Continuity Policy

Recognition/Continuity Sub-Committee Report Summary

  I. Recognition/Continuity Sub-Group Membership

Students

Peter Bianco, IFC rep
Courtney Junkin, Panhel rep
Rosalia Italiano, Senate/non-Greek rep

Alumni

Jean McGill, Sorority Alumna
Ted LaGuerre, Fraternity Alumnus
Jon Trenkle, Fraternity Alumnus

Staff

Sharon Basso, (co-chair), Dean of Students
David Joseph, (co-chair), Executive Director of Student Auxiliary Services
Patricia Chase, Director, Facilities Planning and Renovations
Chris Marshall, Executive Director, Alumni Association
Susan Mead, Assistant Dean, Residence Life

Ad hoc members

Ozzie Breiner, Director of Residential Services
Tom Dubreuil, Associate Dean of Students  

Greek Life Recognition and Continuity Policy

  I. Introduction/Philosophy of Policy

Lehigh acknowledges that social/service fraternities and sororities as defined herein can be a valuable component of the undergraduate/graduate experience. Fraternal organizations maintain, as their primary purpose, the enhancement of the student learning and growth process through activities encouraging academic achievement; community development, campus involvement, leadership development; individual and group responsibility; community service, philanthropic spirit, and commitment to and participation in appropriate governance bodies. These being consistent with the University's goals and mission, earn them the privilege of University recognition.

A recognized social fraternity or sorority can complement the curricular and co-curricular aims of Lehigh University by enhancing opportunities for personal development of its members and providing significant contribution for the campus and community. If the group is successful in meeting these goals, the fraternal organization has fulfilled its purpose of providing members with the potential of a positive co-curricular experience.

The University is committed to assisting the social/service Greek letter fraternities and sororities achieve their potential. To this end, the University has allocated personnel and other resources to create a Greek Life community. Through advising, leadership training, educational programming, access to technical expertise, and specialized consultation, the University can assist the fraternities and sororities in the accomplishment of their goals.

This policy/procedure between Lehigh University and the Social/Service Greek Letter fraternities and sororities details the relationship between each social/service fraternity organization and the University in terms of definition, obligations, benefits, and recognition. The policy serves as the basis for assuring the positive presence and continued contribution of social fraternities and sororities at Lehigh University .

II. Recognition

Lehigh University only recognizes social fraternities and sororities that are affiliated with an (inter)national organization. No local social fraternities or sororities will be recognized by Lehigh University .

A. Benefits of Recognition

Recognized fraternities or sororities are eligible for the following privileges and benefits:

•  Identification of the chapter with Lehigh and use of the University's name along with, but not in place of, identification with the sponsoring body.

•  Eligibility for participation in the University's organization as a member of the Interfraternity Council or the Panhellenic council.

•  Participation in the IFC or Panhellenic member recruitment process.

•  Participation in the educational, social and athletic programs and activities sponsored by Lehigh University which are provided for recognized student organizations.

•  Access to and use of University facilities for official functions as approved by the appropriate offices.

•  Eligibility to receive recognition, awards and honors presented to University organizations.

•  Listing in University/student publications/web sites.

•  Assistance by University staff in communicating with fraternity and sorority alumni/ae organizations and individuals.

•  Access to University gpa information providing scholarship data for the group. (individual grade information an only be provided with authorization from the student)

•  Receive professional advising and support from full time university staff members.

•  Collect dues, sponsor fund-raising events, and solicit funds according to University policy.

B. Continued recognition  

• All fraternities and sororities are subject to the Greek Accreditation Process that occurs and a yearly basis. Chapters that are determined to be an "Unacceptable Chapter" for one year or a "Poor Chapter" for two years in a row will lose recognition and University group housing immediately (Appendix C). The chapter will be allowed to apply for recognition when there is a recommendation for expansion of the Greek system.

• All fraternity and Sorority Chapters must comply with the stated occupancy requirements in order to remain in group housing. However, a chapter may lose its privilege to live in group housing, but still retain recognition as a non-residential chapter.

• All fraternities and sororities must comply with all policies, rules and regulations stated in the Lehigh University Student Handbook, all rules established by Panhellenic Council and Interfraternity Council, and all rules of the Residential System. Failure to do so could result in a loss of recognition via the university student judicial system.

III. System-Wide Assessment  

•  There will be an annual assessment of the overall Greek system, to measure progress towards realizing the vision for Greek Life as well as to identify emerging needs and opportunities to strengthen Greek Life. A System-wide Assessment Committee comprised of students, alumni, and university staff, charged by the Vice Provost for Student Affairs, will be responsible for conducting this assessment.

IV  Expansion  

•  The System-wide Assessment Committee is also responsible to make recommendations to the Vice Provost for Student Affairs regarding the viability of expansion of the Greek system (see Appendix D)

•  If it is determined that the system is able to accommodate expansion, interested groups will be invited to apply during an open application process. If sorority expansion is determined to be possible, the Office of Fraternity and Sorority Affairs will work with the NPC expansion policies as well. The Assessment Group has the ability to stipulate that the university invites applications for residential, non-residential, and/or NPHC organizations.

•  No expansion of the fraternity and sorority system will occur outside of this designated process. All expansion opportunities (including those for chapters who lost recognition for judicial reasons, international office sanctions, or alumni forfeited recognition) must occur when the Assessment Group deems that expansion is a viable option. Then, and only then, may these groups apply for recognition, regardless of when their judicial sanctions have been fulfilled.

•  All groups may enter the application process when the Assessment Group invites applications for expansion. The applications will be reviewed by a University Committee on Greek Expansion that will make a recommendation to the Vice Provost for Student Affairs. The University Committee on Greek Expansion will be charged by, and report to, the Vice Provost for Student Affairs. The Expansion Committee is comprised of the Dean of Students or designee, Director of Residential Services or designee, VP for Finance and Administration or designee, staff member from Office of Fraternity and Sorority Affairs, Executive Director of Alumni Association or designee, and Presidents of IFC and Panhellenic or designees.

•  After reviewing all applications for recognition, the Expansion Committee can recommend to the Vice Provost for Student Affairs that a particular applicant group be granted recognition, suggest adjustments to the applicant's proposal, or recommend that no current applicant group warrants an offer of recognition. The Vice Provost for Student Affairs makes the final decision.

•  The application and criterion utilized by the Expansion Committee to evaluate and recommend a chapter for recognition shall be developed by the Office of Fraternity and Sorority Affairs.

•  Priority will be given to groups who have a historical tie to the university over (inter)national fraternities or sororities that have never had a chapter at Lehigh.

•  The primary factor the Expansion Committee will utilize in its recommendations is potential for long term success. The Expansion Committee will also take into account the history/legacy of groups. If a group is in the application pool for expansion, and their former building is the current available residential location waiting to be filled, their history in that facility will be taken into account as part of the evaluation / decision process in selecting a chapter to invite to campus. While the chapter's history in a particular location will be taken into account, the most important variable in the decision to invite a group to colonize is the quality of their proposal and the chances of success in the future. Groups are not guaranteed to be selected just due to their historical residential location being available.

•  A chapter can voluntarily forfeit university recognition and/or chapter group housing at any time they choose. Under this scenario, they will not have the ability to automatically return to the residential space they vacated. They would be eligible to apply for recognition and/or housing at any time in the future that the university invites applications for expansion. All of the same expansion practices and policies apply to chapters that forfeit recognition.

•  The same expansion policies and processes apply to groups that lose recognition via the Greek Accreditation Process.  

V. Related Housing Issues

•  Fraternity, sorority, and residential buildings are university owned (with the current exception of Theta Chi) and maintained facilities. Anytime a residential facility becomes available the university will determine how that facility will be used in the future. Current residential priorities are: equitable sorority housing, special interest housing, fraternities/sororities if expansion is warranted/invited. Other potential uses include non-residential needs (i.e. office space for Residence Life and Fraternity and Sorority Affairs staff, a Greek Alumni location); providing non-residential fraternities or sororities with residential space.

•  Only residential facilities that are owned by the university and/or are located on campus property or contiguous to campus property are eligible to house sophomores as part of the requirement that all first and second year students live in on campus university owned housing. In cases where the university does not own a facility, but the facility is located on or contiguous to the campus property, the Director of Residential Services and the Vice Provost for Student Affairs will make the final determination of whether that facility meets the university qualifications for second year students.

•  The sorority list, based upon date of colonization at Lehigh, will remain in place as the order that chapters will be offered permanent equitable housing on campus. (Appendix E)

•  A sorority does not lose their ordered priority on the list if they reject an offered facility.

•  When a fraternity or sorority experiences a loss of Lehigh University or (inter)national recognition, they will not be guaranteed the opportunity to return to the residential facility they once occupied should they re-gain recognition in the future. Instead if they are invited to re-colonize as a residential chapter, they will be offered the opportunity to occupy whatever residential facility the university makes available to them at the time of re-colonization. This practice will be applied to all groups who are currently awaiting the opportunity for recognition, as well as any future groups that may lose recognition.

•  Groups must apply for recognition only when they are ready to return to campus immediately if they get approval. No deferred recognition will be granted due to residential location preferences.

•  Once a group has regained recognition through the expansion process and is located in a different residential facility than they occupied when they lost recognition, should their prior residential facility become available in the future at some point, they can request to move back into that historical residential location. The Director of Residential Services and the Vice Provost for Student Affairs will make the final decision.

•  A fraternity or sorority that loses their right to University owned group housing for any reason, including but not limited to failing to meet the occupancy standard will remain a recognized non-residential fraternity or sorority. The chapter will receive all benefits associated with being a recognized group and will also be subject to the annual accreditation process.  

APPENDIX A

Living Rights

The Greek Life Task Force recommended that the current living rights practice be phased out with a thoughtful transition plan mapped out by the recognition / continuity working group. The following is what has been endorsed and approved.

With the abolishment of living rights, the following financial transactions will take place:

•  Pay off existing loans.

•  Reimburse each sorority for loan payments made to date, with interest.

•  Reimburse Residential Services for their financial interest in this process (deferred maintenance invested and living rights to sororities).

•  Recognition / continuity group to provide recommendation(s) to the administration on how the remaining money will be used as part of the greek life task force initiative (this would be similar to the original policy which stated "in the event the departing organization does not return to a campus house within the stated 10 year period, the funds will be used at the sole discretion of the University with preference given to capital and operating expenses associated with the infrastructure of the greek system.").

Please note that this method of settling the living rights funds has also been discussed with the Controller's Office, along with the Vice President and Associate Vice President for Finance and Administration . All have deemed the above to be feasible and appropriate.

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 APPENDIX B

PLA Accounts

Background

The PLA (Providing Living Accommodations) accounts, which were created years ago, were established for fraternities that wished to conduct fundraising campaigns for the purpose of renovating the university-owned houses in which the fraternity members lived.

Lehigh Counsel was sought regarding the tax deductibility of contributors' gifts to these PLA accounts. The legal reviews stated that in order for the gifts to be deductible for federal tax purposes:

"contributions must be made to Lehigh University and not to the fraternity. Also the use of the donations for the designated purposes may not restrict or limit the full ownership rights of the University in the property acquired by use of the gifts, or the future uses which the University may determine to make of the property. The University must accept these gifts only with the understanding that, although it may be its practice to use gifts for the renovation of the designated fraternity houses, it will not be obligated to do so, and, even if it does, it will not be obligated to lease the houses to the particular fraternities in the future.".

Over the years, the University has been able to use these PLA accounts for the particular fraternity housing for which they were established.

The Issue

As a result of a fraternity whose charter has been revoked by its national chapter, the alumni have been asking about the disposition of their PLA funds.

The question raised is: "How should the University handle PLA account balances in situations where charters are revoked, fraternities are removed from campus housing due to disciplinary action, are no longer financially viable organizations or, due to other circumstances, are no longer residing in University housing?"

The need for a policy/procedure to deal with this issue is necessary.

The Proposal

While the University, according to legal counsel, has discretion over the funds, Lehigh should be mindful that donors have contributed money in the hopes that it will be used to benefit their particular Greek chapter. In addition, while a chapter may no longer have a presence on campus, at some future date the chapter may again become part of the residential campus of the University.

Should a Greek chapter no longer have a presence on campus, the University would deposit the funds from the PLA account into the endowment fund of the University. The income from the PLA funds could be used for undergraduate scholarships (or other such purpose congruent with the educational mission of the University). Should the Greek chapter again become re-engaged as a chapter at Lehigh University , the principal of the endowment (including any market gain or loss) could then be used for appropriate educational or housing needs of the Greek chapter.

At a time a chapter is disengaging from campus, Lehigh could consult with the Greek chapter alumni officers regarding options related to the use of the income of the PLA funds placed in the endowment recognizing that the uses must be in support of the educational mission of the University.

APPENDIX C

Greek Accreditation

Greek review was created in 1996 as a means to objectively evaluate chapters. While the intent and original goal of Greek review was to promote excellence and identify chapters that are struggling, it has "devolved" into a process where chapter leaders scramble to get signatures and the proper paperwork submitted. According to the IFC, "Many presidents feel that it is either all or none with RER. The system is entirely too subjective and in many cases points are simply rewarded for turning paperwork (sometimes falsified or forged) in on time. This proves that the validity of RER for ranking the fraternities is minimal to nonexistent" (IFC Internal Audit Report, p. 11). The Greek Alumni Council agrees and offers that an effective measurement tool "provides data to all partners interested in the chapter's health and encourages and supports excellence not mediocrity. We therefore recommend that the current system be replaced by one that encourages chapters to strive for success and be rewarded based on high achievement ." (Greek Alumni Council 2003 Issues Document, p. 4). If we are truly going to have a strong Greek system at Lehigh, we need to have "aspirational" values based standards as well as a recognition and rewards system for chapters that are successful. Such a values based system would also complement inter/national organization standards.

Process of Evaluation

The Greek Accreditation Sub-Committee, working with the Task Force and consisting of students, staff and alumni, has identified five areas of focus for all chapters:

(1) Scholarship
(2) Leadership
(3) Citizenship
(4) Partnership
(5) Stewardship (including chapter administration)

In each area, there are "metrics" that will be reviewed by a Greek Accreditation Panel in evaluating a chapter. Some of the areas have metrics that are very objective (GPA, evidence of required chapter submissions, etc.), whereas other metrics are more subjective (presentations on the chapter scholarship program or new member education program, etc.). Generally speaking, the panel will be looking for chapters to provide evidence of their commitment to excel, their commitment to valuing diversity in the broadest sense (diversity in programming, member experiences, activities, and membership), their commitment to support the vision for Greek life at Lehigh, and their commitment to live their creed and national values.

At the end of each academic year, chapter undergraduate leaders and chapter alumni leadership would present to a Greek Accreditation Panel comprised of students, alumni, and staff, a portfolio and oral report. This presentation and written report shall then be evaluated by the panel and rated in each of the five areas of focus. In addition, an overall rating will be assigned to provide a picture of how well each chapter is performing. Non-residential chapters will also be "accredited," though specific elements of the evaluation system may need to be adjusted. The Greek Accreditation Panel would then submit their accreditation results and ratings as recommendations to the Vice Provost for Student Affairs for his/her approval on behalf of the university. Chapters that merit special recognition and/or reward will be so honored, and chapters that have failed to meet the expectations of Greek achievement or recognition will be addressed as appropriate. All Greek Accreditation results will be made publicly available, and will be distributed to chapter alumni.

Composition of the Greek Accreditation (Greek Standards) Panel

Given the amount of time that needs to be dedicated to the accreditation process and in order to most effectively evaluate fraternities and sororities, it is our recommendation to establish two accreditation teams. The common panel members between these two teams would be the Lehigh University staff members who will help to keep the process and evaluation consistent. Additionally, faculty members have not been recommended to accreditation teams due to the time commitment and the fact that the accreditation process will occur around the last week of classes and final exams.

Sorority Accreditation Team

· 1 sorority alumna (from a pool of 3 appointed by the GAC))

· 1 representative of Lehigh's sorority system (from a pool of 3 juniors and/or seniors appointed by the Panhellenic Council)

· Assistant Dean of Students for Fraternity and Sorority Affairs

· 2 staff members appointed by the Dean of Students

Fraternity Accreditation Team

· 1 fraternity alumnus (from a pool of 3 appointed by the GAC))

· 1 representative of Lehigh's fraternity system (from a pool of 3 junior and/or seniors appointed by the IFC).

· Assistant Dean of Students for Fraternity and Sorority Affairs

· 2 staff members appointed by the Dean of Students

Using this system, the accreditation committee would need 3 fraternity alumni volunteers, 3 sorority alumni volunteers, 3 fraternity undergraduates and 3 sorority undergraduates. The proposed team composition and committee structure would require each member to be on campus evaluating chapters for approximately 1 day, (panel member's time commitments may extend beyond this requirement, should their schedules permit.)

Areas of Consideration

Scholarship

The Greek Accreditation Committee will review and consider:

the chapter's grade point average (fall semester grades will be available; spring semester grades will need to be incorporate when those grades are received after the accreditation process)

· the chapter's new member grade point average (fall semester grades will be available; spring semester grades will need to be incorporated when those grades are received after the accreditation process)

· whether a chapter's GPA has risen of fallen significantly average (fall semester grades will be available; spring semester grades will need to be incorporated when those grades are received after the accreditation process)

· the number of chapter members on the Dean's list (fall semester grades will be available; spring semester grades will need to be incorporated when those grades are received after the accreditation process)

· if chapter has an active and functioning scholarship chair; the presence of a scholarship plan/program to help members improve their academic performance · the chapter's evidence of a commitment to promoting an atmosphere of intellectual curiosity and scholarship

Leadership

The Greek Accreditation Committee will review and consider:

· the existence of an approved new member education program

· IFC or Panhel's assessment regarding a chapters' involvement in meetings, activities and the organization

· if a member of a chapter is in an IFC or Panhel executive board position

· if members are serving in formal campus leadership positions (Gryphon, team captain, Student Senate, etc.)

· if the chapter has completed a leadership development program in conjunction with the University's Office of Student Leadership Development or a leadership training program approved by national chapters or by the Lehigh staff

· involvement of members in Order of Omega (Greek honor society)

Citizenship

The Greek Accreditation Committee will review and consider:

· a chapter's conduct record ø consideration will be based on the severity and frequency of conduct issues (trends, efforts to adhere to the code of conduct)

· if a chapter has a functioning standards boards

· if chapter members participating in other on campus activities (clubs, organizations, etc.)

· evidence of the majority of chapter members' involvement in the day to day running of the chapter and house (above and beyond the officers)

· community service efforts (service as a chapter receives more consideration than individuals completing service)

· philanthropy

Partnership

The Greek Accreditation Committee will review and consider:

· if there is active oversight and regular engagement with numerous alumni

· if a chapter has an active and functioning Alumni House Corporation

· if a chapter has an alumni representative to the Greek Alumni Council

· if there is active engagement with faculty and staff members through intellectually focused activities (lecture, discussion on university/system issues, study skills, etc.)

· if chapter members are involved on University committees

· a chapter's involvement with other chapters (i.e. training, educational programming, joint service projects, etc.)

Stewardship

The Greek Accreditation Committee will review and consider:

· house stewardship as measured by results from chapter inspections, damage summaries, cleanliness, life safety compliance, occupancy relative to capacity, etc.

· if chapters have submitted required information to the University by established deadlines (i.e. membership, new members, housing, alumni, etc.)

· budget ø is the chapter managed well financially, are they within established budget projections and guidelines

· if the chapter is an active participant in the Intramural Sports program

· if the chapter is an active participant in Greek Week

Accreditation levels for chapters

Chapter of Distinction (Gold Chapter) - Highest level of achievement, chapter receives highest level of reward and recognition (chapters who are gold chapters for 2 or more consecutive years will be highlighted and will receive additional recognition to be determined later)

Chapter of Merit (Silver Chapter) - High level of achievement, chapter receives some reward and recognition

Chapter in Good Standing (Bronze chapter) - Average level of achievement, reward is that the chapter continues to function with full rights and privileges associated with University recognition (right to use University space, register events, remain in housing)

Poor Chapter - Chapter is below average and is not meeting minimum expectations. Chapter must meet in its entirety with their assigned Greek Life

Coordinator and Alumni President monthly to work towards improvement. A chapter that receives rating of "Poor Chapter" for two consecutive academic years loses recognition and the right to housing.

Unacceptable Chapter - Unacceptable Chapter - Chapter is not making positive contributions to the Greek system or the university. Characteristics of an unacceptable chapter may include but are not limited to the following: the chapter is not attending meetings, responding to reasonable requests from the university, sponsoring events, or sending representatives to events and functions sponsored by the university or other student organizations. The chapter loses recognition and the right to housing immediately following the Senior Vice President's review of the decision by the Vice Provost for Student Affairs.

APPENDIX D

Ongoing System-wide Assessment

As stated by the Task Force on Strengthening Greek Life, while the Greek Accreditation process focuses attention on individual chapters, ""we must also be mindful of the state of the overall Greek system" (p. 46). To that end, we recommend the creation of a System-wide Assessment Committee that will meet annually. This assessment committee, consisting of students, alumni and university staff, will take a candid look at the overall Greek system by utilizing a variety of sources, such as the accreditation results, annual report of the Office of Fraternity and Sorority Affairs, issues and concerns raised by members of the Lehigh community and national trends that may have a direct impact on campus. The goal or charge for this assessment group is best described in the Strengthening Greek Life Task Force Reports, where it states that a "formal and periodic assessment is important to measure progress towards realizing the vision for Greek Life as well as to identify emerging needs and opportunities for strengthening Lehigh's Greek system" (p. 46).

Composition of the System-wide Assessment Committee

Dean of Students - Co-chair

Associate Dean of Students - Co-chair

Assistant Dean for Fraternity and Sorority Affairs

Director of Residential Services

IFC President

Panhellenic President

Two Greek alumni appointed by the Director of Alumni Affairs in consultation with the Greek Alumni Council (one male, one female)

AVP for Institutional Research ex officio

Items to review with a system-wide view

- Greek accreditation results

- Fraternity and Sorority Affairs Annual Report (occupancy rates, rush statistics, membership statistics, financial status, damage statistics, fire safety issues, cleaning scores, conduct records) These are the areas not specifically covered in the accreditation process.

- Task force report and implementation update to assess implementation progress, success and concerns.

- The need, desire and ability to expand the system either by adding a fraternity or sorority.

- Other emerging issues identified by consultation and collaboration with students, alumni, faculty and staff as well as by the examination of national trends regarding greek life.

Given that the accreditation process will not be complete until after the end of final exams and that the Fraternity and Sorority Affairs Annual Report will not be complete until the June, the System-wide Assessment Committee will not meet until the beginning of the fall semester. Materials (the accreditation results and annual report) will be sent to this group during the summer as pre-read materials.

After completion of the review, a report should be submitted to the Vice Provost for Student Affairs summarizing the state of the Greek system and making recommendations regarding areas/issues that need to be focused on as well as areas that deserve to be recognized This group will also recommend whether or not there should be an expansion of the system through the addition of a fraternity or sorority. In the spirit of cooperation and openness, the assessment report will be made public and posted on the Greek Life website.

The information generated through the assessment process will augment the ongoing feedback received by the Office of Fraternity and Sorority Affairs. The final report will be a valuable planning resource both in terms of the broad based efforts to strengthen Greek Life at Lehigh as well as for Greek students and alumni in identifying priorities for the continuous improvement of their individual chapters.

Next steps

Composition of the System-wide Assessment Committee should be finalized by the end of February. The group should meet at least two times this semester (Spring 2005) to discuss and review the intent of the assessment effort, to clarify the process and to establish a work plan for the following year.

APPENDIX E

Order for permanent and equitable sorority housing based upon date of chapter colonization.

1. Kappa Alpha Theta
2. Alpha Chi Omega
3. Pi Beta Phi
4. Chi Omega

A sorority does not lose their ordered priority on the list if they reject an offered facility.

As stipulated by the Continuity Committee, Chi Omega will remain on the list of sororities eligible for permanent housing should a facility become available. Their current Warren Square location is not deemed as permanent housing because it is not equitable to the existing fraternity and sorority group living facilities in that it lacks an adequate kitchen space and facility to provide a group meal option.