Greek Life Operations Manual

The Greek Life Operations Manual (GLOM) has been compiled and updated so as to provide everyone with a “master document” that is intended to contain all Greek life policies and procedures. This manual is a resource for: All members of all recognized fraternities and sororities at SUNY Cortland, all organizational and/or SUNY Cortland chapter advisors, and members of the SUNY Cortland administration. It could also be a resource to any and all National fraternity and/or sorority considering the possibility of expanding to SUNY Cortland.

All chapter, colony, and council members are required to be aware of the existence of this manual and to know its contents, follow its guidelines. This manual is intended to empower all “Greeks” and will enable individual members to show more initiative as they plan chapter, colony, and/or council programming.

All chapters, colonies, councils and/or individual members thereof will be held accountable for following all relevant procedures and protocols contained herein. Having this manual in place eliminates the excuse for any fraternity/sorority member to say they were not aware of something. 

Mandated training sessions will continue in areas such as recruitment and new member orientation. Other training sessions will be scheduled as needed. This manual is also intended to be used to enhance the transition process between outgoing and incoming chapter, colony, and/or council officers.

This manual will be reviewed on an annual or bi-annual basis and be updated as needed. Its readers should feel free to contact SUNY Cortland’s “Greek Advisor” if material is unclear or lacking.  Any forms to which this manual refers can be found elsewhere on the Fraternities and Sororities website.

Please keep in mind that special circumstances may alter at least some of the information contained within this manual. Special circumstances would include things such as an ongoing pandemic. Protocol information related to health concerns will not be contained in this manual as it can change so quickly. Visit the appropriate university website(s) for that information. I look forward to working with you as you navigate your way through Greek Life at SUNY Cortland!

Sandra Wohlleber
Associate Director, Campus Activities and Greek Affairs
SUNY Cortland Corey Union, Room 412
607-753-5769 (Office)
607-423-3294 (Cell)
Sandra.Wohlleber@cortland.edu

Note: This individual is often referred to as the Greek Advisor throughout this manual.
Manual last updated in July 2025.  Sections not yet updated will be noted.

Fraternity and sorority chapters/colonies will be held responsible for positive contributions to the primary educational mission of SUNY Cortland, and therefore are under an obligation to encourage the most complete personal development of their members intellectually, civically, and socially. In order to achieve these objectives, the following guidelines will be followed:

• The objectives and activities of the fraternity and sorority chapter/colony are to be in accord with the general aims and purposes of SUNY Cortland.
• Principles that are recognized by SUNY Cortland as legitimate purposes for fraternities and sororities include the promotion of scholarship and academic achievement, promotion of campus and community services, and the promotion of brotherhood and sisterhood.
• Conduct and behavior of fraternity and sorority members should reflect the above stated purposes for fraternal activities both on and off campus, and be consistent with the SUNY Cortland Code of Student Conduct and Related Policies. If this link fails, the document can be found on the Student Conduct website.
• Activities of fraternities and sororities recognized by SUNY Cortland (involving campus facilities and/or equipment with regard to fundraisers and other activities) will comply with all New York State, University Board of Trustees, SUNY Cortland College Council and campus administrative policies and procedures.
• For the purposes of local governance of fraternities and sororities, these policies are applicable to all such organizations regardless of their affiliation, or lack thereof, with any National organization.
• After appropriate review and consultation, SUNY Cortland reserves the right to impose sanctions on any fraternity, sorority and/or Greek council for violation of these or other Federal, State, New York State University System or SUNY Cortland rules and regulations. The National organization of any chapter/colony involved will be contacted and informed of the situation as appropriate.
• Any changes in chapter, colony, and/or Greek council rules, regulations, and procedures that are inconsistent with or found to be a departure from the current SUNY Cortland Fraternity/Sorority Policies and Procedures will require a meeting with the university’s Associate Director for Campus Activities and Greek Affairs (Greek Advisor) to discuss and resolve the matter. If an agreement is not reached, the matter will be referred to the university’s Director of Corey Union and Campus Activities and/or the university’s Vice President for Student Affairs (or their designee).
• Each chapter/colony will be expected to exercise fiscal responsibility and financial integrity. That being said, SUNY Cortland does not have any responsibility in this area as each group oversees their own finances.
• Each chapter/colony will be expected to make good decisions regarding any and all of its activities. Risk management must be a priority. All members are to be held accountable for their actions.

Duration of Affiliation and Recognition

Recognition for fraternities and sororities expanding to our campus will be provisional for one full year. After successfully completing a year of provisional recognition, recognition duration will be indefinite and subject to annual review. The Vice President for Student Affairs reserves the right to revoke university recognition if the fraternity or sorority fails to comply with any of the guidelines set herein. The Associate Director for Campus Activities and Greek Affairs (Greek Advisor) and/or the Student Conduct Office reserves the right to put on probation and/or temporarily suspend any recognized fraternal organization for these same reasons. The Greek Advisor will consult their supervisor and the Student Conduct Office before placing any chapter, colony, or council on probation, etc.

Continued recognition packet

No later than the second Monday in the Fall semester, all fraternities and sororities must submit a complete continued recognition packet to the Greek Advisor. The continued recognition packet consists of the items listed below.

• A completed SUNY Cortland Fraternity/Sorority Continued Recognition Application (See "Forms" widget);
• A completed Certificate of Compliance with Anti-Hazing Laws and Regulations. (See "Forms" widget); 
• A completed Certificate of Compliance with SUNY Board of Trustees Resolution 76- 292. (See "Forms" widget);
• A copy of the current constitution, bylaws, house rules, standing rules, etc. of both the national organization and the SUNY Cortland chapter/colony. These documents are to be submitted electronically.
• A complete list of all Fall officers and position holders. Include position and person(s) holding it. This includes General Board members, committee chairs, Greek council positions, etc. It would be acceptable to combine this list with the roster mentioned below.
• A full roster of all active members in Cortland. Include name, phone number, preferred email, and where specifically each member will be living for the Fall semester. Rosters are to be submitted in alphabetical order by last name. i. The 4 NPC chapters are strongly recommended to provide an accurate membership roster 3 weeks prior to the final due date so that Total can be determined for Fall recruitment. This early version could contain names only with a more complete document provided by the final due date. 
• Separate list of all members who are studying abroad, student teaching, doing fieldwork, etc. in the Fall semester and will NOT be in Cortland. Also include any member who has transferred out or resigned from the chapter/colony over the summer. This would include anyone whose membership was terminated during this same time period.
• A letter of sponsorship from the National organization certifying the chapter/colony affiliation. This letter must be on fraternal letterhead, is typically short and is used to verify that the group is still recognized by their National as well as their current status therein (good, probation, suspension, etc.). This letter must be generated, signed, and dated at the regional/district level or above.
  • Chapter and colony presidents should request this document from their National organization no later than mid-August so that it arrives on time and does not endanger the continued recognition of a specific chapter and/or colony.  Nu Sigma Chi is exempt from this requirement.
• Within 14 days of receipt of all materials, the Greek Advisor will examine the submitted documents. If necessary, a meeting with chapter/colony representatives will be held to discuss any changes that may need to be made to insure compliance.
  • In cases where continued certification or recognition is not granted, the fraternity/sorority will be notified of the decision. Reasons for the non-certification will be specified and an appropriate time table presented in which to resolve the matter.
  • Chapters/Colonies that have not submitted all required documentation by the deadline given each year will be put on probation and unable to hold meetings, events, etc. pending receipt, review, and verification of all needed documentation.
  • In cases where recognition cannot be granted by the Campus Activities and Corey Union Office, the Vice President for Student Affairs (or their designee), will serve as the appellate administrator. Groups wishing to appeal the decision must do so, in writing, to the Vice President for Student Affairs, within 10 days of the date the Campus Activities and Corey Union Office issues the decision. The Vice President for Student Affairs (or their designee), will review all pertinent documents and respond, in writing, within 30 days.

Additional annual reports required to be completed and submitted by each chapter/colony

• Midyear Report . . . To be submitted no later than the first Monday after the first full week of classes in the Spring semester. This report clarifies Spring chapter/colony membership and can be found linked off the "Forms" widget. Information requested includes the following: 
  • Members who left the university in December of the current academic year;
  • Members who returned to the university after having been unassociated with it for for at least one semester (also included are those returning from studying abroad or student teaching);
  • Members who intend to graduate in either May or August of the current academic year;
  • Members to be termed inactive for the Spring semester (and reason why);
  • Names and contact information for all Spring chapter/colony officers as well as names and contact information for all active members
• Annual Report . . . To be submitted the Monday before the last day of classes in the Spring semester. This report can be found linked off the "Forms" widget.  The completed report will contain information pertaining to the following areas
  • Academic and scholarship activities and achievements
  • Individual and/or organizational accomplishments and/or recognitions
  • Community service and fundraising
  • Financial management
  • Leadership and membership development
  • Recruitment and new member orientation
  • Social activities
  • Alumni/ae relations, public relations and relationship with the university
  • Greek Councils and miscellaneous

Attendance at mandated annual membership development events

All chapters and colonies are required to have their executive board members attend a mandatory It's On Us:  Sexual Violence Prevention and Education for Student Leaders workshop.  Most will have additional officers required to attend and will be notified of the specific positions/individuals by the Greek Advisor.  All officers of all Greek Councils are also required to attend these 1-hour workshops.  This training is mandated by New York State (Effective Fall 2015) and required of all student groups.  If a specific chapter, colony, and/or Greek council does not have any of its required officers attend this training, the organization will not be allowed to hold events until this training has taken place.  Scheduling this extra session could take as long as one month.

All initiated members are required to attend the annual hazing prevention and education speaker.  This presentation is typically held during the last week in February or the first week in March.  Ideally, it will be included in the Conley Wellness Wednesday Series and take place on a Wednesday evening.

Effective September 2024, chapter and council leadership is also required to be trained regarding Title VI.  This training is intended to be completed during the first Greek Presidents Council meeting each academic year.

Establishing Fraternities and Sororities at SUNY Cortland

Effective May 1, 1988, only nationally affiliated fraternities/sororities may colonize and establish a presence at SUNY Cortland. Nu Sigma Chi has been grandfathered in unless there comes a time when there are no initiated undergraduate sisters remaining on campus.

1. Undergraduate students interested in bringing a new fraternity/sorority to campus must meet with the Associate Director for Campus Activities and Greek Affairs (Greek Advisor) to discuss the appropriate steps to take to investigate this possibility. Expansion is typically student driven but there are no guarantees that expansion will be viable at any given point in time. SUNY Cortland and the National must both be interested in working together towards a successful and sustainable expansion of SUNY Cortland’s fraternal community.
   1. Reference the “Greek Life Expansion” section of this manual for more information.
2. National fraternities and/or sororities considering colonization/expansion at SUNY Cortland must contact the school’s Greek Advisor to discuss SUNY Cortland’s expansion procedures.
   1. Reference the “Greek Life Expansion” section of this manual for more information.
3. Campus recognition and authorization for chartering of national organizations requires SUNY Cortland approval through the Campus Activities and Corey Union Office and then the Vice President for Student Affairs. Should the expansion include a member of the National Panhellenic Conference, approval must also come from the SUNY Cortland Panhellenic Council.
4. Fraternities and sororities granted permission to establish undergraduate or graduate chapters of their organization at SUNY Cortland shall do so in full compliance with SUNY Cortland’s Affirmative Action Program, specifically to membership eligibility of students and towards the rights of interested students to participate in the sponsored activities of such chapters/colonies.
5. All chapters/colonies affiliated with National organizations on the SUNY Cortland campus shall file with the Campus Activities and Corey Union Office, a certification that the constitution, by-laws, policies, regulations and practices of the organization do not restrict membership on the basis of race, creed, national origin, sex, age, or disability, except as may be specifically exempted by Federal or State laws/regulations. Further, this certification will specify that the active membership of the local chapter has authority independent of any National organization to determine membership in the local chapter/colony.
   1. Similar parameters are in place for Nu Sigma Chi and their Board of Directors, and Alumnae Board.
6. All fraternities and sororities must become active members of the appropriate Greek council (Panhellenic, Interfraternity, and/or Greek Multicultural) and abide by the governing documents of that council. Chapter/colony presidents must also attend monthly Greek Presidents Council meetings. Presidents are expected to invite 1 or 2 additional members to each of these meetings with the specific individuals invited based on the topic to be covered. Presidents who have class during Greek Presidents Council meetings are excused AND required to send their vice president to attend in their place. It is expected that the vice president will meet with the president within 24 hours of the Greek Presidents Council meeting to review what took place and transfer any necessary paperwork.

Governing Bodies

National and local Greek organizations are required to establish and maintain governing boards with authority to act with regard to governance of the chapter/colony. Failure to maintain a governing board will result in the loss of university recognition.

SUNY Cortland recognizes that a tripartite relationship in the responsibility for the orderly procedures and policies governing fraternities and sororities also calls on the university to recognize certain rights and privileges of the governing boards, therefore:

1. SUNY Cortland recognizes the national/local governing boards of the fraternities and sororities as the official legally consulted authority and will work with these boards for the achievement of a successful chapter and/or colony.
2. It is the desire of SUNY Cortland to foster and encourage a close working relationship between the national/local governing board and its chapter/colony and to preserve the authority for decisions within this relationship. The university stands ready to be of assistance should the need arise. Cooperation achieved within these principles between SUNY Cortland and the fraternity/sorority will guarantee the autonomy of the fraternity/sorority chapter/colony and its official governing agency without infringement in their internal affairs by any campus organization or governing agency of the university. Failure to abide by these guidelines, however, will result in referral to the Campus Activities and Corey Union Office, Student Conduct Office, and/or the Vice President for Student Affairs and may result in the loss of autonomy privileges until the matter is properly adjudicated.

Non-Discrimination

All SUNY Cortland chapters/colonies shall file with the Campus Activities and Corey Union Office, a certification that the constitution, bylaws, policies, regulations and practices of the organization do not restrict membership on the basis of race, creed, national origin, sex, age, or disability, except as may be specifically exempted by Federal or State laws/regulations. Further, this certification will specify that the active membership of the local chapter/colony has authority independent to any National organization to determine membership in the local chapter. For most, this information will be contained within their National’s governing documents.

Use of University Facilities

Recognition shall not be construed as conferring any right to use campus facilities that is not in accordance with existing SUNY Cortland policies and practices. Facility use and reservations must comply with existing SUNY Cortland policies. All facility/room requests for all chapters and/or colonies and/or Greek councils are to be submitted electronically to the Greek Advisor who will then enter them into the system.

• Reference the “Room/Facilities Reservation Requests” section for more information.

Advisors

Every recognized fraternity/sorority is required to have at least one chapter/colony specific advisor affiliated with SUNY Cortland. The name(s) and contact information for all chapter/colony advisors must be filed with SUNY Cortland’s Greek Advisor. If an advisor steps down during the academic year, the chapter/colony will be given no more than three weeks to find someone to take their place. If no one is found during that time, recognition of the chapter/colony will be suspended until a new advisor has been found. Few, if any, chapter/colony activities could happen during a time when that group has been suspended.

SUNY Cortland chapter advisor(s):

• Will function as a program consultant, resource, and provider of continuity. They can also assist members in the interpretation of university policy.
• Shall attend functions and/or meetings, do their best to assure that appropriate records are maintained by the chapter/colony, and otherwise serve in an organizational advisory capacity.
• Will serve as liaison between the chapter/colony and the university and must maintain consistent and honest communication with all parties.
• Must be a full-time SUNY Cortland employee and cannot be a SUNY Cortland student. This person(s) is NOT intended to be merely a name on a form. The advisor should be interacting with at least some of the group’s undergraduate officers on a regular basis (no less than once every 3 weeks is required).

SUNY Cortland chapter/colony advisors are usually required to attend any chapter/colony activity taking place on campus outside of the regular business hours of a particular location. Approved activities that are deemed ‘high risk’ will also need to have an advisor present.

• Examples include late night events in Corey Union, weekend events in academic buildings, competitive fundraisers taking place in the Stadium Complex, Lusk Field House, and/or Park Center, etc.
• Chapter meetings are exempt from this requirement although chapters may choose and are encouraged to invite their advisor(s) to at least portions of these meetings.

Reference the “SUNY Cortland Chapter Advisors” section for more information.

Housing

The fraternity or sorority chapter/colony understands and acknowledges that it is responsible for maintaining sanitary, fire and safety standards in their official or unofficial chapter house(s) in accordance with approved City of Cortland Codes. Primary responsibility rests with the property owner/landlord in all cases. Tenants and all fraternity/sorority members are to abide by the terms of any leases that may be in effect. Any questions or concerns can be addressed to the Campus Activities and Corey Union Office. The current Greek Advisor also happens to have “off campus housing/living” as one of their areas of responsibility.

During the academic year, students may also reach out to the Student Government Office (SGA) to schedule a free consultation with whatever lawyer SGA has contracted with for that particular academic year.

Greek Councils

1. A council comprised of representatives from each culturally based fraternity and sorority shall be known as the Greek Multicultural Council (GMC).
   1. GMC is currently dormant and will remain so until such a time as there are an appropriate number of recognized culturally based fraternities/sororities at SUNY Cortland. Chapters and colonies are always welcome to collaborate with each other.
2. A council comprised of representatives from each social fraternity shall be known as the Interfraternity Council (IFC).
   1. IFC is currently dormant and will remain so until such a time as there are at least 4 recognized social fraternities at SUNY Cortland.
3. A council comprised of representatives from all recognized fraternities and sororities shall be known as the InterGreek Council (IGC).
4. A council comprised of representatives from each social sorority affiliated with the National Panhellenic Conference shall be known as the Panhellenic Council (Panhel). Said Council is charged with acting in the best interests of SUNY Cortland’s Panhellenic Association.
   1. Nu Sigma Chi is required to participate on this council.

Recruitment

1. The recruitment officers for all service and/or social fraternities are required to meet twice with the Associate Director for Campus Activities and Greek Affairs (Greek Advisor) prior to holding recruitment events. Panhellenic recruitment will be discussed in Panhellenic Recruitment Committee meetings while the cultural Greeks follow a different procedure and are excused from these two meetings.
   1. The first meeting will review relevant SUNY Cortland policies and procedures and will be attended by the appropriate recruitment officers of multiple organizations.
   2. The second meeting will be used to review and discuss chapter/colony specific intended recruitment events.
   3. Remember: No recruitment events can happen until both meetings have occurred.
      1. No recruitment event can take place without the prior knowledge and approval of SUNY Cortland’s Greek Advisor.
2. The names, C-numbers, phone numbers, preferred email addresses and Cortland living addresses of all individuals that are being considered for membership in a chapter/colony must be submitted to the Greek Advisor prior to any offer of membership being made. This list is to be submitted in alphabetical order by last name at least 24 hours prior to any intended bid signing session.
   1. The Greek Advisor will check on everyone’s academic eligibility and notify the appropriate recruitment officers of the results. Only those individuals found to be academically eligible for consideration may be offered membership.
   2. All bids/offers of membership are to be signed in the presence of the Greek Advisor.
3. SUNY Cortland new member eligibility requirements:
   1. Must be a currently registered full time SUNY Cortland undergraduate student.
      1. Alpha Sigma Phi and Nu Sigma Chi are open to graduate students.
   2. Cannot be on either Academic Warning or Academic Probation.
   3. Cannot be a first semester first year student.
   4. Must have completed the required number of credit hours.
      1. For returning/continuing students: at least 12 at SUNY Cortland.
      2. For incoming transfer students: at least 24 post-high school credit hours.
   5. Must have the necessary cumulative G.P.A.
      1. For returning/continuing students, SUNY Cortland requires at least a 2.0 AND honors higher organizational requirements (most chapters require at least a 2.5 cumulative G.P.A.).
      2. For incoming transfer students, SUNY Cortland requires at least a 2.50 average while also honoring higher organizational requirements. Transcripts must be submitted to the Greek Advisor or the Campus Activities and Corey Union Office for verification purposes.
         • Unofficial copies of transcripts from all colleges attended are acceptable as long as they show student name, college name, cumulative G.P.A. and number of completed credit hours.
   6. Any chapter/colony that offers membership to students but does not provide a list of proposed members to the Campus Activities and Corey Union Office and/or the Greek Advisor, shall be suspended for a minimum of one year. (Approved by College Council May 1991)
   7. For newly recognized Greek organizations, potential members must also be in good social standing with the school (Greek Advisor verifies this through the Student Conduct Office).
      1. The same applies to chapters/colonies returning to active status after dormancy, after having had no active undergraduate members on campus for at least one year.
      2. Greek Advisor will inform potential members of this requirement early on and get their permission before proceeding. Any who does not agree to this requirement will not be eligible for consideration for inclusion as a founding (or re-founding) member.
4. The Treasurer of each chapter/colony recruiting new members is required to submit specific financial information at the start of the semester during which recruitment occurs. a. See details in the “Recruitment Procedures and Guidelines” section.

Reference the “Recruitment Procedures and Guidelines” section for more detailed information.

New Member Education/Orientation

1. All eligible individuals accepting an offer of membership, a position on a line, must complete the appropriate SUNY Cortland paperwork prior to starting any kind of new member orientation program. For our cultural Greeks, each intended/prospective line must meet with the Greek Advisor for approximately 60 minutes before the orientation/NMEP process can begin.
   1. Those joining other Greek organizations must attend a mandatory ‘new member orientation’ meeting with the Greek Advisor. These meetings will last approximately one hour and typically take place during the last week of both September and February. Exact dates will be shared no later than the first week of classes each semester. Meetings take place on a weekday at either 4:30 or 7 p.m. with new members required to attend one of the two sessions.
2. New/line members may withdraw from pledging/orientation at any time.
3. The new member orientation process shall end at least 1 month prior to the start of final exams at the end of each semester. This specific date will be given by the Greek Advisor at the start of each semester if not sooner. All new/line members are to have been initiated/crossed by this date. This date typically falls on a Thursday.
4. New/line member activities may not interfere with classes, academic activities or academic requirements. Nor can they interfere with anyone’s work schedule.
5. Time Limitations: No activity involving a new/line member can start before 9 a.m.
   1. Sunday – Thursday: All programming, all activities, that includes new/line members must end no later than 10 p.m. Programming/activities can end earlier if so desired.
   2. Friday – Saturday: All programming, all activities, that includes new/line members must end no later than 11 p.m. Programming/activities can end earlier if so desired.
6. Each new/line member activity must be purposeful in keeping with SUNY Cortland’s broad mission of education and human development. 
   1. To educate the new/line member in regards to the ideology, history and ceremonies of the fraternity or sorority.
   2. To instruct new/line members on their purpose and responsibility to the fraternity or sorority, to the university and to the community.
   3. To broaden the understanding between fraternity brothers/sorority sisters and their newest members and to promote a sense of unity between all members.
   4. To carry out activities of campus and civic value.
   5. To continue the tradition of fraternity and sorority membership as a matter of special pride and achievement.
7. The “new member educator(s)” for all recognized chapters and/or colonies are required to meet twice with the Greek Advisor prior to the start of the new member orientation process.
   1. The first meeting will review relevant SUNY Cortland policies and procedures and will be attended by the appropriate officers of all organizations accepting new members that particular semester.
   2. The second meeting will be used to review and discuss chapter/colony specific new member orientation programs.
   3. Remember: New member orientation cannot begin until both meetings have taken place and all plans have been approved. No changes can be made to an approved program without Greek Advisor approval.
   4. Any changes to the roster for each new class/line must be submitted to the Greek Advisor by the “New Member Educator” within 24 hours of said change taking place. For those groups that allow a new/line member 24 hours to consider changing their mind, the news is to be shared at the end of that 24 hours.

Reference the “New Member Orientation” section for more detailed information.

Auxiliary Groups

Auxiliary groups (i.e. sweethearts, little brothers, etc.) are not recognized by SUNY Cortland and, as such, are not permitted the rights and privileges of university recognized student organizations. These groups are also not recognized by National organizations.

Officer Requirements

Chapter officers and all Greek council officers must be enrolled as students at SUNY Cortland while seeking and holding office. They must also meet the requirements of their specific organization and/or council as outlined in the respective governing documents. SUNY Cortland is an Affirmative Action/Equal Opportunity Employer and Educator.

Rules for the Maintenance of Public Order

The State University Board of Trustees rules for the maintenance of public order (State University of New York Codes, Rules and Regulations Title 8 Education Laws, Volume B Section 535.3, September 30, 1980) states that “no person, either singly or in concert with others, shall take any action, create or participate in the creation of any situation which recklessly or intentionally endangers mental or physical health or which involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization.”

Penalties

It is also stated that any organization which authorizes the prohibited conduct described in Subdivision (1) of Section 535.3 shall be subject to the recision (removal) of permission to operate upon the campus or upon the property of the State-operated institution used for educational purposes. The penalty provided in this subdivision shall be in addition to any penalty to which an individual may be subject pursuant to this part. All fraternities, sororities, and Greek councils are also subject to SUNY Cortland disciplinary action as appropriate.

Bylaws

Section 6450 (1) of the Education Law requires that the provisions of this Part which prohibit reckless or intentional endangerment to health or forces consumption of liquor or drugs for the purpose of initiation into or affiliation with shall be deemed to be part of the bylaws of all organizations which operate upon the campus of any State-operated institution or upon the property of any State-operated institution used for educational purposes. The statute further requires that each such organization shall review these bylaws annually with individuals affiliated with the organizations.

Hazing

Hazing is illegal. Hazing and/or harassment of new/line members is strictly prohibited as stipulated by New York State Law and the State University of New York Board of Trustees rules for the maintenance of public order. (See SUNY Cortland Code of Student Rights and Responsibilities and Related Policies). Hazing is forbidden by all National organizations with recognized chapters at SUNY Cortland. It is also forbidden by Nu Sigma Chi Sorority, Inc.

Reference the “Risk Management” section for more detailed information.

Continued recognition status will be possible for one year from the time when there are no active, undergraduate members matriculated at SUNY Cortland provided that all parameters provided in this document have been followed. If after that time there is still no active, undergraduate presence on campus, SUNY Cortland’s Associate Director for Campus Activities and Greek Affairs (Greek Advisor), will speak to the appropriate regional, district, area, and/or national officers to determine the next appropriate step(s). If two years has gone by with no active, undergraduate presence on campus, continued recognition will no longer be possible. The opportunity to return to campus will remain but the organization must go through the entire recognition application process again. Special circumstances may cause an adjustment to these parameters and will be dealt with as they arise.

Year #1 with no undergraduates matriculated at SUNY Cortland:

The Greek Advisor is to be provided with the name and contact information (phone and email) for one initiated, SUNY Cortland alumni member of the impacted fraternity/sorority. This person will serve as the primary contact point moving forward. One contact person is required, two would be preferred.

• Inactive undergraduate members cannot be these contacts.
• If there are no interested SUNY Cortland alumni, contact information is to be provided for the appropriate regional, district, area, and/or national officer.
• Names and contact information are to be shared no later than one month prior to the first day of classes for the appropriate semester.

Year #2 with no undergraduates matriculated at SUNY Cortland:

The Greek Advisor is to be provided with the name and contact information (phone and email) for both one SUNY Cortland alumnus AND an organizational officer at the regional, district, area level (or higher).

• If there are no interested SUNY Cortland alumni, the Greek Advisor will work solely with the organizational officer mentioned above.

A complete continued recognition packet must be submitted by the contacts provided above if the timing is such that there would be no active, undergraduate members at SUNY Cortland for the Fall semester. Information about this continued recognition packet will be electronically shared with the contact(s) provided in the annual “Start of Year” packet that is shared with all chapter, colony, and council presidents in late July/early August.

Parameters for recognized chapter and/or colony specific events:

The Greek Advisor is to be provided with the attendance numbers for all events held. This is to include the total number in attendance and how many were guests (did not belong to the organization sponsoring the event).

• Virtual events could be hosted by chapter/colony alumni and/or National organizational officers. If events are hosted by either of these parties, undergraduate members from other campuses would be allowed to participate.
  • Greek Advisor would need to be made aware of, and approve, these events prior to their taking place. None of these events could conflict with any event sponsored by the Greek Multicultural Council (GMC), InterGreek Council (IGC), and/or their culturally based member organizations.
    • Fundraisers would not be allowed.
• In-person events could be hosted by chapter/colony alumni and/or National organizational officers. Undergraduate members from other campuses would be allowed to participate provided their participation is cleared at least 48 hours ahead of time with the Greek Advisor. None of these events could conflict with any event sponsored by the Greek Multicultural Council (GMC), InterGreek Council (IGC), and/or their culturally based member organizations.
  • Informational: Could be held, would need to be coordinated through the Greek Advisor. The Greek Advisor will assist in promoting these events.
  • Tabling: Could not take place when the group sponsoring the event is the SUNY Cortland administration (Example: Open House events). Tabling at the SGA coordinated Student Involvement Fair each semester would also not be allowed. Both of these options would present liability concerns for SUNY Cortland.
  • Other events/programming: Would need to be discussed on a case-by-case basis.  This would include any intended collaborations with other student clubs on campus.
    • Final decision rests with the Greek Advisor.

Presidential One-on-One Meetings with the Greek Advisor: Will not take place on a regular basis.

• For those recognized chapters and/or colonies whose last undergraduate member is student teaching at home, 3 to 4 virtual meetings that semester will be required.
• Virtual meetings and/or conference calls can be requested by either the Greek Advisor or the organizational contact(s) whenever needed and/or desired.
• It is anticipated that most business can be conducted electronically.

Greek Presidents Council: Any recognized chapter and/or colony without active, undergraduate members on campus is excused from these monthly meetings until such a time as new members have been crossed/been initiated.

• Greek Advisor will send the contact person(s) a copy of the Presidential Information Sheet that was shared with the chapter/colony and council presidents each month. This document will be sent electronically within 48 hours of each council meeting.
  • Purpose: Keep the contact person(s) informed of upcoming deadlines, relevant information that may pertain to their chapter/colony.
• Greek Advisor will also make sure to send the contact person(s) any “start of semester” information that has been shared with other chapter/colony presidents.
• If the contact person(s) does not receive this information, it is their responsibility to reach out to the Greek Advisor and request it.

Greek council (GMC and/or IGC) participation: Any recognized chapter and/or colony without active, undergraduate members will be excused from these meetings until such a time as new members have crossed/been initiated.

• Chapters and/or colonies could have their alumni and/or undergraduate members from other campuses invited by the Greek Multicultural Council (GMC) to participate in a GMC event.
  • This may also be possible for any InterGreek and/or Panhellenic Council member organization. The specifics would first need to be discussed with the Greek Advisor.
• Chapters and/or colonies with no undergraduate members on campus will not have a vote in any council decision. It would be up to each council to decide if these chapters and/or colonies could participate (as guests) in any discussion impacting the future of the respective council.
  • These same SUNY Cortland chapters/colonies could have copies of the minutes sent to their contact(s) by the GMC Secretary if so desired and requested.
  • These same chapters/colonies will remain listed on all council and SUNY Cortland promotional materials during the time they are recognized. The word “inactive” or “dormant” may be included depending on what is applicable.

Taking a line: During this time of continued recognition, the chapter/colony will be able to take a line/class as long as they follow all SUNY Cortland procedures. Some procedures applicable to this situation are stated below. Other procedures that are applicable to all recognized Greek organizations can be found in this manual's New Member Orientation Procedures and Guidelines chapter.

• Provide Greek Advisor with the name, preferred email address, phone number, Cortland living address and SUNY Cortland ID number for all students being considered for membership on a line, in a class.
  • This information is to be provided no later than August 1 for the Fall semester and no later than January 10 for the Spring semester. The Greek Advisor will then check the academic eligibility of all individuals and let the appropriate person(s) within each organization know the results.
  • If an entire year has gone by without the chapter/colony having any active, initiated members on campus, the Greek Advisor will also run the c-numbers through Student Conduct to make sure the individuals are in good social standing with the school. Anyone with open, incomplete sanctions will not be eligible for consideration.
    • Permission to do this will be asked of all candidates prior to its taking place. Any who deny permission will be found to be ineligible for consideration.
• Attend whatever training sessions may be required (Would usually apply to areas such as recruitment, and/or new member education only).
  • This training does not necessarily have to be done in-person. It can be done virtually or via conference call at a date and time that is convenient for all involved, preferably between the hours of 8:30 a.m. and 5 p.m.
• Submit the required new member orientation plan for discussion and eventual approval (revisions and/or clarifications may be required).
  • Set up meeting to review/discuss the submitted program.
    • Plan must have all new members crossed, initiated no later than the school’s initiation cut-off date each semester.
    • New member sessions may be conducted virtually, in-person or a hybrid of the two; Final decisions will be made based on both the wishes of the organization and any ongoing public health concerns.
    • Edit plan as needed; Not able to proceed with plan unless and until it has been approved by Greek Advisor.

Once new members have crossed/been initiated, the chapter/colony will proceed forward in a way similar to that followed by a newly recognized Greek organization.

• Greek Advisor will meet with all undergraduate initiated members on a bi-weekly basis.
  • Typically, this would be for one, possibly two meetings after the new members have crossed and then continuing for at least one half of the following semester.
• The chapter/colony will be required to elect/select a representative to attend the appropriate Greek council meetings the semester after its new members have been initiated.
  • Any and all of its new members would be welcome to attend the last two Greek council meetings during the semester they crossed.
• The chapter/colony president will be required to attend Greek Presidents Council meetings beginning after its new members have been initiated. This president will be expected to invite up to two other SUNY Cortland undergraduate members to attend each meeting.

Expectations regarding other reports:

• Midyear Report – not required to be completed if there are no undergraduate members on campus for the Spring semester.
• Annual Report – not required to be completed by the chapter/colony if there have been no undergraduate members on campus for both the Fall and Spring semesters.
  • If there was an undergraduate presence on campus in the Fall semester, the outgoing president is expected/required to submit that portion of the annual report no later than February 1st .
    • The Greek Advisor will add any relevant information pertaining to the Spring semester. This information will include the names, dates, and attendance numbers for any virtual and/or in-person events held as described earlier in this document.

If any other questions or concerns arise, the appropriate organizational contact(s) must speak with the Greek Advisor. It is also expected that the contacts will be using the Greek Life Operations Manual as a resource.

What is expansion?

It is the process that must be followed to bring a new Greek organization to campus.  This process is coordinated through the Campus Activities and Corey Union Office and the Associate Director for Campus Activities and Greek Affairs, the individual commonly referred to as the SUNY Cortland “Greek Advisor.”

The desire to add a new Greek organization is primarily student driven although there will be times when an Inter/National fraternal organization approaches the university prior to any interest being shown by students. It must be noted that not all attempts at expansion are successful. SUNY Cortland might be willing but the Inter/National may not have the resources available to ensure success and/or sustainability. Or if it is a year with multiple fraternal organizations interested in expanding to SUNY Cortland, the university may not have the resources to move forward with all organizations at one time.

SUNY Cortland will not enter into expansion/extension conversations with any individual looking to start a brand-new, local fraternal organization on our campus. Effective May 1, 1988, only nationally affiliated fraternities/sororities may colonize at SUNY Cortland.

Greek expansion is intended to meet the changing desires of our student population. In order to make this happen, there needs to be a successful and sustainable collaboration between SUNY Cortland and the Inter/National fraternal organization. This process takes time and involves respect along with a shared desire to be successful in creating an option that will benefit our students.

Basic Requirements:

• Any student wishing to bring an additional Greek organization to campus must meet with the school’s Greek Advisor to discuss and review the expansion process. During this meeting the student will be expected to present their rationale for bringing a new organization to campus. The student must also be prepared to provide the names and C-numbers of all known students interested in this organization, this opportunity.
• Any Inter/National interested in coming to SUNY Cortland must provide the Campus Activities Office and/or the Greek Advisor with a letter of interest on fraternal letterhead and signed by the appropriate Inter/National officer. Moving forward, the items listed below would also need to be provided. SUNY Cortland promises to treat all information received with the courtesy and respect it deserves. And of course, the Inter/National can request information from the university as well.
  • Copy of organization’s governing documents (constitution, bylaws, standing rules, etc.)
    • These documents should include at least the general parameters of the new member orientation process.
    • If for some reason, academic eligibility requirements are not contained in these documents, they must be provided separately.
  • Detailed financial information
    • How much are initiated members required to pay?
    • Is this amount to be paid annually or is it broken down into semesters?
    • How much are new members required to pay?
      • A detailed breakdown of the total amount would also be required – what are the specific elements and how much does each cost?
      • When is the money to be paid?
      • Are there any payment plan options?
  • Proof of Insurance
  • Verification of which umbrella organization the fraternity/sorority falls under
    • NALFO, NIC, NPHC, etc.

Next Steps in Process:

• Greek Advisor reviews documentation and reaches out with questions and/or concerns.
  • Inter/National does the same.
• Greek Advisor and the Inter/National agree on when the organization would take a founding line/class at the university.
• Greek Advisor generates a recommendation letter, adds it to the packet of collected information and submits it to their supervisor for review.
  • If approved, it is then submitted to the Vice President for Student Affairs for review.
  • If approved, official recognition is granted by the Vice President for Student Affairs with organizational notification coming from the Greek Advisor.
• Presuming recognition is granted, all new member eligibility requirements are in effect with one additional criterion added.
  • All who are to be part of a founding class/line must be in good social standing with the university. Verification of this is to be done by the Greek Advisor in consultation with the Student Conduct Office.
    • Greek Advisor will inform potential members of this requirement early on and get their permission before proceeding. Any who does not agree to this requirement will not be eligible for consideration for inclusion as a founding (or re-founding) member.
    • Permission is provided by having the student(s) complete and sign a waiver.

It should be noted that SUNY Cortland is currently closed to NPC (National Panhellenic Conference) extension.

Every recognized fraternity/sorority is required to have at least one chapter/colony specific advisor affiliated with SUNY Cortland. The name(s) and contact information for all chapter/colony advisors must be filed with SUNY Cortland’s Associate Director for Campus Activities and Greek Affairs (Greek Advisor). If an advisor steps down during the academic year, the chapter/colony will be given no more than three weeks to find someone to take their place. If no one is found during that time, recognition of the chapter/colony will be suspended until a new advisor has been found. Few, if any, chapter/colony activities could happen during a time when that group has been suspended.

Over the years, chapters have ‘lost’ their SUNY Cortland chapter advisor for a variety of reasons. Student fraternity and/or sorority members weren’t sure what to tell people when asking them if they would be willing to serve in this capacity. At the same time incoming advisors typically ask for clarification of what is expected of them in this role. The information below should be helpful to everyone. Being a chapter/colony advisor is a multi-faceted experience, is intended to be both positive and rewarding, and no two people will experience it in exactly the same way.

University requirements of any and all SUNY Cortland chapter/colony advisors:

• Must be a full-time employee of SUNY Cortland.
• Cannot also be an undergraduate or graduate student at SUNY Cortland.
  • Exceptions will be made if an individual is taking an occasional course for their own self edification.
• Must be willing to learn (and agree to follow) SUNY Cortland policies pertaining to Greek life and student life in general.
• Must genuinely want to help the chapter/colony and its members succeed.
• Must have regular contact with the chapter/colony at least once every 3 weeks.
  • Cannot be simply a name on a piece of paper to meet a Cortland requirement.
  • This contact should not simply be an email to inform the advisor of what the group is doing; Interaction of some sort is strongly preferred.
• There are no official forms for chapter/colony advisors to fill out. That being said the chapter/colony president is to provide SUNY Cortland’s Greek Advisor with the following information for any and all advisors as soon as that person(s) has been found:
  • Name of person, job title, campus address, preferred email and phone number.

Things that are not relevant (in terms of serving as an advisor)

• Whether or not the person is or was a member of a fraternity/sorority.
• Gender, sexual orientation, etc.
• How long person has been employed by SUNY Cortland.
• SUNY Cortland chapter/colony advisors are not responsible for learning and knowing organizational specific policies. It is natural to pick up on some of these things over time but it is not required.

While the university requires that each recognized fraternity and sorority must have a SUNY Cortland chapter/colony advisor, the more correct wording would be “must have at least one SUNY Cortland chapter/colony advisor.” SUNY Cortland does not limit the maximum number of advisors each group can have. If there are multiple advisors then each should share equally in the advising, especially as it relates to such things as ‘event supervisor’ for activities held on campus outside of regular business hours.

Examples: Weekend events held in Brown Auditorium, Lusk Field House, Alumni Arena, etc. and/or late-night social events

The university does not require a SUNY Cortland chapter/colony advisor to attend organizational/chapter meetings held on campus after hours (including weekends). That being said, it would be hoped that advisors would be welcome/invited to do so at least once in a while. Advisors need to be aware that there are often ritualistic elements to these meetings and if witnessed, the group’s privacy is to be respected and the information not shared with any but organizational members and/or SUNY Cortland’s Greek Advisor.

Things to keep in mind moving forward:

• There is a strong correlation between successful chapters/colonies and good advisor support.
• While every chapter/colony is required to have at least one SUNY Cortland advisor, most will also have an organizationally specific one as well. If they don’t, there will be a National volunteer who works with them at the district or regional level.
  • These relationships, these advisors should be mutually supportive.
• Advisors are volunteers.
• Every relationship is a two-way street.
• Do not let chapters/colonies set up unrealistic expectations of/for you.
• Chapter/colony advisors can only advise, they cannot force chapter/colony and its members to do anything.

What kind of personal liability do I have if I agree to serve as a chapter/colony advisor?

This is the most frequent question received from prospective advisors. The answer is simple: None so long as you are not endorsing any illegal and/or high-risk activity and if you become aware of any such activity, you report it to the appropriate person. Usually this would be SUNY Cortland’s “Greek Advisor” but sometimes time is of the essence and you should report it directly to either University Police or the Cortland Police Department. Educational and/or developmental conversations are strongly encouraged so as to prevent “bad” things from happening but individuals and/or groups also have to be held accountable for those items that have already taken place.

Examples:

• Initiated members are discussing hazing their new members. You need to speak up and tell them why this is wrong. Not comfortable bringing this up in front of the whole chapter? Talk to an officer or two about it and at the very least you need to report it.
• Members are discussing hazing that has already taken place. Report it.
• Members are talking about hosting a social event with underage drinking. Speak up and do your best to dissuade them. Report it.
• Members are talking about getting first semester first year students to join. This is against university policy. Again, dissuade them and report it. Chapter/colony advisors often fall into other roles by virtue of relationships they have established. There is nothing wrong with this, just know that it could happen and establish boundaries that are comfortable for all parties.

Other roles could include:

• Friend
• Mentor
• Mother/Father figure
• Big brother/sister
• Confidant
• Career Advisor

Most frequent areas where chapter/colony leaders look for assistance:

• How to motivate members – generation of new ideas, attendance and participation in meetings, events, etc. Motivation is usually not difficult with social events but successful groups are not defined by their social events alone.
• Communication: How to get members to listen, respond, etc.
• Chapter management: Elections, officer transitions, how to run an effective meeting, holding members accountable for their individual and/or group actions/decisions.
• Establishing short and/or long-term goals for chapter/colony.
• Finances and/or financial challenges – Not paying dues, fines, vendor debts, etc.
  • National on-line resources do exist, can provide guidance in this area; Not all chapters/colonies make use of these resources.
    • While SUNY Cortland tends to not get involved in this area as chapters/colonies handle their own billing, etc., it is okay to offer suggestions for consideration.
• Knowledge and/or clarification of SUNY Cortland policies (not only those that relate to Greek life).

Generic outline for advisors and chapters/colonies to follow:

• Establish expectations of each other.
  • Set them up at start of relationship and periodically revisit; Remember that leadership changes fairly frequently and expectations may as well.
• Keep open clear lines of communication.
  • Frequency and style should be mutually agreed upon; Be open to possible needed adjustments.
  • Speak up early if expectations not being met; Do not bottle things up inside.
• Follow through with promises in a timely fashion
  • If you don’t know answer to something, say so and get back to them within an agreed upon amount of time.
• Get to know each other; Don’t have to be pals but will help you relate as people and show that you care and are interested in what’s going on.
• Lead by example, be a positive role model.
• Respect each other.

Possible areas of expectations:

• Frequency of attending chapter events/activities and which ones
• Frequency of attending chapter meetings
• Advising chapter/colony in specific areas of need
• Providing possible contact information for potential collaborations, community service projects, etc.
• Advocating on behalf of chapter/colony to SUNY Cortland or vice versa

Areas with no expectations, no responsibilities:

• Room/space reservations
  • Why? All room/space reservation requests are to be submitted to the Greek Advisor. This avoids cross-programming concerns.
• Fundraising request forms
  • Why? All fundraising request forms are to be submitted to the Greek Advisor. This person serves as the liaison to the school’s fundraising committee.
• Overall: Fraternities and sororities are not SGA clubs and there are some differences in how things are done, what is expected of advisors. The two items provided above are the most common examples.

How to be a successful advisor:

• Be honest.
• Be competent.
• Be forward looking.
• Be inspiring.
• Express sincere interest in chapter/colony and its members.
• Create a trusting relationship.
• Inquire as to expectations.
• Receive input prior to giving advice or taking any action – listen.
• Customize your advice.
• Provide reasons for why your advice should be considered.
• Provide alternatives when making suggestions.
• As much as possible, avoid being an enforcer.
• Avoid putting yourself in the limelight.
• Respond to questions and requests for help in a timely manner.
• Be a positive role model.
• Make your communications positive – avoid cynical or negative remarks.
• Don’t lose your temper.
• Avoid saying “I told you so.”
• Recognize success.
• Keep group’s goals and objectives firmly in mind.
• Assist chapter/colony in setting realistic, attainable goals.
• Be aware of various roles you may be filling and recognize that they may rotate or happen simultaneously.
  • Consultant, information source, clarifier, counselor, facilitator, and/or mediator.
• Don’t let yourself be assigned to something – let students do the work (and yes, you can volunteer to help if you want).
• Help provide continuity.
• Challenge group and its individual members to grow (not just in terms of membership numbers).
• Be creative and innovative.
• Recognize and accept the fact that there may be no direct or readily evident results of all your hard work.

Relationship and/or regular interactions with SUNY Cortland’s Greek Advisor:

• Always available if you need assistance, guidance, advice, etc.
  • Will hold an advisor orientation/refresher session at start of each academic year, usually within the first two weeks of classes. 
    • Attendance not mandated but is encouraged, especially for new advisors. 
• Will provide you with as many tools, resources as possible to help you in your role.
  • Electronic copy of the annual “start of year” packet that is sent to all chapter/colony presidents (Typically sent out late July to early August).
  • Contact sheet for all chapter advisors (SUNY Cortland and organizational).
    • This typically goes out after all completed continued recognition packets have been received and verified; Typically by mid-September.
  • Overall Greek grades spreadsheet AND the chapter specific grade information (for your group only) at the end of each semester. 
    • This information will give you a sense of how both the group and its individual members are doing academically and may impact your advising.
    • Remember: The specific grades of any student cannot be shared with another student. However, if Member X is serving as an officer and doesn’t have the required GPA, it would be appropriate to bring this general fact up with the group’s academic chair, president, and/or standards chair.
  • Electronic copy of the final annual report for the group(s) you advise. 
• Will reach out to you should any concerns arise about the group(s) you advise.
• Cannot thank you enough for your support of our students and their extracurricular activities.

Procedures and guidelines for both reservation requests and usage of space/room.

Keep in mind that special circumstances may alter at least some of the information contained herein. Special circumstances would include things such as an ongoing pandemic.

Room/Space Reservation Request form must be submitted whenever a chapter, colony, Greek council, and/or student club wants to use any area on campus.

• Includes areas such as front steps or patio of Corey Union, athletic fields, outdoor tennis or basketball courts, quad between Miller & Old Main, Moffett Lawn, etc.
• It is always a good idea to submit request(s) as soon as plans are made. Why? Demand is high while available rooms and spaces can be limited. There will be dates and/or times when no appropriate space will be available, space is typically reserved on a first come, first served basis.
• All room/space reservation requests are to be submitted via Formstack (See Forms Widget).
  • SUNY Cortland chapter advisors cannot make reservations for the chapter/colony/council they advise (and yes, this is different from SGA clubs). One reason for having the Greek Advisor handle all requests is to avoid cross programming between chapters and/or councils.
• If approved reservations are later cancelled/not needed, Greek Advisor needs to be informed as soon as decision is made.  Why?  So they can cancel the reservation and free up space for others.
  • Could also impact staff overtime, UPD responsibilities, custodian work lists, etc.
• Chapters, colonies, and Greek councils cannot just “show up” to a space and presume that they can use it.
  • The space must have been reserved first.
  • Note: If a chapter/colony had a specific room reserved for chapter meetings in the Fall do not presume that the same room is available in the Spring; Reserved rooms do not carry over from the Fall semester into the Spring. A separate room reservation request form must be submitted for the Spring semester.
• Any group of people wishing to hold an event in a quad surrounded by residence halls must get permission to do so from the Residence Life and Housing Central Staff.
  • Residence Life and Housing has added a Reservation of Outdoor Quad Spaces form to their website. Their office can be reached at 607-753-4724 during regular office hours (8 a.m. to 4:30 p.m.) if groups have any questions.

Completing/Submitting Room/Space reservation request form 

• Completed forms are to be submitted at least 14 days prior to when the desired event/meeting is to take place.  Reservation requests submitted with less advance notice may be turned down with no room/space available.
  • Forms can be submitted during school breaks; Students may not be on campus then, but many staff work year-round.  FYI, Cortland often plans its large events at least one year in advance.
  • Always have a back up plan if the room/date desired is not available.
• Room/Space Reservation Request Form; Form can also be found on the Forms widget.
• Complete document and then hit submit. Greek Advisor will receive a copy of the completed form.

What happens once form is submitted?

• Greek Advisor does their best to review and enter requests into system within 2 business days of when received and will enter in the order in which they were received
  • Again, there is no guarantee that all requests will be able to be granted.
  • Greek Advisor will be in touch if form is incomplete or not clear; Always better to include more information rather than less and avoid confusion.
  • Classrooms: Are unavailable to reserve until after Drop/Add has ended each semester; They usually become available during the first business day following Drop/Add.
    • Submit forms early anyway and avoid any delays.
    • Requests for classrooms to be used on weekends (or after 4:30 pm when there are classes in Corey Union) are an exception to this and can be submitted at any time.

How will a group know if their reservation request has been approved?

• An email will be sent to person whose name is on form; Usually within 4 days of receipt of request (Unless the request is for a classroom and Drop/Add has not yet ended)
  • Subject heading will be “Reservation 123456 for Alpha Sigma Alpha on . . .”
  • Always read email and its attachment to verify time frame, setup needs, and room/space itself.
    • Why? You will find notes about any changes that were made and can verify the accuracy of the desired room setup.
    • Contact Greek Advisor if anything is incorrect or unclear OR if the chapter/colony has made any changes since submitting the request.  Do not contact Space Administrators to make changes, etc.

Who sends these emails? 

Usually, they come from the appropriate Space Administrator. It is important to note that Space Administrators can change so notification could also come from someone else. The subject heading will remain the same as previously mentioned.

• Mavis LeFever: Corey Union, Brown Auditorium, Jacobus Lounge, weekend use of classrooms, Moffett Lawn, etc.; Possibly Neubig as well
• Scott Flickinger: Student Life Center
• Carly DiPietro, Kristen Dushko, or Grace Warren: Classrooms during the week 
• Greek Advisor: Stadium Complex, Lusk, Park Center (forwarding from Jesse Adams) and possibly Neubig

What should I do if a week or more goes by and I haven’t received an approval or denial?

• Check your email to make sure you actually sent it; Sometimes they wind up in a draft folder and never got sent.
• Check your email for responses from a Space Administrator (see above for details).
  • Remember: Greek Advisor is not always the one who will respond.
• Check with Greek Advisor to make sure they received and submitted the form.

Facility availability updates:

• Corey Union: Rooms used as classrooms are unavailable until after 4:30 p.m. M-F.
  • Usual exceptions: Exhibition Lounge, Caleion Room, Function Room, Room 304
• Dowd Fine Arts: Does not have rooms that a student group can reserve.
• Van Hoesen: Does have one classroom with mirrors along the wall (Room 103).
  • If a chapter/colony chooses to use this room for step/stroll practice they will have to move chairs away from the mirror, keep the music volume down if classes are ongoing in other rooms nearby, and return all moved chairs back to their original position before departing.

Things to keep in mind when using rooms/spaces:

• All tabling requests have an anticipated audience of 2 (for the 2 chairs at the table); If a third member is present, they will need to stand.
• If using a room in an academic building on a weekend (Example: chapter meetings), consider calling the UPD non-emergency line that morning (or day before) to make sure the building will be unlocked. Why? Helps avoid arriving for a meeting/event and not having access to the building.
  • Sometimes UPD only unlocks one building door (which is okay but you need to know which one).
  • Sometimes officer arrives to unlock and may ask to see reservation approval so make sure you can either call it up on your phone or bring a hard copy with you.
• If group re-arranges chairs and/or tables in a classroom, they must ALWAYS make sure to return room to classroom setup before they leave.
  • Why? Custodians don’t have time to check all rooms and classes start at 8 a.m.
• All groups are expected to treat spaces/rooms with respect and clean up after their meeting and/or event.
  • Make sure all trash, bottles, etc. wind up in trash or recycling containers.
  • If using Corey Function Room, do not tape anything to, or hang from, the walls.
  • If using paint or something similar, please protect table surface and/or floor with a tablecloth/plastic.
    • Not a bad idea to request a room that is not carpeted.
    • Chapters/colonies (and any other student group) will be asked to replace tables, etc. that end up with paint stains on them.
  • Food and drink are not allowed in rooms with permanent computer setups.
    • Must absolutely stay far away from all computers if someone happens to bring in a coffee, etc.
  • If you need to move furniture around please pick it up and lift; Do not drag
    • Dragging causes scratch marks on wooden floors (Jacobus Lounge) and/or damage to linoleum floors; Fines could be assessed for any damages made.

Things to Keep in Mind When Filling Out Forms:

• Each event needs its own reservation request form; Some exceptions are possible.
  • Chapter meetings count as one event so could submit one form if the day of the week, the desired location, and the desired time is the same for each meeting.
    • Be specific on dates needed – Every Sunday is not enough, need starting date as well as ending date and if room will be needed over Breaks.
  • Tabling for several days could count as one event as long as the time frame and location was the same for every day a group tabled.
• Requests received past Noon on Friday won’t be looked at until the following Monday so don’t wait until the last minute to reserve a space.
  • Space administrators work M-F from 8 a.m. to 4:30 p.m. even if the Greek Advisor happens to be working over the weekend. Keep in mind the reservation request time frame – Specifically that the request forms are to be submitted at least 14 business days prior to when needed.
• If a chapter/colony has a National representative coming to town, find out early if that person needs a reservation for a chapter-wide workshop, etc.; They will usually tell you at least a month in advance.
• Don’t wait too long to reserve rooms for large events or might be out of luck.
  • SUNY Cortland does not have a lot of large spaces for events, and they get booked quickly.
  • Academics are always a top priority with varsity sports a close second (for reservation requests in Park Center, Lusk Field House and/or the stadium area).

Things to keep in mind when choosing which Cortland calendar to display event on:

• MRD Calendar – Campus posting, available for students and faculty/staff to see.
  • If you want non-members to attend this event then you need to check “yes.”
• Featured Events Calendar – Campus and community posting.
  • Even if you check “yes,” Greek Advisor cannot always enter it this way per instructions they have received.
  • This is intended for big events that are open to the larger community (Open House, Honors Convocation, etc.).

Tabling Notes: Always limited to 2 chairs per reserved table.

• Student Life Center (SLC): Does allow for some tabling to be done outside so please specify if want to be indoors or outdoors.
  • If table/chairs not present go check with person staffing the “gate” to workout area.
• Corey Union tables and chairs could be moved outside in good weather but group using them will be required to move them outside AND back inside when event is over.
  • Custodians typically place tables and chairs requested to go outside for use on the Corey steps just inside the front entry way on the lobby level. Groups using them are asked to return them to the same location (and clean them off if needed).

Event Promotion: Up to each chapter, colony, and/or Greek council how they handle this (social media, etc.).

• Social media: Be accurate in what information is shared. At the very least should have a what, when, and where component to all postings.
  • Some chapters will need to follow parameters provided by their National.
  • Maximize where the information is posted – consider posting on sites that are not chapter, colony, and/or council specific.
• Cortland Connect: Every chapter, colony, and council has a presence on this site and is responsible for generating their own ‘event’ materials.
  • Events created on this site will be included in the SGA digest emails that typically start up approximately 3 weeks into each semester.
  • The Cortland Connect site is accessible to everyone and is a wonderful opportunity to promote events that are open to non-Greeks.
  • The Greek Advisor holds one training session at the start of the Fall semester and strongly encourages the appropriate officers to attend.
    • It is also expected that information about how to use this site is part of the transition process when groups change officers.
• Any flyers/posters to be hung around campus must first be stamped in the Campus Activities and Corey Union Office (Corey Union, Room 406); The office closes at 4:30 p.m. during the week and is not open over the weekend. 
  • When hanging flyers/posters up, do not cover other active ones.
  • Only hang flyers/posters on public use bulletin boards.
  • Do not hang flyers/posters on doors, windows, walls, etc.
    • Chapters/colonies could be fined if their flyer/poster causes damage to walls, etc. (Remember: The chapter’s name is usually on the flyer.)
  • Make sure you have someone take flyers down once event is over.
    • Custodians do not usually take down expired flyers/posters; It is not their responsibility.
• Any flyers going up in residence halls must first be stamped in Corey Union, Rm. 406 and then taken over to the Residence Life and Housing office for distribution to residence hall staff (for them to hang up).
• It is against City of Cortland codes to hang banners/sheets from residential buildings, including chapter houses. It does not matter what kind of message is displayed.
  • At the least, Cortland police or code officer could ask resident to take it down.
  • At the most, resident could be fined and/or ticketed.
• Newspaper articles: Consider submitting an appropriate article to either The Dragon Chronicle or The Cortland Standard. Articles typically need to be submitted at least one week prior to the issue in which the article is to be included. In both cases, it might be the most appropriate to submit as a “Letter to the Editor.” 

Event promotion with assistance of Greek Advisor

• Could send desired image/flyer to Greek Advisor and ask them to send it out to either the entire campus or just students or just a targeted group of students.
  • Must give at least 3 business days advance notice ahead of what is being promoted; Strongly recommend giving 4 to 5 business days.
  • Chapters, colonies, and/or councils generate the flyer, not the Greek Advisor.
    • Greek Advisor can copy and paste from the Microsoft “Paint” program.
    • Greek Advisor must adapt messages to make sure they are accessible to any person with a visual impairment if this has not already been done by the group.

Think about how and what you are saying, what images you are using when promoting an event and/or a fundraiser. How the promotion is perceived will directly reflect on both the person sending it and their chapter/colony.  Make sure to include the what, when, and where for each event as well as who to contact (and how) if the reader has any questions.  If a fundraiser, make sure to indicate the percentage of money that will be donated (usually 100%).

GMC member organizations: If there is an active Greek Multicultural Council (GMC), make sure you input your events on the GMC calendar.

• Event name, time, location – Pending
  • If the room/space reservation request has not yet been approved.
• Event name, time, location
  • If the room/space reservation request has been approved.
• Contact the GMC Vice President if have questions and/or concerns.

Greek Life Presentations in Residence Halls

The appropriate officer(s) of any chapter, colony, and/or Greek council that wants to hold an event in or around a residence hall are required to meet with the Associate Director for Campus Activities and Greek Affairs (Greek Advisor) to discuss the desired event(s). This meeting needs to take place at least 14 days prior to the desired event taking place. The purpose of the meeting is to review the guidelines and parameters of the event. The organization must have already finalized the intended details. Either that, or two meetings may be necessary.

Events are usually approved with a few possible tweaks/suggestions for improvement and/or implementation. These suggestions are intended to avoid potential challenges before they occur. Just because the Greek Advisor gives a desired event the go ahead does not mean it will take place. Permission is still needed from the appropriate Area Coordinators and/or Residence Hall Director(s).

The next step is two-fold:

• Greek Advisor sends email to all Area Coordinators and Residence Hall Directors (RHDs) stating that they just met with Person X from Organization R to discuss Program K and that the program looks okay to them. Area Coordinators and RHDs are informed that they can expect to hear from Person X to set up specific dates, times, and locations for each program. It is ultimately the decision of the Area Coordinators and RHDs as to whether or not Program K can take place and when/where that can happen.
• Chapter/colony/council person in charge of desired program must then directly contact the Area Coordinators and RHDs of the residence halls in which they want to hold a program. They need to officially ask permission and cannot simply presume that it will be granted. There is always the possibility that a Resident Assistant (RA) will want to work them in as part of the required programming they are supposed to sponsor each semester. Also, Area Coordinators and RHDs may have other programming already in place at the same time/same date so there may be a need to talk about other options.
  • Names and contact information for all Area Coordinators and RHDs can be found on the Residence Life and Housing webpage.

Program itself: Programs are typically organization specific but nothing says they cannot be broader in scope. No one is to say anything negative about any other recognized fraternal organization. If a question is asked and the answer is unknown to those hosting the program, simply say that rather than make something up. The program host can also say they don’t know but will get back to the RA, Area Coordinator, or RHD with the information once they find out.

Reasonable advance notice: Residence Hall staff usually plan their programs weeks in advance. They would need to be contacted at least 14 days prior to any desired presentation. That means the meeting with the Greek Advisor would have to take place closer to three weeks before the intended event.

This section will include the procedures and guidelines for both holding an event and completing the required fundraising request form.  Reminder: Special circumstances (such as an ongoing pandemic) may alter at least some of this information.

Fundraising request forms must be submitted for all fundraising done in-person both on and off campus. They are also required for any fundraising that is to be done virtually.  Keep in mind:  Submitting a fundraising request does not guarantee that the request will be approved.

• No exceptions will be made to the above statement.
  • This also includes any fundraising to be done over Summer, Winter Break, etc.
• Fundraising cannot happen, cannot be promoted until the required request form has been received and approved
  • Do not buy things to sell until the fundraising request has been approved.
• It is required that fundraising request forms be submitted at least 14 days prior to when the event is desired to take place.
• When planning, start conversations early. It can take time (weeks or even months) to meet requirements for an event. The earlier you start, the less pressure there is as an event draws closer.

Why a request form must be submitted:

Organizations are recognized by and associated with SUNY Cortland so it is a risk management concern. All student groups, clubs, teams, etc. have similar requirements. Requirements for SGA clubs are slightly different than those for fraternities/sororities. The same hold trues for all general types of student groups.

Fundraising request form:

Has been updated to a Formstack document to make it more user friendly. Remember that it is the chapter, colony, and/or Greek council that is doing the fundraising so it will always be the names and contact information for these individuals/officers that are included on the form. (Example of what not to do: Crop Walk, Jim Miller and then provide Jim’s contact information.)

• Completed forms are to be submitted at least 14 days before desired start date of fundraiser; Requests can be submitted up to one year in advance.
  • Remember:  Forms can be submitted during Breaks so it would be appropriate to submit forms over the summer if having a fundraiser at the start of the Fall semester.
• Fundraising Request Form  
• Complete document and then hit submit. Greek Advisor will receive a copy of the completed form.

What happens once a fundraising request form is submitted?

The Greek Advisor reviews the form to make sure all needed information is present. If there is any missing information (or if something on the form is confusing, doesn’t make sense), the Greek Advisor will contact the student whose name is on the form. Once the missing information and/or clarification has been provided, the Greek Advisor will submit the form to the school’s fundraising committee for its consideration.

• Fundraising request forms must be exact about how much money is going to the charity/cause and how much may be going to the chapter/colony.
  • 100% to YWCA of Cortland (Okay to use the word “all” instead) OR
  • 75% to YWCA of Cortland & 25% to the chapter.
  • If not stated otherwise, all money raised must go to the charity/cause specified.
  • Remember: At least 50% of money raised must go to ‘charity’ per SUNY Cortland policy.
• If the Greek Advisor knows the committee will say “No” to the request, they will contact the student whose name is on the form, inform that student of the reason and suggest possible adjustments that could be made.
  • The chapter, colony or council could choose to either withdraw the request or make an adjustment to make it viable for consideration. Either way, the group needs to inform the Greek Advisor of their decision.

What happens next?

• The Greek Advisor submits completed applications to the Fundraising Committee for their consideration within 2 business days of receipt.
  • The committee does its best to review and act on all fundraising requests within 3 business days but that is not always possible.
    • A committee member may follow up with you directly if there any questions and/or concerns so please check your emails. 
    • Remember: There are no guarantees that any or all submitted fundraising requests will be approved.

How will a group know if their fundraiser has been approved?

• An email will be sent to the person whose name is on form with any appropriate notes.
  • Email will usually come from Mavis LeFever and not the Greek Advisor.
  • Subject heading will often have the name of the fundraiser or say ‘Fundraising Request Form.’
• If a request has been denied the reason(s) will be provided; Make a note of this for the future.
  • Chapter/colony/council could re-submit the request if the required adjustments are made.
• If a request has been approved please read not only the email but also the attachment.
  • Could be a simple approval with no conditions.
  • Could be a provisional approval –okay if certain conditions are met.
    • If those conditions are not met, approval will be withdrawn and room/space reservations cancelled; Chapters/colonies/councils also risk having future fundraisers denied.

Why do Greeks have to give away at least half of the money they raise?

All chapters, colonies, and/or councils have dues and are intended to be self-supporting. They need to be able to function within their respective budgets. Fundraisers are not to be used to enable a group to lower its dues.

What needs to happen if a fundraiser is postponed or canceled?

• If canceled, inform Greek Advisor as soon as decision is made. Why? So they can cancel all room/space reservations associated with the fundraiser (this frees up space for any other group interested).
• If postponed (date or time changed), inform Greek Advisor as soon as decision is made. Why?
  • In some cases, a simple note for the records will be enough.
  • In other cases, the fundraising committee might have to re-evaluate the request.
  • Appropriate adjustments can be made to any room/space reservations.
    • There would be no guarantees as to room/space availability.

Room/Space Reservation Requests:

Don’t forget to make them; A fundraising approval is for the idea of the event but it is the group’s responsibility to make the appropriate room/space reservations; Reference the “Room/Space Reservations” section for more information.

Promotion of fundraiser:

Primarily left up to each group chapter, colony, and/or Greek council how they handle this. Much of the information below duplicates that found in the event promotion portion of the “Room/Space Reservations” section of this manual. One big difference is for event promotion when all the money raised is NOT being given away. In this case, all promotion materials must indicate what percentage of the money is going where. It is always a good idea to give away all money raised as that creates positive press and good will.

• Social media: Be accurate in what information is shared. At the very least should have a what, when, and where component to all postings.
  • Some chapters will need to follow parameters provided by their National.
  • Maximize where the information is posted – consider posting on sites that are not chapter, colony, and/or council specific.
• Cortland Connect: Every chapter, colony, and council have a presence on this site and is responsible for generating their own ‘event’ materials.
  • Events created on this site will be included in the SGA digest emails that typically start up approximately 3 weeks into each semester.
  • The Cortland Connect site is accessible to everyone and is a wonderful opportunity to promote events that are open to non-Greeks.
  • The Greek Advisor holds one training session at the start of the Fall semester and strongly encourages the appropriate officers to attend.
    • It is also expected that information about how to use this site as part of the transition process when groups change officers.
• Any flyers/posters to be hung around campus must first be stamped in the Campus Activities and Corey Union Office (Corey Union, Room 406); The office closes at 4:30 p.m. during the week and is not open over the weekend.
  • When hanging flyers/posters up, do not cover other active ones.
  • Only hang flyers/posters on public use bulletin boards. 
  • Do not hang flyers/posters on doors, windows, walls, etc. 
    • Chapters/colonies could be fined if their flyer/poster causes damage to walls, etc. (Remember: The group’s name is usually on the flyer.)
  • Make sure you have someone take flyers down once the event is over.
    • Custodians do not usually take down expired flyers/posters; It is not their responsibility.
• Any flyers going up in residence halls must first be stamped in Corey Union, Rm. 406 and then taken over to the Residence Life and Housing office for distribution to residence hall staff (for them to hang up).
• It is against City of Cortland codes to hang banners/sheets from residential buildings, including chapter houses. It does not matter what kind of message is displayed.
  • At the least, Cortland police or code officer could ask resident to take it down.
  • At the most, resident could be fined and/or ticketed.
• Newspaper articles: Consider submitting an appropriate article to either The Dragon Chronicle or The Cortland Standard. Articles typically need to be submitted at least one week prior to the issue in which the article is to be included. In both cases, it might be the most appropriate to submit as a “Letter to the Editor.

Event promotion with assistance of Greek Advisor

• Could send desired image/flyer to Greek Advisor and ask them to send it out to either the entire campus or just students or just a targeted group of students.
  • Must give at least 3 business days advance notice ahead of what is being promoted; Strongly recommend giving 4 to 5 business days.
  • Chapters, colonies, and/or councils generate the flyer, not the Greek Advisor.
    • Greek Advisor can copy and paste from the Microsoft “Paint” program.
    • Greek Advisor must adapt messages to make sure they are accessible to any person with a visual impairment if this has not already been done by the group.

Think about how and what you are saying, what images you are using when promoting an event and/or a fundraiser. How the promotion is perceived will directly reflect on both the person sending it and their chapter/colony.  Make sure to include the what, when, and where for each event as well as who to contact (and how) if the reader has any questions.

Some approved events may require an extra insurance rider that specifically covers SUNY Cortland for that event. These are events that are termed “higher risk” by the university.

• Examples: Car smash, benefit hockey game, slip ‘n’ slides, etc.
• If an extra insurance rider is requested and not provided, the event will be canceled along with all relevant reservations.
  • It can take time for a inter/national fraternity/sorority to generate this rider so don’t leave it until the last minute. 
  • This rider must be received at least 10 business days prior to the fundraiser.

Use of GoFundMe 

Not recommended by SUNY Cortland since the group holding the fundraiser does not always get 100% of any donations made but rather can lose 10%. 

• The fundraising committee has similar concerns with several other electronic ways to raise money; Advises all groups to do their research first and use caution.
• If Venmo (or something similar) is used make sure that the person in charge of the account turns over all money raised to the group holding the event within a reasonable time frame. All money should be received no later than one week after the fundraiser concludes. 
  • For Greek councils, this money must be deposited in the council’s account and then dispersed to the charity afterwards so that there is a record of money both coming in and going out. Chapters and colonies should practice the same fiscal responsibility.

SUNY Cortland Chapter Advisor attendance at a fundraiser is always a good thing as it promotes and strengthens the relationship between the group and advisor. For some events it is required. If required, make sure to consult advisors as soon as possible. Chapter advisors often have families and/or other plans, especially during the evening and/or on the weekend. If an advisor is required to attend (see below) and cannot, the event will not be allowed to take place.

• Any event taking place in a campus building after building hours (i.e. weekends in academic buildings).
  • Chapter meetings are exempt from this requirement.
• Any event taking place at the stadium complex (including practice fields), Lusk Field House, Park Center gymnasiums, etc.
• Any event that is deemed high risk.

Things/events that will not be allowed:

• Selling of any food that is either prepared by chapter, colony, and/or council members or that is pre-packaged and purchased in a store. 
  • An exception could be made if the cooking/baking is done under CAS supervision in a CAS-operated facility.
  • Walmart sometimes allows bake sales outside their store (check with store manager if interested).
• Date Auctions – or any such similar event that implies the selling of a human being.
• Kissing Booths – sanitary/health concerns.
• Credit Card Promotions – too many scams out there, simply not worth the risk.
• Fundraising of any kind during a SUNY Cortland Open House event.
• “Dorm storming” of any kind –going door to door in a residence hall selling something.
• Gambling (although bingo is sometimes allowed).

Food:

• If a group wants to do something bigger, such as holding an evening of cultural food in a dining facility, that planning must start early and should be coordinated through CAS’s Executive Director. While this would typically not be a fundraiser, the Greek Advisor is including to make sure that all groups are aware of this possible option.
  • This may not be allowed during any semester with an ongoing health concern such as a measles outbreak or a pandemic.

Types of events that do require fundraising requests:

• Separate fundraising event within SUNY Cortland sponsored Relay for Life.
  • “Relay” itself is covered by event sponsors so teams are good to register BUT if chapter, colony, or council chooses to do additional fundraising either before or during the event (funds to then be donated at the event), then a request form must be submitted and approved.
• Participation in local or regional walks intended to raise money for a cause.
  • Crop Walk, Breast Cancer Awareness, Cystic Fibrosis, etc.
  • These walks are often NOT sponsored by SUNY Cortland and do NOT take place on campus. All are awareness walks but their primary purpose is to raise money. Any chapter/colony/council choosing to participate will be expected by event organizers to raise money for the cause. Often, this is their biggest fundraising event of the year. SUNY Cortland would expect that 100% of the money raised will be donated.
    • A fundraising request form is required to be submitted.
• Fundraisers at Walmart or local restaurants – Also need permission of store managers.
  • Examples including “Dining to Donate” events at Moe's, Applebee’s, etc.
  • Date of fundraiser to be determined in consultation with the venue and will require a fundraising request form to be submitted and approved before the fundraiser can take place.
• Reminder: It is required that fundraising request forms be submitted at least 14 days prior to when the event is desired to take place. This should allow for enough time for requests to be reviewed, any needed questions asked, and a decision about approval made.

Broad categories that do not require fundraising requests:

• School supply drives
• Clothing and food drives
• WHY? These are not fundraisers. They are not raising any money but rather are collecting things and then giving them away.

Community Service:

Being of service to others in the community; Doing something for a person, group of persons and/or an organization.

Ways to hear/learn about community service opportunities:

• Contact people/groups that the chapter, colony, and/or council has helped out in the past.
  • Remember: Event planners won’t know if people in position have changed so they won’t know who to contact; Past experience indicates that many former community service chairs ignore any emails they might receive so chapters/councils lose out on continued involvement.
  • Keep a file with relevant information – community group name, contact person (and how to reach them). This file could be electronic or hard copy. It could also be information placed on a chapter’s shared drive.
    • Won’t have to start from scratch every semester/year.
    • Take notes about what chapter/colony/council members did in the past and then check with current members to see if this is something that they might want to do more of in the future.
    • Transition all relevant information to whoever takes your place.
• Greek Advisor will send you opportunities via email as they come into their office.
  • Chapter presidents are often cc’d on these emails just to keep them in the loop.
• Go out and learn things; Contact places/individuals to find out if they need assistance.
  • Take some initiative, try something new.
    • Check websites for local events such as Pumpkin Fest.
  • Ask members what they would be interested in doing; Get ideas from them.

Things to keep in mind:

• Emails sent by Greek Advisor will provide basic event information and appropriate contact information for person coordinating each community service opportunity.
  • If there are questions/concerns, chapter, colony, and/or council should reach out to that person for more information.
    • Greek Advisor serves as liaison only unless they are the contact person for a particular event; Once information is shared, their role is done.
  • Pay attention to response deadlines: Remember the contact people are usually trying to organize an event and need to know in advance if they have enough volunteers or need to keep looking.
  • If your group plans to participate, they must reach out to the contact person and let them know.
    • Why? Helps event organizers better plan out their events.
    • Should group respond if not able to help? Common courtesy says yes and also because it could open doors for future collaborations even if unable to help out this time.
    • Confirm number of members helping out so that the group holding event knows if it needs to look for more help.
      • Do volunteers need to work entire time needed or can they work in shifts? Some event coordinators are NOT okay with the idea of changes in staffing so ask them that question.
    • Super important to follow through on any commitment made so does not negatively impact event and/or future partnering possibilities.
• Remember to make appropriate room/space reservation requests . . . If needed.
• Think about collaborating with another group on campus or in the community.
• Remember that if holding something like a food or clothing drive that you have things well planned out.
  • For what cause, what organization are you collecting items? (Collected items cannot go to chapter/colony members.)
    • Have you checked with the cause/organization to make sure they are okay with this idea, will accept and can use what is being collected?
    • When and where are you going to drop off the collected items? Has this been confirmed with the organization or do other arrangements need to be made?
  • Where do you want collection sites? How often are you checking boxes?
    • If being done on campus, do you have permission from the appropriate building administrator?
    • It is not allowed to simply place a collection box in a building (including a residence hall) without the appropriate permission(s).
• Remember to keep track of all community service hours put in by chapter, colony, and council members.
  • Keep track of number of members who volunteered for what event on what date.
    • How many hours did each person volunteer each day?
  • Why? Information is needed for both SUNY Cortland and/or National reports.

Some possible options (in no particular order):

Semester specific possibilities:

• Often included as part of the “Start of Year” packet shared with each chapter, colony, and council president in late July to early August. 
  • Check with them if they don’t reach out to you with relevant information. Presidents have been asked to share these packets with all officers, all members.
• There are usually also a few ideas/opportunities contained in the “Presidential Information” sheet(s) distributed at monthly Greek Presidents Council meetings.
  • Check in with your president if they don’t reach out to you.
    • Ask them to take photo of appropriate information and send it to you.

Recruitment Procedures and Guidelines

The recruitment officers for all recognized chapters and colonies are required to meet twice with the Associate Director for Campus Activities and Greek Affairs prior to holding any recruitment events. An exception has been made for the SGA sponsored Club Involvement Fair that is held at the start of each semester.

If there are two (or three) undergraduates who are in charge of recruitment then all are to attend both meetings. Sororities represented on the Panhellenic Council are exempt as their recruitment committee meets on a regular basis.

• All culturally based Greek organizations are excused from these two meetings as they follow a different recruitment procedure.

First Meeting with Greek Advisor: Will review relevant SUNY Cortland policies and procedures and will be attended by the appropriate officers of multiple organizations. The date, time, and location will be determined by the Greek Advisor and the information shared with the chapter president as a part of the annual “Start of Year” packet that is electronically sent in late July to early August.

• The Greek Advisor will hold this meeting virtually the week before classes start only so long as all required officers of all needed chapters both attend and retain the information shared. If this requirement is not met, the meetings will take place in person during the first week of classes.

Second Meeting with Greek Advisor: Will be used to review/discuss chapter/colony specific recruitment plans

• If this second meeting has not already been scheduled prior to the first meeting, it will be scheduled immediately following the conclusion of the first meeting.
  • Recruitment personnel should provide the Greek Advisor with their shared availability no later than the third day of classes each semester. It is strongly preferred that this information is shared the week before classes start each semester so as to minimize scheduling challenges.
• Recruitment personnel must electronically provide a copy of their intended recruitment event schedule to the Greek Advisor no later than 24 hours prior to the start of this second meeting. This copy is to be provided via email.
  • Recruitment personnel are to have a copy of the intended recruitment event schedule available to them during this second meeting (so that a productive conversation can take place)
    • Can choose to view via laptop, phone or hard copy that they bring.
• No recruitment events can take place until this second meeting has happened and the desired plans have been reviewed and approved.
  • No event plan changes can be made without the approval of the Greek Advisor.
  • Violations of this procedure will result in sanctions against the chapter/colony.
  • Remember: Any meetings/events intended to take place on campus must have approved room/space reservations in place. It is the responsibility of chapter recruitment personnel to submit these reservation requests to the Greek Advisor in a timely fashion. 
    • Typically, this is done once program approval has been given.

Timeframe parameters for recruitment:

• Informal recruitment happens 24/7 all year.
• Official recruitment events cannot be held until after the two meetings mentioned above have taken place and plans have been reviewed and approved.
• Offers of membership cannot be made over either Winter or Summer Break.
• Offers of membership cannot be made to an individual if the new member orientation process is unable to be completed by the school’s initiation cut-off date each semester.
• When determining when to stop offering membership each semester, chapter/colony recruitment personnel should speak with their group’s new member orientation personnel and make sure that enough time is left in the semester so that all new members will be able to complete their program prior to the school’s initiation/crossing deadline each semester.
• As a sign of respect, Panhellenic Council member organizations have agreed not to hold recruitment events on 9/11

SUNY Cortland requirements, expectations of all recruitment personnel:

• Are responsible for making any and all needed room/facility reservations on campus and should submit those requests to the Greek Advisor in a timely fashion (at least 14 business days in advance).
  • For more information, see the “Room/Facility Reservations” section;
  • Appropriate form is linked off Cortland’s “Fraternities and Sororities” webpage;
  • Remember to let the Greek Advisor know if an approved reservation is no longer needed so the space can be freed up for another group.
• Chapter/colony recruitment personnel are responsible for knowing and following their own chapter/colony AND national organization’s recruitment policies as well as those of SUNY Cortland.
  • Undergrounding of new members is a serious violation of SUNY Cortland (and National) policy; Any group doing so will be placed on immediate suspension;
  • No alcohol is allowed at any recruitment event;
  • No distribution of courtesy bids is allowed.
    • A courtesy bid is when a chapter gives a potential new member the indication that they will be offered membership in the group the following semester. Things change over time. This also takes away an individual’s freedom of choice.
• Chapter/colony members cannot ask a potential new member what GPA they have as that would be a FERPA violation.
  • Chapter/colony members can tell potential new members the GPA requirement of their organization.
• Event attendees who are incoming transfer students, must be informed of the school’s requirement to provide the appropriate transcript(s) early in the recruitment process.
  • This is a school requirement that needs to be filled before anyone can be found academically eligible for consideration. It is the requirement of chapter/colony recruitment personnel to inform potential new members of this requirement for incoming transfer students.
    • Do not wait until final membership offer decisions have been made by the chapter/colony.
    • Refer incoming transfer students to the “Accessing Your Transcript” procedural document linked off SUNY Cortland’s “Fraternities and Sororities” webpage. The document can also be found in this manual on page 55.
  • Providing transcripts does not imply membership
  • Not everyone will be able to access unofficial (free) copies and it could take 2 or more weeks for an official transcript to arrive 
    • Remember: No offer of membership can be made until an individual is found to be academically eligible for consideration. 
• Chapter/colony recruitment personnel are asked to remind their group’s treasurer to provide the Greek Advisor with the required financial information each semester that new members are to be taken.
  • This information is to be provided no later than 1 week prior to any offers of membership being made. If not provided, any scheduled bid signing date/time will be canceled until the information is shared.
  • Information to be submitted includes:
    • Total amount of money that it will cost each active member for that semester (or year, if billed annually)
      • If it exists, the difference in cost between a member living in a chapter house and one living elsewhere (Example: $400 for in-house members, $450 for out-of-house members)
    • Total amount of money that it will cost each new/line member for that semester AND a detailed itemization of what that money will cover
      • Also need to provide the date(s) by when money is to be paid. 
• Programming in residence halls is allowed provided proper parameters are followed
  • Essentially, recruitment personnel (or any other officer for any desired program), must meet with the Greek Advisor to review the intended program
    • See the “Greek Life Programming in Residence Halls” section of manual.

SUNY Cortland New Member Eligibility Requirements:

• Must be a currently registered full time SUNY Cortland undergraduate student;
  • Nu Sigma Chi and Alpha Phi Omega are open to graduate students
• Cannot be a first semester first year student;
  • But could be an incoming first semester transfer student
• Cannot be on either Academic Warning or Academic Probation;
• For newly recognized Greek organizations, potential members must also be in good social standing with the school (Greek Advisor verifies this through the Student Conduct Office); The same applies to chapters/colonies returning to active status after dormancy.
• Returning/continuing students must have successfully completed at least 12 credit hours at SUNY Cortland AND have at least a 2.0 cumulative G.P.A.;
  • Keep in mind that SUNY Cortland honors higher organizational requirements, for example if a chapter requires a 2.5 cumulative G.P.A. that is what will be required to be deemed academically eligible for consideration.
• Incoming transfer students must have successfully completed at least 24 post-high school credit hours AND have at least a 2.50 cumulative G.P.A. Proof must be submitted to the Campus Activities Office.
  • Unofficial copies of transcripts from all colleges attended are acceptable as long as they show student name, college name, cumulative G.P.A. and number of completed credit hours.
  • Transcripts are to be submitted electronically to the Greek Advisor via email. The Greek Advisor will be in touch with the PNM once they have reviewed the submitted transcript(s) and determine if the individual is academically eligible for consideration.
    • The final decision will then be shared with the appropriate chapter/colony recruitment officers. 
• Eligibility Exceptions:
  • Are never made for SUNY Cortland academic eligibility requirements;
  • Are very seldom made by a National organization in regards to a higher G.P.A requirement. Proof of an exception must be sent to the Greek Advisor on National letterhead and signed by a National officer operating on at least the regional/district/section level. SUNY Cortland would then honor the exception;
  • Are never made by a National Panhellenic Conference member organization

Procedural Guidelines for Recruitment Personnel to Follow Once Events Begin:

• After each event, electronically submit the names, c-numbers, emails, phone numbers and living addresses for all attendees to Greek Advisor by 12 noon of the following day.
  • Names are to be submitted in alphabetical order by last name.
  • Greek Advisor will check on everyone’s academic eligibility and notify the appropriate recruitment officers of the results thereof. 
    • Will also inform recruitment personnel about students who appear to be incoming transfer students that have yet to submit the required transcript(s) and/or who appear to be first semester first years and thus not academically eligible for consideration.
• No one is to be interviewed for membership (the final step in the recruitment process for some groups) unless and until they have been found to be academically eligible for consideration by the Greek Advisor.
• Chapter/colony recruitment personnel must arrange with the Greek Advisor a specific date/time during which a “bid signing” will take place. This will formalize the anticipated acceptance of any offers of membership that have been made by chapter recruitment officers. It is during this time that potential members will be asked to complete the required SUNY Cortland documentation.
  • No chapter/colony specific new/line member activity or ceremony can take place prior to the completion of this SUNY Cortland documentation;
  • No money is to be collected prior to the completion of this documentation
    • One exception: Cultural Greek organizations requiring an application fee to be paid prior to being considered for membership on a line.
• The names, c-numbers, email addresses, phone numbers and living addresses of all individuals that are being considered for membership in a chapter/colony must be submitted to the Greek Advisor prior to an offer of membership being made. This list is to be submitted in alphabetical order by last name.
  • The Greek Advisor will verify everyone’s academic eligibility and notify the appropriate recruitment officers of the results.
  • Any chapter/colony that offers membership to an individual prior to that person being found academically eligible for consideration will be fined $100 and may be subject to additional sanctions, especially if this becomes a recurring practice.
  • The names of all academically eligible individuals to whom membership is being offered are to be submitted at least 24 hours prior to any intended bid signing session with the Greek Advisor. Failure to do so will result in the bid signing session being postponed to a later date and time.
  • All bids/offers of membership are to be signed in the presence of the Greek Advisor. While bid signing is intended to be done in-person, there is also the possibility of completing this process virtually if circumstances merit. This decision is to be made by the Greek Advisor each semester and shared with the appropriate chapter recruitment personnel. 

Guidelines for Accessing Transcripts

SUNY Cortland requires that all incoming transfer students interested in the possibility of joining a fraternity or sorority, provide the Associate Director for Campus Activities and Greek Affairs with a copy of their transcript(s) from any colleges/universities attended after high school. Transcripts are to be submitted electronically to Sandra.wohlleber@cortland.edu. Unofficial transcripts are accepted as long as they show the following information:

• Your name;
• College/university name(s) you attended;
• Your cumulative grade point average; and
• The total number of credit hours you earned

The following procedure for obtaining an unofficial copy of a transcript works for most schools:

Step #1 Go to website of your previous college/university. If you attended more than one, a transcript from each will be needed. Remember: Any college level courses taken in high school will not count.

Step #2 Go the “Registrar’s” website for that school(s). You will need your student ID number from that school(s) in order to access your records.

Step #3 Navigate through the website(s) and find your unofficial transcript(s).

Step #4 Download and send transcript(s) to Associate Director for Campus Activities and Greek Affairs Sandra Wohlleber via email (Sandra.wohlleber@cortland.edu). Once she has reviewed the document, Sandra will be in contact with you to ask you any questions she may have and/or to let you know if you are academically eligible for consideration.

If the above procedure does not work, there are two other options. Remember: SUNY Cortland cannot resolve any hold that may be on your account at a previous school(s).

Option #1 Contact the school’s “Registrar’s Office,” pay a fee and have an official transcript mailed or sent electronically to either you or to the Greek Advisor

Option #2 Contact the same office and see if an unofficial (or official) copy of the transcript can be faxed to the Campus Activities Office (607-753-2808).

Options that do not work:

Option #1 Getting a copy of your transcript from SUNY Cortland’s Student Registration and Record Services Office Why? This transcript only shows your Cortland information and not that from previous school(s).

Option #2 Going to Advisement and Transition and asking them for the same thing Why? Again, does not typically contain all of the necessary information.

Panhellenic Association: Fall Recruitment Planning Notes

Note: This section is written to provide guidance to the Panhellenic Vice President of Recruitment (VPR), Assistant VPR and the Panhellenic Advisor.

Important: Sorority recruitment personnel will be held accountable for following all relevant items provided in the preceding Recruitment Procedures and Guidelines section. Most information is written presuming that all activities (meetings and events) will be taking place inperson. Should that need to change, chapter recruitment personnel will be notified by the Greek Advisor.

Timing of first Fall recruitment planning meeting: Typically takes place on a Friday afternoon at 4 p.m. during April of the spring preceding fall recruitment; Panhellenic VPR and their assistant will meet with Greek Advisor earlier that week to make sure all is ready.

Friendly reminder: Any chapter on suspension cannot send representation to this meeting, cannot participate in any needed votes and must abide by all decisions made once they return from suspension. It will be the responsibility of the Greek Advisor and/or Panhellenic VPR and/or Assistant VPR to bring chapter recruitment personnel up to speed once the suspension has been lifted.

Terminology: Rather than writing “Greek Advisor, Panhellenic VPR and Assistant VPR” every time it is appropriate, this group will be referred to as “The Trio” so as to save space.

Meeting is to be attended by the full recruitment committee; Outgoing members are required to attend if incoming members have yet to be elected and/or selected.

• Make sure to find out when chapters intend to hold elections so will know who is to serve on this committee. Elections need to happen before end of Spring semester.

Gather updated contact information for continuing/incoming committee members:

• Chapter recruitment personnel (or president) to send contact information to “The Trio” for incoming members once elections have taken place.
• Make sure to ask for preferred email address that committee members will be using over the summer.
  • Need Fall commitment schedule (classes, jobs, etc.) from both the Panhellenic VPR and Assistant VPR, no later than August 1st .
• Make sure to keep Panhellenic group chat updated as names become known; If even one person does not have an iPhone then cannot label the chat.
  • Typical chat label will be either Fall or Spring Recruitment
• Make sure to thank outgoing committee members before end of this meeting.

Make sure everyone understands the broad parameters of Fall recruitment and how the Fall is different than Spring recruitment:

• Informal, essentially COB (continuous open bidding);
• No Panhellenic theme, no official Panhellenic event(s);
• No minimum (or maximum) number of events need to be held.
• No two chapters can hold event on same day at same time.
  • Leave time between events so PNM could get from one chapter’s event to another if so desired (location of events will impact length of this gap).
• No chapter events to be held on 9/11 but if chapter is attending a commemorative 9/11 event, they could choose to invite PNMs to join them.
• Chapters have responsibility for submitting requests for any needed on-campus rooms/spaces.
• All chapter events have to be approved by “The Trio.”
• No chapter can have an event before the Tuesday after Labor Day.
  • Exception would be if SUNY Cortland holds a Campus Involvement/Club Fair prior to that time and a chapter wants to participate.
• Offers of membership are made by chapter VPRs rather than by Greek Advisor.
  • This cannot be done unless and until PNM has been deemed academically eligible by Greek Advisor AND chapter has voted to offer them membership.

Fall Recruitment Rules must be presented for consideration at this meeting.

• Panhellenic VPR and Assistant VPR should have previously reviewed their suggestions for needed updates with the Panhellenic and Greek Advisor (usually this is the same person).
• Presuming Committee approves, rules must then go to Panhellenic Council for a vote.
  • It would be appropriate to say Panhellenic Recruitment Committee recommends adoption of the Fall 20XX Recruitment Rules. 
  • Voting outcome must be known before end of Spring semester.

Remind chapters that any planned recruitment videos and pictures need to be approved by “The Trio” before being made public. 

• Panhellenic Membership Selection Chair and Assistant cannot appear in Fall (or Spring) recruitment videos.
• Ideally all material should be sent at least a week prior to when it is desired to go public.

Provide date and time for first Recruitment Committee meeting in the Fall.

• This meeting is typically held on the Friday of the first full week of classes
• Provide location if known
• Fall recruitment is to be topic of the first Fall meeting

Remind chapters of earliest date for when chapter recruitment themes and/or apparel choices can be submitted for review to “The Trio”: June 1

• Reminder that no more than two chapters can use the same color apparel.
• Reminder that “The Trio” needs to approve any desired apparel changes before those changes are made and orders are placed.

Remind chapters of earliest date for when chapter recruitment photos, videos, etc. can be submitted for review to “The Trio”: July 15

Remind chapters of earliest date for when chapter recruitment events can be submitted for review to “The Trio”: August 1

Agenda Items for First Fall Recruitment Committee Meeting (Usually held in August):

• Introductions
• Review/verify committee contact information
• Review broad communication parameters
  • Use of group chat, copying “The Trio” on texts and emails, etc.
  • Remember: Group chat cannot be named if any member of committee does not have an iPhone.
• Review status of Fall Recruitment Rules; Go over relevant specifics.
• Review/verify status of chapter recruitment apparel.
  • Reminder that no more than two chapters can use the same color apparel.
  • Reminder that “The Trio” needs to approve any desired apparel changes before those changes are made and orders are placed.
  • Encourage chapter VPR to bring in sample of shirt for all to see.
• Review/verify status of chapter events.
  • Chapters should be prepared to hold virtual events if health protocols necessitate doing so. Even if not necessitated, chapters will always have the choice to hold virtual events.
• Review academic eligibility requirements; Especially those for incoming transfer students.
  • Ask if any National and/or chapter changed their minimum GPA requirement over the summer; Especially important if summer convention was held.
• Review Total and number of open slots each NPC chapter has.
  • Make sure that everyone knows what Total is (both the actual number and why it exists).
  • Number of open slots can’t be finalized until all chapter rosters have been received and verified by Greek Advisor. Why? Total is determined by taking average chapter size at start of the Fall semester and so rosters must be finalized in order for this to happen.
• Review promotional options, including recruitment videos and pictures.
  • Chapter and council social media options
  • SUNY Cortland social media options – broad ones plus @SUNYCortlandGreekLife
  • Campus wide emails, flyers on campus and/or in residence halls
  • Banners hanging from houses, etc. are not allowed by City of Cortland Code Office.
• Share any relevant PNM list(s); Including names of those that may still be bound to a specific sorority.
  • Bound: Meaning they accepted offer from Group A previous spring but dropped out of NME process.
• Review procedure by which chapter VPRs can offer membership to a PNM.
  • Make sure all recruitment personnel have read and understand Addendum A for Fall Recruitment Rules. A copy of that document will be included on page 60.
• Provide bid signing opportunities – dates, times, locations thereof.
• Review bid signing parameters.
  • If held in-person, Greek Advisor and either the Panhellenic VPR or Assistant VPR needs to be present.
    • No chapter personnel are allowed at any bid signing session.
  • If held virtually, the Greek Advisor hosts the session(s) and Panhellenic recruitment officers are not to attend.
• Final bid lists must be sent to the Greek Advisor least 24 hours prior to a scheduled bid signing or else the session will be cancelled. 
• Provide Greek Advisor with information about when/where/how any possible chapter specific welcome/congratulatory event may be held for that chapter’s new members. This information must be provided at least one week prior to the desired event.
  • Greek Advisor may request changes be made before event is approved.
    • Chapters vary in regards to which officer(s) coordinate this event. For some it is the recruitment personnel while with others it is those in charge of new member orientation. Make sure your chapter is aware of what needs to be done, by whom and by when.
  • Information about approved chapter welcome events will be shared at the appropriate bid signing session.
    • Chapters could choose to provide small invitation cards for Greek Advisor to distribute or Greek Advisor could simply verbally relay the information.
    • Any small invitation cards need to be given to the Greek Advisor at least 12 hours prior to when they are needed.
• Required chapter financial information must get to Greek Advisor at least 1 week prior to scheduled bid signing or the bid signing will be cancelled.
  • Review Recruitment Procedures and Guidelines section for specifics needed.
• If bid cards themselves are to be distributed at bid signing, they must be dropped off to Greek Advisor no later than noon on the day of signing. 
  • Cards must be in alphabetical order by last name with both first and last name on each envelope. 
  • Chapters could instead choose to distribute bid cards at their chapter specific welcome event. The Greek Advisor must be informed of each chapter’s plans. 
• Provide dates/times/locations/topics for all Recruitment Committee meetings.
  • For entire academic year and not just the Fall semester

Addendum A – Panhellenic Fall Recruitment Procedures

This is a more detailed explanation about the “Do’s and Don’ts” of offering membership to young ladies during informal recruitment. It has been generated to avoid the confusion that took place in Fall 2021.

Keep in mind: Not all chapters will be offering women membership at the same time. Some chapters will be offering women membership within 48 hours of each event they hold. Offers of membership do not have to wait until their last recruitment event is held. No offer of membership can be made unless and until the Greek Advisor has determined a specific PNM to be academically eligible for consideration.

Step #1: Chapters hold events, submit attendance lists, etc. No more to be said as that is explained elsewhere. This document picks up after the first event is held.

Example, Chapter X held an event and 15 PNMs were in attendance. Greek Advisor has responded back and told the chapter that 10 of the 15 were academically eligible for consideration, 3 appeared to be incoming transfer students from whom the Greek Advisor had not received a transcript, and 2 were not academically eligible for consideration.

That means that the chapter could discuss and vote on the 10 women who were academically eligible for consideration. The chapter decides on which of these women (if any), the chapter would like to offer membership to at this point in time. It is NOT the decision of the recruitment officers.

• 4 of the 10 may be solid contenders, chapter knows they would make positive contributions and wants to extend them an offer of membership right away.
• For the other 6, not enough is known, the chapter wants to get to know them better and holds off until after they have attended at least one more event. Some of those 6 may never receive an offer of membership.

Chapter X’s VPR submits the list of these 4 ladies (plus phone number, email, living address, c-number) to Greek Advisor and the 2 Panhellenic recruitment officers via email and in alphabetical order by last name. Subject heading should be something like: Organization X Bid List.

Chapter recruitment officers can then offer membership to these 4 young ladies. No other chapter members can extend offers of membership. Remember: It is not okay to offer membership to someone unless you have been told by the Greek Advisor that the individual is academically eligible for consideration.

A PNM can choose to respond in one of three ways:

• Yes, I accept the offer.
• No thanks and decline
• Maybe, I’m interested but not sure and need time to think about it
  • Could be because they need to talk things over with their parents (finances)
  • Could be because they are also considering another chapter
  • Could be because they aren’t sure for a different reason – time management

This process repeats itself as Fall recruitment continues. Some chapters may extend offers of membership after every event while others may choose to wait until they have held their last event.

No VPR (or their assistants) is ever to tell a PNM that they need a decision by a certain time on a specific day.

As PNMs are offered membership (and respond), those responses need to be shared with the Greek Advisor and the Panhellenic Recruitment officers. That can be done via text in the chapter specific recruitment group chat, preferably once per day. It could also be done via email. It could be as simple as saying that Jesse, Dylan, and Taylor all accepted, Jamie and Logan have declined and Cary needs more time.

Each chapter will have a maximum number of open slots that they can fill. For every PNM who declines an offer of membership, the chapter could choose to extend an offer to someone else who is academically eligible for consideration.

When it comes time for the actual bid signing with the university, the Greek Advisor will only invite those PNMs who have accepted an offer of membership. For anyone who was a “maybe,” the Greek Advisor would also reach out to that person and see if they had a reached a decision yet. That way, the PNM is not feeling pressured by a chapter.

Once a scheduled bid signing session is complete, the Greek Advisor will send the results to the chapter recruitment personnel, usually via text. In the Fall, it is typically something like: “Everyone expected showed up and has completed the school’s required paperwork.”

If there is still a PNM who has not yet decided on whether or not to accept an offer of membership, the Greek Advisor and chapter VPR discuss how much additional time the chapter is willing to give them. The Greek Advisor relays that to the PNM and waits for a decision from the PNM.

If a second bid signing is needed, the Greek Advisor and chapter recruitment personnel mutually agree on a date, time, location. If the new member education/orientation program has already begun, anyone added would simply need to be brought up to speed on what they missed.

Panhellenic Recruitment: Fall Recruitment Debriefing Notes

Note: This section is written to provide guidance to the Panhellenic Vice President of Recruitment (VPR), Assistant VPR, and the Panhellenic Advisor.

Timing of meeting: Once Fall Recruitment is anticipated to be complete; Typically takes place on a Friday afternoon at 4 p.m. near end of September; Panhellenic VPR and Asst. VPR will meet with Greek Advisor earlier that week to make sure all is ready.

Terminology: Rather than writing “Greek Advisor, Panhellenic VPR and Asst. VPR” every time it is appropriate, this group will be referred to as “The Trio” so as to save space

Meeting should be attended by full recruitment committee (Exception being any chapter on suspension).

Agenda:

• Welcome and make any necessary introductions.
• Review any needed updates to contact sheet.
• Review communication – What went well, what could have been improved
• Updates to group chat if needed and/or use of group chat 
• Review recruitment results
  • Congratulate each chapter; Verify their status (done, numbers taken, etc.)
• Review challenges faced during Fall Recruitment & possible ways to avoid in the future.
  • Academic eligibility
  • Recruitment rules not being followed; Consequences if that happened
  • Concerns over any specific events
  • Concerns over recruitment apparel
  • Promotion . . . Also include recruitment videos and/or pictures
  • Timeliness of submission of needed information
    • Attendance lists, bid lists, financial information, bid cards, etc. 
  • Bid signing itself
• Miscellaneous: Anything not covered elsewhere but needing to be discussed 
• Reminder about date/time/location of next meeting
  • Provide broad agenda items for that meeting.

Panhellenic Recruitment: Spring Recruitment Planning Notes

Note: This section is written to provide guidance to the Panhellenic Vice President of Recruitment (VPR), Assistant VPR and the Panhellenic Advisor. 

Timing of first planning meeting: Typically takes place on a Friday afternoon at 4 p.m.; Conversations would start at the second committee meeting of the Fall semester immediately preceding formal recruitment.

• Panhellenic VP and Asst. VP of recruitment meet with Greek Advisor earlier that week to review plans; Greek Advisor is expecting them to have done work prior to this meeting

Friendly reminder: Any chapter on suspension cannot send representation to this meeting, cannot participate in any needed votes and must abide by all decisions made once they return from suspension. It will be the responsibility of the Greek Advisor and Panhellenic VP and Asst. VP of recruitment to bring chapter recruitment personnel up to speed once suspension has been lifted.

Terminology: Rather than writing “Greek Advisor, Panhellenic VP and Asst. VP of recruitment” every time it is appropriate, this group will be referred to as “The Trio” so as to save space throughout this section.

Meeting is to be attended by full recruitment committee; Outgoing members are to attend if incoming members have yet to be selected. ➢ Find out dates when chapters intend to hold elections to fill all positions (before end of Fall semester)

Gather updated contact information for continuing/incoming committee members. Chapter recruitment personnel (or president) to send contact information to “The Trio” for incoming members once elections have taken place.

• Make sure to keep Panhellenic group chat updated as names become known.
  • If even one person does not have an iPhone then cannot label the chat.
• Make sure to thank outgoing committee members at their last meeting.

Make sure everyone understands broad parameters of Spring’s formal recruitment and how it impacts Nu Sigma Chi.

• NPC chapters will be following fully structured guidelines; See later for specifics on what this means
• All recruitment events will take place on campus
  • One allowed exception could be each chapter’s celebratory event for their new sisters
• Nu Sigma Chi will not be participating in formal recruitment; Will continue with informal parameters
  • If chapter chooses to change this, they can do so; Will need to consult with Greek Advisor first
  • Nu Sigma Chi will have responsibility for submitting any and all needed room/space reservation requests
  • Nu Sigma Chi is required to attend all recruitment committee meetings; Information applicable to all chapters will be discussed/reviewed first
    • Nu Sigma Chi may leave once conversation no longer applies to them
• All formal recruitment room/space reservation requests will be made by Greek Advisor within a month following each Spring’s recruitment events (Spring 2021 events to be scheduled by Spring Break 2020 as an example)
• Panhellenic recruitment theme will be chosen
• Panhellenic recruitment shirts will only be ordered/worn by Recruitment Counselors and both Panhellenic recruitment officers
  • Chosen theme, imagery and color will carry over for use on that year’s Recruitment Brochure
• All chapter events have to be approved by “The Trio”
• Nu Sigma Chi events cannot take place on the same days as NPC events; Chapter will decide if would like their events during week between NPC weekends or after NPC weekends or combo
• All chapters could choose to participate in an SGA sponsored Campus Involvement Fair if one is scheduled to take place 
  • No recruitment counselors can be present and/or be represented at this tabling
• Offers of membership are made by the Greek Advisor only
  • Cannot be done unless and until a PNM has been deemed academically eligible by Greek Advisor AND the PNM has been matched to a specific sorority
• Remind chapters that any planned recruitment videos and/or photos/images need to be approved by “The Trio” before being used; Recruitment counselors and Panhellenic recruitment personnel cannot be in any of these items.

Panhellenic Recruitment: Fall Recruitment Debriefing Notes

Note: This section is written to provide guidance to the Panhellenic Vice President of Recruitment (VPR), Assistant VPR and the Panhellenic Advisor.

Timing of meeting: 

Terminology: Rather than writing “Greek Advisor, Panhellenic VPR and Asst. VPR” every time it is appropriate, this group will be referred to as “The Trio” so as to save space

Meeting should be attended by full recruitment committee (Exception being any chapter on suspension).

Agenda: 

New Member Orientation Procedures and Guidelines

The “New Member Educator(s)” for all recognized chapters and colonies are required to meet with the Associate Director for Campus Activities and Greek Affairs prior to the start of the new member education/orientation process. For all chapters and/or colonies, there will be two meetings required. All undergraduates involved with this process are to attend both meetings. To be clear, if an organization has a new member orientation/education committee, then the entire committee is to attend both meetings. This is to make sure that everyone involved has been provided with the same information and has the opportunity to ask any questions they may have.

First Meeting with Greek Advisor: Will review relevant SUNY Cortland policies and procedures and will be attended by the appropriate individuals from multiple organizations. The date, time, and location will be determined by the Greek Advisor and the information shared with the chapter president as a part of the annual “Start of Year” packet that is electronically sent in early August. As a general rule, these meetings will take place no later than the second week of each semester.

Second Meeting with Greek Advisor: Will be used to review/discuss the specifics of the chapter/colony’s intended new member orientation program.

• If this second meeting has not already been scheduled prior to the first meeting, it will be scheduled immediately following the conclusion of the first meeting.
  • New member orientation personnel should provide the Greek Advisor with their shared availability no later than the Saturday immediately following Drop/Add each semester. Feel free to provide earlier if known.
• Orientation personnel must provide a copy of their intended new member orientation program to the Greek Advisor no later than 24 hours prior to the start of this second meeting. The program is to be submitted electronically via email.
  • Orientation personnel are to have a copy of the intended program available to them during this second meeting (so that an informed discussion can take place)
    • Can choose to view via laptop, phone or hard copy (that they bring) 
• No portion of the new member orientation process can take place until this second meeting has happened and the desired plans have been reviewed and approved.
  • No changes can be made to an approved program without the approval of the Greek Advisor.
  • Any meetings/events intended to take place on campus must have approved room/space reservations in place. It is the responsibility of chapter/colony personnel to submit these reservation requests in a timely fashion. Typically, this is done once program approval has been given.
  • Violation of SUNY Cortland’s new member orientation guidelines will result in sanctions against the chapter/colony and possibly against specific individuals.

Information to be reviewed with the Greek Advisor must include at least the following items:

• Name and contact information for all new/line member orientation personnel;
• Number of times per week the group will be meeting with the new/line members;
• Length of time each interaction is intended to take place;
• Location where each interaction is to take place;
• Overview of material that is to be covered at each session;
• Manner in which material is to be presented at each session; and
• Any and all intended interactions with new/line members. o
  • To be clear: This would include any chapter/colony hosted or co-hosted meetings, community service, fundraising, social events, etc. to which they could be invited and/or would be welcome to attend.

Things to remember when planning out your new member orientation program:

1. All eligible individuals accepting an offer of membership, a position on a line, must complete the appropriate SUNY Cortland paperwork prior to starting any kind of new member program.
   1. For all GMC member organizations, each intended line must meet with the Greek Advisor before the new member orientation process can begin. These meetings last approximately 45 – 60 minutes and the SUNY Cortland paperwork is completed during this time.
2. Those joining other Greek organizations must attend a mandatory ‘new member orientation’ meeting with the Greek Advisor near the start of the new member education process. This meeting lasts approximately one hour and typically take place during the last week of September and the last week of February.
   1. Exact dates will be shared no later than at the new member procedural meeting previously mentioned. Meetings take place during the week at either 4:30 or 7 p.m. with new members only needing to attend one of the two sessions. 
3. New/line member activities cannot interfere with classes, academic activities, or academic requirements. Nor can they interfere with anyone’s work schedules.
4. New/line members cannot be offered membership, cannot start a new member orientation process over either Winter or Summer Break.
   1. No portion of the new member orientation process can take place over either Winter or Summer Break.
5. The new member orientation process shall end at least 1 month prior to the start of final exams at the end of each semester. All new/line members are to have been initiated, are to have crossed no later than this date.
   1. This specific date will be given by the Greek Advisor at the start of each semester if not sooner. This date usually falls on a Thursday and is typically in early November and April.
6. Each new/line member activity must be purposeful in keeping with SUNY Cortland’s broad mission of education and human development.
   1. To educate the new/line member in regards to the ideology, history and ceremonies of the fraternity or sorority. 
   2. To instruct new/line members on their purpose and responsibility to the fraternity or sorority, to the university and to the community.
   3. To broaden the understanding between fraternity brothers/sorority sisters and the newest members and to promote a sense of unity between all members.
   4. To carry out activities of campus and civic value. 
   5. To continue the tradition of fraternity and sorority membership as a matter of special pride and achievement.
7. Auxiliary Groups: Are typically referred by such names as little sisters, sweethearts, little brothers, etc. and are not recognized by SUNY Cortland. It should be noted that these groups are also not recognized by the majority of all Greek national organizations. To be clear: Auxiliary groups are not allowed at SUNY Cortland.

Some guidelines for specific new/line member activities for all groups to follow include:

1. Library/Study Hours: Not required by SUNY Cortland and cannot be required by a chapter and/or colony unless ALL members participate to an equal level. The Greek Advisor reminds all groups to leave all members plenty of time to study.
   1. To be clear, that would mean that in order for a chapter/colony to be able to require its new members to participate in any library/study hours, then the initiated members must be required to participate as well. Proof of this would need to be shared with the Greek Advisor.
2. Uniforms/Gear: Acceptable only after fully discussed with and approved by the school’s Greek Advisor AND only as required by the Inter/National organization. Gear cannot interfere with the academic institution or the student’s ability to function therein.
   1. New/Line members must be able to appropriately answer questions (if asked) about what the gear means. This applies to professors, school administrators, family, and friends.
3. Marching: Unacceptable unless included as part of a surfacing, step show, or new member presentation. Marching is defined as but is not limited to new/line members linked arm in arm, stepping or stomping loudly in unison, dipping and/or chanting/singing.
4. Walking in Line: Unacceptable. Walking in line is defined as new/line members walking one in front of each other in a line OR walking next to each other in a structured format and/or with linked arms. This also includes cutting corners and any other structured form of walking in formation.
5. Walking in Unison: Acceptable. New/line members may walk together in unison as an accidental occurrence. This is best illustrated as when two (or more) friends fall into sync in/on the same stride. Chapters/colonies cannot mandate that their new/line members intentionally walk in unison.
6. Mandating Social Probation: Unacceptable. Social probation is defined as, but not limited to, (1) not being able to socialize and or speak with friends, family, professors, employers, etc.; (2) not being able to attend social events such as parties, programs, etc. that take place when a class/line member is not required to be at a new member orientation activity.
7. Surfacing and/or New Member Presentations: Acceptable if done according to each organization’s Inter/National guidelines and the following conditions:
   1. There is no physical, mental and/or verbal abuse and/or harassment of anyone whether or not that person(s) is in attendance
   2. With proper and timely notification to SUNY Cortland’s Greek Advisor, along with the timely submission and approval of any necessary reservation request forms.
8. Viewings: Unacceptable. However, meetings with two or more organizations at which potential new members are present and interacting in a positive fashion are acceptable. Viewings are defined as allowing members of other chapters or organizations to see, look at, ridicule, tease and/or view potential new members in a negative fashion. This is related to cross-pledging (see next item).
9. Cross Pledging: Unacceptable. Cross pledging is defined as allowing members from another fraternity and/or sorority to view, question, come into physical contact, etc. with potential new members from your organization.
10. Forced Servitude: Unacceptable to ask/require a new/line member to clean an initiated member’s room or vehicle, to run personal errands, or to perform other services or duties not normally and equally shared by initiated/crossed members.
11. Sleep Deprivation, Dietary Restrictions, Forced Calisthenics, etc.: Unacceptable. Items such as these and others (bathing, personal hygiene) fall under the broader heading of hazing. Calisthenics include any kind of exercising (push-ups, etc.).
12. Overnight Sleepovers: Unacceptable. Forbidden by the majority of all National organizations. To be clear: Initiated members cannot ask or require new/line members to sleep over nor can new/line members who ask to sleep over be allowed to do so (unless they are extremely ill).
13. Blindfolding of new/line members is extremely limited, if not forbidden by most National organizations. New member education/orientation personnel should check with their organizational chapter/colony advisor and/or their National governing documents if unaware of what their organization allows.
    1. Blind folding is definitely not allowed when used to lead/guide a new/line member from one location to another. The safety and well-being of all members must be a top priority.
14. Scavenger hunts are typically not allowed by a National organization either. Again, new member education/orientation personnel should check with the same individuals mentioned in item #13.
15. Time Limitations: During the week all programming that includes new/line members must end no later than 10 pm. It is encouraged that programming end earlier whenever possible as many students have early morning classes. It is not unusual to have programming end by 9 p.m. during the week.
    1. On both Friday and Saturday, the latest possible ending time is 11 p.m.
    2. No activity involving a new/line member can ever start before 9 a.m.

Things you are responsible for once orientation program has been approved:

• Any desired changes must first be discussed with/approved by the Greek Advisor
  • Could include dates, times, location, events, manner of presentation, etc. 
• Making sure that all new/line members have a calendar showing at least the date, starting time, anticipated length, and location for each session/event
  • This should be provided to new/line members at the start of the process and will assist everyone with time management.
• New/associate/line members may withdraw from pledging/orientation at any time.
• Greek Advisor must be informed within 24 hours of any changes to the membership roster for each class/line. Changes included, but are not limited to, an individual choosing to withdraw from the process. If known, the reason for this change should also to be shared.
  • It is not the responsibility of the new/line member to tell the Greek Advisor that they have withdrawn from a program although they may choose to discuss their personal situation, their options with the Greek Advisor at any point in time.
  • For those chapters/colonies that give a new/line member 24 hours to consider changing their mind, the Greek Advisor is to be informed at the end of that 24- hour grace period (if the person decides to withdraw from the process).

New Member Bill of Rights

Each new/line member has:

• The right to be fully informed about all conditions implied or stated in the acceptance of an offer of membership;
• The right to be treated as an individual;
• The right to ask questions and receive true and objective answers from initiated members;
  • This includes such things as “how, why, and when;”
• The right to be treated as a capable and mature person without being patronized;
• The right to have a positive, safe, and enriching recruitment and new member orientation process;
• The right to make informed choices without undue pressure from others;
• The right to make one’s own choice and decision(s) and accept full responsibility for the results of those decisions;
• The right to change their mind and end their association with a fraternity/sorority before initiation/crossing.

Hazing is any action taken or any intentionally created situation that causes embarrassment, harassment or ridicule and risks emotional and/or physical harm to members of a group or team, whether new or not, regardless of the person’s willingness to participate. Nearly every state in the U.S. has laws against hazing (including New York). That means it is a misdemeanor or felony that should be reported.

Common factors of hazing:

• Activities meant to ‘earn’ a place within an organization or team that seem inconsistent with someone’s character or values
• Activities that are embarrassing or mentally/physically abusive
• Forced or coerced abuse of alcohol, drugs, and/or foods
• Personal servitude or the performance of meaningless tasks
• Willingness to participate does not absolve responsibility for either party
• Requirements for new or potential members to do things that established/initiated members are not required to do
  • And yes, this could apply to something seemingly beneficial like study hours.

Not sure if something qualifies as hazing?

Ask yourself the following questions and if the answer is yes to any of them, then, yes, the matter in question probably qualifies as hazing.

• Would I feel comfortable participating in this activity if my parents/grandparents were watching?
• Would we get in trouble if a college administrator walked by and saw us?
• Am I being asked to keep these activities a secret?
• Am I doing anything illegal?
• Does participation in this activity violate my values or those of this organization?
• Is this causing emotional or physical distress or stress to myself and/or to others?

Possible negative impact(s) on individual(s) being hazed:

• Physical, emotional, and/or mental instability
• Sleep deprivation 
• Loss of sense of control and empowerment
• Decline in grades and quality of homework 
• Relationships with friends, significant others, and family suffer
• Post-traumatic stress syndrome
• Loss of respect for and interest in being part of the organization
• Erosion of trust within the group members

Possible negative impact(s) on those who haze:

• Damage to one’s personal reputation
• Warped sense of leadership
• Feelings of shame and guilt
• Potential suspension and/or expulsion from the organization and/or the school
  • Other lesser sanctions are also possible
• Potential legal action
  • Jail time
  • Financial consequences if sued
  • Permanent criminal record (could impact future career choice)

Possible negative impact(s) on the organization/team:

• Loss of reputation within the campus community, local area and nationally
• Loss of recognition for the organization, team or club and/or other privileges revoked
• Civil damages may be levied

Remember: If you see something, say something. It is far better to stop something negative from taking place rather than having to deal with its consequences. Hazing is a real problem that can cause long-lasting effects to the person(s) being hazed, the person(s) doing the hazing, and the community at large.

Across the country there has been at least one fatality every year due to hazing for the past 40+ years. Hazing is everyone’s problem. It is also everyone’s responsibility to do their part to prevent it from happening.

Some reporting options at SUNY Cortland:

• Dial 911 if someone’s life and well-being is in immediate danger.
• Contact the Associate Director for Campus Activities and Greek Affairs
  • Sandra.wohlleber@cortland.edu or 607-753-5769 (Office) or 607-423-3294 (Cell) or stop by her office in Corey Union, Room 412
• Contact the University Police Department (UPD)
  • 607-753-2111 (Emergency) or 607-753-2112 (Non-emergency) or stop by their office in Whitaker Hall
  • Submit a Silent Witness Report (can be found linked off the UPD website)
    • Can choose to include your name or have the report be anonymous
      • More can be done if you submit your name so we could follow up with you privately.
    • Include as many specific details as possible
      • It is not helpful to simply say, Chapter XX hazes their new members.
• Contact your RA and/or your RHD and/or your Area Coordinator
• Contact your coach, your professor, your academic advisor, and/or the dean’s office
• Contact the Vice President for Student Affairs (607-753-4721)
• Contact the Title IX Office (607-753-2956 or x4550) or Miller Building, Room 404-A
• Talk to your parents
• Contact anyone with whom you feel comfortable

Non-SUNY Cortland reporting options:

• Contact the local police
• Contact the national headquarters of the appropriate fraternity/sorority
• Contact the national toll-free and confidential hazing hotline: 1-888-668-4293
  • This hotline is available 24 hours a day, 7 days a week.

Interested in learning more about hazing? HazingPrevention.Org provides a lot of programs, resources and information about hazing prevention.

Hazing Laws and Regulations

Hazing and/or harassment of new/line members is strictly prohibited as stipulated by New York State Law and the State University of New York Board of Trustees rules for the maintenance of public order. (See SUNY Cortland Code of Student Rights and Responsibilities and Related Policies). All chapters/colonies on the SUNY Cortland campus shall file with the Campus Activities and Corey Union Office a Certification of Compliance with Anti-Hazing Laws and Regulations. This certificate is a part of the required annual continued recognition application packet.

SUNY Cortland Hazing Policy

General Philosophy Regarding Hazing

SUNY Cortland believes that the participation in any organization includes acting responsibly towards members and future members of that organization. Responsible behaviors are those that show respect for the dignity and self-esteem of all persons. Practices that are physically, emotionally, psychologically, and spiritually damaging to others are not acceptable and will not be tolerated.

As Pertains to Student Organizations and Teams

Organizations covered under the New York State Law on hazing, State University of New York Policies and SUNY College at Cortland Policies include an intercollegiate athletic team, club sport team, fraternity, sorority, association, order, society, club, or service, social or similar group whose members are primarily students at the State University of New York College at Cortland.

Definition of Hazing

Note: Any updated terminology in SUNY Cortland’s Student Code of Conduct and Related Policies will take precedence if different than what provided below.

Hazing means any intentional, knowing or reckless act occurring on-campus or off-campus, by one person acting alone or with others, directed against a member of the SUNY Cortland community that endangers the mental or physical health or safety of that person. Hazing is related specifically to pledging, being initiated into, developing an affiliation with, holding office in, or maintaining membership in any organization or team whose members are or include students at the State University of New York College at Cortland. The term "hazing" includes but is not limited to:

1. Any type of physical contact or brutality, such as whipping, beating, striking, branding, electronic shock, placing of a harmful substance on the body or similar activity.
2. Any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in a small place, calisthenics or other activities that subject the student to unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student.
3. Any activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug or other substance which subjects the student to an unreasonable risk of harm or which adversely affects the mental or physical health or safety of the student.
4. Any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame or humiliation (such as verbal harassment), or adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered with SUNY College at Cortland, or that may reasonably be expected to cause a student to leave the organization or SUNY College at Cortland rather than submit to acts described within this hazing section.
5. Any activity that induces, causes or requires the student to perform a duty or task which involves a violation of the penal code and/or the SUNY Cortland Code of Conduct and Related Policies.

Hazing Offenses

A person commits an offense if the person:

1. engages in hazing;
2. solicits, encourages, directs, aids or attempts to aid another in engaging in hazing;
3. intentionally, knowingly, or recklessly permits hazing to occur.

Penal Law

New York State Law Chapter 86 Section 120.16 states that “a person is guilty of hazing in the first degree when, in the course of another person’s initiation into or affiliation with any organization, he or she intentionally or recklessly engages in conduct which creates a substantial risk of serious physical injury or death to such other person or a third person and thereby causes such serious injury or death to such person or to a third person.” Hazing in the first degree is a Class D Felony.

New York State Law Chapter 86 Section 120.17 states that “a person is guilty of hazing in the second degree when, in the course of another person’s initiation or affiliation with any organization, he or she intentionally or recklessly engages in conduct which creates a substantial risk of physical injury to such other person or a third person and thereby causes such injury.” Hazing in the second degree is a Class E Felony.

New York State Law Chapter 86 Section 120.18 states that “a person is guilty of hazing in the third degree when, in the course of another person’s initiation or affiliation with any organization, he or she intentionally or recklessly engages in conduct which creates a substantial risk of physical injury to such other person or a third person.” Hazing in the third degree is a Class A Misdemeanor.

Rules for the Maintenance of Public Order

The State University Board of Trustees rules for the maintenance of public order (State University Of New York Codes, Rules and Regulations Title 8 Education Laws, Volume B Section 535.3, September 30, 1980) states that “no person, either singly or in concert with others, shall take any action, create or participate in the creation of any situation which recklessly or intentionally endangers mental or physical health or which involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization.” 

Penalties

It is also stated that any organization which authorizes the prohibited conduct described in Subdivision (1) of Section 535.3 shall be subject to the recision (removal) of permission to operate upon the campus or upon the property of the State-operated institution used for educational purposes. The penalty provided in this subdivision shall be in addition to any penalty to which an individual may be subject pursuant to this part. All fraternities and sororities are also subject to SUNY Cortland disciplinary action on any hazing policy.

Bylaws

Section 6450 (1) of the Education Law requires that the provisions of this Part which prohibit reckless or intentional endangerment to health or forces consumption of liquor or drugs for the purpose of initiation into or affiliation with shall be deemed to be part of the bylaws of all organizations which operate upon the campus of any State-operated institution or upon the property of any State-operated institution used for educational purposes. The statute further requires that each such organization shall review these bylaws annually with individuals affiliated with the organizations.

Ladder of Risk

Section not done

Underground and/or Banned Organizations

The current list of all underground groups as of August 2022 is as follows:

• Beta Phi Epsilon (Beta)
• Delta Chi (DChi)
• Delta Kappa Beta (Kappa)
• Kappa Alpha Psi (the Kappas)
• Kappa Sigma (Kappa Sig or KSig)
• Kappa Sigma Gamma (female)
  • Also call themselves Sigma Kappa Phi
• Omega Delta Phi (Omegas or ODPhi)
• Pi Kappa Phi (Pi Kapp)
• Tau Kappa Epsilon (Teke or TKE)

Summer 2019 Updates to the SUNY Cortland Student Code of Conduct:

Definition of an unrecognized organization: An unrecognized organization is an organization, group, club, society or fraternal organization whose recognition as a SUNY Cortland club or organization is currently suspended or has been revoked on the basis that its members have committed severe violations or have a history of repeated violations of law and University regulations such that the organization’s continued presence on the campus or association with the university is determined to have irreparable adverse effects on the university or members of the SUNY Cortland community. An organization, group, club, society or fraternal organization that misrepresents itself as a recognized SUNY Cortland club or organization or uses the university name or logos without authorization is also considered to be an unrecognized organization, as such groups are not regulated by overarching organizations or by the university and, therefore, pose a risk to members of the campus community.

Affiliation with Unrecognized Organizations: Any affiliation with an unrecognized organization is prohibited. Affiliation includes recruiting for; joining; rushing; pledging; accepting an offer of membership or being involved in any activity that would normally be associated with being a member of the unrecognized organization. Residing in facilities that are owned, rented, or controlled by an unrecognized organization is also considered affiliation and is prohibited.

Unauthorized Membership or Participation in Student Club or Organization: Joining and/or participating in a student club or organization without meeting its eligibility requirements (e.g. joining a fraternity or sorority while on Academic Probation) is prohibited.

Recruitment of Ineligible Students to Join a Student Club or Organization: Recruiting students who do not meet eligibility requirements to join a student club or organization (e.g. recruiting first semester, first year students to join a fraternity or sorority) is prohibited.

Summer 2019 Updates to the school’s Other Related SUNY Cortland Policies:

It is a violation of SUNY Cortland policy for students to affiliate with banned organizations. (Approved by the College Council, May 3, 2000 with the caveat that any students who were affiliated with groups banned by SUNY Cortland prior to that date will not be considered in violation of this policy.)

Definition of a Banned Organization: A banned organization is an organization, group, club, society or fraternal organization whose recognition as a university club or organization has been suspended or revoked on the basis that its members have committed severe violations or have a history of repeated violations of law and university regulations such that the organization’s continued presence on the campus or association with SUNY Cortland is determined to have irreparable adverse effects on the university or members of the university community. An organization, group, club, society or fraternal organization that misrepresents itself as a recognized SUNY Cortland club or organization or uses the SUNY Cortland name or logos without authorization is also considered to be a banned organization, as such groups are not regulated by overarching organizations or by the university and, therefore, pose a risk to members of the Campus community.

Affiliation with Banned Organizations: The definition of affiliation includes recruiting for, joining, rushing, pledging, accepting an offer of membership or being involved in any activity that would normally be associated with being a member of an organization. Residing in facilities which are owned or controlled by these organizations is also considered affiliation. Fraternal organizations are one type of organization to which this policy applies. At this point in time SUNY Cortland has two banned fraternities: Beta Phi Epsilon (Beta) and Delta Kappa Beta (Kappa).

Also approved by the College Council in May 1991 was the following:

Greek organizations are to submit lists of proposed members to the Campus Activities and Corey Union Office for academic verification. Any Greek organization failing to comply with the above stipulation shall be suspended for a minimum of one year.

Updated terminology would refer to individuals taken (offered membership) without the school’s knowledge and without verification of academic eligibility as having been undergrounded. To be clear, undergrounding new members violates SUNY Cortland policies.

SUNY Cortland Greek Multicultural Council (GMC)

Member organizations: Any and all culturally based fraternities and sororities that are recognized by SUNY Cortland.

The purposes of this council include:

• Serving as an umbrella council for all recognized fraternal organizations that can be referred to as ethnic in origin with said organizations to include those traditionally classified as African-American, Asian-American, Latina/Latino, etc.;
• Promoting the awareness of multicultural diversity within SUNY Cortland and the larger Cortland community through the contributions of this Council and its member organizations;
• Supporting and promoting the works of this Council’s member organizations either individually or collectively;
• Fostering respect, unity, friendship, and open lines of communication amongst all Council member organizations and the larger community in which we live; and
• Promoting the academic advancement of all member organizations and the larger community in which we live.

All Council members are expected to conduct themselves according to the following guidelines:

• Always keep an open mind and listen constructively.
• Respect each other.
• If disagreeing, disagree with ideas but not with those presenting them.
• Share your perspective with others so that your voice can be heard.
• Share responsibility and follow through on commitments you have made.
• Participate in Council discussions and events.
• Abide by all Council policies; remember that individuals created these policies in the best interest of the Council and its member organizations.

The most recent version of the GMC governing documents (Constitution and Bylaws) can be found on the SUNY Cortland Fraternities and Sororities website.

SUNY Cortland Interfraternity Council (IFC)

Member organizations: Any and all socially based fraternities that are currently recognized by SUNY Cortland.

The mission of this council is to bring about closer working relationships and coordination among its member fraternities and SUNY Cortland, in accordance with the policies and standards established by SUNY Cortland, the North-American Interfraternity Conference (NIC), and each member organization with university policies and standards taking precedence should there be a discrepancy.

The purposes of this council include:

• Providing governance structure to its Member Fraternities;
• Promoting the interests of its Member Fraternities;
• Promoting the interests of men’s fraternities in general;
• Discussing questions of mutual interest and presenting appropriate recommendations to its Member Fraternities for potential action;
• Promoting the interests of SUNY Cortland;
• Promoting mutual cooperation between its Member Fraternities;
• Promoting mutual cooperation between the IFC, fellow governing councils, and student organizations at SUNY Cortland; and
• Promoting mutual cooperation between the IFC and SUNY Cortland, its students, faculty, staff, and local community.

The most recent version of the IFC governing documents (Constitution and Bylaws) can be found on the SUNY Cortland Fraternities and Sororities website. It should be noted that this council has been dormant since Spring 2020.

SUNY Cortland Panhellenic Association

Member organizations: Any and all members of the National Panhellenic Conference that are currently recognized at SUNY Cortland. Also included is local sorority Nu Sigma Chi.

Object of this association shall be to develop and maintain fraternity life and interfraternity relations at a high level of accomplishment and in so doing to:

• Consider the goals and ideals of member groups as continually applicable to campus and person life;
• Promote superior scholarship as basic to intellectual achievement;
• Cooperate with member fraternities and the university administration in concern for and maintenance of high social and moral standards;
• Act in accordance with National Panhellenic Conference (NPC) unanimous agreements and policies; and
• Act in accordance with such rules established by the Panhellenic Council as do not violate the sovereignty, rights and privileges of member sororities.

The most recent version of the Panhellenic governing documents (Constitution and Bylaws) can be found on the SUNY Cortland Fraternities and Sororities website.

Member organizations: Include all fraternities and sororities currently recognized by SUNY Cortland.

This council meets monthly with all meetings being scheduled and coordinated by the SUNY Cortland Associate Director for Campus Activities and Greek Affairs. Monthly topics will vary and will apply, be relevant to all chapters, colonies, and councils. Guest speakers will be in attendance as appropriate.