FRATERNITY & SORORITY CHAPTER OPERATIONS MANUAL The …

Distributed by the Cliff Alexander Office of Fraternity and Sorority Life and Leadership 356 Shriver Center 529-1462 [email protected] Revised 7/5/2012

FRATERNITY & SORORITY CHAPTER OPERATIONS MANUAL The Cliff Alexander Office of Fraternity & Sorority Life & Leadership

Miami University

GENERAL Per Part 5 Chapter 3 of the Miami University Student Handbook, all social fraternities and sororities must be recognized by the Cliff Alexander Office of Fraternity & Sorority Life & Leadership (Cliff Office) and by a respective Greek Governing Council. This recognition indicates that a chapter is in good standing with the university, and therefore eligible to receive on campus rights and privileges “including, but not limited to, use of rooms for chapter sponsored events, access to organization financial accounts, and recognition and advisement by the Cliff Alexander Office of Fraternity & Sorority Life & Leadership and the Greek Governing Councils.” (Student Handbook: 5.3.A.3 Benefits of Recognition) RECOGNITION REQUIREMENTS Once a chapter has been recognized, the group must continue to meet recognition requirements each academic term to remain in good standing. Semester recognition steps include the following:

1. Registering each semester via The Hub, www.muohio.edu/HUB (registration open April through September; November through January)

2. Maintaining a current chapter roster with the Cliff Office and through the roster function available to each chapter on The Hub (roster updates must be made within one week of the start of Greek Week, and by the last day of finals each semester)

3. Completion of a Membership Activation Form by all new members within 24 hours of accepting a bid

4. Meeting with the Senior Program Assistant in the Cliff Office once per semester to review chapter operations (meetings held in November and December; March and April)

For additional requirements see Student Handbook: 5.3.1.1 Registration CHAPTER REGISTRATION Each Fall, the Cliff Office will contact chapter presidents to inform them that chapter registration is open on The Hub. Each president must then log into The Hub, find his or her chapter, and click on the Register This Organization button.

http://www.muohio.edu/HUB

Chapter Operations Manual 2

Distributed by the Cliff Alexander Office of Fraternity and Sorority Life and Leadership 356 Shriver Center 529-1462 [email protected]

From there follow the instructions to complete registration.

Once complete, visit your chapter’s page to review your chapters officer list and roster of members. Using

the Roster module on the left side of the page, choose Manage Roster to review, add, and remove members.

Review, add, or remove officer designations by choosing Manage Positions.

INFORMAL BID ACCEPTANCE AND MEMBERSHIP ACTIVATION FORM

Fraternities and sororities that participate in formal recruitment will extend chapter bids through the

Interactive Collegiate Solutions (ICS) recruitment system administered through the Interfraternity Council,

Women’s Panhellenic Association, and the Cliff Office. When potential new members (PNMS) login to

ICS to accept their bid, they will be automatically activated and added to the chapter’s roster.

All other PNMS accepting a bid outside of formal recruitment in January must complete the Informal Bid

Acceptance and Membership Activation form on the Cliff Office home page: www.muohio.edu/FSLL.

This form must be submitted within 24 hours of acceptance of a bid. Only after a PNM has completed this

form can he or she be added to a chapter roster.

In addition, all PNMs who complete bid acceptance through ICS agree, for the duration of their

undergraduate chapter membership, to release their semester grades to chapter officers, advisors, and

http://www.muohio.edu/FSLL



national headquarters staff. Those using the Informal Recruitment Bid Acceptance and Member Activation

Form can only opt out of grade release by clicking on the Greek Member Grade Release Form, logging in,

making a selection, and submitting the form.

Those who do not make a selection of NO or fail to log in to the grade release system should expect their

grades to appear on all future scholarship reports for the chapter during their undergraduate semesters at

Miami.

CHAPTER SCHOLARSHIP REQUIREMENTS

Once a chapter is registered and recognized through the Cliff Office and an attendant governing council,

the chapter must uphold the Miami University Greek Community principle of Scholarship & Learning.

Pursuant to this, all chapters must maintain a semester overall GPA of 2.5 and actively engage in programs

that will encourage high levels of scholarship among members. (Student Handbook: 5.3.A.2 Additional Requirements and Expectations)

GREEK ORGANIZATION ON CAMPUS ACCOUNTS

All fraternity and sorority chapters in good standing with the university and the Cliff Office will have

access to an on campus financial account for charging goods and services with on campus departments.

These accounts operate on a pre-transaction basis, where a chapter must deposit funds into the account

before using it for things such as printing and copying at the IT Services Print Center, ordering catering

from Carillon Catering in the Shriver Center, and placing work requests with Physical Facilities.

Deposits into the chapter account can be made by picking up a deposit slip in General Accounting located

in Roudebush Hall. The slip and the deposit can then be taken to PNC Bank in the Shriver Center. Once

this is complete the transaction must be finalized by visiting The Hub/Campus Links/Organization Deposit

Policy. Within this document there is a link to an electronic form that must be completed in order for the



deposit to be allocated to your chapter https://miamioh.qualtrics.com/SE/?SID=SV_3WqMT3BJwC3vyDz.

The transaction will not be completed until the form has been submitted.

CHAPTER COMMUNITY SERVICE REPORTING

The Cliff Office and the Miami University Fraternity and Sorority Community believe in the importance of

the Five Principles of Scholarship & Learning, Service & Philanthropy, Leadership, Community, and

Brotherhood & Sisterhood. To showcase the wonderful things chapters are doing to uphold the principles

of Service & Philanthropy and Community, the Cliff Office compiles semester reports on the state of the

community. Along with chapter grade point averages, membership numbers, and dollars collected for

philanthropic programs, community service hours are reported.

It is the responsibility of every chapter to ensure that campus community service hours are recorded on The

Hub. To submit hours for yourself or another chapter member, visit your chapter’s Hub page, and click on

Service Hours.

Each member of your chapter may go in and submit his or her service hours or you may choose to

designate a member who collects all information for the chapter and enters it at one time. Whichever

strategy your chapter chooses, it is the responsibility of the chapter president to insure that these numbers

are being collected and entered and are an accurate reflection of your chapter’s commitment to service in

the community. Chapter service hours must be logged by the last day of finals each semester to be counted

toward the Community Advancement Program requirement and to be included in the semester Community

Profile.

CAMPUS INVOLVEMENT REPORTING

https://miamioh.qualtrics.com/SE/?SID=SV_3WqMT3BJwC3vyDz



Much like its community service reporting function, The Hub allows all chapter members to maintain a

comprehensive record of campus involvement. This record is not only important for building a broad

picture of the fraternity and sorority community, but is also a tool that each student can use to capture his or

her overall co-curricular experience at Miami. Much like a transcript provides information on a student’s

academic achievements, an involvement report allows users to share their achievements outside the

classroom.

When a student joins an organization on The Hub, that membership and any leadership positions associated

with it will be automatically added to a student’s involvement record. In addition, students may add past

involvement information by logging in and clicking on the My Involvement tab.

From the drop down menu, select Memberships.

From there, students can view their current involvement and enter past involvement information.



Once these records are up to date, students can print a copy of their involvement record by returning to the

My Involvement drop down menu and selecting Involvement Record.

Please encourage all of your members to report their involvement through The Hub, providing a great

resource for both themselves and the greater fraternity and sorority community.

CHAPTER OPERATIONS REVIEW WITH THE CLIFF OFFICE

All chapter presidents must meet with the Senior Program Assistant in the Cliff Office at least once per

semester to review chapter administrative operations. Information on scheduling an appointment with the

office will be sent out in the latter half of each semester. During these meetings presidents will review the

following with the Cliff Office staff person:

Chapter standing

Chapter rosters

Officer assignments

Community service hours reported

Status of Greek Organization On Campus Account

CONCLUSION

The Cliff Office is committed to helping you and your chapter make the most of your fraternal experience

at Miami University. All of our professional staff are here to assist you with any questions or concerns you

might have. You may stop in our office or contact us by email or phone at any time. Someone will be

happy to assist you.

The Cliff Alexander Office of Fraternity & Sorority Life & Leadership

356 Shriver Center

Miami University

513-529-1462

[email protected]

Jennifer Levering, Director, [email protected]

Kayte Fry, Associate Director, [email protected]

Katherine Fox, Program Coordinator, [email protected]

Elissa Christmas, Senior Program Assistant, [email protected]

mailto:[email protected]



Tyler Wade, Graduate Assistant

Documents

FRATERNITY & SORORITY CHAPTER OPERATIONS MANUAL The …