Chapter Minimum Standards

The purpose of the Chapter Minimum Standards program is to establish shared expectations between Randolph-Macon College and its inter/national fraternities and sororities which have chapters functioning on its campus, and to explain the mutual benefits and responsibilities which the relationship between these organizations entail. This document will be used to aid the chapters in their efforts to improve in such areas as member education, community service, philanthropy, and social responsibility.

This statement of expectations should help chart a course for the continued development of RMC’s fraternity and sorority community as a positive contributor to the academic mission of the College. The current edition will not be found to be the final or perfect solution, but rather another step in the ongoing enhancement of fraternity & sorority life at Randolph-Macon College.

Chapter Minimum Standards Process

Fraternities and sororities exist to complement and promote the pursuit of academic excellence and the development of character, to enrich the personal lives of their members, to enhance the ability of their members to function effectively in society, and to expand the range of activities and programs available to the campus community. The inter/national organizations represented by local chapters on the RMC campus share the values and goals of the College. The College expects a high degree of personal and corporate responsibility to maintain a campus atmosphere that is conducive to teaching, learning, and positive personal development.

Membership in a fraternity or sorority provides opportunities for students to broaden their educational experiences while at the College, and it also offers students an option that can enrich and supplement their organizations and the contributions they can make to the life of the College. There are, however, several governing principles that characterize the formal relationship of these groups to the College:

  1. The College invites inter/national fraternity and sorority organizations to grant a charter for the existence of a chapter at the campus and may also withdraw that invitation.
  2. The College grants the Inter-Fraternity Council and Panhellenic Council the responsibility to serve as the governing bodies for the recognized fraternities and sororities, respectively.
  3. The Inter-Fraternity Council, the Panhellenic Council, and each fraternity and sorority are ultimately accountable to the Associate Vice President for Student Affairs with oversight of student life and to the Vice President for Student Affairs, who have the authority and responsibility to enforce College regulations.
  4. College rules and regulations apply to fraternity and sorority residential life and activities.
  5. Fraternities and sororities are expected to maintain their facilities and environments in a way that reflects positively on the chapters and the College. Each chapter will be held accountable for damages to said facilities and included furnishings.
  6. Each chapter is expected to fulfill all stipulations from the previous year’s organization review by the dates indicated on the report.

All information submitted by a chapter to the Student Engagement Center will be kept confidentially and not shared with anyone outside of the organization or College Administration without the written permission of the chapter advisor and/or chapter president. The Chapter is expected to keep duplicate copies of all submitted information for their own records.

The Student Engagement Center is dedicated to supporting organizations to meet the recognition requirements and achieve the Standards of Excellence targets. Toward that end, the Student Engagement Center will provide the following:

Programming

  • Educational and training programs to acclimate new members to the fraternity and sorority community and communicate expectations and aspirations of fraternity and sorority membership.
  • Leadership programming to provide aspiring leaders with vital skills and knowledge to become a positive impact at RMC and beyond, including new officer training to provide foundational knowledge and expectations to better prepare new officers to lead their chapters and councils.

Guidance and Accountability

  • Advising, support, and guidance for the governing councils, Order of Omega, and other community initiatives, as appropriate.
  • Advising and support for individual organization success, in partnership with the Dean of Students Office.
  • Annual review of chapter recognition and evaluation of achievement of the Minimum Standards Agreement.

Resources

  • Liaison and referrals to other campus offices that may assist chapters in providing programming and developmental opportunities for their members.
  • Liaison and communicate with advisors and inter/national headquarters regularly as partners in the fraternity/sorority experience.
  • Communication regarding programming, outreach, service, and philanthropic opportunities throughout the year.

Promotion and Recognition

  • Recognition of chapters who are meeting or exceeding target areas, as well as implementing improvement plans to support those who are not.
  • Advertising the collective accomplishments of the community, as well as individual initiatives, as appropriate.

Upon the completion of the annual assessment, the Director of Student Life will submit a written audit report on each chapter to the Associate Vice President for Student Affairs & Associate Dean of Students, the Vice President for Student Affairs & Dean of Students, and the respective inter/national organization of each Randolph-Macon College chapter. The annual assessment will only be released to those persons listed above and the local chapter advisors and officers.

Based on the assessment of the annual report conducted once each academic year or as circumstances may require at other times, The Director of Student Life shall make one of the following recommendations to the Associate Vice President for Student Affairs & Associate Dean of Students concerning each chapter:

  1. Commendation and no concerns
    Recommended when a chapter has completed the Chapter Minimum Standards Agreement and gone above and beyond CMS.
  2. Good Standing
    Recommended when a chapter has completed the CMS Agreement and has no major areas of concerns in chapter operations
  3. Good Standing with Recovery Measures
    Recommended when a chapter has completed the majority CMS Agreement, but there are areas of concern.
  4. Warning with Recovery Measures
    Recommended when a chapter does not complete the CMS Agreement and there are areas of concern.
  5. Suspension
    Recommended when a chapter does not complete the CMS Agreement for a second year or the stipulations provided in the first report are not met by the date listed in the original report to the chapter.

Chapter Recovery Measures

Recovery measures are intended to provide support and guidance for chapters that are not meeting most of the targets in one or more of the focus areas. The following list provides an overview of the action a chapter should expect:

  • Deficiency in 1 – 4 focus areas
    • Chapter works with staff in the Student Engagement Center to create a recovery plan addressing areas(s) of deficiency.
  • Deficiency in five or more focus areas
    • Chapter made insufficient progress toward minimum standards and works with Student Life to create a recovery plan addressing areas of deficiency
  • Deficiency in five or more focus areas in consecutive years with no improvement.
    • Chapter made insufficient progress toward minimum standards and must participate in a conversation with the SEC and the Associate Vice President for Student Affairs and Associate Dean of Students to demonstrate commitment to retain recognition by the College. Following the conversation, the AVP and Dean of Students will determine the status of the chapter moving forward in partnership with Chapter Advisors and Headquarters Staff. College recognition may be withdrawn, or specific requirements may be presented. Failure to meet those requirements will result in loss of recognition.

Materials will be accepted for the Annual Review until Friday, May 3, 2024 at 11:59pm ET.

The annual Fraternity and Sorority Life Chapter of Excellence Awards process will be completed every spring following the deadline in this document. All submissions beyond the stated deadline not be considered for chapter awards at the Fraternity and Sorority Life Awards ceremony. There will be no separate applications for chapter awards: all decisions will be based on the information submitted during the year for the Chapter Minimum Standards Agreement.

The Fraternity and Sorority Life Awards Review Committee:

  • The Director of Student Life
  • The Senior Coordinator of Student Life
  • The Assistant Dean of Students/Director of Residence Life
  • The Coordinator of Inclusive Engagement and Outdoor Programs 
  • The Student Engagement Center Operations Coordinator
  • The Past President of the Inter-Fraternity Council
  • The Past President of the Panhellenic Council
  • Two Fraternity and Sorority Life Alumni 

Area of Excellence Evaluation:

There are 10 areas of the Chapter Minimum Standards Agreement that will be evaluated by the committee. Each area will be evaluated based on the completion of the materials, items, and programs in that area as well as efforts to go above and beyond the minimum requirements.

The Chapter of Excellence Award:

The Chapter of Excellence Award will be given to chapters who complete the minimum requirements as outlined in the Chapter Minimum Standards Agreement and exceed them in some way in 7 of the 10 focus areas.

The Chapter of Superior Achievement Award:

The Chapter of Superior Achievement Award will be given to chapters who significantly produce results and programs beyond the requirements outlined in the Chapter of Minimum Standards agreement in all 10 focus areas.

Only materials received by Sunday, April 14, 2024 at 11:59pm ET will be considered for Fraternity and Sorority Life Award Recognition.

Standards of Excellence Focus Areas

Every chapter shall have at least three (3) advisors selected from the alumni/ae body living in the area. These advisors should be actively involved in the life of the chapter in its efforts to comply with its requirements to the inter/national organization and to the College. If this cannot be accomplished, the inter/national organization should contact the Director of Student Life who may assist in finding local alumni to become advisors.

Moreover, as consistent with all registered RMC student organizations, every chapter shall have an advisor selected from the Randolph-Macon College faculty or staff. This individual should be prepared to be actively involved in the life of the chapter in its efforts to promote the benefits of fraternal membership among the faculty and aid the chapter in addressing campus concerns.

Finally, each chapter not residing in college owned housing will have a functioning corporation board whose main responsibility is the care, maintenance, and upkeep of the chapter facility.

Fraternities and sororities are most successful when they employ sound financial practices that reflect stewardship and create transparency. As a result, members are able to evaluate their membership experience and return on investment. Chapters must provide their organizational financial requirements for active members, new members, insurance, and their total chapter budget.

Every chapter is required to keep up-to-date records of its initiated members and new members to assure that all its members are in good standing with the inter/national organization. Any changes in membership must be documented in the BUZZ within seven (7) days of the change.

For continued good standing at the College, every chapter is expected to know and observe the regulations of their inter/national organization. Copies of pertinent reference documents should be kept on file by each chapter. The organization may demonstrate through member education program reports that chapter leadership has adequately educated all members about relevant issues in fraternity and sorority life as outlined in the education section of this document.

Every chapter shall have at least one visit a year by a representative or volunteer from the inter/national organization to evaluate the health of the chapter. The visit shall include a visit with the Director of Student Life or their designee and the chapter advisor. If such a visit is not possible, a letter detailing the chapter’s relationship with the inter/national organization will suffice.

  • Chapter Reports Financial Obligations
  • Chapter Maintains an Accurate Roster
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall and Spring
  • Chapter Observes Inter/National Regulations
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall and Spring
  • Chapter Visit for Headquarters Staff
    • Method of Reporting: SEC Reports
    • Deadline: May 3, 2024

Members of the fraternity and sorority community at Randolph-Macon College will strive for excellence in their academic endeavors. Organizations will provide support for the academic achievement of chapter members to ensure their individual and collective intellectual development and academic success. The following standards will be used to evaluate each chapter’s progress toward excellence in academic achievement.

Chapters are to annually develop and submit a copy of the chapter’s Academic Achievement Plan to the Student Engagement Center prior to September 29, 2023. The Chapter Academic Achievement Plan should include the following at minimum:

Section 1: Academic Remediation

How the chapter assists members to improve their GPA

Section 2: Academic Maintenance

How the chapter assists members to maintain their GPA

Section 3: Academic Recognition

How the chapter rewards members who excel academically

Section 4: Release for Academic Conflict

Policy of the chapter on releasing individuals for academic conflicts with chapter activities

Section 5: Academic Requirements

Detail the inter/national GPA requirement to hold office, receiving invitation to members, be initiated, and remain in good standing.

The chapter will achieve an all-chapter grade point average at or above their peer group (e.g., all-male, all-female, and all students) average for both active and new members each semester.

  • Chapter submits Academic Achievement Plan
  • Chapter GPA at or above peer group average
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall and Spring
  • New Member GPA at or above peer group average
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall and Spring

Fraternities and sororities flourish when they maintain an active and positive relationship with their respective alumni and graduate chapters. Chapters will annually develop and submit a plan for alumni engagement that includes:

Section 1: Communication and Outreach

How the chapter communicates and conducts outreach to alumni

Section 2: Programs and Events

The variety of programs, events, and other opportunities for alumni to remain engaged in organizational life

The College believes that fraternities and sororities should discover and implement opportunities for alumni and graduate chapter members to remain involved in and informed of chapter activities. The following standards will be used to evaluate each chapter’s progress toward excellence in alumni engagement.

Fraternities and sororities are most successful when they maintain positive and supportive relationships with chapters across the fraternity and sorority governing councils at Randolph-Macon College. The College believes that fraternities and sororities should collaborate with and actively participate in their respective governing council. The following standards will be used to evaluate each chapter’s progress toward excellence in council involvement.

  • Chapter is recognized by and maintains good standing with a governing council
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall and Spring
  • Chapter participates in council programs
    • Method of Reporting: SEC and/or Council Reports
    • Deadline: Seven (7) days after event

The purpose of recruitment is to present fraternity and sorority life to Randolph-Macon College students who are not affiliated with a fraternal organization. The recruitment efforts of Fraternity & Sorority Life should include as many students as is reasonably possible who desire to affiliate, should be open and honest, and introduce prospective members to all phases of a chapter’s activities. In addition, fraternity and sorority recruitment efforts should emphasize the personal and financial responsibilities, including housing obligations, that membership entails. The College does not require that every student who enters the recruitment process be guaranteed an invitation to membership. However, the College stipulates some policies and programs to make inclusiveness rather than exclusiveness the operative function of recruitment. The following standards will be used to evaluate each chapter’s progress toward excellence in recruitment.

Each chapter will submit a written Recruitment/Intake Plan by September 15, 2023 that will outline, at minimum, the following:

Section 1: Academic Standards for Recruitment

Chapters will affirm their commitment to maintaining academic standards for Recruitment. Chapters must not extend bids that are below their inter/national GPA requirement, or the College required minimum of 2.0. The highest standard will take precedence. Chapters may set standards higher than current standards at any given time and are encouraged to do so.

Section 2: Primary Recruitment/Intake Plan

The Chapter will outline its recruitment goals and process for the primary recruiting/joining period each semester.

Section 3: Continuous Open Recruitment Plan

Randolph-Macon College embraces the philosophy of Continuous Open Recruitment and allows for chapters to take new members at any time they are determined to be eligible in a manner as outlined by the governing council. Chapters are encouraged to recruit new members during the time that classes are in session. The requirements regarding initiation will start from the date of bid acceptance.

Section 4: Recruitment Rules

Chapters will articulate their intent to abide by the rules for recruitment or intake as established in the Inter-Fraternity Council, College Panhellenic Council, NPHC, and/or Student Engagement Center as applicable.

Each Chapter will develop and submit a New Member Education Plan to be implemented by the chapter during the fall and/or spring new member period. A copy of the new member education plan must be submitted to the Student Engagement Center by September 15, 2023. For chapters who defer recruitment or intake until the spring semester, the plan submission may be delayed until February 15, 2024. The purpose of submitting this is to ensure that each chapter has a current new member education program as well as to offer suggestions for improvement.

The Plan should contain at the very minimum:

  • Section 1 – Headquarters Sanctioned Education Sessions
  • Section 2 – All New Member Requirements
  • Section 3 – A Community Service Project
  • Section 4 – Attendance at SEC/IFC/CPC New Member Education
  • Section 5 – Academic/Employment Excuses Policy
  • Section 6 – 8-Week Joining Process Maximum

All chapters will complete their new member education program and complete the initiation ceremony for all new members within eight weeks of bid-day or less if your organization or council requires you to conduct new member education in less than eight (8) weeks.  Only the Associate Vice President for Student Affairs can allow a chapter to extend their new member education period beyond 8 weeks.    

*Note: Throughout the new member education period, new members are not permitted to be engaged in fraternity/sorority activities past 11:00pm. In addition, a maximum of four specific new member education activities can be held during each week of the new member education period.

  • Chapter Submits Recruitment/Intake Plan
  • Chapter Submits New Member Education Plan
  • Chapter Follows all Recruitment/Intake Rules
    • Method of Reporting: SEC & Council Reports
    • Deadline: End of Fall and Spring

Fraternities and sororities at Randolph-Macon College will enhance their members’ individual and personal development by providing high-impact experiences and learning opportunities. These activities should promote leadership, self-awareness, teamwork, critical thinking, cultural competence, creativity, and intellectual growth. The following standards will be used to evaluate each chapter’s progress toward excellence in education and learning.

Each chapter is required to provide Fraternal Issues Programming for members in following categories:

  • Adam’s Law Current Member Hazing Prevention Training*
  • Sexual Misconduct**
  • Alcohol and Drug Abuse Prevention
  • Diversity, Equity, and Inclusion
  • Healthy Relationships**
  • Chapter/Organizational History
  • Career Development

Chapters may and are encouraged to conduct additional programs which will be counted toward awards and recognition. Chapters must have at least 80% of their chapter in attendance for the program to count toward the Focus Area requirement. Additionally, programs may only count towards one standard (i.e. no “double-counting”).

*-Adam’s Law Current Member Hazing Prevention Training requires 100% chapter attendance for the program to count. It is required pursuant to Adam’s Law, as passed by the Virginia General Assembly in 2022.

**-Approved sexual misconduct and healthy relationships programs only include those programs shared and promoted by the Student Engagement Center (examples: Beyond First Vibe, Title IX Training, etc.). Any other programs that may meet both of these education and learning requirements must be pre-approved by the Title IX Coordinator at Randolph-Macon College to receive credit.

Fraternities and sororities at Randolph-Macon College will foster leadership potential within their members throughout all stages of their academic career by providing and encouraging meaningful experiences locally and inter/nationally. These activities should promote integrity, responsible and ethical decision-making, and setting an example for others. The following standards will be used to evaluate each chapter’s progress toward excellence in leadership development.

At least one chapter member should attend at least one inter/national organization leadership event each year. This may include but is not limited to officer trainings, ritual academies, national conventions/conclaves, or other national/regional events.

Chapter officers will attend all required SEC and/or council leadership trainings as they are scheduled.  

Chapter executive boards will conduct an officer transitions retreat. This retreat may be in-person or online. An advisor (chapter advisor, faculty/staff advisor, or an SEC Staff Member/Advisor) or an inter/national headquarters staff member should attend the retreat.

The RMC Student Leadership Conference is held each spring semester. At least two current chapter officers are expected to attend the retreat each year, with a preference that as many members attend as possible.

  • Attend one Inter/national Organization leadership event each year
  • Attend SEC/Council Leadership Trainings
    • Method of Reporting: SEC and/or Council Reports
    • Deadline: End of Fall and Spring
  • Conduct an Officer Transitions Retreat
  • At least two (2) current officers attend annual RMC Student Leadership Conference
    • Method of Reporting: SEC Reports
    • Deadline: March 2, 2024

Members of the fraternity and sorority community Randolph-Macon College shall comply with risk management policies set forth by the College and their inter/national organization. Fraternities and sororities have a responsibility to create and maintain safe, constructive, and positive spaces for their members and guests. When individual members commit breaches of College regulations or public laws, they are accountable as individuals to the respective authorities. When fraternities and sororities are found in violation of College regulations, they are subject to the same student conduct processes as individuals and to appropriate sanctions. In some instances, both individuals and organizations may share responsibility for a violation of College policy. The following standards will be used to evaluate each chapter’s progress toward excellence in chapter health and safety.

Pursuant to the Code of Virginia and “Adam’s Law” as passed in the 2022 Session of the General Assembly of Virginia, the College provides hazing prevention training to potential new members, new members, current members, and advisors of student organizations with new members. Potential new members are expressly prohibited from joining a selective membership organization (e.g., a fraternity or sorority) without satisfactory completion of in-person hazing prevention training by a campus professional.

Every fraternal organization will sponsor one alcohol-free social event per academic term of the academic year, not including the January term. These events should be social in nature and not used for service/philanthropy programs. These can be co-sponsored events with other fraternal organizations or other registered student organizations.

Each chapter will follow the guidelines of the RMC Student Conduct Code and social host responsibility policy, or any additions made thereafter.

Each chapter with a residential facility must adhere to Fraternity/Sorority Residential Policies and Procedures as outlined in the Student Conduct Code. Chapter facilities will be inspected periodically throughout the academic year by Student Engagement Center staff. Chapters that repeatedly are not meeting satisfactory standards for their facility and/or do not adhere to Residential Policies and Procedures will be considered for loss of special interest housing for no less than one (1) academic year.

Each chapter member will be trained in risk management and social event hosting annually. Chapters must have 100% of their members take the Risk Management quiz each year and receive a score of 80% or better prior to hosting a social event with alcohol.

  • All new members are trained in-person by a campus professional in hazing prevention education prior to receiving a membership bid
    • Method of Reporting: SEC Reports
    • Deadline: Prior to Bid Extension
  • Chapter hosts one alcohol-free social event per semester
  • Chapter follows the RMC Student Conduct Code
    • Method of Reporting: SEC & Dean of Students Office Reports
    • Deadline: End of Fall and Spring
  • Chapter observes all Fraternity/Sorority Residential Policies and Procedures (as applicable)
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall and Spring
  • Chapter completes Risk Management Training
    • Method of Reporting: SEC Reports
    • Deadline: End of Fall

Members in the fraternity and sorority community will participate in activities that allow them to become positively engaged in and give back to their local, state, national, and global communities. This includes involvement in community service, service-learning, and philanthropic activities. The following standards will be used to evaluate each chapter’s progress toward excellence in civic engagement.

Each fraternal organization will sponsor a community service project each term (Fall and Spring) of the academic year. Reports of all community service projects are due within seven (7) days of the event.

Campus clean-ups are excluded from counting towards the service project standard. However, individual hours from those types of events may still be logged on the Buzz.

Individual Chapter Members will log all service hours on the BUZZ during the reporting period.

Each fraternal organization will plan and execute at least one philanthropic project during the academic year. Reports of all philanthropic projects are due within seven (7) days of the event.

The chapter will participate in community service and philanthropic activities sponsored by the governing councils that are classified as “All-Council” service or philanthropic events. Chapter participation in both “The Big Event” and “Macon a Difference Day” each year will meet this requirement as well.

  • Chapter will sponsor at least one service event per semester
  • Individual service hours logged in the Buzz
  • Chapter will plan one philanthropy event per academic year
  • Participation in All-Council Service or Philanthropy Events
    • Method of Reporting: Council Reports
    • Deadline: End of Fall and Spring