Vanderbilt University - DOC

Document Sample
Vanderbilt University - DOC Powered By Docstoc
					Vanderbilt University Fraternity and Sorority Standards Resource Guide The Standards Resource Guide is intended to help chapter officers by identifying campus resources to help chapters meet the standards each year as well guide officers through the process of filling out the online standards report. We will make additions and changes to the guide as needed throughout the year. Please contact the Office of Greek Life is you have questions. Standard Area 1: Campus Involvement 1. At least 50% of chapter membership is involved in at least one other campus organization or activity at the University or has an on-campus part time job This should be documented by listing members on a spreadsheet with the other campus organizations and/or campus jobs they are involved in next to their name. 2. Chapter is actively involved in Homecoming activities Involvement can include building a float, participating in Homecoming Day of Service, the Spirit Cup Competition, or any other University sponsored activities. This should be documented by explaining what events and activities the chapter was involved with through the Homecoming festivities – spirit cup competition events, outstanding senior nominees, float building, day of service, etc. When possible, include details regarding the number of members that participated and what the chapter gained from their participation. For example: Our chapter was actively involved in the Homecoming spirit competition, winning 3rd place in the Spirit Cup competition. We were proud to have Susie Senior nominated for one of the Most Outstanding Seniors. 15 members participated in the Homecoming Day of Service, volunteering at the local homeless shelter. Approximately 30 of our members worked diligently on our float alongside our partner. 3. Chapter participates in programming related to support of student athletes and school spirit Participation can include but not limited to co-sponsoring a program/event with a team, strongly encouraging attendance at athletic events, etc. Examples: Our chapter planned dad’s weekend around the Duke football game on 9/5/08. 25 dads attended a pre-game tailgate and the game with their daughters Our chapter hosted a dinner with women’s soccer team on 2/8/09. 12 members of the team had dinner at the chapter house with 20 members of the chapter. It was a great

opportunity for us to get to know the soccer players and learn more about their lives as student athletes. Our chapter announces basketball, baseball and soccer games each week and strongly encourages chapter members to attend. Our chapter participated in the Greek Tennis Challenge in April 2008. 7 members of our chapter attended each of the 5 tennis matches included in the challenge. Our chapter had a sophomore-senior swap on 1/30/09. We had dinner at the chapter house and then everyone attended the basketball game together. 42 members attended the swap. Visit the athletics website for schedules and team contact information: 4. Chapter sponsors or participates in an event/program with a non-Greek organization each year Chapters can achieve this standard by sponsoring an event with a non-Greek student organization or athletic team. This standard is best achieved by working on a project together than can be mutually beneficial for both groups. Documentation should include details of the event of program (date, time, number of members in attendance) as well as what the chapter gained from their involvement. For example, chapter sponsors a back to school bbq with the Black Student Alliance, chapter hosted a philanthropy event with the women’s soccer team, etc. Click on the link below to view a list of all student organizations at Vanderbilt: Standard Area 2: Chapter Operations 5. Chapter maintains facility to University and House Corporation standards Chapter facility is maintained to all standards written in applicable documents, including their lease, Memorandum of Understanding, and/or Greek Facility Management Program. Examples include but are not limited to, disposal of cans, cups and party decorations in a timely manner; facility improvement projects as deemed necessary by chapters and house corporations, etc. This standard applies only to chapters with facilities. For IFC fraternities, the Greek Area Maintenance Supervisor will conduct house tours each week, assigning a score (+, 0, -) for the chapter and for the housekeeping staff. Chapters that receive more than 4 negative reports will not meet this standard. Chapters should include a copy of their housing reports and/or a letter from their house corporation for documentation of this standard, along with an explanation. Sororities should ensure that recruitment decorations and any other lawn decorations (i.e. Watermelon Bust)

should be cleaned up in a timely manner and should submit a letter from their house corporation for documentation of this standard. 6. Chapter maintains a system for individual accountability when facility damage occurs Chapter limits the damage at the facility and holds members accountable if damage occurs. Chapter should indicate that it has an internal standards process, though does not need to explain this process in detail. This standard should be documented by outlining the process that the chapter utilizes for holding members accountable for damage to the facility. This could include sections from the chapter’s bylaws regarding damage and examples of how the chapter addressed the issues in the last year. 7. Chapter is in financial good standing with Vanderbilt University and their respective governing council Chapter has a zero balance or is on an approved payment plan to eliminate debt. This should be documented by a simple statement, for example: Our chapter maintains a zero balance with Panhellenic/NPHC/IFC. We paid our council dues on time and our chapter is on an approved payment plan with the university. All of our loans are being paid down as directed in our loan agreement. 8. Chapter maintains an updated website that communicates within and outside the membership Website is updated at least one time each semester with chapter events and information about the organization This should be documented by including a link to the chapter website and the dates of updates in the standards reporting year. Chapter websites should include information about the chapter, including history, recruitment, service/philanthropy, signature events, officers, members, alumni and parents. Potential members and their parents use the web to find out information about our chapters so it is very important to have accurate information about your chapter that represents the community well. Some chapters also include a member’s only section that can assist with internal communication efforts. 9. Chapter has an active alumni/ae advisory board or graduate chapter advisor(s) This should be documented by listing the chapter advisory board members with an explanation of the way that the chapter members interact with the advisors. 10. Chapter hosts at least one event for or with alumni/ae each year Examples include but are not limited to a Homecoming Tailgate or Founder’s Day Celebration that is publicized and open to all alumni/ae

Chapter can achieve this standard by hosting an annual event where all alumni/ae are invited to attend. Homecoming receptions and Founder’s Day events are the most common events that chapters host. This should be documented with an explanation of the event, and details regarding publicity and attendance. 11. Chapter communicates with chapter alumni/ae via newsletters, emails, websites, or other useful means at least once each semester This standard is documented by detailing the communication that the chapter has had with alumni. Dates for newsletter with an overview of their content and their distribution should be included. It is optimal for chapters to also include these newsletters as a pdf or e-newsletter on the chapter’s website so that alumni can see past issues as well. Standard Area 3: Community Service/Philanthropy 12. Chapter must average a minimum of 10 community service hours per member each year to be completed by no less than 75% of the chapter membership Chapter documents by listing members on a spreadsheet with the community service hours they completed and the appropriate corresponding agencies. In order to effectively complete this standard, community service chairs must be regularly collecting hours from individual members. Best practices for collecting this information include – the service chair send a box with a note card for all members around at each chapter meeting, any service hours that individual members have completed that week are added to their card, the service chair adds them to the spreadsheet every other week or once a month; service chair asks members to email them individually send their service hours to the service chairs each week to be added to the spreadsheet; service chair plans lots of chapter wide service events that will help members meet this standard and keeps track of their hours. A sample tracking spreadsheet is available here: 13. Chapter plans and executes at least one hands-on community service project each year that is completed by approximately 65% of the chapter membership Examples include but are not limited to park restoration, Salvation Army, Meals on Heals, and Habitat for Humanity. Chapters are encouraged to work with the Office of Active Citizenship and Service to develop ideas for community service. This standard can be achieved by sponsoring a single large scale service project where all members participate in a day of service (i.e. all chapter members participating in a day long Habitat for Humanity build) or by sponsoring a series of smaller events with the same agency (i.e. 5 members serving dinner at a local homeless shelter each Tuesday for the semester). Visit the link below for a listing of service opportunities and local agencies that need our support

14. Chapter participates in campus-wide community service or philanthropic events each year, involving approximately 65% of the chapter membership in one or more activities Examples include but are not limited to Dance Marathon, Homecoming Day of Service, and Alternative Spring Break. All chapter members do not need to participate in the same activity. For example 40% of chapter participates in Dance Marathon, 20% in Homecoming Day of Service, and 5% in Alternative Spring Break. This standard should be documented by making a list of all the campus wide community service and philanthropy events that the chapter participated in during the reporting year along with the number of chapter members that participated in the event. Example events include: Dance Marathon, Alternative Spring Break, Rites of Spring Day of Service and philanthropy events hosted by individual chapters that are for the entire community (i.e. benefits, sports tournaments, etc.)

15. Chapter plans and executes at least one philanthropic project/event each year, involving approximately 65% of the chapter membership raising money for a local or national charity Examples include athletic tournaments, benefits, bar-b-ques, etc. This standard should be documented by fully explaining the philanthropy event with details regarding publicity, attendance, chapter member involvement, the agency that the event is supporting and the amount of money donated. Standard Area 4: Education 16. Chapter sponsors or attends at least two educational programs related to risk management (drugs, alcohol, hazing, sexual assault, etc.) each year with approximately 65% of the chapter membership present at each program. In addition, the chapter must sponsor or attend educational programming in one of the following ways: A. 2 additional programs with approximately 65% of the chapter membership present at each program. One program should address diversity and the other program should be on the chapter’s choice. OR B. 5 additional programs with approximately 30% of the chapter membership present at each program. One program each year should address diversity and additional programs should be targeted towards specific groups within the chapter membership (i.e. class, potential career field or major specific programming) Examples include attending speakers on campus, inviting speakers to chapter meetings, GAMMA programs, etc. The number of members who attend a given program should be included, attendance lists are not necessary

There are many campus resources that can help with educational programming, please review the list to find programs that would be most beneficial to your chapter. The Bishop Joseph Johnson Black Cultural Center hosts a variety of speakers and programs each year. The calendar on the website will show upcoming events and you can contact staff members in the office to help you create a program for your chapter. Leadership Development & Intercultural Affairs sponsors leadership and diversity programs throughout the year that are listed on their website: In addition, the staff in LDIA can help chapters to plan a presentation or workshop on leadership or intercultural awareness. The staff is also available to make presentations on these subject areas to your chapter. Click on the link below to fill out a workshop request form and a staff member from LDIA will contact you: The Health Center staff can do presentations for chapters in the many health related topics, please contact Dorothy Gager at 322-3414 or Chapters can choose 2-3 topics from the list below to include in an educational program for the chapter. Contact Dorothy 3 weeks in advance of your desired date for the program.                    What do I do if I’m worried about a friend’s drinking or using drugs? Tips for drinking moderately Date Rape drugs A doctor prescribed it so it must be OK—use and misuse of prescription drugs I don’t do drugs, I just drink Staying safe if you drink Alcohol and sexual behaviors It can’t lead to addiction because it’s not a drug—food, shopping, internet, porn, gambling, etc. What’s the difference between abuse and addiction? How can I support a friend who is trying not to drink at all Travel Health Eating disorders Stress Reduction Injuries-Sprains and Strains Sexually transmitted Infections Contraception Choices and Issues HPV vaccine Self care for Colds (upper respiratory infections) Drinking, depression, insomnia and anxiety

The staff at the Schulman Center for Jewish Life can help you with educational programs and Hillel is an organization that is open to co-sponsoring events. Program ideas are listed below. If any organization would like to co-sponsor or attend any events with the Hillel or host any of the programs listed here, please contact Daniel Shulman at the Schulman Center (322-8376) or  Movie: West Bank Story: A musical comedy set in the fast-paced, fast-food world of competing falafel stands on the West Bank. David, an Israeli soldier, falls in love with Fatima, a beautiful Palestinian cashier, despite the animosity between their families' dueling restaurants. Can the couple's love withstand a 58-year-old conflict and their families' desire to control the future of the chick pea in the Middle East? o Tagline: a little singing, a little dancing, a lot of hummus. o Discussion after the movie about solving conflict using peaceful means. o Run time: 21 min  Movie: You Don’t Mess with the Zohan : Film starring Adam Sandler, an ex-Israeli antiterror agent gets tired of fighting and looks to come to the U.S. and become a hair stylist. o Lather. Rinse. Save the world o Discussion about solving conflicts and stereo-typing o Run Time: 113 Min  Movie: The Hebrew Hammer: Mordechai Jefferson Carver, aka the Hebrew Hammer, is an orthodox Jewish stud who goes on a mission to save Hanukkah. When Santa Claus's evil son Damian is pushed over the edge by his father's liberal policies, he does away with the Christian patriarch. Subsequently stepping into his father's role, Damian launches a campaign to eradicate the Jewish Holiday. The Hammer joins forces with Esther Bloomenbergensteinenthal, the gorgeous and dangerous daughter of the leader of the Jewish Justice League; and his brother-in-arms Mohammed Ali Paula Abdul Rahim, the head of the Kwanzaa Liberation Front, to topple Santa's evil progeny and to save Hanukkah for future generations of Jews o Tagline: Part man. Part street. 100% kosher. o Discussion after about stereo-typing in the modern day o Run time: 85 min  Food Tasting: Kosher Cooking from Around the World o A food filled experience explaining what kosher food is while being treated to delicacies from countries around the world.  Party: Israeli Cultural Night o A night filled with Israeli music, food, and dress. Partying Israeli stylie!  Party: Purim Costume Party @ Lonnie’s! o A celebration of the long time tradition of partying and dressing up for the festival of Purim. o Jews were attacked, we fought back and won, we party!  Speaker Series: Holocaust Lecture Series: o Hillel Co-sponsors the Vanderbilt Holocaust Lecture series and will put out a full list of programs as they come up. Tentative dates are as follows: 10/12; 10/23;10/28;11/02;11/09;11/11;11/16

The Psychological & Counseling Center can provide a variety of educational programs for chapters. We produce educational programs, thematic presentations and special events in a variety of venues including campus and community locations. Topics include: stress reduction, eating and body image issues, study skills, time management, depression, personal growth, and others related to healthy living and responsible decision-making. For complete information, please contact the Center at (615) 322-2571 (2-2571 if on campus).

Nora Spencer, Director of LGBTQI Life is a new member of the Vanderbilt staff. She brings a wealth of experience and can help chapters create interactive programs that will help educate members on diversity and social justice issues. Please contact her at if you would like to set up an educational event for your chapter.

The Victim Services Coordinator from the Vanderbilt Police Department and the Peer Advocates can provide multiple program ideas on issues such as dating/domestic violence/healthy relationships, internet safety, rape/sexual assault, stalking, date rape drugs/drug-facilitated rapes, etc. Nicole Jordan, Victim Service Coordinator from Vanderbilt Police Department has complied the list below for potential programs. Please contact her at 343-0883 or to utilize any of the programs listed below.  Dating/Domestic Violence/Healthy Relationships: To Live or Die You Decide This video reveals a domestic violence survivor’s account of life before, during, and after the nightmare. In addition, a psychologist discusses her work with domestic violence batterers. Upon completion of the video, a peer advocate will lead a discussion on the film. Pick a Name and Take a Journey… Each student is required to retrieve a piece of paper with a name of a domestic violence victim from a box and at the end of each journey (to include props, 911 calls-National Center on Domestic and Sexual Violence), the student will learn if he or she lives, dies, or goes to prison.  Internet Safety You are being watched… The Victim Services Coordinator and/or a Peer Advocate will conduct an interactive workshop to include a presentation and two videos entitled, ―Dateline NBC to Catch a Predator: Predator edition‖ and ―DATELINE NBC: To Catch A Predator - Boot Fetish Guy and more‖ which emphasize the prevalence of online predators.

What not to provide… All too often, students neglect to make their Facebook and Myspace profiles private. As a result, anyone is able to access their personal information such as their full name, address, date of birth, telephone number, etc. The Peer Advocates will pass out Internet safety cards to students in the Residence Halls.  Rape/Sexual Assault: YouTube Videos Students review a variety of videos to include the following: Stop Rape and Sexual Assault (Set Me Free), Female Sexual Violence, and Sex Abuse Slide Show. Upon completion of the movie series, the Peer Advocate will lead a discussion on the material viewed with the residents. You Have The Power Students review a video entitled, ―I Never Thought It Was Rape,‖ created by You Have the Power (A Nashville Community Domestic Violence Organization created by Andrea Conte). Upon completion of the movie, the Peer Advocate will lead a discussion on the material viewed with the residents. Clothesline Project Shirts In support of the efforts of the Women’s Center and Project Safe to educate Vanderbilt University on the issue of sexual assault, students create shirts to support fallen victims and survivors of sexual assault. The shirts will then be hung around the residence halls as an artistic expression of support and a vehicle of education on the issue of sexual assault. Sex Signals The Peer Advocates will conduct a lecture program (skits) that blends a unique combination of improvisational comedy, education, and audience participation. Sex signals provides a provocative look at the issues of dating, sex, and ultimately date rape on college campuses.  Stalking: In the Shadows Students engage in an open forum led by the Victim Services Coordinator, a Peer Advocate, and/or an Office of Housing and Residential Education staff member. The group leader and the students discuss what it means to be stalked and what they can do to protect themselves. On the Net… Students review a video entitled ―Women’s Awareness.‖ Upon completion of the video, the Peer Advocate will lead a discussion on the material viewed with the residents.  Date Rape Drugs/Drug-Facilitated Rapes:

The Scary Truth… Students review a video provided by Dateline which emphasizes date rape drugs. Upon completion of the video, the Peer Advocate will lead a discussion on the material viewed with the members. 7 out of 10 Research indicates that 30% of female date rape victims are attacked by a stranger, which means that 70% of female date rape victims know their attacker. The students are encouraged to engage in an open forum facilitated by the Victim Services Coordinator and/or a Peer Advocate on the issues of date-rape drugs and drug-facilitated rapes. The more students engage in open conversation regarding difficult issues such as those previously mentioned, the more they will speak out when they are faced with reality. 17. Chapter initiates new members within 8 weeks of the beginning of the new member education process This standard can be documented by a simple statement indicating the dates for giving out membership invitations and initiation. 18. Chapter submits new member education programs at a date determined by their respective governing council. This includes a written outline for the new member education programs of the local chapter and national organization, a detailed new member education calendar, and a signed hazing statement This standard can be documented by a simple statement indicating compliance with submission of new member education/intake paperwork. This is the link to policies page with all new member education and intake paperwork can be found.

Standard Area 5: Intellectual Development 19. Chapter GPA meets or exceeds a 3.0 GPA each semester. This will be graduated in for the next 3 years. Chapters will have met this standard by achieving a 2.7 at the March 1, 2006 trial year submission, a 2.8 for the March 1, 2007 submission, a 2.9 for the March 1, 2008 submission and a 3.0 thereafter. Each year, the semester grade point average of the previous Spring and Fall semesters will be evaluated. This standard is calculated by the grades submitted to the registrar. This standard does not require additional documentation as it is calculated by the registrar. 20. New member class GPA meets or exceeds a 3.0 GPA during their new member semester. This will be graduated in for the next 3 years. Chapters will have met this standard by

achieving a 2.7 at the March 1, 2006 trial year submission, a 2.8 for the March 1, 2007 submission, a 2.9 for the March 1, 2008 submission and a 3.0 thereafter. This standard is calculated by the grades submitted to the registrar. This standard does not require additional documentation as it is calculated by the registrar. 21. Chapter maintains an active scholarship program on file with the Office of Greek Life that asks members to establish academic goals, develop time management skills, provides support for members who fall below an established chapter minimum GPA and recognizes members for high academic achievement and for improvement. Chapter submits scholarship program at the beginning of each academic year. 22. Chapter hosts/plans at least one event or program to build positive relationships with faculty members each year This standard can be achieved by hosting dinner discussions, scholarship awards banquets or educational events with faculty members. Chapter cans apply for grants through the Office of Greek life to help finance events and programs with faculty members. Chapters that are interested in applying for a grant must submit a program description, intended learning outcomes, proposed budget, names and departments of faculty members that will participate in the program and the target audience within the chapter (i.e. History majors, seniors, etc.) via email to Kristin Torrey, Director of Greek Life Upon the completion of the program or event, the chapter must submit a follow up description including strengths and weaknesses of the program and the achievement of intended learning outcomes. Standard Area 6: Leadership 23. Chapter president or, in extenuating circumstance his/her designee, attends the Greek Leaders Retreat This standard can be documented by a simple statement of who attended the Greek Leaders Retreat. 24. At least one chapter member attends all leadership opportunities afforded by their national organization where it is expected that every chapter send at least one member. Examples include but are not limited to national conventions and leadership schools. Chapters should also document attendance at specialized leadership opportunities such as Leadershape, the Undergraduate Interfraternity Institute (UIFI), etc. This standard can be documented with a list of the members that attended the leadership opportunities, the dates of the events/programs and what the members gained from attending.

25. At least 65% of the chapter membership is actively engaged in chapter operations either through serving in a leadership role or on a committee A committee structure is in place that involves all members in the operation of the chapter in some meaningful way. This standard can be documented by explaining the committee system within the chapter with lists of committees, their responsibilities and accomplishments and how each member of the chapter is kept involved in their committee. Standard Area 7: Risk Management 26. Chapter is not charged with and found responsible for any violation of local, state and federal laws, Vanderbilt University policies, or governing council and respective national organization risk management policies This standard can be achieved through common sense and making good decisions. Chapters that have been charged with and found responsible for violations should document how they plan to ensure that the chapter does not make the same mistakes again. 27. Chapter plans at least three non-alcoholic social/brotherhood/sisterhood events each semester during the academic year Examples include but are not limited to bowling, restaurant outings, laser tag, movie nights, pizza parties, etc. This standard can be achieved by hosting at least 6 non-alcoholic brotherhood/sisterhood events during the standards reporting year. These events should be planned intentionally to enhance the members’ experience. This standard should be documented with a listing of non-alcoholic events, the dates and details of the event including the number of members that participated. 28. Chapter has appropriate Insurance Form and Chapter Risk Management policy on file in the Office of Greek Life This standard should be documented by confirming with the Office of Greek Life that the insurance form and risk management policy is on file. Standard Area 8: Values Integration 29. Chapter uses ritual at all prescribed times according to the national organization Chapter should only document the times it uses ritual and not anything specific about the ritual. For example, at chapter meetings, in goal setting, in creating the chapter calendar (balancing social activities with service, leadership and non-alcoholic events), etc.

This standard can be achieved through intentional activities surrounding the ritual and what it means to be a member of your organization. Ritual is not just something that happens at initiation, it should be something that can be seen through the actions and activities of the chapter and its members. For example, chapters can use their ritual in membership selection, identifying men or women that best exemplify the ideals of the chapter. Chapters can also use their ritual in goal setting and in calendar planning to help align the chapter’s activities and goals with the purpose of the organization. This standard can be documented simply by outlining the ways in which your chapter has used its ritual as a guide in the past year as well as a simple statement indicating when the chapter has actually performed the ritual.

30. Chapter maintains an active chapter standards process that holds members accountable to the organization’s stated mission and principles Chapter should not document individual actions but should verify that the national organization’s standards process is used by the chapter This standard should be documented by explaining the chapter’s standards board process (i.e who sits on the board, how often they meet, what kinds of things the standards board addresses with members, etc.). The chapter can include the sections of their bylaws regarding the standards board and internal accountability process.