Greek Life Policies

Greek letter organizations have traditionally assumed a very active role in contributing to the cultural, educational and social life on ECU’s campus.  Sororities and fraternities are involved in educational programs, community service, philanthropic projects and leadership development, in addition to providing a strong bond of friendship. 

The Panhellenic Council governs the three sororities represented at ECU that are members of the National Panhellenic Conference (NPC); the Interfraternity Council (IFC) governs the three fraternities represented at ECU that are members of the North-American Interfraternity Conference; and the National Pan-Hellenic Council (NPHC) represents the one sorority and one fraternity at ECU that are members of the National Pan-Hellenic Council.  In addition to the guidelines below, Greek organizations will be held accountable to all policies found in the Student Handbook.

A.      Membership Requirements for Greek Organizations

1.        Requirements to Participate in Recruitment:

a)          All first-year students are welcome to participate in Formal Recruitment activities of Panhellenic and IFC.

 

b)          Returning or transfer students must have a cumulative grade point average of 2.50 or higher for Panhellenic Recruitment, while freshmen must have a 2.8 or higher. For IFC Recruitment, freshmen, returning students and transfer students must have a 2.7 or higher. For NPHC Intake, the GPA requirement will depend on the organization you are interested in joining.

 

c)          ECU’s NPHC organizations hold membership intake throughout the year (typically in the Spring) for students who have accumulated a minimum number of hours (usually 12 or more).  First-semester, first-
year students are not allowed to join these organizations.

 

d)          Must be an ECU student. ECU does not allow for students from other institutions to join Greek Organizations.

 

2.       Requirements to be Initiated:

a)          Prospective initiates who are returning or transfer students must have a cumulative grade point average of 2.0 during the most recent academic term.

 

b)         Greek organizations that have GPA and hour requirements for new members must conform to the standards of their Inter/national headquarters or those of Panhellenic, IFC or NPHC; whichever is higher.

 

c)          All fraternities and sororities must request a verification of academic qualifications of all prospective initiates from the Panhellenic, IFC or NPHC Advisor prior to initiating any ECU student.

 

d)         Greek organizations earning a term grade point average during the most recent grading period which is below the Non-Greek Men’s or Non-Greek Women’s average must hold a shortened new member education program and initiate new members prior to the end of the term during which they pledge.  If an organization exceeds the Non-Greek Men’s or Non-Greek Women’s average during the most recent grading period, they may wait until all grades are published before holding initiation but must initiate within the first two weeks of the following term.

 

e)         All fraternities and sororities must register all pre-initiation and initiation activities with the Office of Campus Life and Leadership three business days prior to the first activity.  No initiation activities may be conducted during Dead Week or the final examination period.

 

B.      Membership Requirements for Greek Organizations 

Many Greek organizations participate in Formal Recruitment at the beginning of Fall semester, although they are encouraged to recruit throughout the academic year as permitted by IFC, Panhellenic and NPHC. 

In addition to the guidelines defined by IFC, Panhellenic and NPHC regarding ethical recruitment standards and the acceptable time periods for recruitment activities, organizations shall adhere to the following guidelines: (1) no recruitment activities may be held during University orientation periods and (2) no recruitment activity may be held on a weeknight after 11:00pm.  Additionally, all recruitment activities must be dry (non-alcoholic) functions.

C.      Academic Requirements for Greek Organizations

The Panhellenic/Interfraternity/NPHC Council Policy for the Promotion of Scholastic Achievement requires all Greek organizations at ECU to maintain a term grade point average of the entire membership which is no lower than a 2.75 in order to remain in good standing.  This Policy also outlines corrective actions should a chapter’s GPA fall below a 2.75 for any amount of time.

 

D.     Reporting Requirements for Greek Organizations

In order to remain in good standing, ECU requires that all Greek organizations file the following reports and documentation with the Office of Campus Life and Leadership (forms are available in the office):

 

a)         Membership rosters must be filed within 14 days of the beginning of each semester.  Active, initiated members and new members must be designated clearly on the roster.  Any changes or additions to the roster must be made within one week of the change and no later than the last day of class each semester.  Examples of changes to the roster include newly initiated members or disaffiliated members.

 

b)         Officer and Advisor rosters and forms must be updated within one week following elections, when changes are made during the semester, and/or within 14 days of the beginning of each semester.  All Greek organizations must list a Chapter Advisor and Faculty Advisor on their rosters.

 

c)         The Grade release and Hazing Policy form must be filed with the Office of Campus Life and Leadership in order for an organization to have access to its members’ grades.  These forms must be filed immediately after new member recruitment programs, as well as within 14 days of the beginning of each semester to be turned in with the Chapter Roster and advisor Information.  The scholarship chairperson is responsible for reviewing the organization’s grade release forms each semester to make sure the forms are up to date.

 

d)         The following documentation must also be on file with the Office of Campus Life at the beginning of the Fall semester and as changes or renewals take place:

a.       chapter bylaws

b.      requirements for membership

c.       procedures for disaffiliating members in any category

d.      statements of dues and fees

e.      new member education programs

f.        risk management policies

g.      liability insurance policies and certificate of coverage

h.      chapter calendar for the current semester

i.         awards information

j.         anything else as deemed necessary by Office of Campus Life and Leadership, Office of Housing and Residence Life or Student Development

 

Exemptions may be granted if accompanied by a letter from the organization's inter/national headquarters and approved by the Director of Campus Life and Leadership

 

e)      All Greek organizations must maintain a house on campus with a current and active lease agreement, unless an exemption has been made with the Office of Campus Life and Leadership and the Office of Housing and Residence Life.


E.      Leadership Requirements

 

1.        Council Presidents: Students who are interested in being elected to the
position of President of any of the East Central University Interfraternity, Panhellenic or NPHC Councils must demonstrate the following in order to be eligible:

a)      They are a full-time enrolled student at East Central University.

b)      They have a minimum cumulative grade point average equal to or above the All Greek Average cumulative grade point average.

c)      They must be in good standing with their individual chapters, inter/national organizations and East Central University.

d)      Complete and submit a monthly update report to the Greek Advisor.

e)      Attend the President’s Roundtable monthly.

 

2.       Chapter Presidents: Students who are elected President of their respective chapters must demonstrate the following:

a)      Meet with the Greek Advisor on a monthly basis.

b)      Complete and submit a monthly update report to the Greek Advisor.

c)      Attend the President’s Roundtable monthly. 

F.       Probation Policy

If the required information, documentation and leadership requirements are not met, or the chapter is found to be in violation of any Campus Life and Leadership policies the chapter will be placed on probation.  Probation means that the recognized Greek Chapter is permitted to remain registered only upon the condition that it complies with all university rules and regulations and with other standards of conduct which the organization is directed to observe for the duration of the period of the probation.  

Probation may not exceed two semesters in duration for any given misconduct, except that violation of probationary conditions may be cause for extension of the probation for no more than two additional semesters or for suspension of some rights

 

Violations of policies set forth by the Office of Campus Life and Leadership could result in sanctions including, but not limited to:

1.        Disciplinary Warning:  A disciplinary warning is an official written notice expressing disapproval of conduct and a statement that the conduct violates one or more University rules or regulations.

2.       Probation: A chapter can be placed on probation for a specified period of time without the withdrawal of privileges granted to university organizations. For example, up to 30 days or less depending on the submission of missing material. Probation is a period of review during which the student or organization must demonstrate the ability to comply with university rules, regulations, and all other stipulated requirements.

3.       Restricted Probation: A chapter placed on probation may be restricted from use of university facilities and/or all other university granted privileges afforded Greek organizations such as the right to reserve a space on campus for meetings or events, or the right to hold events on or off-campus.

4.      Withdrawal of Recognition: A chapter may have its recognition withdrawn for a specified period of time depending on the offense and the outcome of the investigation.

5.       Other: Any sanction noted in the Student Code of Conduct if the chapter goes through the Judicial Process.

 

* The disciplinary action taken against a Recognized Student Organization does not exempt disciplinary action from being taken against individual members of the organization who were responsible for the violations of regulations and policies.

 G.      Starting a New Greek Organization: 

                Philosophy:

East Central University is committed to striving for excellence, including fostering a strong and united Greek community on our campus. Inviting and maintaining chapters with strong ideals and values that contribute to the ECU community is important. ECU strives to find a good balance of IFC, PHC and NPHC chapters on campus. The following are the current polices in regards to expansion/extension.

 

In order to foster community among the Greek organizations and to maintain close ties with the broader ECU campus, Greek organizations will reside in the
Greek Village. Exception to this policy will only be granted as outlined hereafter. Greek organizations maintain their recognized organizational status on ECU’s campus by residing in campus housing known as the Greek Village, by demonstrating effective stewardship of those facilities and by meeting all financial obligations resulting from the occupancy and upkeep of their houses.
 

                Requirements for All Interested Chapters:

To become a recognized Greek organization at ECU, the petitioning student group must be a member of one of the four national groups (National Panhellenic Council, National Pan-Hellenic Council, Inc., North -American Interfraternity Conference or the National Multicultural Greek Council, Inc.).  The group must submit a roster of members.  The group must have a minimum of six full-time, undergraduate ECU students representing different class standings and each with a minimum cumulative grade point average which meets the standard of the council they will be a part of when contacting the Greek Advisor.  

                Request

1.    Expansion/extension can be brought about in three ways:

a)      A student interest group can approach the Director of Campus Life and Leadership and the local governing councils for recognition

b)      A national organization can contact the Assistant Director of Greek Life to express the interest in the university

c)      The governing councils at ECU may petition to the Assistant Director of Campus Life and Leadership when they would like to expand 

Required Documents

Once the interest is expressed in any of the three ways, an expansion committee consisting of members from each of the governing councils, the Director of Campus Life and Leadership will meet to examine the current balance of chapters, student trends in recruitment, size of student population, and housing availability in order to determine the need or ability to expand within the council being discussed. At which point if the decision has been made that the council is ready to and in favor of expanding, the following information must be presented to the Director of Campus Life and Leadership in order to proceed in the process.

a.       History of the Organization

b.      Expansion/Extension packet including:

1)             Risk management policies

2)            Proof of liability insurance

3)            Letter of national support

4)            Scholarship information

5)            Educational programs (drugs, alcohol, hazing, sexual assault)

6)            New member education process

7)            Constitution/bylaws

8)            List of interested students

9)            List of potential Alumni Advisors and Faculty/Staff Advisors

10)         Alumni support in the area

11)           Timeline for expansion

12)          Letter of support for the ECU Greek community, values and procedures

13)          Letter of support for the local governing council

14)         Philanthropy information

15)          Programs and efforts typical of the organization

16)         If the organization had been on ECU’s campus in the past, proof must
be established that the organizations is in good standing with the
university regarding judicial and financial matters.

Process:   

Step 1

 

Once the expansion/extension packet and information is received, the committee will meet to discuss the submitted information and decide whether more information is needed or if they would like to invite the organization(s) to campus to present to the committee and current Greek chapters.

 

Step 2

After the presentation, feedback will be provided by the chapters and a recommendation will be made from the committee to either extend an invitation
to join the ECU Greek community or not to expand at that time. The Director of Campus Life and Leadership has the final authority in the recommendation decided upon by the committee.

a.       If an invitation is extended to a chapter, the chapter will work closely with the Director of Campus Life and Leadership and the respective council to revise and adhere to the expansion/extension plan.

b.      If an invitation is not extended to a chapter, a letter briefly stating the committee’s rationale will be sent to the interested chapter(s).

Step 3

a.       For Interfraternity Council Organizations: Upon the recommendation of the IFC and with the approval of the Director of Campus Life and Leadership, the IFC Advisor will then follow the procedure for expansion as outlined within the East Central University Interfraternity Council Constitution and Bylaws.

b.      For Panhellenic Council Organizations: Upon the recommendation of the Panhellenic Council and with the approval of the Director of Campus Life and Leadership, the Panhellenic Advisor will then follow the procedure for extension as outlined with the National Panhellenic Conference.

c.       For National Pan-Hellenic Council Organizations: Upon the recommendation of the University, NPHC will then follow the procedure for colonization as outlined by that organizations inter/national headquarters and the expansion policies of East Central University.

d.      The Vice President of Student Development has the power to overrule the individual councils on their recommendation either to expand or not to expand.

Step 4

Upon the Vice President of Student Development approval of the 
expansion committee and council’s recommendation, the Director of Campus Life and Leadership will re-review the required documentation of the organization
selected to join the Greek system at ECU and upon approval will extend an
invitation to join the ECU Greek Community.

H.     Greek Village 

All Greek Organizations must maintain a Lounge on ECU’s campus in the Greek Village in order to establish and maintain their status as a Social Greek organization, except where otherwise stated or except those groups that have received an exemption following Campus Life and Leadership policies. Any Greek organization that loses its Lounge privilege for any reason also forfeits its status as a recognized Greek organization on ECU’s campus. The University will not, at any time, recognize any chapter house off campus. 

Housing Lounge Requirement:

1.        Chapters may request a one year Lounge space from Housing and Residence Life. This request must be submitted in writing to the Office of Campus Life and Leadership and the Housing and Residence Life Office by the end of the semester prior to the year the extension is being requested. 

a)      The space is only good for one year. At the end of the year, the chapter will be examined to determine whether it will be allowed to remain in that location based on facility management and chapter standing, in addition to anything else deemed necessary by the Greek Advisor.