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Recognition of Greek Organizations

Recognition Guidelines for Greek Organizations

General Policy:

Recognition is the formal process by which Buffalo State agrees that a social fraternity or sorority may function on campus, enroll members, and identify with the College.

Recognition by Buffalo State allows social fraternal organizations to identify an affiliation with the institution. This includes use of the college name and logo, designated services and facilities, recruitment of Buffalo State students on and off campus, fundraising, and space reservation. In addition, all recognized Buffalo State fraternities and sororities are expected to comply with campus Student Code of Conduct, policies and procedures, rules and regulations, as well as federal, state, and local laws. Recognition does not imply Buffalo State endorsement of the positions and views of the organization, nor does the college assume sponsorship of, or responsibility for, any of the activities of the group on and off property of the college.

 

I. Official Recognition of Fraternities and Sororities

A. Temporary Recognition and Requirements

Temporary recognition provides for limited organizational activities for up to 90 days from initial submission of the Application for Temporary Recognition as fraternity or sorority. All applications must be submitted to the Greek Liaison in Student Leadership and Engagement.

Application Requirements for Temporary Recognition

1. A letter from a regional/national office stating the group’s goals and purposes OR a statement by the local group stating its purposes or goals.

2. A statement explaining the reason and justification for why the group is needed by students and the Buffalo State community.

3. A list of at least five (5) names interested in joining the organization. This list should include Buffalo State Student ID number, local address, telephone number. (Please see template provided by Student Leadership and Engagement).

4. A list of students who will serve as the executive board for the proposed fraternity or sorority. This includes a President, Vice-President, Treasurer, and Secretary (these individuals count toward the 5-member minimum). All executive board members must be registered as full-time (12 credits), matriculated Buffalo State students.

5. Submit a constitution for the proposed fraternity or sorority to Student Leadership and Engagement for review and approval.

6. Designate an Advisor who is a full-time Buffalo State faculty/staff member and supports the mission of the proposed organization. All Advisors must complete the Advisor Agreement Form prior to an organization becoming recognized.

7. A schedule of potential activities, services, and regular meetings the organization intends to offer during the 90-day temporary recognition period.

A meeting with the Greek Liaison from Student Leadership and Engagement is required following submission of the application. The Greek Liaison may approve or deny the application for temporary recognition. If approved, temporary recognition shall be granted for a maximum of 90 days and all appropriate governing bodies will be notified of the decision. If denied, a group may reapply in subsequent semesters.

Guidelines for temporary recognized fraternities and sororities:
  • The college acknowledges the organization is temporary affiliated with Buffalo State.
  • Use of the college’s name to indicate location of the organization.
  • Space Reservation on campus: Registered clubs and organizations are eligible to reserve space in the Campbell Student Union, Butler Library, Academic Buildings, Recreation Fields, and the Houston Gym and Sports Arena.
  • Attendance at meetings of appropriate governing bodies is required (i.e. Inter-Greek Association, Pan-Hellenic). Temporarily recognized organizations do not have a voice or vote at these meetings. Participation in governing organization activities shall be by invitation only.
  • Temporarily recognized organizations MAY NOT rush, pledge, fundraise, or hold events outside of their 90-day schedule of activities.
B. Provisional Recognition and Requirements

Provisional recognition provides recognition to a fraternity or sorority for up to six (6) months to fulfill the requirements of Buffalo State and appropriate governing bodies for Full Recognition. The Application for Provisional Recognition must be submitted to the Greek Liaison in Student Leadership and Engagement.

Application Requirements for Provisional Recognition

1. A letter from a regional/national office stating the group’s goals and purposes OR a statement by the local group stating its continued interest in the formation of a Buffalo State chapter.

2. A list of at least five (5) names with continued interested in joining the organization. This list should include Buffalo State Student ID number, local address, telephone number. (Please see template provided by Student Leadership and Engagement).

3. A list of students who are serving as the executive board for the proposed fraternity or sorority. This includes a President, Vice-President, Treasurer, and Secretary (these individuals count toward the 5-member minimum). All executive board members must be registered as full-time (12 credits), matriculated Buffalo State students.

4. Submit an update to date constitution for the proposed fraternity or sorority to Student Leadership and Engagement for review and approval.

5. Submit an anti-hazing form signed by all members of the group to Student Leadership and Engagement.

6. Have a designated Advisor who is a full-time Buffalo State faculty/staff member and supports the mission of the proposed organization. All Advisors must complete the Advisor Agreement Form prior to an organization becoming recognized.

7. Documentation from appropriate governing body president(s) indicating attendance at required meetings.

8. A schedule of potential activities, services, and regular meetings the organization intends to offer during the six (6) month temporary recognition period. Group must have sign-in sheets for each meeting/activity to be submitted to the Greek Liaison in Student Leadership and Engagement at the end of the provisional recognition period.

A meeting with the Greek Liaison from Student Leadership and Engagement is required following submission of the application. The Greek Liaison may approve or deny the application for provisional recognition. If approved, provisional recognition shall be granted for a maximum of six (6) months and all appropriate governing bodies will be notified of the decision.

If denied provisional recognition, the petitioning group may request a continuation of temporary recognition status for a maximum of three (3) months. During this time, the group may reapply for provisional status. If the application is denied a second time, the group’s recognition proposal is terminated. One calendar year must elapse before reapplying for provisional recognition.

Guidelines for temporary recognized fraternities and sororities:
  • The college acknowledges the organization is temporary affiliated with Buffalo State.
  • Use of the college’s name to indicate location of the organization.
  • Space Reservation on campus: Registered clubs and organizations are eligible to reserve space in the Campbell Student Union, Butler Library, Academic Buildings, Recreation Fields, and the Houston Gym and Sports Arena.
  • Attendance at meetings of appropriate governing bodies is required (i.e. Inter-Greek Association, Pan-Hellenic). Temporarily recognized organizations do not have a voice or vote at these meetings. Participation in governing organization activities shall be by invitation only.
  • Provisionally recognized organizations MAY NOT rush, pledge, fundraise or hold events outside of their six (6) month schedule of activities.

At the end of the provisional recognition period, the organization must either apply for full recognition OR request in writing a one-month extension of provisional status. If an application for full recognition is not submitted by the end of the extension, the group’s proposal for recognition is terminated. One calendar year must elapse before reapplying for temporary recognition.

C. Full Recognition and Requirements

Full recognition is granted on an annual basis. The Application for Full Recognition must be submitted to the Greek Liaison in Student Leadership and Engagement.

Application Requirements for Full Recognition

1. A letter from the national/regional office submitted to the Greek Liaison in Student Leadership and Engagement confirming that the organization is pursuing a Charter at Buffalo State, which will be granted if all requirements are met.

2. If nationally/regionally affiliated, a copy of the insurance policy/description of coverage.

3. Submit an outline of community service, scholarship, and social activities undertaken during the period of provisional recognition as well as plans for the future.

4. A current complete roster of at least five (5) names serving as active members within the organization. This list should include Buffalo State Student ID number, local address, telephone number. (Please see template provided by Student Leadership and Engagement).

5. A list of students who are serving as the executive board for the proposed fraternity or sorority. This includes a President, Vice-President, Treasurer, and Secretary (these individuals count toward the 5-member minimum). All executive board members must be registered as full-time (12 credits), matriculated Buffalo State students.

6. Submit an update to date constitution for the proposed fraternity or sorority to Student Leadership and Engagement for review and approval.

7. Submit an anti-hazing form signed by all members of the group to Student Leadership and Engagement.

8. Have a designated Advisor who is a full-time Buffalo State faculty/staff member and supports the mission of the proposed organization. All Advisors must complete the Advisor Agreement Form prior to an organization becoming recognized.

9. Documentation from appropriate governing body president(s) indicating fulfillment of requirements for admission.

10. Documentation verifying attendance of at least one leadership development program approved by the Greek Liaison in Student Leadership and Engagement.

11. Verification of the Greek Liaison or designee from Student Leadership and Engagement indicating he/she was invited to and did attend a regular meeting of the organization for the purpose of assessing organizational needs and status.

A meeting with the Greek Liaison from Student Leadership and Engagement is required following submission of the application. The Greek Liaison may approve or deny the application for full recognition and will notify the appropriate governing bodies of the decision.

Guidelines for Full Recognition of Fraternities and Sororities
  • The college acknowledges the student organization as an affiliated entity.
  • Use of the college’s name to indicate location of the organization.
  • Use of the college’s logo and identity marks. Please refer to the college’s rules and regulations on trademarks and licensing: https://financeandmanagement.buffalostate.edu/trademark-licensing
  • Space Reservation on campus: Registered clubs and organizations are eligible to reserve space in the Campbell Student Union, Butler Library, Academic Buildings, Recreation Fields, and the Houston Gym and Sports Arena.
  • Pre-Scheduling Major Events: Registered student organizations can pre-schedule all major events one semester in advance.
  • Annual Participation and completion of the Fraternity and Sorority 5 Star Program
D. Re-Recognition Process for Fraternities and Sororities

Fraternities and sororities already recognized at Buffalo State must apply for re-recognition on an annual basis. It is the responsibility of the student organization to complete this process. Failure to comply with the re-recognition process may result in a revocation of your student organization’s recognition status or listed as inactive.

The re-recognition period each year will begin on April 1st and end two weeks into the Fall semester of each academic year.

1. Complete the Buffalo State Greek Re-Recognition Form through Student Leadership and Engagement.

2. Provide an updated active membership roster of at least five (5) Buffalo State students, including the newly elected executive board (President, Vice-President, Treasurer, Secretary) for the upcoming academic year. All executive board members must be registered as full-time (12 credits), matriculated Buffalo State students.

3. Submit the student organization’s most recent constitution and by-laws.

4. Submit an updated Greek Advisor Agreement Form. Greek organization advisors must be a full-time Buffalo State faculty/staff member.

5. If applicable, submit a letter from the national/regional office indicating the current good standing of the organization.

6. Documentation of the appropriate Greek governing bodies indicating continued compliance with their respective rules and regulations.

7. Documentation to Student Leadership and Engagement indicating completion of the annual 5 Start Program requirements.

8. A copy of the insurance policy/description of coverage.

9. Submit an Anti-Hazing Form signed by all members of the group to Student Leadership and Engagement.

All fraternities and sororities will be required to attend the mandatory annual meeting with Student Leadership and Engagement to be trained on Buffalo State policies and procedures. This meeting will occur the first few weeks of the academic year. Each student organization will be required to send at least one representative to this meeting. Failure to do so may result in the following:

  • All current space reservations will be placed on hold.
  • Unable to reserve future space in the Campbell Student Union, Butler Library, Academic Buildings, Recreation Fields, and the Houston Gym and Sports Arena.
E. Probationary Status

Probationary recognition status entails a conditional withdrawal of certain College services or benefits and/or application of specific sanctions/requirements by the College to the chapter for a specified period of time. This status may be imposed as a result of actions taken by the Greek Liaison, campus Greek governing bodies, the College Judicial System or national/regional organizations.

 

II. Withdrawal of Recognition

A. Termination

Upon termination of recognition, all chapter operations must cease. All campus privileges and college permission for the chapter to function are revoked. Upon withdrawal of recognition, the chapter shall be ineligible to reapply for recognition for five (5) years unless this requirement is waived by the Vice-President for Student Affairs.

Current individual members registered at Buffalo State could face campus disciplinary action for failure to comply with termination of recognition.

Should recognition be restored after termination of recognition, the chapter will initially be granted Provisional Recognition for one year.

B. Allegations of Violations

Any allegations regarding violation of these guidelines shall be presented to the Greek Liaison in Student Leadership and Engagement, who will request a hearing by the Inter-Greek Association (IGA) Judicial Board. The IGA Judicial Board shall designate appropriate sanctions for organizations found responsible for violating the guidelines. If a member on the IGA Judicial Board is also a member of the organization having allegations against it, that member will be replaced by a member of the IGA executive board.

Allegations of hazing will be referred to the Assistant Dean of Student Conduct and Community Standards for review under the Student Code of Conduct and to University Police for investigation off violation of New York State Laws.

C. Suspension

Suspension is imposed for a set period of time during which all activities of the chapter are suspended and chapter privileges are revoked. This action may be taken immediately following allegations of hazing or pending investigations of incidents involving physical injury, pending an investigation.

Failure to comply with a suspension or order may result in disciplinary action against individual members who are registered students.

If recognition is restored after suspension, the chapter will be given provisional recognition for one year.

D. Appeals

College decisions regarding probationary recognition, denial of full recognition, and suspension/termination of recognition may be appealed.

All appeals of college imposed sanctions must be in writing and received by the Dean of Students within five (5) business days of notification of probationary recognition, denial of full recognition, or suspension/termination.

Sanctions imposed as a result of action by campus Greek governing bodies, national or the College judicial system must be appealed through the sanctioning organization’s appeals process, if any.

 

III. Membership, Intake, and New Member Education Requirements

A. Membership

1. Membership in organizations shall be determined locally

2. Members will be admitted in compliance with the SUNY Board of Trustees and Buffalo State’s non-discriminatory policy, although chapters may be single sex under Title IX.

3. Members must be full-time Buffalo State students.

4. Prospective members of social organizations must have a minimum cumulative GPA of 2.0 and have completed at least 12 hours as a matriculated student at a college campus prior to participation in new member education activities.

5. To continue active membership, an individual must maintain a 2.0 minimum cumulative GPA.

B. Intake and New Member Education

1. Intake and new member education periods will be designated annually by the Greek Liaison in Student Leadership and Engagement. All rush and new member education activities will be completed no later than three (3) weeks prior to the first date of final examinations.

2. All prospective new members and the members of each organization responsible for intake and new members activities must attend a College-sponsored information session prior to new member education activities.

3. All intake/new member education activities must be in compliance with the New York State Anti-Hazing Law. It is the responsibility of each organization and each member to understand the law and College policy and to adopt and implement healthy and constructive new member education programs.

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Student Leadership and Engagement

1300 Elmwood Ave  •  Campbell Student Union 400 •  Buffalo, NY 14222
Phone: (716) 878-4631 •  Fax: (716) 878-5600   leadengage@buffalostate.edu