter advisor (WIU faculty or staff status) who:
- Serves as a mentor and resource for individual members and chapters.
- Ensures the chapter is focusing on their academic endeavors.
- Ensures the chapter is working toward the standards and requirements of fraternities and sororities.
- Chapter President meets with the Fraternity and Sorority Life Staff a minimum of 3 times per semester while school is in session for a Check-In Meeting.
- Chapter continually meets academic standards.
- Chapter Roster Management
- Individual Chapter Member Status
- All chapters are required to register their membership at the beginning of each semester. This is done by updating the roster provided by Fraternity and Sorority Life with the affiliation/removal forms and status codes for each member. Each member is considered an active member unless one of the following conditions applies:
- The member has taken EARLY ALUMNI STATUS and the appropriate documentation from the Inter/National Headquarters has been filed with FSL.
- The member has taken INACTIVE STATUS and the appropriate documentation from the Inter/National Headquarters has been filed with FSL.
- The member has graduated or left school. This requires no supporting paperwork.
- If no supporting paperwork is provided for those members who have gone inactive or have taken early alumni status, FSL will consider them in ACTIVE STATUS.
- All members who are in "Active Status," "New Member Status" or "Inactive Status", will be considered when determining chapter total for PHC organizations. Only those members who are in "Active Status" or "New Member Status" will be considered when determining percentage requirements for events and chapter grades.
- All chapters are required to register their membership at the beginning of each semester. This is done by updating the roster provided by Fraternity and Sorority Life with the affiliation/removal forms and status codes for each member. Each member is considered an active member unless one of the following conditions applies:
- Individual Chapter Member Status
Academic Standards
- The Office of Student Engagement (OSE)/Fraternity and Sorority Life (FSL) has five agreed upon core values chapters agree to adhere to which conclude scholarship/academic excellence and accountability. The following outlines the minimum expectations of the council (IFC, PHC, UGC) executive board positions, chapter members, new members, and interested/potential members affiliated or seeking membership in a recognized fraternity/sorority.
- Grade Point Average (GPA)
- While the OSE/FSL does not require a minimum grade point average to join a fraternity/sorority, the member organizations of the governing councils have agreed to use a 2.500 cumulative GPA as the minimum to join.
- It is the expectation of the OSE/FSL that council leadership is a role model to the member organizations. Therefore, it is strongly encouraged that councils require their leaders to maintain at least the minimum standard GPA in order to hold office.
- All chapters are to maintain, a 2.700 semester composite GPA in order to retain event privileges.
- Chapters Below the Standard for Consecutive Semesters
- Chapters receiving a composite semester GPA in consecutive semesters in the same probationary status will automatically be placed on the next lowest probationary status
- Chapters on Cease and Desist for two consecutive semesters will result in a review with the Director of Student Engagement or the Fraternity and Sorority Life Coordinator and the Fraternity/Sorority Advisor to determine an appropriate course of action. Consequences may result in loss of student organization recognition.
- Chapters' Semester GPA & Academic Status (Recognition/Sanctions)
- Meet or exceed all men's/all women's average
- The chapter will be considered in good standing.
- Receive special recognition
- At or above 2.700
- The chapter will be considered in good standing.
- Academic Probation (2.500-2.699)
- A written notification outlining the violated policy, University recognition status, and the sanction requirements will be provided to the chapter, Chapter Advisor, and the chapter's Inter/National headquarter
- Chapter President and Scholarship Chair must meet with the FSL Coordinator and their Chapter Faculty/Staff Advisor, within the first two weeks of the academic semester, to review and approve academic goals to address short and long-term academic improvement.
- The chapter must create an academic plan for success that articulates how the chapter will prevent future academic underperformance and identify internal accountability measures. The academic plan must be submitted to the Fraternity/Sorority Advisor within the first four weeks of the academic semester.
- The chapter is eligible to host weekly chapter meetings, recruit new members and participate in all council recruitment/intake-based events, and participate in Greek Week and/or Homecoming Activities.
- The chapter must host an academic program, presenter(s) must be faculty/staff/administrators or contracted, with 90% of the chapter in attendance. Topics may include study skills, time management, test-taking, etc. The chapter may not host any non-alcoholic social event or a community service/philanthropy event until this program has been completed.
- The chapter may host/organize/plan one (1) philanthropic event and one (1) community service event during the semester with the approval of the Fraternity/Sorority Advisor. Written notification of events must be provided at least one week in advance. This does not preclude the chapter events hosted/organized/planned by other organizations.
- The chapter may host social events without alcohol.
- The chapter is prohibited from hosting or participating in any planned or unplanned social events with alcohol.
- The chapter may not participate in intramurals
- The chapter will not be eligible for the Outstanding Fraternity/Sorority Award for their council. The chapter must attend all council meetings and FSL educational speakers.
- Should the organization be mandated by their national organization to participate in any activity that may be in violation of the organization's status, written notification must be submitted to the Fraternity/Sorority Advisor for review no less than two weeks in advance.
- Academic Suspension (2.000-2.499)
- A written notification outlining the violated policy, university recognition status, and the sanction requirements will be provided to the chapter, Chapter Advisor, and the chapter's Inter/National headquarters ∙ Chapter President, and Scholarship Chair must meet with the FSL Coordinator, the Council Advisor, the and their Chapter Faculty/Staff Advisor, within the first two weeks of the academic semester, to review and approve academic goals to address short and long term academic improvement.
- The chapter must create an academic plan for success that articulates how the chapter will prevent future academic underperformance and identify internal accountability measures. The academic plan must be submitted to the Fraternity/Sorority Advisor within the first four weeks of the academic semester.
- The chapter must host an academic program, presenter(s) must be faculty/staff/administrators or contracted, with 90% of the chapter in attendance. Topics may include study skills, time management, test-taking, etc.
- The chapter is eligible to recruit new members and participate in all council recruitment/intake-based events only under the direct supervision of national, regional, or local advisors.
- The chapter may host weekly chapter meetings.
- The chapter may not host/organize/plan any educational, philanthropic, or community service events. This does not preclude the organization or its members from participating in educational, philanthropic, or community service events hosted/organized/planned by another organization.
- The chapter may not participate in intramurals or Greek Week and/or Homecoming Activities.
- The chapter is prohibited from hosting or participating in any planned or unplanned social events with and without alcohol. This includes but is not limited to chapter exchanges, invitational events, formals, and parties.
- The chapter's voting privileges within their governing council will be revoked for one semester. This includes any elections that take place during the semester. Exceptions may be made at the discretion of the Fraternity/Sorority Advisor.
- The chapter will not be eligible for fraternity/sorority chapter awards. Organization members may still be nominated for individual awards. The chapter must attend all council meetings and FSL educational speakers.
- Should the organization be mandated by their national organization to participate in any activity that may be in violation of the organization's status, written notification must be submitted to the Fraternity/Sorority Advisor for review no less than two weeks in advance.
- Cease and Desist (Semester GPA < 2.000)
- A written notification outlining the violated policy, university recognition status, and the sanction requirements will be provided to the chapter, chapter advisor, and the chapter's inter/national headquarters
- Chapter President and Scholarship Chair must meet with the FSL Coordinator, the Council Advisor, and their Chapter Faculty/Staff Advisor, within the first two weeks of the academic semester, to review and approve academic goals to address short and long-term academic improvement.
- The chapter must create an academic plan for success that articulates how the chapter will prevent future academic underperformance and identify internal accountability measures. The academic plan must be submitted to the Fraternity/Sorority Advisor within the first four weeks of the academic semester.
- The chapter must host an academic program, presenter(s) must be faculty/staff/administrators or contracted, with 90% of the chapter in attendance. Topics may include study skills, time management, test-taking, etc.
- The chapter must request, through the Fraternity/Sorority Advisor to host a chapter meeting. Meetings must be conducted in the presence of an FSL Staff member or a representative designated by the Inter/National Organization.
- The chapter's eligibility to recruit/participate in recruitment/intake activities will be determined during the academic meeting with the FSL Staff and Advisors.
- The chapter may not host/organize/plan any educational, philanthropic, or community service events. Additionally, the chapter and its members are not allowed to participate in any educational, philanthropic, or community service events hosted by other organizations.
- The chapter may not participate in intramurals or Greek Week and/or Homecoming Activities. ∙ The chapter is prohibited from hosting or participating in any planned or unplanned social events with and without alcohol. This includes but is not limited to chapter exchanges, invitational events, formals, and parties.
- The chapter's voting privileges within their governing council will be revoked for one semester. This includes any elections that take place during the semester. Exceptions may be made at the discretion of the Fraternity/Sorority Advisor.
- The chapter must attend all council meetings and FSL educational speakers.
- Should the organization be mandated by their national organization to participate in any activity that may be in violation of the organization's status, written notification must be submitted to the FSL Coordinator for review no less than two weeks in advance.
- Meet or exceed all men's/all women's average
Chapter Facilities
- Fraternity and sorority facilities at Western Illinois University are independently owned and operated by local or national housing corporations. The maintenance and upkeep of the facilities are the responsibility of the housing corps and the residents of the facility. WIU, the Office of Student Engagement and Fraternity & Sorority Life works with the organizations to help facilitate needs and safety measures in accordance with local ordinances and inter/national organization policies.
- Recognition of Chapter Facilities
- WIU defines a fraternity/sorority chapter facility as one recognized location, leased or owned within the City of Macomb that is properly zoned for fraternal use. The facility must be recognized by the Inter/National Headquarters, the City of Macomb, and the Office of Student Engagement to be considered for Fraternity/Sorority Housing Releases and to host events.
- As of Spring 2010, all newly recognized chapter facilities must have a live in House Director.
- All efforts must be made to fill the House Director position through the College Student Personnel (CSP) program, first. If the role cannot be filled through the CSP Interview Process, then chapters are able to fill the role in another fashion.
- WIU defines a fraternity/sorority chapter facility as one recognized location, leased or owned within the City of Macomb that is properly zoned for fraternal use. The facility must be recognized by the Inter/National Headquarters, the City of Macomb, and the Office of Student Engagement to be considered for Fraternity/Sorority Housing Releases and to host events.
- Recognized Chapter Facilities- *denotes chapters that must have a live in House Director*
- Alpha Gamma Rho
- Alpha Gamma Sigma
- Delta Tau Delta
- *Delta Upsilon
- *Delta Zeta
- *Pi Kappa Phi
- *Sigma Alpha Epsilon
- *Sigma Chi
- *Sigma Sigma Sigma
- *Theta Chi
- Fraternity/Sorority Housing Release Policy
- Western Illinois University Housing Policy - "Because living in the residence hall is such an important part of your college experience, all freshman and sophomore students (defined as less than 60 credit hours) are required to live in a University residence hall. All exceptions to this policy must be approved in writing through the petition process." "Students who are required to live on campus and do not have an approved petition on file are subject to a non-compliance charge."
- The Fraternity/Sorority Housing Release program allows eligible students to break their University Housing and Dining Services (UHDS) housing contract and move into a recognized fraternity/sorority chapter facility during their sophomore year without penalty. Each year, UHDS in collaboration with the Fraternity/Sorority Advisor determines how many housing releases will be available.
- Housing Release Requests must be submitted prior to the start of the semester the applicant is wishing to be released.
- For chapters to be eligible for Fraternity/Sorority Housing Releases the following criteria must be met:
- The organization must be fully recognized
- The organization's facility must be a recognized facility with a live-in graduate House Director.
- The organization must be in good judicial standing with the FSL Accountability Board, Student's Rights and Responsibilities, and Office of Student Engagement
- The organization must have achieved a semester GPA of 2.750 or higher the semester prior to the desired release (i.e. for a Fall 2024 release, the organization must have had a semester of 2.750 for the Spring 2024 semester)
- The organization must have submitted all required paperwork to the Office of Student Engagement
- For the individual member to be eligible for a Fraternity/Sorority Housing Release the following criteria must be met:
- The individual must appear on the organization's roster.
- The individual must complete the Fraternity/Sorority Housing Release application.
- The individual must have between 30 and 59 credit hours completed the semester prior to the desired release & fulfilled one year of the WIU UHDS live-on requirement.
- Individuals who have completed a pass/fail course can be considered for a housing release if they have completed at least 26 credit hours
- The individual must have a cumulative GPA 2.500 or higher the semester prior to the desired release
- Individuals who apply for Fraternity/Sorority Housing Releases are encouraged not to break their UHDS housing contract without being notified by the FSL Coordinator if their application has been approved or denied. Additionally, individuals are encouraged to consult with any scholarship providers regarding the impact of moving out of housing and the status of their scholarship. Students that have APPROVED releases will not be assessed the non-compliance charge or breakage fee. Students that have been denied releases are not permitted to live in the fraternity or sorority houses until they have meet the requirements outlined within the University Housing policy.
- Organizations who are willing to transfer remaining housing releases to other organizations in need must email the FSL Coordinator to communicate this.
Recruitment & Intake Policies
- The Office of Student Engagement/Fraternity and Sorority Life will coordinate the beginning of recruitment/intake activities with the individual governing councils & chapters.
- A student who wishes to associate must be a current full-time registered undergraduate student at Western Illinois University on the Macomb campus.
- In order to receive a bid from a fraternity or sorority, students must have at least a 2.500 cumulative grade point average out of high school or as an established college student. Please note that some chapters may require higher than the minimum grade point average to extend a bid.
- Because the GPA of transfer students cannot be verified by the OSE/FSL, transfer students may be asked to provide proof of cumulative GPA by way of a transcript by an organization.
- All credits and grades must be checked and approved by the Office of Student Engagement and prior to the extension of a bid or invitation by way of the Potential New Member Interest form via Leatherneck Link.
- New members/neophytes must submit to the Member Affiliation Cards within 48 hours of the acceptance of a bid (invitation to join/be a part of the new member process) via Leatherneck Link. Presidents must approve this form in order to add the student to the chapter's roster.
- Violations of recruitment policies may result in disciplinary action and/or chapter suspension.
- The Office of Student Engagement/Fraternity and Sorority Life does recognize interest groups and interest members in conjunction with the governing councils and must still follow the above policies.
New Member Education & Activities
- New Member Period
- All new member programs are expected to last no longer than eight (8) weeks.
- Organizations that require an inter/national new member program beyond eight weeks must submit documentation to the Fraternity/Sorority Advisor for approval.
- Please note that eight weeks is a maximum period, new member processes may conclude prior to eight weeks.
- Approval of New Member Activities
- Fraternity and Sorority Life recognizes that while the University policy regarding hazing attempts to set appropriate standards for new member activities that support the state's laws against hazing and the University's standard of conduct, it is impossible to list every possible new member activity. Thus, it is recognized that the list of prohibited activities in the policy by no means covers all activities and actions which can be considered hazing. Furthermore, certain activities that technically fall within the prohibited categories may be permissible if carried out within certain guidelines.
- Therefore, in order to prevent organizations from engaging in hazing activities, while not overly restricting organizations from engaging in new member activities (which would not violate the principles of the institutional policy on hazing), Fraternity and Sorority Life has established the following approval process.
- If a fraternity or sorority is unsure whether a certain activity is permissible or if it believes a planned activity technically violates the policy list of prohibited activities but should not be banned as a violation of this policy, an email request must be sent to the FSL Coordinator, at least 5 business days prior to the event.
- The written request for approval shall set forth a full description of the nature of the proposed new member activity.
- Fraternity & Sorority Life staff will review each written request and inform the organization in writing whether its request has been approved within 3 business days.
- Fraternity & Sorority Life staff shall have authority to request further information or clarification and to place any appropriate conditions it believes necessary upon any such approvals.
- If the request is approved, the organization and its members will not be charged with hazing for such new member activity so long as the new member activities conform to the description set forth in the written request and any conditions imposed by Fraternity & Sorority Life staff. This protection will not apply for any activity that takes place prior to the receipt of approval from Fraternity & Sorority Life or for any activity that falls outside the scope of the written request for approval or any conditions imposed thereon.
Anti-Hazing Rationale, Policies, & the Law
- Rationale
- Hazing is illegal in the State of Illinois. In addition to this, Western Illinois University, and the governing body of all organizations represented at WIU, including the North American Interfraternity Conference (NIC), National Panhellenic Conference (NPC), National Pan-Hellenic Conference (NPHC), and the National Association of Latino Fraternal Organizations (NALFO) stand firm in their conviction and refusal to tolerate hazing in any form.
- Hazing is a recurrent blight that can attack any organization whenever a few persons attempt to substitute force for reason and expediency for understanding. Such persons seem to believe that subjecting members to a series of ordeals will make them fit in; that pressure and fear will somehow make them more disciplined and mature. Even though such methods may seem efficient in the short run, there can be no justification whatsoever for hazing. The principles and values of Western Illinois University as well as each and every fraternity and sorority at WIU are in stark contrast to any act of hazing and these values must be evident in the words and actions of all members. Therefore, the university retains the right to sanction organizations as well as individuals who are involved in or permit hazing.
- Each fraternity and sorority and all three governing councils at Western Illinois University (IFC, UGC, and PHC) join the University and the aforementioned organizations in their refusal to accept or tolerate hazing activities in any form, including practices by new members, active members, alumni, or any recognized university organization. Whatever form it takes, hazing subverts and corrupts the true fraternal experience. In its more extreme forms, hazing risks human lives, brutalizes everyone involved, and jeopardizes the very existence of the entire fraternity/sorority community.
-
WIU Policy on Hazing, Policy Statement B
- Hazing of any type whether committed or arranged by individual students or members of recognized student organizations is an unacceptable practice at Western Illinois University.
- Activities prohibited under this Policy shall include, but not be limited to, any of the following:
- extended deprivation of sleep or rest;
- forced consumption of food, liquor, beverage or drugs;
- beatings;
- brandings;
- tests of endurance; OR
- Submission of members or prospective members to potentially hazardous or dangerous circumstances.
- It shall not be an acceptable defense to a charge of hazing to claim that the participants took part voluntarily, that they voluntarily assumed the risks or hardship of the activity, or that no injury in fact was suffered.
-
State of Illinois Anti Hazing Laws
- § 720 ILCS 120/0.01. Short title Sec. 0.01. Short title. This Act may be cited as the Hazing Act.
- § 720 ILCS 120/5. Hazing Sec. 5. Hazing. A person commits hazing who knowingly requires the performance of any act by a student or other person in a school, college, university, or other educational institution of this State, for the purpose of induction or admission into any group, organization, or society associated or connected with that institution if:
- the act is not sanctioned or authorized by that educational institution; and
- the act results in bodily harm to any person.
- § 720 ILCS 120/10. Sentence Sec. 10. Sentence. Hazing is a Class A misdemeanor, except hazing that results in death or great bodily harm is a Class 4 felony.
Informal Inquiry Process
- Occasionally, the University is presented with information calling into question a fraternal organization's compliance with university policies. The University may respond to this information in a number of ways, including but not limited to the conduct of an informal inquiry. An informal inquiry is a useful tool, enabling the University to determine the veracity of the information received and whether a situation warrants further investigation. This informal process also allows the University to quickly dispense with frivolous complaints or accusations.
- During the conduct of an informal inquiry, a representative of Student Services may ask to speak with various members of the University community, including, but not limited to current or prospective members of the fraternity/sorority community. The following protocol shall be observed when a current or prospective member of the fraternity/sorority community is asked to speak with a representative of Student Services.
- As it is the duty of the University to review any and all allegations, the purpose of an informal inquiry is to seek information relevant to an allegation. The inquiry will be conducted informally and as discreetly as possible. Inquiries may be conducted by any area within Student Services, including Student Engagement and Student Conduct, and/or the FSL Accountability Board. All parties involved will conduct themselves in a civilized manner. The alleged organization may bring an advisor to the meeting, so long as that advisor is not an attorney. The role of this advisor is to serve as a neutral witness.
- Organizations are obligated to cooperate with the inquiry. The Student Services representative may draw appropriate inference from an organization's failure to respond to an inquiry, and organizations are reminded they remain subject to the policies and sanctions described in the Student Code of Conduct. At all times the University reserves the right to proceed with a formal investigation.
Fraternity and Sorority Expansion & Chapter Recognition Process
- Fraternity & Sorority Life at Western Illinois University (WIU) is a community of fraternal organizations that represent various backgrounds, principles, and values. WIU recognizes that fraternal organizations can be a valuable component of the undergraduate experience. As their primary purpose, fraternal organizations support the enhancement of student learning through activities encouraging leadership development, organizational management, interpersonal and group dynamics, social development, philanthropic spirit, career development, academic achievement, and loyalty to the University.
- Starting a fraternity/sorority requires hard work and effort and may take several years to accomplish. Organizations begin as an interest group, move to colony/new chapter status, and then finally to status as a chartered organization. The recognition process will culminate with the organization and its membership adopting pre-established standards in the areas of scholarship, philanthropy and community services, leadership, diversity, organizational management, professional development, personal development, and new/associate/prospective member and intake education programs.
- WIU operates with an assumption of non-expansion unless a need has been determined to change this assumption. Students and/or inter/national organizations must contact the Office of Student Engagement to determine the institution's current status regarding when the expansion will be allowed and for which of the particular Governing Councils before initiating any expansion efforts.
- Western Illinois University requires a minimum of five (5) students to establish a new organization on campus and to maintain an active fraternity/sorority. However, this number may be higher depending on the organization's national affiliation with umbrella groups. Should this number be higher than five, the University will abide by the higher number. Some procedures may vary depending on the council. Any additional procedures will be communicated to the organization wishing to expand.
- Benefits of University Recognition
- Recognition by the University provides fraternities and sororities with certain privileges including but not limited to:
- The right to utilize the University name;
- Use of the official mail and publication system;
- Use of campus facilities, administration services, and advisor support from professional and graduate staff members within the Office of Student Engagement (OSE) who serve as liaisons to the University and advocates for fraternity and sorority chapters and the various governing councils;
- Compilation and provision of grade reports;
- Access to leadership development, scholarship, and educational opportunities and programs;
- Facility maintenance services;
- Recognition as a WIU student organization and all the privileges afforded therein.
- The OSE will only grant recognition to fraternities/sororities who are affiliated with a(n) inter/national organization and/or is a current member of one of the following umbrella organizations: National Panhellenic Conference (NPC), National Pan-Hellenic Council (NPHC), National Multicultural Greek Council (NMGC), National Association of Latino Fraternal Organizations (NALFO), National Asian Pacific Panhellenic Association (NAPA), or the North American Interfraternity Conference (NIC).
- Recognition by the University provides fraternities and sororities with certain privileges including but not limited to:
- Relationship between University and Inter/National Headquarters
- Western Illinois University recognizes the value and benefit of fraternities and ororities. The University's relationship to fraternities and sororities is based upon mutual interests and reciprocal support. The foundation for the relationship between the university and the fraternity/sorority community consists of the following:
- Communication: Chapter leadership will communicate regularly with the University and submit all requested paperwork.
- Engagement: All chapters will be actively involved in their appropriate governing council as well as engage in the campus community.
- Leadership: As recognized student leaders, fraternities/sororities will strive to leverage their leadership to serve the campus and local community.
- Membership: Membership in fraternities/sororities shall consist only of those students who are currently enrolled at Western Illinois University on the Macomb campus.
- University Policy: It is expected that all fraternity/sorority leaders and members understand University policy (including federal, state, and local laws therein) promulgated in the current Student Code of Conduct and they assume personal and organizational responsibility and accountability for adherence to those policies.
- Western Illinois University recognizes the value and benefit of fraternities and ororities. The University's relationship to fraternities and sororities is based upon mutual interests and reciprocal support. The foundation for the relationship between the university and the fraternity/sorority community consists of the following:
- Process/Procedures
- The fraternity/sorority expansion procedure applies to
- WIU students requesting to bring an inter/national fraternity or sorority to WIU.
- Inter/national fraternity or sorority headquarters who seek recognition at WIU.
- A fraternal governing council believes expansion is desired and the University determines expansion is viable.
- Recognition by the University includes the following expectations:
- Each fraternity and sorority must fulfill its own purpose.
- Chapter leaders must know, understand, and provide reasonable methods of communicating and enforcing compliance with all Western Illinois University, local, state, and federal policies, and laws.
- Each fraternity and sorority must be an approved member of one of our three fraternal governing councils.
- The fraternity sorority community must be able to effectively support each incoming chapter which includes reviewing University demographics.
- General expansion approval steps:
- Council votes (following appropriate national umbrella guidelines if applicable) whether or not to open for expansion
- If the council votes yes, a request will then be made to the Director of Student Engagement
- If approved by the Director of the Office of Student Engagement a final approval request will be submitted to the Vice President of Student Success as needed.
- Recognition for new inter/national organizations or organizations that have been absent from campus for five (5) or more years or have never been recognized:
- If expansion has been determined to be viable the following steps are required to ensure the organization is in compliance with the Expansion and Recognition procedures:
- Students or inter/national organizations interested in establishing a new fraternity/sorority chapter at WIU must complete an Expansion Application from the Office of Student Engagement (OSE)
- The Expansion Application includes the following information:
- Expansion/Recognition Procedures for all WIU fraternities/sororities
- Required paperwork to be completed by the perspective organization
- Demographic information may also be requested by the organization's expansion director
- If, after reviewing the Expansion Application, the party is still interested in proceeding with the process that party will submit all paperwork and supplemental materials to the Fraternity/Sorority Advisor. Interested parties may request a meeting to discuss the expansion process.
- Information to be submitted includes:
- Fraternity and Sorority Life Expansion Application
- A roster of Interested Members (if initiated by students)
- Responses to Inter/national Fraternal Organization Requirements for Expansion Consideration at WIU
- The Fraternity/Sorority Advisor will present all information to the appropriate Division of Student Services personnel, including, for consideration and/or continuation in the expansion and recognition process.
- Information to be submitted includes:
- All national umbrella organizations (NIC, NPC, NPHC, NALFO, etc.) have distinctly different procedures and requirements for expansion/recognition. Any interested students or organization must adhere to the council (IFC, PHC, or UGC) specific procedures. Each council has the right to determine if expansion is viable at any given time. Despite a desire to create a new fraternity or sorority at WIU, expansion of the fraternity/sorority community is not guaranteed.
- Once expansion consideration has been granted, all expansion materials will be submitted to an Expansion Committee and appropriate governing council.
- The Expansion Committee will review expansion applications and extend invitations for campus presentations.
- Should the Expansion Committee and/or the governing council wish to see presentations from multiple organizations, the Expansion Committee will determine the appropriate number of organizations to invite.
- The Expansion Committee will make a recommendation to the appropriate governing council regarding the organization(s) to invite for establishment on the campus. The governing council will make an approval vote regarding the recommendation of the Expansion Committee.
- Decisions made by the governing council will then be submitted to the Director of Student Engagement and Vice President for Student Success for final approval.
- Invitations to establish will be approved by the Vice President for Student Services and extended by the Fraternity/Sorority Advisor.
- If expansion has been determined to be viable the following steps are required to ensure the organization is in compliance with the Expansion and Recognition procedures:
- Recognition for a(n) Inter/National organization that has been absent from the campus for less than five (5) years:
- Fraternities/sororities that have been suspended or have lost recognition from the University for less than five (5) consecutive academic years must provide the following:
- A statement explaining the reason for suspension, an agreement that previous members will have no involvement in the recruitment/intake process or serve in any capacity as advisors to the chapter.
- An outline of what steps will be taken to ensure the same issue/incident does not re-occur.
- An official letter from the Inter/National organization outlining a proposed strategy for re-establishing the chapter and the benefit to be added to the University fraternity/sorority community.
- This should include the following:
- Number of chapters closed or suspended in the past five years;
- The reason for the closure/suspension;
- Verification of appropriate liability coverage;
- A list of Inter/National, Regional, and Local Officers;
- A list of contact information (names, phone numbers, home addresses, and e-mail addresses) of each person who will be involved in the re-establishment of the chapter.
- This information will be reviewed by the Office of Student Engagement/Sorority and Fraternity Life Staff. Should the staff feel the information/plan is satisfactory and expansion is viable, information will be forwarded to the appropriate governing council for review.
- Should it be determined expansion is not viable at the time, the organization may re-submit the following semester.
- Following the governing council's review, the council will make an approval vote on the re-recognition of the organization.
- As part of the review, the governing council has the right to request a formal presentation from the Inter/National organization to be used in consideration for an approval vote
- Decisions made by the governing council will then be submitted to the Director of Student Engagement and Vice President for Student Services for final approval.
- Invitations to re-establish the organization will be extended from the Fraternity/Sorority Advisor with approval from the Director of Student Engagement and Vice President of Student Success.
- Fraternities/sororities that have been suspended or have lost recognition from the University for less than five (5) consecutive academic years must provide the following:
- Recognition for an Inactive Chapter:
- Fraternities/Sororities with less than the minimum number of active members, as per OSE membership guidelines, or for disciplinary reasons stemming from the Inter/National Organization may be recognized student organizations by the OSE, but deemed inactive as fraternal organizations. An active member is defined in accordance with the policies of the organization the student is affiliated with.
- Organizations that are inactive and wish to be recognized as an active fraternal organizations must:
- Submit a plan of action for initiating members
- Must have a minimum of five (5) non-seniors initiated into the organization
- Complete and submit the Office of Student Engagement (OSE) re-recognition procedures
- Organizations deemed inactive will have up to one year to comply with any and all directives that have deemed the local organization inactive.
- After one year, should the local organization fail to meet its obligations, the OSE will no longer recognize the organization as a fraternal or student organization.
- The fraternity/sorority expansion procedure applies to
- Voluntary Closure
- A fraternity/sorority which was previously recognized by a fraternal governing council and approved by the Vice President of Student Services and subsequently closed due to decreasing membership, graduation of all membership, or by no fault of the group or any of its members shall return to full recognition by following the WIU Recognition Procedures with the following addendums:
- All outstanding debts to the University and/or the fraternal governing council must be reconciled prior to the approval of "establishing" status.
- The organization must have been in good standing with the University and the fraternal governing council upon voluntary closure.
- All policies and procedures pertaining to expansion and recognition must be adhered to at all times.
- The Office of Student Engagement must be contacted by the organization's expansion director with a request to return to WIU prior to any activity on campus.
- A fraternity/sorority which was previously recognized by a fraternal governing council and approved by the Vice President of Student Services and subsequently closed due to decreasing membership, graduation of all membership, or by no fault of the group or any of its members shall return to full recognition by following the WIU Recognition Procedures with the following addendums:
- Unauthorized Expansion/Intake/New Member Activity
- WIU defines unauthorized expansion/intake/new member activity as, but not limited to:
- Campus crashing
- Ghost lines
- Recruitment or soliciting members without permission or approval
- Pledging, educating, and/or initiating WIU students without having approved organization recognition by WIU and non-WIU students initiate the expansion process
- Organizations who violate this policy will prompt the following action to be taken against the fraternity/sorority
- The organization will not be eligible to seek recognition as a recognized student organization at Western Illinois University for, at least, two calendar years following the discovery of clear and definitive evidence that no WIU student has been initiated into the organization.
- The organization will not be eligible to host or coordinate any events at WIU that are affiliated, in any way, with the organization.
- The organization will not be eligible to participate as a co-sponsor of any student event hosted at WIU.
- Without formal recognition at WIU via one of the fraternal governing councils and approval by the Vice President of Student Services, the organization will not be given permission to list Western Illinois University as an entity on any materials including, but not limited to, websites, chapter rosters, etc.
- WIU defines unauthorized expansion/intake/new member activity as, but not limited to:
Social Event Management Policy
- Purpose
- The purpose of the guidelines set forth in this document is to guide and establish accountability for the fraternities and sororities of Western Illinois University in managing risks for their organizations. This policy applies to all social events hosted by fraternities/sororities.
- Introduction
- The fraternities and sororities of Western Illinois University are aware of the increasing need for self-regulation and risk management within the chapters and the fraternity/sorority system. This document is in response to fraternity and sorority leaders and University officials across the nation demanding that fraternity/sorority systems provide guidance and guidelines to ensure the safety of members and visitors to chapter property and social events.
- All fraternities/sororities are to be in compliance with their Inter/National and Western Illinois University (WIU) policies regarding alcohol and risk management. In the event Inter/National and WIU policies are in conflict, Fraternity and Sorority Life (FSL) will defer to the stricter of the policies/guidelines. It is important to remember that even "unofficial" organization events can be construed as chapter events if an outside observer can reasonably associate the activity with the chapter. Therefore, sound risk management practices should be considered and implemented any time members come together – whether on or off chapter or University premises.
- Definition of Terms
- Chapter Event: is interpreted as any function associated with a fraternity/sorority at Western Illinois University. An event can be deemed a chapter event if an observer would associate the event with a chapter.
- Premeditated: is interpreted as planned or deliberate.
- Common Source of Alcohol: is interpreted as any container which holds more than one single serving
- Hard Alcohol: is interpreted as any alcoholic beverage that is fifteen percent (15%) ABV or more (30 proof).
- The alcohol content in most beer, wine, and malt beverages is below 15% ABV. However, most hard alcohol or spirits are above 15% ABV (30 proof). Most of the severe injuries and deaths correlated with alcohol use are related to consuming "hard alcohol."
- Hard alcohol is prohibited at all chapter events.
- Third (3rd) Party Vendor: is interpreted as a hosting venue that is not a recognized chapter facility or University property where an event is held and an outside party is providing food and/or beverage service.
- Self Hosted: is interpreted as an event planned and held at or on a recognized chapter facility premise and food and beverages are being served by an organization. This includes Bring Your Own Beverage (BYOB) events.
- Conclude: is interpreted as the end of an event when all guests have left the premises and all music and distribution of food and drink have ceased.
- Types of Events
- An event, for the purpose of this document, will be defined as any situation associated with the chapter, or any event that an observer would associate with the chapter. Use this "WHAT CONSTITUTES AN EVENT?" resource as a guide to help determine what may or may not constitute a "chapter event."
- Events can be classified as one or more of the following:
- Fundraising: An event where money is being raised to support the efforts of the chapter.
- Social: An open event for any student to participate in. These events may or may not have alcohol.
- Formal: An event hosted by a chapter that formal/pin attire is required and chapter members invite dates.
- In some cases, these events are held outside of Macomb.
- Alumni: An event hosted by a chapter where the attendance is limited to the undergraduate members, alumni members, and their guests.
- Mixer: An event hosted exclusively for members of the sponsoring chapters.
- No more than four organizations may participate in an exchange.
- Typically held within Macomb.
- Date Party: An event hosted by one organization, that is not a chapter formal, where members of the organization invite dates to the event.
- Community Service: An event where the organization is giving of their time and talents to a cause. This does not include the raising of any funds.
- Philanthropy: An event where the organization is raising money to be donated.
- Recruitment: An event used for members outside of the FSL community to gain interest in a chapter
- Self Hosted: An event hosted on recognized chapter facility premises or the residence of a member.
- Third (3rd) Party Commercial: Location with an alcohol license
- Third (3rd) Party Residential: Location without an alcohol license
- With alcohol: a licensed bartender is hired for the use of a "cash bar" at the residence.
- Campus Facility: Any space located on Western Illinois University Premises
- General Event Guidelines
- Training - Event Registration & Risk Management
- Before hosting an event, each chapter's President, Risk Management Chair, and Social Chair(s) must attend a meeting hosted by FSL to review this policy.
- This meeting will be hosted within the first two weeks of the semester.
- Should an organization not attend this informational meeting, the organization will not be eligible to host any events outside of chapter meetings until they have completed the necessary training with FSL.
- Before hosting an event, each chapter's President, Risk Management Chair, and Social Chair(s) must attend a meeting hosted by FSL to review this policy.
- Event Registration
- All events (with & without alcohol) held by Fraternity & Sorority Life organizations where members are gathering in-person must be registered using the FSL Event Registration Form in Purple Post and will be approved by a member of the Fraternity & Sorority Life staff.
- Meetings in which the attendance make-up is only active undergraduate members of 1 chapter do not need to be registered with FSL.
- Attendance lists (members & guests) are required for all events.
- The event registration process is overseen by the FSL office and will be reviewed on a rolling basis.
- Deadline for submission
- Events without alcohol must be registered within 5 business days of the event.
- Events with alcohol must be registered within 10 business days of the event.
- Event registrations will be approved or denied within seventy-two business hours of submission.
- Deadline for submission
- Event information (General)
- All events must conclude by 1:00am.
- No social events are to be held the Sunday preceding finals week through the end of the semester. This date will be determined by the FSL Coordinator & may change based on the University. Chapters will be notified of this date at the beginning of the semester.
- Co-sponsorships shall be limited to four fraternities/sororities unless granted approval by the FSL staff member overseeing event registration.
- Alcohol is not permitted at community service, philanthropic, or fundraising events, and new member functions, including but not limited to recruitment, intake, education, big/little nights, and initiation.
- Mass Gatherings
- Mass Gatherings, within the Macomb City Limits, must be conducted in accordance with Chapter 4, Article VI of the Municipal Code of Macomb. The code requires that the event sponsor apply for a permit and strictly follow the provisions set forth. Please see Additional Resources for further detailed information.
- Event Theme Guidelines
- Any event theme must not have any suggestion of discrimination based on sex, race, color, sexual orientation, gender identity and expression, religion, age, marital status, national origin, disability, or veteran status. Insensitivity to groups is not acceptable as well as suggestions of alcohol and drugs are prohibited. Event themes such as these will not be approved.
- It is easy to get entrenched in our own community and individual fraternities/sororities. Sometimes it is hard to see outside the box. Hurtful themes can affect an entire community. We are individuals but we are a community and the individual's actions reflect on the greater whole. Many of the more typical themes are not promoting moral, intellectual, and social growth. These can often mask people's identities and encourage them to act in hurtful and disrespectful ways, even if that was not the intention. Even if the intention isn't there it is still wrong.
- Remember, themes are meant to be fun, but not fun at the expense of others. Make sure members understand the idea of the theme and do not construe it in a negative way.
- Utilize this "Planning Your Party" resource as a guide
- Any event theme must not have any suggestion of discrimination based on sex, race, color, sexual orientation, gender identity and expression, religion, age, marital status, national origin, disability, or veteran status. Insensitivity to groups is not acceptable as well as suggestions of alcohol and drugs are prohibited. Event themes such as these will not be approved.
- All events (with & without alcohol) held by Fraternity & Sorority Life organizations where members are gathering in-person must be registered using the FSL Event Registration Form in Purple Post and will be approved by a member of the Fraternity & Sorority Life staff.
- Events with Alcohol
- General Policy
- Open parties and events are not permitted at any time. A guest list must always be used.
- Events with alcohol are not permitted to be held Sunday after 6:00pm through Wednesday before 5:00pm.
- All events where alcohol is present are to be no longer than five (5) hours in length.
- All alcohol distribution must conclude thirty (30) minutes prior to the scheduled end of the event.
- Hard alcohol is not permitted.
- Defined as any alcoholic beverage that is above fifteen percent (15%) ABV or more (30 proof).
- There are to be no common sources of alcohol. This includes, but is not limited to kegs, party balls, and alcoholic punches.
- The possession or use of any apparatus, including but not limited to beer pong tables and beer funnels, used to facilitate the rapid consumption of alcohol or drinking games are not permitted.
- Encouraging and/or forcing consumption of alcohol and/or any other substance is a violation of University policy. Violators will be subject to sanctions.
- Alcohol cannot be purchased with chapter funds, nor may the purchase of it for members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the chapter.
- If an event is held on chapter premises, all non-members must be limited to a common area designated by the chapter hosting the event.
- For outdoor events, fences must be in place to mark off the designated event area.
- Chapter members, event monitors, and/or event security have the right to refuse and/or excuse intoxicated, violent, or otherwise disorderly guests at any time.
- All chapter functions where alcohol is present must be in compliance with all state, county, and local laws. This includes, but is not limited to Illinois Revised Statute, Chapter 43, section 131 and 183:
- Illinois Revised Statute Chapter 43, section 183: Any person who distributes or sells alcoholic liquor at any place within the state without having first obtained a valid license to do so of pettier offenses and fine no more than $500.00, and for a second offense or subsequent offenses, shall be guilty of a class B misdemeanor.
- Illinois Revised Statute Chapter 43, section 131: No person, associate, member, representative, agent or employee of such, shall sell, give, or deliver alcoholic liquor to any person under the age of 21 years, or to any intoxicated person or to any person known to him to be a habitual drunkard…no person, after purchasing or otherwise obtaining alcoholic liquor, shall sell, give, or deliver such alcoholic liquor to another person under the age of 21 years except in the performance of shall, in addition to other penalties provided for the act, be guilty of a class B misdemeanor.
- Classifications
- Third-Party Vendor
- Members and guests who choose to consume alcohol must provide their own or purchase through a third-party vendor. No one is permitted to drink out of a glass bottle at a self-hosted alcohol event.
- This includes, but is not limited to, beer bottles, wine coolers, and wine.
- Glass is permitted at third party alcohol events provided the third-party vendor sells a glass container
- All permitted alcohol must stay in the original container (i.e. no plastic cups).
- For all third-party vendor events where alcohol is present, regardless of the type of event or classification, the chapter must provide a copy of the venue's Certificate of Insurance (COI) to the FSL staff member overseeing event registration.
- The COI must show proof of a minimum per occurrence limit of $1,000,000 for general liability coverage
- The hosting facility or vendor must be listed as the primary insured on the certificate
- The fraternity/sorority organizing the event must be listed as the certificate holder.
- See 3rd Party Vendor Contract Resource
- Members and guests who choose to consume alcohol must provide their own or purchase through a third-party vendor. No one is permitted to drink out of a glass bottle at a self-hosted alcohol event.
- BYOB
- Alcohol check-in system for the BYOB event
- All alcohol must be checked into a single designated location within the chapter premises
- The designated alcohol location and alcohol distribution must be overseen by sober monitors
- A punch card or ticket system must be used for all BYOB events
- A punch card or ticket system must indicate the number of alcohol served checked into the designated location per person (i.e. a six-pack of alcohol would equal six individual tickets or six designations must be made on one card)
- A punch card or ticket system must identify the type and quantity of alcohol, along with the name of the guest or member over the age of 21, who is responsible for the alcohol
- The distribution of alcohol will be limited to those with either a punch card or ticket
- See BYOB Event Resource
- Alcohol check-in system for the BYOB event
- Third-Party Vendor
- Registration & Paperwork for Events with Alcohol
- Events with alcohol must be registered within 10 business days of the event.
- Member and guest identification for alcohol-related events:
- All identification must be accompanied by a photo and must show the date of birth. All identification must be shown at the facility entrance.
- The following is an approved list of proper forms of identification: driver's license, military ID, state-issued ID, or passport.
- A unique identifier (wristband or stamp) must be used to identify those that have been determined to be of "legal drinking age"
- A second/different unique identifier must be used to identify those that have been determined to NOT be of "legal drinking age"
- The social event registration form requires the following information:
- General information
- Date of event
- Start and end times
- Chapter President
- Primary event planner contact information
- Co-sponsorship information (if applicable)
- Event Information
- Type of event
- Event name
- Description/theme
- Venue
- Venue address
- Venue phone number
- Facility capacity
- Number of expected attendance
- Copy of agreement
- Transportation (if applicable)
- The vendor providing transportation name and phone number
- Location, date, and time of pick-up and drop-off
- Attach a copy of the agreement
- Food and Drink (if applicable)
- List of food provided. Chapters are encouraged to provide non-salty food items. Energy drinks do not count as beverages
- Receipts
- If food and drink were provided for an event, receipts need to be turned into the OSE and Event Registration Graduate Assistant by 4:30 pm on the business day following the event. This is to ensure that chapters are providing non-alcoholic options and non-salty snacks for attendees.
- Location and quantity of non-alcoholic beverages and food
- Alcohol Check-in system for BYOB events (if applicable)
- Describe how beverages will be checked in, stored, distributed, and checked out
- Third-party vendor (if applicable)
- Name, address, and contact phone number of Third-Party Vendor
- Event Monitors
- List name and contact phone number for the required number of event monitors
- Guest Lists
- Guest lists must include chapter members, alumni/ae, and guests attending the event
- Guestlist must be typed, include names (first and last), date of birth, and numbers pre-list and post-list
- A template is available on the WIU Fraternity/Sorority Life website
- The pre-list needs to be turned into the OSE and Event Registration Graduate Assistant with the event registration form.
- The post-list needs to be turned in to the OSE and the Event Registration Graduate Assistant by 4:30 pm on the business day following the event
- To allow for the attendance of chapter members guests who were not pre-registered for the event, guest lists may contain blank spaces in an amount of no more than 10% of the total number of invited guests.
- For example, for an event with 50 planned guests, there will be allowed no more than 5 (10% of 50) blank spaces on the guestlist for unregistered guests.
- When unregistered guests attend the event they must sign in by providing their name, date of birth, and the name of the chapter member who invited him or her.
- Blank spaces, for events with greater than 500 attendees, require advance approval by the FSL Coordinator
- The post list must reflect only those guests included on the original pre-list and no more than the number of approved bland spaces based on the original estimated planned pre-list
- Building a Guest List Resource
- Event Monitors
- All events at which alcohol is present shall have an event monitor team.
- If an event is co-sponsored, EACH sponsoring chapter must provide an event monitor team.
- The number of people on each chapter's pre-list determines the number of event monitors needed by EACH chapter.
- This number includes both members of the chapter and guests.
- The number to be supplied by EACH chapter are as follows:
- 2 monitors from each chapter for 1-25 people in attendance
- 4 monitors from each chapter for 26-50 people in attendance
- 6 monitors from each chapter for 51-75 people in attendance
- 8 monitors from each chapter for 76-100 people in attendance
- 10 monitors from each chapter for 101-125 people in attendance
- 12 monitors from each chapter for 126-150 people in attendance
- For more than 150 people in attendance, please see the FSL staff member overseeing event registration for the number of event monitors required at the event
- At a minimum, an event monitor team should consist of the following:
- At least one (1) executive board member, risk manager, or social chair which is encouraged to act as the head of the event monitor team
- At least half of the team members must be age 21 or older
- The one (1) executive board member, risk manager, or social chair may count toward one of the event monitors that must be age 21 or older
- Each event monitor is required to have a name tag or something identifiable denoting they are event monitors.
- Event monitors shall not consume any alcohol or use any illegal drugs or non-prescribed controlled substances at any time during or on the day of the event.
- Roles of an event monitor might include but are not limited to entrance monitors, fire exit monitors, beverage distributors, and intoxication monitors.
- Duties of a sober monitor:
- Identify what is risky behavior
- Can this behavior hurt someone?
- Has someone been hurt before with this type of behavior
- Does this behavior violate any laws
- Does this behavior violate any bylaws (University or national)?
- Once a risky behavior is identified then reduce and/or eliminate the behavior by calmly addressing the situation and removing the guest/member id need be
- Holmes Murphy Event Monitor Resource
- Security Guards
- For events that qualify for registration under the City of Macomb Mass Gathering ordinance, at which 150 or more people are in attendance, held outside and alcohol is present, hired certified uniformed security guards are required in addition to the Event Monitor Team.
- The number of people on each chapter's pre-list determines the number of event monitors needed by EACH chapter.
- This number includes both members of the chapter and guests.
- 2 security guards for 100-250 guests
- 4 security guards for 251-500 guests
- 6 security guards for 501-750 guests
- 8 security guards for 750-100 guests
- For more than 750 people in attendance, please see the FSL staff member overseeing event registration for the number of security guards required at the event
- General Policy
- Training - Event Registration & Risk Management
Safety & Emergency Procedures
- Death, Serious Injury, Threat to Individual Lives
- Restrict access to the chapter facility at once. Assign competent individuals to answer the telephone and the front door. The Chapter President cannot give instructions and maintain order if members are leaving and strangers are entering.
- Permit only your members and appropriate officials to enter. Try to keep members off their personal phones to avoid the passing of incomplete information prior to a statement being issued by the Chapter President. If your chapter does not provide housing, identify a common meeting place.
- If emergency assistance is necessary, dial 911 and provide the dispatcher with complete information on the situation. Be calm and concise. The dispatcher will contact the support and response teams required notification (i.e. ambulance, fire department, police department, etc.)
- Before you leave the telephone, contact the Office of Student Engagement (309-298-3232) and/or the Office of Public Safety (309-298-1949), your Chapter Advisor(s). If there is any doubt whether or not the situation is serious enough to warrant calling, PLEASE CALL!
- Assemble your members in a group. Explain there is an emergency situation and the chapter facility is closed. Ask the members to cooperate in controlling outgoing phone calls until the situation is under control. The Chapter President will be the official spokesperson for the chapter. Do not discuss the situation with anyone outside the chapter membership until the policy, University officials, and your Advisor have arrived. At that time it will be discussed exactly what has happened and determine jointly what steps will be taken to manage the situation.
- If there are members of the chapter who are not present for this meeting, a member of the chapter should be assigned to inform each of them as to the situation upon their return.
- Your Inter/National headquarters will need to be notified at the earliest opportunity. Specific information to be shared, as well as questions, which they may be able to answer, can be formulated prior to the call through discussion with University officials and your chapter Faculty/Staff Advisor.
- If the press should contact the chapter, only the Chapter President or Chapter Advisor should speak on behalf of the chapter. With the help of your National Organization, Advisor, and University officials, an official written statement should be prepared. Decline comment until such a statement has been completed. Do not release any name until it has been determined it is appropriate.
- If the situation is death outside the chapter living space, do not announce it until University and your Chapter Advisor(s) have arrived to help.
- In the event of a serious injury or death, it is the role of the University personnel and/or medical/law enforcement personnel to notify the parents. You should, however, have parent/guardian information on file and available to the proper authorities. When you know the family has been notified, it is appropriate for a chapter representative to call and share sympathies and concerns.
- In the event of a death, you will want to make arrangements for any roommates to temporarily relocate to another living space. Restrict access to the deceased member's room until his/her personal possessions are removed.
- If a member dies, do not move any of the deceased student's personal possessions. When proper time has passed, you will call the family to ask what their wishes are regarding his/her personal possessions. You may offer to pack them in boxes or offer to assist the parent/guardians if they choose to pack the belongings themselves. Before they arrive, be sure all borrowed items are returned to the deceased student's room. If the parents/guardians do choose to pack the belongings themselves, you can make packing materials available and offer to help. Respect the family's wishes no matter how difficult they may become.
- The University official involved will initiate the notifications within the University of those offices, which would interact with the injured or deceased student (i.e. departmental offices and professors).
- University officials are always available to council and to provide general assistance to chapter members. Do not hesitate to call for help. Individual and group counseling are strongly recommended following any crisis situation. No matter how well things may appear on the surface, counseling and other support services are often necessary.
- If the funeral is in the state, it will mean a great deal to the family for members of the chapter to attend. If the funeral is too great a distance for the general membership to attend, arrangements can be made for a local memorial service. Most fraternities and sororities have ritual ceremonies to be conducted in the event of a member's death. The arrangement may be made by the Chapter President to hold this ceremony at the appropriate time.
- In the case of serious injury or illness, inquire about the visitation wishes of the family and communicate this too and coordinate this with members of the chapter.
- In any emergency use tact and caution in your statements to members, media/press officials, and others. Avoid speculation and hearsay. Remember to issue only the prepared official statement to the media/press.
- Fire
- Create a rooming chart resembling the house floor plan. List the residents of each room directly on the floor plan. Note any information next to the individual's name, which might become important to the fire department (i.e. physical limitations). Note the placement of beds and identify the occupant of each on the floor plan.
- Make two copies of these documents. Give one to each of your next-door neighbors (even if they are not a fraternity/sorority). Keep the original in a publicized place (i.e. chapter room, desk drawer in the common room, etc.).
- Develop escape routes for each room. Permanently affix the room's escape route to the back of the room's door.
- Should a fire break out, dial 911. When the fire department arrives, you will need to assist them in determining if anyone was left in the house, and if so, where they might be found. The floor plan can be of great benefit at a point when chapter officers may not have the time to try to recall numerous name and rooming situations.
- Identify a common meeting place outside the house for members to gather in the event of a fire. This can be a tree, a nearby fraternity/sorority front lawn, or any predetermined location. Ensure the location is a safe distance from the house and out of the way where emergency vehicles will enter the property. At that point, get a neighbor's copy of the rooming list and take attendance. Make a note of any individuals who are missing and the probability of their remaining inside the house. This step must be taken as quickly and efficiently as possible.
- The Chapter President or highest-ranking officer present will communicate this information to the fire department. The fire department Incident Commander will be identified either by wearing an orange vest with Incident Command on it, or by being in a fire department vehicle with a green flashing light on top. Another designated officer should be calling those individuals identified in the general emergency procedures listed previously (i.e. University officials, Chapter Advisor(s)). It is suggested that a listing of all necessary phone numbers be kept with the copies of the floor plan.
- Keep chapter members together. Under no circumstances should any member of the chapter return to the burning building.
- 8. Upon their arrival, University officials and the Chapter Advisor(s) will begin to make temporary living arrangements as necessary.
- The Chapter President should organize a timed fire drill each semester. The Macomb Fire Department is willing to assist in the education components of a fire drill.
- The chapter should sponsor a program/presentation by the Macomb Fire Department on fire safety.
Statement of Student Welfare and Responsibility
- The safety and welfare of our students are of the highest importance to Western Illinois University (WIU) and the fraternity/sorority community. There will be times when individual students, both on and off-campus, may be in critical need of assistance from medical or other professional personnel. WIU and the fraternity/sorority community hope these students will seek help and other students or individual organizations will respond to obtain the help their fellow student needs. To that end, Western Illinois University wants to minimize any hesitation students might have in obtaining help due to concern that their own behavior or chapter behavior might be a violation of University policy.
- While policy violations cannot be overlooked, WIU staff members may take into consideration the positive impact of reporting an incident on the welfare of students when determining the appropriate response for policy violations by the reporter of the incident. Any possible negative consequences for the organization or individual reporting the problem may be weighed in the overall assessment of possible negative consequences for the student who needs intervention. At a minimum, WIU hopes a student would make an anonymous report that would put the student in need in touch with professional help.
Authority and Jurisdiction
- Violations of this policy manual will be reviewed by the Office of Student Engagement staff. Should substantial evidence exist that a violation has occurred the information will be referred to the Fraternity and Sorority Life Accountability Board and/or the Office of Student Rights & Responsibilities
- Generally, jurisdiction and discipline shall be limited to conduct which occurs on University or chapter premises, at chapter activities, or which adversely affect the University community and/or the pursuit of its objectives.
- Although not all acts of individual chapter members can or should be attributable to the chapter, any chapter or its members should be held responsible for its actions as described herein.
- Occasional lapses by individual members or isolated individual failures in restraint should not be chargeable to the chapter, but evidence of chapter conduct exists where:
- Members of the chapter act in concert, or the chapter provides the impetus for members, to violate University policy;
- A violation arises out of a chapter sponsored, financed, or endorsed event;
- A chapter officer has knowledge of the incident before it occurs and fails to take corrective action
- The incident occurs on the premises owned, operated, or leased by the chapter;
- A pattern of individual violations is found to have existed without proper and appropriate chapter control, remedy, or sanction.
- In determining whether a chapter may be held collectively responsible for the individual acts of its members, all of the factors and circumstances surrounding the specific incident will be reviewed and evaluated. As a guiding principle, chapters will be held responsible for the acts of their members when those acts are out of or are in any way related to chapter life.
- See the Fraternity & Sorority Life Accountability Board Constitution for additional information.
Document Revisions
- This document should be assessed, evaluated, reviewed, and updated by the Fraternity/Sorority Advisor at a minimum on a yearly basis.
- Every three years this document should be assessed, evaluated, reviewed and updated by a Policy Review Committee. This committee should comprise fraternity/sorority members and advisors along with the University Risk Management Officer and appointed University staff members. The Fraternity/Sorority Advisor will chair this committee.
- Updates to this document can be made through one of the following ways and must be approved by the Director of Student Engagement
- Recommendations voted upon by any or all governing councils (individual chapters must work through their respective councils)
- Through the Policy Review Committee
- FSL Coordinator
- Previous five (5) Revisions: Summer 2017, Spring 2012; Spring 2010; October 2007; February 2006
Additional Resources
- Western Illinois University Risk Management & Emergency Preparedness
- Western Illinois University Student Code of Conduc
- City of Macomb Municipal Code - Mass Gathering, Article VI, Section 4-118
- McDonough County Food Ordinance
- City of Macomb Municipal Code - Offenses Against Public Order, Article II, Section 16-16, 16.1
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