Fraternity/Sorority Recognition

Defined as the formal process by which Union College agrees that a fraternity or sorority may function on the campus, enroll members from the undergraduate body through recruitment/intake activities, and identifies its chapter with the College. For the purpose of this recognition policy, the terms “fraternity” and “sorority” are used to designate a collegiate Greek-letter organization. The organizations reviewed for recognition under this policy have all the following characteristics:

• They are entitled to single-sex membership under the provisions of Section 86.14 of regulations promulgated under Title IX of the U.S. Education Act Amendments of 1972.
• They are entitled to be subjectively selective in their membership within the limits stated under Section 86.14 of regulations promulgated under Title IX of the U.S. Education Act Amendments of 1972.
• They are legal corporations external to the College. In all cases, their chapter corporations, alumni corporations, and inter/national Greek organizations are incorporated separately from the College.*

*Note: The College is not legally responsible or liable for the acts of those organizations.

The Recognition Policy enables the College to maintain a record of Greek organizations. This record facilitates communication between the College and the Greek organizations and their members and permits the College to readily identify those Greek organizations which are entitled to the benefits of recognition. The Policy is further supported by the following assumptions:

• Fraternities and Sororities are an integral part of the educational environment at Union and are expected to support the mission and educational values of Union College.
• The College is concerned about student welfare outside the classroom and within the College residential units inhabited by fraternities and sororities.
• All national fraternities and sororities are required by their parent organizations to be recognized by the College.
• Mutual responsibility is needed between the College and the fraternities and sororities. Fraternities and sororities, by way of recognition, are accountable to the College.

Recognized fraternities and sororities enjoy benefits and privileges associated with their affiliation with Union College. It is understood that fraternities and sororities shall not use the name of the College for any purpose other than chapter identification. Any further use of the College’s name shall require the prior approval of the Dean of Students or designee. In no event shall any fraternity or sorority use the College’s name or tax identification number or hold itself out in such manner as to suggest that it is synonymous with, or authorized to act on behalf of, Union College or that its action are in any way approved, sponsored, or endorsed by Union College without prior approval. Violations of this may result in withdrawal of recognition.

All organizations, regardless of recognition level, must maintain comprehensive general liability insurance in the minimum amount of $1,000,000.00 (one million dollars) of primary liability coverage (each occurrence) with general aggregate coverage of at least $2,000,000.00 (total). Such liability insurance shall include Union College, its officers, employees and agents, as an additional named insured and shall be written with an insurance carrier acceptable to the College. A certificate of such insurance shall be forwarded to the College as evidence of such coverage, and the College must receive notice of any change, cancellation, or renewal of the policy. The insurance shall be considered primary over any and all collectable insurance that the College may have available.

Each fraternity or sorority seeking to gain or maintain recognition must have a collective responsibility for the behavior of members when in their chapter house or when acting as a group outside the chapter house. If a group does not have housing, members have collective responsibility when involved in activities on and off campus.

This policy constitutes Union’s procedure for conferring said recognition of social fraternities and sororities. It is expected, as the fraternity and sorority system expands, that this policy will be reviewed and adapted accordingly. There are three levels of recognition available to fraternities and sororities at Union College—Provisional, Full, and Probationary (see Maintaining Recognition section). Listed below are descriptions and conditions of each level of recognition.

Provisional recognition is given to new and/or returning organizations that seek to become fully recognized fraternities/sororities at Union College by the Vice President for Student Affairs/Dean of Students or designee and the respective governing council. Provisional recognition, once given, is good for a period of one (1) calendar year, defined as twelve (12) months from the date of recognition. If, at the end of that year, an organization has not met the criteria to become a fully recognized Greek organization, a decision will be made by the Vice President for Student Affairs/Dean of Students or designee, in consultation with the respective governing council, to extend provisional recognition or rescind recognition altogether. In order to request Provisional Recognition, an organization must fill out a Provisional Recognition Request application (including the information listed below) and file it with the Vice President for Student Affairs/Dean of Students or designee. A request for Provisional Recognition by a group submitting an incomplete application will not be considered until such time as the application is complete.

The following information must be supplied either within or attached to the Provisional Recognition Application:

• A petition for provisional recognition signed by at least three interested undergraduate students who have obtained sophomore academic standing at Union College.
• All membership must consist of undergraduate Union College students only.
• A demonstrated alumni base in the Capital District area from which active and involved advisors will be able to be drawn (who shall not be members of the College community).
• An Inter/National organization who has declared, in writing, an interest in affiliating with and supporting the group of students seeking membership.
• The Inter/National organization must be affiliated and in good standing with one of the umbrella organizations defined at the beginning of this document.
• Relevant information (as stated in application).
• A statement of purpose/principles.
• Organization goals/standards.
• Bylaws and constitution.
• An Inter/National Risk Management Policy.
• An acceptable set of rules of conduct by the national organization.
• A detailed chapter development plan. This plan will include:
  • Proposed new member education plans,
  • Organization advertisement and publicity plans,
  • Recruitment dates,
  • Recruitment methods,
  • Inter/National and local advisor involvement,
  • And any conferences, leadership opportunities, community service, or campus activities that are planned.

If applicable, documentation of support from the appropriate campus governing council (i.e. IFC, CPC or MGC) must also be submitted. If, at the current time, an appropriate governing council does not exist and all other conditions have been met, the Vice President for Student Affairs/Dean of Students or designee and the students interested in joining the group will meet to discuss alternatives.

Once granted provisional recognition, the following conditions must be met throughout the provisional period for a group to be considered for full recognition:

• Regular meetings with the appropriate fraternity/sorority advisor (i.e. Panhellenic Advisor, IFC Advisor).
• A demonstrated ability to recruit and sustain membership on campus.
• A minimum of five undergraduate Union College students who have reached sophomore status.
• Compliance with all College policies and procedures as outlined in the Student Handbook and with all Inter/National rules and regulations, along with all local, state, and federal laws.
• Campus/community involvement including, but not limited to, educational programming, community service, and philanthropy events.
• Active participation in, support from, and operation within the guidelines of the appropriate council, if applicable.
• Uninterrupted and on-going affiliation and involvement with the Inter/National Organization.

Please note that each student group seeking recognition at Union will be treated on an individual basis. The list above is not exhaustive and additional conditions may be added from time to time. Every effort will be made to provide advance notice of additional conditions.

While on provisional recognition, an organization may:

• Reserve rooms for meetings through the appropriate fraternity/sorority advisor (i.e. Panhellenic Advisor, IFC Advisor).
• Advertise the organization in accordance with policy.
• Recruit members within set guidelines.
• Co-sponsor campus events and programs with a fully recognized organization/club or campus department.
• Participate in the educational, social, and athletic program and activities of the College which are provided for fraternal organizations.
• Have voting rights on the appropriate governing council (but members cannot hold officer positions).
• Identify the chapter with Union and use the College’s name along with, but not in place of identification of the sponsoring body.

Full recognition is conferred upon a fraternity/sorority that:

1. meets the standards and criteria set forth by the Vice President for Student Affairs/Dean of Students or designee throughout its provisional recognition period; and
2. files a completed application for such recognition with the Vice President for Student Affairs/Dean of Students or designee prior to the expiration of the provisional period.

This application requires:

• An updated statement of purpose/principles.
• Organization goals/standards.
• Bylaws and constitution.
• A current membership roster.
• An officer listing.
• An activities report which includes all campus and community involvement through the provisional recognition period.
• A contact list of local advisors.

Final determination of whether or not full recognition is given to the organization will be made by the Vice President for Student Affairs/Dean of Students or designee based on the above required information and whether the provisional recognition requirements were met.

• Chapters are granted the ability to apply for on-campus housing through the SAC (Student Affairs Committee) process.
• Access to and use of College facilities for official functions.
• Co-sponsor campus events and programs with organizations with Provisional Recognition.
• Hold an officer position within the appropriate governing body.
• Ability for inclusion as a Recognized Organization in all published materials (i.e. college website, “All About U”, Garnet Yearbook, etc.)
• Advertise the organization in accordance with College policy.
• Recruit members within set guidelines.

Full Recognition will be maintained by chapters remaining in “good standing” as evaluated by being in compliance with the Student Conduct Code and the additional criteria and standards established by the Vice President for Student Affairs/Dean of Students or designee in this section. Should it be determined that a chapter is not in good standing, their recognition can be revoked or they can be put on Probationary Recognition for a period of time not to exceed one calendar year.

Full recognition may be revoked by the Vice President for Student Affairs and Dean of Students at any time for a chapter’s failure to comply with College and/or Inter/National rules, regulations, and policies. If a group is alleged of violating the Student Conduct Code, the Vice President for Student Affairs/Dean of Students or designee may halt all activities of the group until the conduct process is complete. It is possible that a chapter will lose all recognition as a result of the conduct process, at which point it will cease to exist at Union College either permanently or for a determined period of time.

A chapter’s recognition can be revoked or the chapter can be put on Probationary Recognition for various reasons including, but not limited to, the following:

• If the chapter receives a one year SAC (Student Affairs Committee) review, if applicable.
• If the membership numbers fall below the minimum of three undergraduate students.
• If a chapter is found to be recruiting from a population other than Union College Undergraduate students of at least sophomore academic status.
• Not complying with College rules, regulations, and policies.
• Not complying with the terms of all contractual agreement with the College.
• Failure to update and maintain required documentation with the Vice President for StudentAffairs/Dean of Students or designee, including officer contact information.
• Failure to maintain membership rosters.
• Failure to submit lists of potential new members and have their qualifications verified prior to offering bids/invitations for membership.
• Failure to maintain insurance/submit an up to date certificate of insurance.
• Not maintaining the constitution and bylaws.
• Not maintaining detailed chapter development plans.
• Not active in the appropriate governing council.
• Failure to maintain positive and proactive campus/community involvement including, but not limited to, educational programming, community service, and philanthropy events.
• Failure to comply with the Rules of Public Order, adopted by the Union College Board ofTrustees, and, in particular, the provision prohibiting any action which recklessly or intentionally endangers anyone’s mental or physical health or involves the forced consumption of alcohol or other drugs for the purpose of initiation into or affiliation with the Chapter. This provision shall be deemed to be part of the Chapter’s bylaws.
• Failure to comply with generally accepted standards of neighborliness, including exterior neatness of the premises, the avoidance of unreasonable noise levels, and compliance withrelated local laws.
• For fraternities and sororities occupying College owned facilities, failure to maintain premises in conditions satisfactory to the College and in compliance with SAC (Student Affairs Council) regulations.
• For fraternities and sororities occupying facilities not owned by the College, failure to have certification to the College that there exists a house association (which shall sign such certification) which as assumed full responsibility for the physical condition of the facility and compliance with all applicable local codes, regulations, and standards for issuance of Certificate of Occupancy. Additionally, failure of an officer of the house association and the chapter president to certify that an annual safety inspection has been performed by an organization or person satisfactory to the College and that all violations have been corrected or are in the process of being corrected. Local authorities having jurisdiction include, but are not limited to, the Schenectady Fire Department and Building Inspector.

Probationary Recognition will last for a period of time not to exceed one calendar year. At the end of the prescribed Probationary Recognition Period, the decision will either be made to extend probation, to revoke all recognition, or to grant the chapter Full Recognition status. A chapter that has been placed on Probationary Recognition will have to meet all the criteria listed above for chapters seeking Full Recognition in addition to any sanctions in order to be considered for Full Recognition.

No student may rush, pledge, perpetuate, engage in initiation activities, or become a member of a fraternal or social organization not recognized by the College. Anyone engaging in those activities, either as a member, recruiter, or potential pledge, will be suspended for a minimum of one year or may be subject to additional penalties that could include expulsion from the College. A fraternal or social organization shall be covered by this rule if:

1. its leadership and/or a significant number of its members are Union College students, or
2. the members being recruited and offered membership are current Union College students.

Any student who is uncertain about the legitimacy of any group is encouraged to inquire in either the Fraternity & Sorority Life Office or the Dean of Students Office.