FRATERNITY AND SORORITY LIFE HANDBOOK Forms, Documents and Resources
TABLE OF CONTENTS Introduction.......................................................................................................3 Chapter Ritual, Change of Status, Event Reporting Forms..............................4 Fundraising Proposal, Public Posting and Campus Chalking Forms................5 Duplicate Center Request Form, Large Event Planning and Contracts and Agreements.......................................................................................................6 Campus Film and Political Activity Policy, Liability Form and Grill Permit ..............................................................................................................7 On-Campus Student Organization Accounts.....................................................8 Check Payment, New Vendor and Reimbursement Forms...............................9 Grant Request, SGA Change of Representative and Semester Recognition Forms............................................................................................10 Chapter Rosters and Character Clause............................................................11 FERPA and Chapter Academic Reports............................................................12
INTRODUCTION Organizations should refer to the Recognized Student Organization (RSO) Handbook for more information on programming forms, policies, and procedures. The following are summaries of commonly used programming, documents, and resources for fraternal organizations. Fraternity & Sorority Campus Cruiser Page All necessary forms, documents, and resources pertaining to fraternal organizations can be found on the Fraternity and Sorority Life Campus Cruisier committee page. To access the Fraternity and Sorority Life (FSL) committee page, students should log into Campus Cruiser, then click on @Widener, then Committees, then My Committees. Recognized Student Organization and Student Government Association Campus Cruiser Pages There are many other forms documents, and resources that must be utilized by fraternal organizations. Depending on the nature of the form or resource, students should check both the Recognized Student Organization committee page or the Student Government Association club page on Campus Cruiser. To access these pages, students should log into Campus Cruiser, then click on @Widener, then Committees or Clubs, then All Committees, and then search for the appropriate page.
CHAPTER RITUAL REGISTRATION, CHANGE OF MEMBER STATUS, EVENT REPORTING Chapter Ritual Registration Chapters should complete this form for all on-campus ritual events to ensure privacy from University staff and compliance with the Office of Student Life. Ritual Registration must be completed at least 7 business days in advance prior to the event in order to appropriately notify University staff members. The form can be found on the Fraternity and Sorority Life Campus Cruisier committee page. Change of Member Status Form This form should be used within 48 hours to report a change of membership for new members or associates who have dropped from their new member education or intake process and for initiated members who have disaffiliated or disassociated from the organization. Event Reporting Form In order to accurately track the success of our student clubs and organizations at Widener University, the Office of Student Life requires all recognized student organizations to submit this form for every organization sponsored event (with the exception of general & executive member meetings). The Office of Student Life and the Student Government Association will use this information to determine funding eligibility, awards eligibility, and assessment needs. This form is also a requirement for Points of Pride. All events should be submitted no later than 5 business days after the event has occurred. This form will close on the last day of classes each semester. The form can be located on the RSO committee page.
FUNDRAISING PROPOSAL, PUBLIC POSTING AND CAMPUS CHALKING FORMS Fundraising Proposal Form Anytime money or goods are being collected by a student group, a fundraising proposal form is required to be submitted to the Office of Student Life. The form must be submitted no later than seven (7) business days prior to the date of the fundraiser for approval. Chapters will need several signatures prior to submitting it for approval to OSL. The form is available on the RSO committee cruisier page. Public Posting Policy Form All students, faculty, staff, and guests must request permission from the Office of Student Life to post on campus using this form. Any flyers (including handing out flyers) or signs found improperly posted will be immediately removed and groups may be sanctioned. All advertisements require 24 hours for review and approval from the Office of Student Life. The form can be located on the RSO committee page. Campus Chalking Policy Form All students, faculty, staff, and guests must request permission from the Office of Student Life to chalk on sidewalks on campus using this form. Any unauthorized chalking found will be immediately removed and groups may be sanctioned. The review and approval process will take approximately 48 hours from the time of submission. The form can be located on the RSO committee page.
DUPLICATE CENTER REQUEST FORM, LARGE EVENTÂ PLANNING ANDÂ CONTRACTS AND AGREEMENTS Duplicating Center Request Form Recognized student organizations should use this form to request in advance, any Widener University duplicating center needs from copies, to enlargement printing, to finishing. The form can be located on the RSO committee page. Social & Large Event Planning & Management Agreement This document is a contract between the student organization, their oncampus faculty/staff advisor, and the University managed through the University Center administration office. The agreement is needed for ALL dance parties and large social events held at the University that will attract a large group or non-Widener guests. Student Organizations are required to meet with the Director of the University Center Administration at least one semester in advance to inquire and request an event of this magnitude. To determine if an event needs the Social & Large Event Planning & Management Agreement, groups should contact the Director of University Center Administration for further consultation a semester in advance. Contracts & Agreements Student organizations, students, faculty, and/or staff are not permitted to enter legally binding contractual agreements on behalf of the university. Groups must submit all contracts, technical riders, and detailed third-party service agreements to the Office of Student Life for proper redirection to the appropriate university department for approval. Once the documents are signed by the University legal department, the documents will be returned to the organization to return to the vendor. This process may take up to 3 weeks.
CAMPUS FILM AND POLITICAL ACTIVITY POLICY, LIABILITY FORM AND GRILL PERMIT Campus Film Public Viewing Policy Any showing of a movie on campus must adhere to guidelines established by the Federal Copyright Act (Title 17 of the United States Code). Movies shown in any campus facility (with the exception of an individual’s residence hall room) are subject to the “public showing” provisions of this act. If you wish to show a movie, you must obtain and purchase public performance rights prior to viewing. Public performance rights may be purchased through various movie licensing agencies. Students, faculty, or staff members will not be permitted to show a movie on campus in an open public space without the movie license. Per the Federal Copyright Act, there are two exceptions to this requirement outlined in the Student Handbook. University Policy On Campus Political Activity For more information on the University’s campus political activity policy, see the University Relations department. Student Organization Liability Release Form Recognized student organization can use this liability release as a standard waiver that can be adapted for an organization's use by describing the high-risk activity or event in the Indemnity Clause. The form can be located on the RSO committee page. Grill Permit A grill permit must be filed through the University Center Administration office for any proposed events that require using a grill. A permit should be filed at least 2 weeks before an event.
ON CAMPUS STUDENT ORGANIZATION ACCOUNTS Chapters should follow all policies and procedures in regard to student organization on-campus accounts listed below: * Students are unable to view their organization account on their own and should work closely with their faculty/staff advisor to monitor the account for spending and deficits. * Groups must deposit funds or request funding from SGA (following their requirements and procedures) into an account prior to requesting any funds for payments. Students may use the funds within their on-campus account to make a check request, transfer of funds, reimbursement of funds, and duplication charge. However, the account does not allow for “ATM” type withdrawals of cash. Additionally, the organization must have enough funds within the account to make requests as deficits are not allowed. * If an organization changes their advisor, the new advisor must complete the steps outlined in the RSO handbook to obtain permission the view the student organization account. * It is the responsibility of the group’s president, treasurer, and faculty/staff advisor to transfer all account information to new officers after changing terms. Groups may be fined for requesting account information from the Office of Student Life or the Student Government Association. * Recognized student organization members, leaders, or faculty/staff advisors can deposit checks or cash from dues or fundraising into their student organization account by visiting Lipka Hall. Check deposits must be payable to: “Widener University – Recognized Student Organization Name”.
CHECK PAYMENT, NEW VENDOR AND REIMBURSEMENT FORMS Check Payment Request Form The Check Payment Request Form is used when requesting a payment directly to the vendor when there is an invoice available for the expense to be incurred. The check payment request form is submitted to the Student Government Association forms box located on the outside of their office. Payment request vouchers are processed and reviewed by the SGA Treasurer and Assistant Dean for Student Life. If approved, the voucher will be sent to the Accounts Payable Office and a check will be generated. For further instructions on how to complete the form, see the RSO handbook. The form can be found on the RSO committee page. New Vendor Information Form If a company or vendor has yet to be authorized by the University’s accounting department, they are required to fill out this form prior to any check payment request submissions. All required documentation must be submitted properly before processing will occur. A form should be submitted at least one month before payment is needed. The form can be located on the RSO committee page. Student Organization Reimbursement Form Recognized student organizations may request funds out of their on-campus accounts to directly reimbursement members or their on-campus faculty/staff advisor for out-of-pocket expenses related to the programs or activities of the organization. Forms are processed and reviewed by the SGA Treasurer and Assistant Dean for Student Life. If approved, the form will be sent to the Accounts Payable Office and a check will be generated. All required documentation must be submitted properly before processing will occur. Payments can take up to 3 weeks. For further instructions on how to complete the form or qualifications on reimbursements, see the RSO handbook or the Student Government Association. The form can be found on the RSO committee page.
GRANT REQUEST, SGA CHANGE OF REPRESENTATIVE AND SEMESTER RECOGNITION FORMS Grant Request Form This form can be found on the Student Government Association’s campus cruiser club page. Recognized student organizations who are eligible to receive grants can use this form to request funds for upcoming programs and conferences. See the RSO handbook or Student Government for more information on qualifications and procedures. SGA Change of Representative Form The form is used by recognized student organizations to officially change organization representatives that are assigned to attend the SGA Town Hall meetings on behalf of their organization. Multiple changes per semester are not permitted. Please note that processing may require at least three business days. The form can be located on the RSO committee page. Semester Recognition Form Every semester recognized student organizations must complete this form by the designated deadline at the end of each semester (whether there are changes or not) to ensure that the Office of Student Life has all accurate and updated information. If an organization does not complete the semester recognition form by the due date, it will be placed on inactive status and have all benefits revoked. The form can be located on the RSO committee page.
CHAPTER ROSTERS AND CHARACTER CLAUSE Chapter Rosters Each chapter must maintain an active membership roster on file through the designated process (currently a Google Docs spreadsheet) at all times. Each semester, chapter presidents are given access to the google document and are asked to make adjustments two times a semester and as member statuses change. Chapter rosters should mirror the provided template for each group on their individual chapter tab. Graduating seniors should not be removed from rosters until an organization receives their Points of Pride results from the semester. Character Clause Form All elected leaders of recognized student organizations must fill out this form at the beginning of their term. The Character Clause form holds student leaders to high standards of ethical behavior and ensures that they adhere to all university policies. Any violations of Widener University or the Office of Student Life policies may result in the removal of that student’s leadership position. The form can be located on the RSO committee page.
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FERPA AND CHAPTER ACADEMIC REPORTS FERPA & Chapter Academic Reports The Office of Student Life is required to adhere to the Administrative Information Systems Confidentiality Agreement, Institutional Data Policy, and most importantly, the Family Educational Rights and Privacy Act (FERPA) in regard to student educational records. The Family Educational Rights and Privacy Act (FERPA) is a federal law enacted in 1974 that protects the confidentiality of a student’s educational records. As a condition of membership in a recognized fraternal group, each member is required to sign an “Information Release Consent Form” authorizing the release of grades and other information to the Office of Student Life for the purpose of monitoring the academic performance of chapters and members. Grade reports are prepared to help chapters identify those members in need of academic assistance and to acknowledge those members doing well academically. This information may also be provided to organization executive board officers and advisors, governing council executive board officers, new member educator / intake coordinators, academic chairs, Greek honorary society officers, and inter/national headquarters staff but may not be rereleased by them. Unauthorized release of grade information may jeopardize the chapter’s recognized status. The Office of Student Life will calculate the cumulative GPA for overall men’s/women’s, members, chapters, and councils, at the end of the fall and spring term. This process will only be done once a semester (spite any missing members, changes of grades, or disaffiliated members who were not removed) and will be based off of submitted chapter rosters. A printed list of member grades will be available for pick-up during the first week of classes from the Office of Student Life. No electronic copies will be provided. Only approved receiving parties may receive a printed copy and must sign a confidentiality form prior to any releases.
OTHER EVENT REGISTRATION FORMS Other Event Registration Forms From time to time, special events such as the Student Involvement Fair, Homecoming, Widener Day, etc. will occur. Each of these events require students or groups to register to participate. These forms can be located on the RSO committee page once registration is open for the event. Students will be notified using the Recognized Student Organization email listing when registration for particular events is open. Groups must follow all directives outlined in the forms and or emailed communications about the impending event.