STANDARDS AND PROCEDURES FOR THE
OPERATIONS OF FRATERNITIES AND SORORITIES

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

INTRODUCTION

By direction of the Board of Visitors, the Faculty-Staff Committee on Fraternities was constituted in September 1954 to study certain aspects of fraternity operations at the University of Virginia. Their charge was to recommend the adoption of regulations, policies and practices considered necessary for the organization of fraternity life at the University.

In 1974, with the advent of sororities, the name of the committee was changed to the Committee on Fraternities and Sororities in an effort to reflect the coeducational aspects of the Committee's work and to officially recognize the Inter-Sorority Council (hereafter, ISC). For over a decade, the Committee on Fraternities and Sororities oversaw the activities for a community of over 50 Greek organizations and had increased responsibility for governing fraternity/sorority life as outlined by the Standards and Procedures for the Operation of Fraternities and Sororities.

In the 1986-1987 academic year, in response to a growing concern about University liability, the Agreement for Contracted Independent Organizations was drawn up to clarify the University's relationship with fraternities and sororities. With this contract came the end of the Committee on Fraternities and Sororities. From that point forward, as defined in this agreement, fraternities and sororities were responsible for their own actions. The umbrella groups of the Inter-Fraternity and Inter-Sorority Councils were responsible for regulating and adjudicating their respective members. To fill the void left by the Committee on Fraternities and Sororities, the respective governing boards of the Inter-Fraternity Council and the Inter-Sorority Council established the Greek Coordinating Committee (hereafter, GCC). That committee's purpose, much like the Committee on Fraternities and Sororities, is to provide the Greek community with guidance and direction within a system of student self-governance. The GCC currently derives its power directly from the four Greek governing councils.

During the 1991-1992 academic year, historically African American fraternities and sororities, formerly governed by the Inter-Fraternity and Inter-Sorority Councils, respectively, established the Black Fraternal Council (hereafter, BFC), and this became the third of the governing councils. In the spring of 1999, in response to the need to support fraternities and sororities that are not members of the National Interfraternity Conference, Inc. (NIC), the National Panhellenic Conference, Inc. (NPC), or the National Pan-Hellenic Council, Inc. (NPHC), the Greek Coordinating Committee approved the creation of the Fraternity-Sorority Council. The Fraternity-Sorority Council became the Multicultural Greek Council (hereafter MGC) in the fall of 2000 when sufficient evidence of the ability to govern was clear and three strong chapters demonstrated sustained growth. Each of the four current governing councils may admit both local and nationally-affiliated chapters, as determined by the individual council in its sole discretion.

In the spring of 2000 at the request of the Board of Visitors, the President of the University commissioned an ad hoc task force to study the University's support of, and working relationship with, fraternities and sororities on the Grounds. In the spring of 2001, the Fraternity Working Group submitted its report with recommendations to the Board of Visitors, which accepted the report, and unanimously approved all recommendations. Subsequently, the Office of the Dean of Students/Fraternity & Sorority Life (hereafter OFSL) was created on July 1, 2001. Its mission is to strengthen student self-governance within the four governing councils and their respective chapters.

The Fraternity Working Group also recommended the creation of the University Committee on Fraternities and Sororities, appointed by the University President. Membership includes four students, four alumni/ae, four faculty, and four administrators including the dean of students and the assistant dean/director of fraternity and sorority life ex officio. This committee exists to insure effective communication among the various constituencies committed to a strong fraternity and sorority system. With the creation of this committee, and to preserve student self-governance, the Greek Coordinating Committee membership now includes two students from the four governing councils and the assistant dean of students and director of Fraternity & Sorority Life, ex officio.

Greek Coordinating Committee

Purpose - The Greek Coordinating Committee, while being an entity wholly separate from the University of Virginia, shall adopt regulations, policies, and practices necessary to fraternity and sorority life. The GCC shall consist of representatives from each of the four governing councils and one University administrator acting in an ex-officio capacity. The university administrator shall only vote in the event of a tie. The GCC shall cooperate closely with the Office of the Dean of Students/Fraternity & Sorority Life. The GCC derives its authority from the four governing councils.

Membership - The GCC shall consist of:

2 representatives from the Black Fraternal Council (BFC)
2 representatives from the Inter-Fraternity Council (IFC)
2 representatives from the Inter-Sorority Council (ISC)
2 representatives from the Multicultural Greek Council (MGC)
Assistant Dean of Students/Director of Fraternity & Sorority Life (ex-officio)

Goals

The GCC shall seek to:

Strengthen student self-governance of fraternities and sororities at the University of Virginia.

Duties

The GCC shall have responsibility for the oversight of the foundation, extension, affiliation, and reactivation of fraternity and sorority chapters at the University of Virginia.

STANDARDS FOR FRATERNITY AND
SORORITY OPERATION

I. Formation, Extension, Affiliation and Reactivation of Chapters: A fraternity or sorority may seek and be granted recognition by the GCC and admission to the IFC, ISC, BFC, or MGC, by one of the four following procedures:

A. Formation

1. Establishment. Any group of students (referred to below as a "group") that desires to establish itself as a fraternity or sorority must seek the approval of one of the four governing councils with the cooperation of the Office of Fraternity & Sorority Life ("OFSL"). Any group must also solicit the approval of the GCC regarding their establishment. This time period shall be known as the establishment period. During this time period, no commitment to a national fraternity or sorority shall be made; rather this period is for the gathering of information about prospective nationals. In the establishment period the group shall proceed as follows:

a. The group must obtain written preliminary approval from Student Council of the group's status as a Contracted
Independent Organization. While this preliminary approval indicates that the group's constitution abides by Student Council policies, it does not imply final approval as a fraternity or sorority.

b. The group must notify OFSL of preliminary CIO status.

c. The group must first compile for submission to the sponsoring council and GCC a portfolio comprised of:

1) A copy of the group's constitution.

2) A list of members.

3) A statement that the local group does not discriminate on the basis of race, color, religion, national origin, disability, citizenship, sexual orientation, or age when determining its membership.

d. The group must seek the written approval of the sponsoring council to organize as a fraternity or sorority. If and when approval is given, the sponsoring council will then recommend that the GCC place the group on probationary status, thus beginning the probationary period (see below).

e. At no point during the establishment period may the group utilize the name of a national fraternity or sorority.

2. Probationary Period. After meeting the requirements of the establishment period, the group shall be placed on a probationary period of not less than four months. The probationary period shall proceed as follows:

a. For the duration of the probationary period the group shall exist as an ex-officio, non-voting member of the sponsoring council.

b. Probationary Committee:

1. The GCC shall appoint a Probationary Committee to supervise and to advise the group during their probationary period. The committee shall consist of the respective sponsoring council representative; the assistant dean of students; and a member chosen at large from the GCC.

2. The probationary committee shall meet with representatives of the group regularly during the probationary period.

3. The Probationary Committee shall develop and coordinate a schedule of the steps necessary for installation of the group consistent with sponsoring council constitution and bylaws, and Fraternal Organization Agreement (FOA) regulations and policies. It is the responsibility of the Probationary Committee to act as a liaison between the group and the GCC.

4. The Probationary Committee shall advise the group on topics including but not limited to the following:

i. Participating in Rush or Membership Intake
ii. Finances
iii. Leadership
iv. Housing (where applicable)
v. Alumni/ae relations
vi. National affiliation (where applicable)
vii. Any others necessary

c. During the probationary period the group may solicit national fraternities or sororities for the purpose of affiliation:

1) If the group desires national affiliation, the Probationary Committee shall meet with representatives of both the
group and national fraternities or sororities to facilitate a relationship between a national and the group to insure
the orderly transition from local to national status.

Note: If a local group is soliciting affiliation with a national fraternity or sorority under the above formation guidelines, no other national organization may initiate contact or extension procedures with that group.

2) If the group does not desire national affiliation, the Probationary Committee in conjunction with OFSL shall advise the group as it seeks establishment as a recognized local fraternity or sorority. The local chapter must complete a two-year provisional recognition period in which it holds associate status with a governing council (non-voting status), but otherwise possesses rights, privileges, and duties of full FOA status. Provisional recognition is granted by the appropriate governing council under the supervision of the GCC Probationary Committee, in conjunction with the Office of Fraternity & Sorority Life.

3. Installation. At the end of the probationary period the Probationary Committee and the group shall make a report to the sponsoring council executive board, as appropriate.

a. The report shall consist of:

1) Membership
2) Activities
3) Leadership
4) Alumni/ae involvement
5) Financial stability
6) Constitution
7) Community relations
8) Probationary period performance
9) Proposed date for installation ceremonies
10) Possible national affiliation

b. After presentation of said report, the sponsoring council representative body shall vote to do one of the following:

1) Notify the GCC of the approval of the group as a recognized local or national fraternity or sorority, with full membership privileges in the sponsoring council.

2) Notify the GCC that an extension of the probationary period has been requested by the sponsoring council.

3) Deny recognition. The group may appeal the denial to the GCC , which will vote to do one of the following:

a) Uphold the denial.

b) Return the denial to the supporting council for further review. Denial by the supporting council following this review shall be final.

B. Extension

1. Extension is the addition of a national fraternity or sorority chapter to one of the governing councils at the University, without the prior formation of a group of interested students as outlined above.

2. Extension procedures shall be considered by the GCC following a written request for initiation of said procedures by the governing council.

3. Extension procedures shall be considered by the GCC only following, or in conjunction with, all reasonable steps to support and maintain the viability of all active fraternities and sororities.

4. Extension procedures shall be considered by the GCC following:
a. Written approval by the Office of Fraternity & Sorority Life.
b. A two-thirds vote by a quorum of the GCC.

5. Following approval by the GCC for extension procedures, the GCC shall appoint an Extension Committee, composed of:

a. A governing council representative
b. An alumni/ae representative
c. A faculty representative
d. An at-large member of the GCC
e. The assistant dean of students

6. The Extension Committee shall solicit interest from national fraternities or sororities not represented at the University. Consideration shall be given to national organizations that:

a. Previously had a chapter at the University.
b. Have letters of interest on file with the GCC or one of the governing councils, and
c. Have been suggested by interested groups.

7. The Extension Committee shall provide interested national fraternities or sororities with all information necessary for them to prepare a comprehensive Extension Proposal.

8. The Extension Committee may request written Extension Proposals from any national organization it deems has shown the necessary level of interest and intent. Following review of these written proposals, the committee may schedule visits by any of those organizations, for the purpose of further evaluating that organization.

9. If the Extension Committee recommends for approval a national organization to the GCC, the GCC shall vote to approve or deny that recommendation for extension. A two-thirds vote of the GCC is required for approval.

10. Following the approval for extension by the GCC, the Extension Committee and the approved national organization shall meet to prepare a written schedule and plan for the extension. The following items shall be outlined in said plan:

a. On-Grounds facilities for the national
b. On-Grounds visits by the national
c. Communications and meetings with students
d. Organization of local alumni/ae
e. Temporary and long-range housing opportunities
f. Rush and pledging guidelines
g. Chapter finances
h. Fraternal Organization Agreement and Chapter Statement
i. Student leadership training
j. Schedule for colonization and final recognition

11. The GCC shall review and approve the extension schedule and plan prior to its implementation.

12. Following the successful implementation of extension procedures by the Extension Committee and the national organization, and following the official chartering of the chapter by its national, the new fraternity or
sorority shall become a full voting member of one of the governing councils upon affirmative vote of such council.

C. National Affiliation of an Established Local Chapter

Any local fraternity or sorority with current FOA status may solicit affiliation with a national fraternity or sorority. This affiliation must be approved by the GCC according to the following process. The successful completion of this process is contingent upon the chapter's compliance with all national organization requirements. It is also contingent on the approval of the local's governing council.

1. The local fraternity or sorority shall make a report to one of the governing councils. The report shall consist of the following:

a. Membership
b. Activities
c. Leadership
d. Alumni/ae involvement
e. Financial stability
f. Constitution
g. Community relations
h. Compliance with sponsoring council regulations
i. The proposed national fraternity or sorority
j. Performance with regard to national requirements
k. Proposed date for installation ceremonies

2. After presentation of said report, the sponsoring council representative body shall vote to do one of the following:

a. Notify the GCC of approval of the local fraternity or sorority as affiliated with a national fraternity or sorority.

b. Deny affiliation.

D. A Chapter Chooses to Disaffiliate with a National Organization

Although the GCC strongly encourages association with national fraternities and sororities, it does not prohibit the establishment of local/independent chapters. Chapters in good standing with their national headquarters who choose to disaffiliate may form a chapter independent of that organization according to the following conditions. Chapters not in good standing with their national headquarters at the time of disaffiliation will be reviewed by the GCC with the appropriate governing council to determine the conditions and timeline under which a local chapter may initiate the recognition process.

1. A local chapter must petition the appropriate governing council and receive the council's endorsement before applying for FOA status.

2. A local chapter must maintain the endorsement of an existing governing council during a provisional recognition period to maintain an FOA relationship with the University.

3. A local chapter must complete a two-year provisional recognition period in which it holds associate status with a governing council (non-voting status), but otherwise possesses rights, privileges, and duties of full FOA status. Provisional recognition is granted by the appropriate governing council.

4. The provisional recognition period is supervised by the GCC Probationary Committee in conjunction with the Office of Fraternity & Sorority Life.

5. At the end of the provisional recognition period, the appropriate governing council will decide whether or not to approve the local chapter for full council membership. If a council approves full membership, it will notify the GCC of this change in status.

**Note: The disaffiliation process outlined above is intended to be an abbreviated establishment/recognition process for former national chapters wishing to avoid the full, more laborious formation procedure outlined in section I. A. Such groups may choose, however, to completely disband for a period of time and then undergo the full formation process if so desired.

E. Reactivation

Reactivation of an inactive fraternity or sorority may take place under either the Formation or Extension guidelines, depending upon the party initiating the reactivation process.

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