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ROWAN UNIVERSITY POLICY 

 

Title: Greek Expansion Policy
Subject: Student Life
Policy No: SL: 2016:05
Applies: University-Wide
Issuing Authority: President
Responsible Officer: Vice President for Student Life and Dean of Students
Adopted: 08/11/2016
Last Revision: 08/01/2018
Last Reviewed: 08/01/2018


I. PURPOSE

The purpose of this policy is to ensure that the expansion of a new or returning Greek organization occurs in a manner that is consistent and conducive to the policies and mission statement of Rowan University.

II. ACCOUNTABILITY

Under the direction of the President, the Vice President for Student Life and Dean of Students shall implement and ensure compliance with this policy.

III. APPLICABILITY

This policy is applicable to all students of Rowan University.

IV. REFERENCES

National Panhellenic Conference (NPC) Extension Information 

V. POLICY 

  1. Rowan University recognizes that fraternities and sororities can provide significant positive experiences for development of student morals, ethics, academic endeavors, volunteerism, and social enrichment. The Office of Greek Affairs at Rowan University can only grant recognition and consider those groups that are affiliated with a National or International organization.
  2. To ensure that the expansion of a new or returning Greek organization occurs in a manner that is consistent and conducive to the policies and mission statement of Rowan University, any group that wants to identify itself with Greek letters and whose mission is social, not academic and that wishes to be recognized as a fraternity or sorority, will need to follow this policy. Any group wishing to colonize on our campus will be provided with the opportunity for successful colonization through a process that is a meaningful and rewarding experience for our existing Greek community.
  3. If the request is denied at any stage in the process, the interest group will not be permitted to reapply for the remainder of that semester and one additional full semester from the initial request date. Each governing body/council will recognize no more than one interest group as a colony within the governing body/council at one time. Therefore, the governing body/council will not be allowed to expand further until the colony has become a chartered chapter or has disbanded. If a council consists of both fraternities and sororities, the council may recognize one colonizing fraternity and sorority concurrently.
  4. Following Approval for Colonization from the Office of Greek Affairs
    1. The interest group members, representatives from the National Organization, and/or local alumnae or alumni chapters will work with the Office of Greek Affairs regarding the fulfillment of the Colony/New Chapter requirements. 

VI. ATTACHMENTS

  1. Attachment 1 – Expansion of a New or Returning Greek Organization
  2. Attachment 2 – Application for Recognition as a Greek Organization
  3. Attachment 3 – Colony/New Chapter Requirements


ATTACHMENT 1
EXPANSION OF A NEW OR RETURNING GREEK ORGANIZATION

Criteria for Expansion:

  1. For the addition of social Greek letter organizations, the expansion process can begin by any one of the following methods:
    1. An interested group of four or more students submit a letter requesting to establish a new or previously recognized national chapter on our campus to the Office of Greek Affairs.
    2. Through reviewing a formal petition for recognition by an organization coming off a disciplinary loss of University and/or National recognition.
    3. Formal expansion is deemed appropriate by the governing council and national Greek organizations will be invited by the University to participate in this process.

Process for Expansion:

  1. For a New GCOC, NPHC or IFC International/National Chapter 
    1. Upon receiving a written request to establish a new international/national chapter, the Office of Greek Affairs will initiate the following: 
      1. First, the Office of Greek Affairs must grant approval for the request to be reviewed and submitted.
      2. Once approval from the Office of Greek Affairs has been granted, the appropriate local Greek governing body/ council(s), (IGC, IFC, NPC, NPHC, or GCOC), will be notified of the expansion in the Greek system.
      3. Upon approval from the Office of Greek Affairs and notification to the local Greek governing body/council(s), the interest group requesting a chapter will provide the Office of Greek Affairs with the information on the "Application for Recognition as a Greek Organization" for review. The Office of Greek Affairs will review the required application information and make a recommendation regarding the request for expansion. It is the responsibility of the interest group and/or person(s) applying for expansion to adhere to all Greek policies and procedures as outlined in the Greek Handbook as well as policies and regulations outlined in the Rowan University Student Code of Conduct as a condition for expansion consideration.
      4. After reviewing the recommendation and consulting with the Office of Greek Affairs, the appropriate University Administrator (usually the Vice President for Student Life and Dean of Students) will make a final determination on the expansion request.
  2. For Expansion through National Panhellenic Conference (NPC):
    1. When a number of female students are unable to affiliate with the existing chapters, the NPC governing body may wish to either raise the chapter total or add another NPC sorority. The National Panhellenic Conference's governing body will use the National Panhellenic Conference (NPC) Extension procedures, as outlined in the NPC Manual of Information, as a guide when deciding to expand the number of sororities. The NPC area advisor and NPC Extension Committee Chairperson should be consulted regarding the options.
      1. The NPC governing body must be notified at a NPC meeting that there is an interest for expanding at the University.
      2. Each sorority must consult their national/local advisor about expansion.
      3. At the following NPC meeting, each organization gets one vote to accept or reject the possibility of expanding with a new Panhellenic sorority.
        1. If the Panhellenic majority vote is YES, the NPC is notified and a letter of information is sent to international/national sororities to solicit interest in extension at Rowan University. Consideration will be given to NPC chapters that have previously been at the campus and/or have letters of interest on file with the Office of Greek Affairs.
          1. From the organizations returning a letter of interest, the NPC governing council selects those it wishes to make presentations.
          2. Arrangements are made with each selected group for a campus presentation.
          3. After the presentations, the NPC governing council decides what organization meets the needs of the campus and issues an invitation.
          4. The NPC organization interested in applying for recognition must then follow the guidelines set for recognizing a new international/national chapter under Section A "For a New International/National Chapter.
        2. If the Panhellenic majority vote is NO, there will be no further action taken concerning extension.
          1. Even if there are women on campus interested in expanding an NPC organization, if there are no NPC organizations interested in expanding to Rowan University, no further action can take place.
  3. For a Recognized but Inactive Chapter:
    1. Greek organizations with no active student members are deemed inactive. In order to regain active status the organization will need to do the following
      1. For a Chapter that has been inactive for less than three consecutive academic years, the Chapter will not be required to recolonize but must submit a completed "Application for Recognition as a Greek Organization" in order to ensure that Chapter information is current with the Office of Greek Affairs.
      2. For a Chapter that has been inactive for three or more consecutive academic years, the Chapter will be required to recolonize following the procedures under Section A "For a New International/National Chapter."
  4. For a Previously Suspended National Chapter:
    1. Greek organizations whose recognition was suspended will not be permitted to apply for renewed recognition until a minimum of four years from the date which their recognition was suspended, unless otherwise noted by the University at the time of suspension/closing. Upon receiving a written request to establish a previously recognized national chapter, the Office of Greek Affairs will initiate the following:
      1. A meeting will be scheduled with the Office of Greek Affairs to discuss possible reorganization. A request for recognition must be submitted to the Office of Greek Affairs prior to the meeting. The request must include but is not limited to: a statement explaining the reason for suspending/closing the chapter, a new overall chapter advisor, no involvement from the members who were involved in the incident, and confirming payment of any money owed to Rowan University or the governing council.
      2. Once approval from the Office of Greek Affairs has been granted, the appropriate local Greek governing body/council(s), (IGC, IFC, NPC, NPHC, or GCOC), will be notified of expansion in the Greek system by a previously suspended organization.
      3. Upon approval from the Office of Greek Affairs and notification to the local Greek governing body/council(s), the interest group requesting a chapter will provide the Office of Greek Affairs with the information on the "Application for Recognition as a Greek Organization" for review. The Office of Greek Affairs will review the required application information and make a recommendation regarding the request for expansion. It is the responsibility of the interest group and/or person(s) applying for expansion to adhere to all Greek policies and procedures as outlined in the Greek Handbook as well as policies and regulations outlined in the Rowan University Student Code of Conduct as a condition for expansion consideration.
      4. For a Chapter that has been suspended for less than five consecutive academic years, the Chapter will not be required to recolonize but must submit a completed "Application for Recognition as a Greek Organization" in order to ensure that Chapter information is current with the Office of Greek Affairs.
      5. For a Chapter that has been suspended for more than five consecutive academic years, the Chapter will be required to recolonize following the procedures under Section A "For a New International/National Chapter
      6. After reviewing the recommendation and consulting with the Office of Greek Affairs, the appropriate University Administrator (usually the Vice President for Student Life and Dean of Students) will make a final determination on the expansion request.


ATTACHMENT 2
APPLICATION FOR RECOGNITION AS A GREEK ORGANIZATION

Following approval from the University that an expansion request will be reviewed and notification to the appropriate local Greek governing body/council(s), the following information must be submitted to the Office of Greek Affairs for review:

Information from the Interest Group Members:

  1. A list of the group's potential members and their class status.
    1. Potential members must meet requirements for New Membership in Greek Social Organizations. 
  2. Two potential campus/faculty advisors and letters from those faculty members verifying their willingness to serve in this capacity.
  3. Statement of purpose for establishing this organization.
  4. Organization Structure
    1. Executive officers
      1. Goals for each office
      2. Leadership training program for each office
    2. Standards/Judicial Board structure
  5. Standards for membership
    1. New member education program
  6. Plan for dues and fees and the operation of other chapter finances
    1. Dues from national organization
    2. Plans for liability insurance
  7. Statement concerning how this organization will contribute to the existing Greek community as well as campus community at Rowan University.
  8. Potential activities, programs, projects and/or the like, for the upcoming school year.  

Information from the National Office

  1. Reasons for establishing/re-establishing a chapter at Rowan University.
  2. Procedures for establishing a new chapter
  3. Expectations the National Office has of the University
    1. Colonization period
    2. Number of members needed to initiate colonization process
  1. Evaluation procedures to assess needs or other areas of support throughout the colonization period.
    Financial support provided by the National Office
    1. Dues and fees collected by National Office (Chapter and individual fees)
  2. Policy concerning Hazing
  3. Frequency of campus visits from National Office
  4. List of alumni associations, local alumni, and area collegiate chapters 
    1. Membership Requirements
    2. Pledge education requirements
  5. Commitment from National Office for continuous support to the new chapter


ATTACHMENT 3
COLONY/NEW CHAPTER REQUIREMENTS


  1. Within one month of the commencement of colonization, an anticipated timeline for colonization at Rowan University must be provided to the Office of Greek Affairs.
  2. Colonies are afforded the privileges given to all recognized Greek Organizations in good standing as outlined in the "Support For Greek Life" section of the Greek Handbook. The Office of Greek Affairs will discuss expectations concerning recruitment and membership intake activities, prior to chartering, with representatives of the colony. At least one representative of the colony must attend all governing body/council(s) meetings as Probationary Members and are encouraged to participate in all Greek community activities. Additionally, colonies are allowed to participate in all governing body/council(s) voting, but their members are not allowed to hold executive board positions in the governing body/council(s) until their charter has been secured.
  3. During the colonization period, the colony will develop programming in the following areas, with records of these provided as requested by the Office of Greek Affairs.
    1. Fraternity/Sorority Education
    2. Recruitment/Membership Intake
    3. Scholarship
    4. Officer Training and Transition
    5. Financial Responsibilities
    6. Alumni Relations
    7. Social Programming (to include substance abuse and risk management education)
    8. Community Service
    9. New Member Education and Hazing
    10. Local IGC/IFC/NPC/NPHC/GCOC involvement
    11. Other activities outlined by the University
  1. The colony must have an inter/national representative visit at least once each semester for the duration of the colony. This representative should meet with a staff member from the Office of Greek Affairs at least once a semester.
  2. The group must remain a colony for at least one fall or spring academic semester.
  3. Failure to meet any of the aforementioned requirements within one year of colonization will result in a review by the Office of Greek Affairs.


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