Establishing/Re-Activating a Chapter

Revised April 29, 1999
Approved May 6, 1999
Revised September 2002
Revised July 2009

Introduction

The standards outlined below apply to fraternities and sororities that are seeking affiliation under the 4 Greek Governing Councils at the University of Virginia (Inter-Fraternity Council, Inter-Sorority Council, Multicultural Greek Council, National Pan-Hellenic Council). Establishing or reactivating a fraternity or sorority at the University will occur in concert with the respective governing council and will occur in 3 phases:

Phase 1: ESTABLISHMENT PHASE

Any Inter/National Fraternity or Sorority seeking to establish or re-establish a chapter at the University must first contact the Office of the Dean of Students/Fraternity & Sorority Life (ODOS/FSL). During this initial communication, ODOS/FSL will outline the process for establishing or re-establishing a fraternity or sorority at the University and will facilitate contact between the Inter/National Fraternity or Sorority and the appropriate Greek Governing Council (IFC, ISC, MGC, or NPHC). During this time period, no formal commitment shall be made; rather this period is for learning the process of establishing or reactivating a fraternity or sorority.

After meeting with ODOS/FSL and representatives from the appropriate Greek Governing Council, the Inter/National Fraternity or Sorority will submit the following to both ODOS/FSL and the appropriate Greek Governing Council:

A letter of support from the Inter/National Fraternity or Sorority to both ODOS/FSL and the appropriate Governing Council. A copy of the group’s constitution. A statement that the Inter/National Fraternity or Sorority does not discriminate on the basis of age, color, disability, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status or family medical or genetic information when determining its membership. A statement of the Inter/National Fraternity or Sorority’s goals and vision for establishing or re-establishing a fraternity or sorority at the University. Proof of advisory support.

The Governing Council, in consultation with the Office of the Dean of Students/Fraternity & Sorority Life, will review the portfolio materials and will take one of two actions:

a) Endorse the Inter/National Fraternity or Sorority to continue the process of establishing/re-establishing a chapter at the University. Upon receiving approval to establish/re-establish a chapter, the Inter/National Fraternity or Sorority may recruit new members at a time designated by the Office of the Dean of Students/Fraternity & Sorority Life. Once an initial new member class has been recruited, The Office of the Dean of Students will issue a Provisional Fraternal Organization Agreement (FOA) for the newly established/re-established fraternity or sorority to act as a fraternity or sorority at the University. The Fraternal Organization Agreement must be signed by a full-time University student member of the fraternity or sorority. Upon signing the Provisional Fraternal Organization Agreement, the fraternity or sorority then progresses to the Provisional Period.

b) ) Deny further establishment. The Governing Council will supply the student group with an explanation as to why the Council reached such a decision. The Inter/National Fraternity or Sorority can request that the decision be reviewed by the Office of the Dean of Students/Fraternity & Sorority Life.

If a student group at the University seeks to establish a chapter of an Inter/National Fraternity or Sorority without the prior formation (or current inactivity) of an Inter/National Fraternity or Sorority, the student group is expected to initiate contact with the Office of the Dean of Students/Fraternity & Sorority Life and the desired Inter/National Fraternity or Sorority. The student group will be expected to submit documentation (see list above) for review and consideration by ODOS/FSL and the appropriate Governing Council. If approved by ODOS/FSL and the Governing Council, a recruitment timeline for provisional members will be established in consultation with ODOS/FSL.

• A plan for membership growth.
• A plan for new member education.
• Documentation of financial viability.
• A copy of all relevant standards and procedures that the Inter/National Fraternity or Sorority expects of members. This includes, but is not limited to, membership criteria, academic requirements, policy information, risk management requirements, and chartering standards.
• Any additional requirements as outlined by ODOS/FSL and/or the appropriate Greek Governing Council.

Phase 2: PROVISIONAL PHASE

The Provisional Phase will last a minimum of four months and will not exceed three semesters.

The following are expectations of the newly established (or renewed) Inter/National Fraternity or Sorority during the provisional phase:

a) The Provisional Fraternal Organization Agreement will be signed by a designated executive student officer (e.g. chapter president) of the provisional fraternity or sorority. b) The provisional fraternity or sorority will submit a list of members including student names, computing IDs, and year of study. c) The provisional fraternity or sorority will abide by all requirements of the Fraternal Organization Agreement at the University and the guidelines and procedures outlined by the respective Governing Council. d) The provisional fraternity or sorority will maintain a regular meeting with a representative from the Office of the Dean of Students/Fraternity & Sorority Life to discuss the group’s progress, goals, and timeline for establishing a full Fraternal Organization Agreement. During these meetings, ODOS/FSL will provide support, resources, and information as it relates to the provisional fraternity or sorority, the University, and the Fraternal Organization Agreement process. e) *Inter/National Fraternities or Sororities seeking IFC/ISC membership will not be permitted to participate in the formal spring recruitment process until a full fall semester of Provisional FOA status has been completed.*

Phase 3: FULL MEMBERSHIP

Following the provisional period and provided that the student group has met any additional criteria outlined by the respective Governing Council, the provisional fraternity or sorority may apply for full membership in the respective Governing Council. Once approved by the Governing Council, the Office of the Dean of Students/Fraternity & Sorority life will issue a Fraternal Organization Agreement.