recruitment and new member education guidelines fall 2021
TRANSCRIPT
New Member Education Guidelines 1
Recruitment and New Member Education Guidelines Fall 2021
In order to ensure a safe and seamless a recruitment and new member education
process it is necessary that the Fraternity and Sorority Life Office establish a
timeline for membership recruitment and new member education procedures. This
packet will assist organizations in planning and conducting membership
recruitment and new member education for the upcoming semester.
The completion of these documents is required for all chapters that participate in
membership recruitment and new member education at the University of North
Carolina at Pembroke. It is important that the all guidelines are followed, failure to
do so will result in actions being taken by the Fraternity and Sorority Life Office,
Student Conduct as well as contacting respective chapter’s advisor and national
headquarters.
Privacy Statement To protect the interests, privacy and confidentiality of the
students involved in the membership intake process no one other than the
Fraternity and Sorority Life Office will have access to these documents. While
access to these documents will be restricted, university administrators, chapter
advisors, and/or representatives from the national headquarters.
Important Dates Fall 2021 of Intake
Recruitment Window Opens: Wednesday, August 18, 2021
Recruitment & New Membership Education Form due: Friday, September 17, 2021 at 4:00pm
Fall Break (No Activities): Thursday, October 14 – Friday, October 16, 2021
Recruitment & New Membership Window Closes: Sunday, November 14, 2021
Thanksgiving Break: Thursday, November 25 – Friday, November 27, 2021
Final Exams: Monday, December 6 – Friday, December 10, 2021
New Member Education Guidelines 2
Recruitment and New Member Education Guidelines
Table of Contents
Recruitment Purpose 2
Meetings and Documentation 2
Recruitment Event Guidelines 3
Extending Bids 3
New Member Education and Activities 3
Hazing 4
Violations 4
Checklist 5
Anti-Hazing Compliance Form 7
Verification of Aspirants Form 8
New Member Roster Addition Form 12
New Member Education Guidelines 3
Recruitment & New Member Education Purpose Fraternity and Sorority Recruitment and New Member Education is the lifeline of the community.
New members bring fresh ideas and perspectives while upholding the values of their respective
organizations. The purpose of these guidelines is to provide structure and uniformity for the
fraternities and sororities that participate in recruitment.
Chapter members, chapter advisors, and Fraternity and Sorority Life staff will work together to
ensure a successful and positive experience for all involved. In order for the Fraternity and Sorority
Life staff to assist chapters with the recruitment and new member education process and avoid
potential problems, chapters must adhere to the following guidelines if they are to conduct
recruitment at UNC Pembroke.
To protect the interest and privacy of chapters, Fraternity and Sorority Life staff will keep all
information submitted private. University staff, chapter advisors, respective regional or
(inter)national representatives, chapter presidents, and potential/new member educators will only
have access to this information on a need to know basis.
Meetings and Documentation Prior to the start of new member activities, the chapter president, recruitment chair, and new
member educator will meet with the Fraternity and Sorority Life staff at. At this meeting the
chapter will provide the following:
1. A completed Notice of Recruitment and New Member Education Form with original
signatures of chapter president and advisor
2. Calendar of recruitment and new member education
a) A timeline of any recruitment and new member education activities with date, time,
and location b) Start date of recruitment and potential/new member education
c) Discussion points
d) Initiation date and location
e) Any additional dates pertinent to the specific organization
3. Fraternity/Sorority (inter)national organization’s risk management policy and new
member education guidelines on file with the Fraternity and Sorority Life office
a) A copy of the risk management policy and new member education guidelines should
be submitted with the Recruitment and New Member Education Form
b) All (inter)national and/or regional paperwork that requires a signature from the
Fraternity and Sorority Life staff.
4. Recruitment marketing materials
a) All advertising must promote the organization in a positive manner
b) All advertising must have the date, time, location, and the University ADA statement
(Alternative Format Statement)
c) No references to alcohol or illegal substances are permitted on any form of
advertisement
d) All digital marketing material should be submitted in the format of PNG or JPG
e) All advertising must be submitted to Fraternity and Sorority Life staff at least 14 days
before to the first recruitment event for approval
New Member Education Guidelines 4
Recruitment Event Guidelines Chapters hosting recruitment events must adhere to these guidelines:
1. The event(s) must be on the Recruitment & New Member Education Calendar submitted
to Fraternity and Sorority Life staff. (page 11 of this document)
2. The event must foster a supportive environment that is free of alcohol and illegal
substances.
3. The event should comply with the North American Interfraternity Council (NIC)/
National Panhellenic Council (NPC) and (inter)national organizations recruitment
guidelines.
Eligibility to Extend Bids Any student attending the University of North Carolina at Pembroke and meets the following
requirements:
1. Registered student at the University of North Carolina at Pembroke
2. At least a 2.5 cumulative grade point average
3. All potential new members must sign a Verification of Aspirants Form* or register
through ICS in order to verify requirements.
*Verification of Aspirants Form can be found on page 8 of the Recruitment and
New Member Education Guidelines
New Member Education and Activities Guidelines After the chapter’s Recruitment Packet is reviewed and approved by the Fraternity and Sorority
Life staff, chapters are responsible for the following:
1. Submitting a Verification of Aspirants Form that includes potential new members that
chapter have expressed interest in joining the chapter.
2. A Fraternity and Sorority Life staff member has verified the academic eligibility of a 2.5
cumulative GPA or higher.
3. Chapter new member educator and new member education committee is in good standing
with the inter(national) organization, fraternity/sorority, and UNC Pembroke.
4. Chapter new member educator and new member education committee is on the chapter’s
roster with the intern(national) organization, BraveConnect, and Fraternity and Sorority
Life.
5. The chapter must have all potential new members sign the New Member Roster Addition
Form and turn into the office within four (4) days of their pinning/pledging ceremony. 6. The new member education process will last no longer than 6 weeks. If a chapter’s
regional or (inter)national organization standards require and/or allow a new member
education period of fewer than 6 weeks, the organization will complete its new member
education process within the shorter time frame.
7. All potential new member education activities must be held on campus. Approval to
host any potential/ new member education activities off-campus needs to be approved by
the Fraternity and Sorority Life staff. Any potential/new member education and activities
approved to be off-campus must have an advisor or (inter)national staff member present.
8. Chapters must review and provide the following information on the first day of the new
member education session:
❏ (Inter)national Policies
❏ New Member Education Calendar
❏ Anti-Hazing Policy (UNCP Student
Handbook, pg 79)
New Member Education Guidelines 5
Anti-Hazing Policy Any violations of the University Anti-Hazing Policy (UNCP Student Handbook, pg 79) will result
in a referral to the Office of Student Conduct. Organizations found responsible for hazing will be
subject to penalties outlined by the UNC Pembroke Student Handbook, as well as any sanctions
outlined by the (inter)national organization.
Each chapter is responsible for providing their members with education and information about
hazing. The UNC Pembroke hazing policy and (inter)national hazing policy must be reviewed at
the beginning of each semester. All chapters must re-sign the Chapter Hazing Compliance form
each semester.
Violations Violations of the new member education process may result in a loss of privileges. Loss of
privileges is based upon the infractions and is at the discretion Office of Student Conduct with
partnership with the Fraternity and Sorority Life Office. Violations include, but are not limited
to: 1. Intentional submission of improper paperwork:
a. Changing of dates on forms without notifying Fraternity and Sorority Life staff via
b. Falsifying original signatures
c. Incomplete paperwork
d. Paperwork is not turned in on due dates
2. Holding new member education without adhering to the UNC Pembroke New Member
Education Guidelines.
3. Without the submission of the required paperwork, new member education will not be
approved. In the event that new member education activities begin without the knowledge
and approval of from Fraternity and Sorority Life, and/or the chapter has not adhered to
these written New Member Education Guidelines, new member education activities will
cease immediately.
4. Disregarding academic performance by hosting new member activities that conflict with
academic commitments.
5. Hosting new member activities outside of the scheduled and/or approved times.
● new member activities should conclude no later than 12:00 midnight if classes are
being held the next day (Sunday through Thursday).
6. Each chapter is responsible for conducting initiation according to (inter)national policies
and in compliance with any University regulations:
● “Hell Weeks” are prohibited.
● Initiation activities should conclude no later than 12:00 midnight if classes are
being held the next day (Sunday through Thursday).
7. Requiring new members to stay overnight at the house/apartment/retreat facility.
New Member Education Guidelines 6
Checklist Each chapter must have the following information on file in the Fraternity and Sorority Life
office:
❏ Recruitment and New Member Education Form must be completed and on file no
later than 14 days before the 1st recruitment event.
❏ Updated roster on BraveConnect and on file with Fraternity and Sorority Life.
❏ A current list of chapter officers with current and accurate contact information via
BraveConnect and with Fraternity and Sorority Life.
❏ A current list of all members directly involved in new member education (see Notice of
Recruitment and New Member Education Form in this document).
❏ New member coordinator, orientation officer, intake coordinator, any assistants,
committee members, etc.
❏ Current contact information for the chapter advisor and any other alumni officers
specifically any alumni assigned to work with new member education.
❏ Off-Campus Advisor Form needs to be on file with the Fraternity and Sorority Life
Office.
❏ Advisor Agreement Form can be accessed on BraveConnect in the Campus Links
section.
❏ Anti-Hazing Compliance Form signed by the chapter president & new member
educator on file with Fraternity and Sorority Life for every semester recruitment and
new member education is conducted.
❏ This is due 14 days before the formal pinning/pledging ceremony. ❏ Chapter minutes indicating that the anti-hazing policy was read & reviewed with the
chapter.
❏ A current new member education program/syllabus/survey, new member manual,
(inter)national and local handbooks must be on file with the Fraternity and Sorority Life
office.
❏ A calendar of new member events and dates (meetings, socials, initiations, projects).
❏ See Recruitment and New Member Education Calendar in this document
❏ New Member Roster Form(s) must be completed and on file no later than four (4)
days after the formal pinning/pledging ceremony.
❏ Schedule anti-hazing presentation given by a Campus Engagement and Leadership
staff member.
Timeline of Documents:
Anti-Hazing Compliance Form due.
New Member Roster Form(s).
Recruitment Advertisements Notice of Recruitment & New Member Education
Form due.
14 days before first
recruitment event
14 days before formal
pinning/pledging ceremony.
Four (4) days after formal
pinning/pledging ceremony.
Schedule anti-hazing
presentation
New Member Education Guidelines 7
Notice of Recruitment & New Member Education
2020-2021
Fraternity/Sorority conducting recruitment & new member education ______________________
Semester and Year conducting recruitment & new member education______________________
Recruitment will start on________________
Bids are distributed on _________________
Education of new members be _____________________
Education of new members ends on _________________
Initiation will be on _________________
*The end date of new member education must be within 8 weeks after the beginning of new
member education.
The chapter member(s) below indicated the chapter recruitment chair, new member education
educator and their committee, and the chapter advisor overseeing recruitment and or new
member education.
First and Last Name Title Email Phone #
By signing this document, I understand the Recruitment and New Member Education Guidelines,
UNC Pembroke Student Handbook as it pertains to Fraternity and Sorority Life Risk
Management Policy, Hazing, and Sexual Abuse and Harassment. I will follow these guidelines,
complete and turn in all documents, and follow your (inter)national organization policies.
____________________ ________________________ ___________________
Chapter President Name Chapter President Signature Date
____________________ __________________________ ___________________
Recruitment Chair Name Recruitment Chair Signature Date
____________________ __________________________ ___________________
New Member Educator New Member Educator Signature Date
____________________ ______________________ ___________________
Chapter Advisor Name Chapter Advisor Signature Date
New Member Education Guidelines 8
Anti-Hazing Compliance Form Due 14 days before formal pinning/pledging ceremony.
The University of North Carolina at Pembroke prohibits hazing in any form. All fraternities and
sororities must file this form with the Fraternity and Sorority Life Office before any intake
activities may begin.
The University of North Carolina at Pembroke Hazing Policy
No student(s), organization(s), or athletic team(s) shall conduct or condone hazing activities.
Hazing is defined as: “Any action is taken or situation created intentionally or unintentionally,
with or without consent of the person being hazed, whether on or off-campus, to produce mental
or physical discomfort, embarrassment, harassment, ridicule, or any other activities which are not
consistent with academic achievement, and the regulations and policies of UNC Pembroke, or
North Carolina state law (see Student Handbook Section Administrative Policies)
To report hazing confidentially, visit:
(https://www.uncp.edu/campus-life/campus-engagement-and-leadership/fraternity-and-sorority-
life/hazing-prevention/how)
Anti-Hazing Agreement
We (Fraternity or Sorority mentioned below), the undersigned, certify the following:
1. We (Fraternity or Sorority mentioned below) have read AND understand the University of North
Carolina at Pembroke Hazing Policy.
2. We (Fraternity or Sorority mentioned below) have read AND understand our National
Organization’s Hazing Policy.
3. We (Fraternity or Sorority mentioned below) verify that this policy will be read to our chapter
members.
4. We (Fraternity or Sorority mentioned below) verify that all activities sponsored and/or required
by our chapter, in whole or part, comply with the Recruitment and New Member Education
Guidelines and our National Organization’s Hazing Policy.
5. We (Fraternity or Sorority mentioned below) verify that all our new members will be fully
initiated, using all local and national ceremonies, by the established initiation deadline.
6. We (Fraternity or Sorority mentioned below) further verify that all new member activities will
be completed prior to midnight.
7. Failure of my organization to uphold this policy will result in the referral of:
a. My organization to the discipline of the Fraternity and Sorority Life and or Student
Conduct Office
b. Any individual members to the campus police for criminal prosecution
c. The president and new member educator/intake coordinator for supplying false
information to the University (if they knew of hazing and didn’t take the steps to stop it)
By signing this form, we (Fraternity or Sorority mentioned below) agree to abide by the above
statements.
Fraternity or Sorority: __________________________________
Chapter President Name (first and last): ______________________________
Chapter President (signature, date): _________________________________
Chapter New Member Educator Name (first and last): _____________________________
Chapter New Member Educator (signature, date): ________________________________
New Member Education Guidelines 9
Verification of Aspirants Form
Fraternity/Sorority___________________________________________________
We hereby declare that on ____________ (date of mtg.), the following individuals participated in
an interest meeting and are considering the process of membership selection. If selected, these
aspirants will be duly initiated into the organization pending the decision of the regional/national/
representatives.
______________________ _______________________
Chapter President Signature Chapter Advisor Signature
Fraternity and Sorority Life
Office will fill out this section
Please Print
Aspirant’s Name
Signature: I wish to waive my rights granted to me by
the Family Educational Rights and Privacy Act of 1974
and permit UNCP to release academic and student
conduct information about me to my Sorority/Fraternity.
I understand that this waiver will be in effect until I
notify the Fraternity/Sorority Life Office that no longer
wish to allow such information to be released.
Banner ID
Hours
Completed
Cumulative
GPA
1 840
2 840
3 840
4 840
5 840
6 840
7 840
8 840
9 840
10 840
11 840
12 840
13 840
14 840
15 840
New Member Education Guidelines 10
Fraternity and Sorority Life Office will fill out this section
Please Print
Aspirant’s Name
Banner ID Hours
Completed
Cumulative
GPA
16 840
17 840
18 840
19 840
20 840
21 840
22 840
23 840
24 840
25 840
26 840
27 840
28 840
29 840
30 840
31 840
32 840
33 840
34 840
35 840
Department Use Only:____________________ Date Received:____________________
New Member Education Guidelines 11
Recruitment and New Member Education Calendar: Example document Date Function Location Time
8/15/2020 Welcome BBQ Quad 12:00-3:00pm
8/20/2020 Tabling UC/Health Science 11:00am-3:00pm
8/26/2020 Meet the Greeks Jones Center 7:00pm-9:00pm
9/3/2020 Meet & Greet UC Patio 5:00pm-7:00pm
9/6/2020 Flag Football Lumbee Field 3:00pm -6:00pm
9/7/2020 Interviews UC 251 2:00pm-4:00pm
9/10/2020 Bids Handout Health Science 1117 5:00 pm-6:00pm
9/13/2020 Orientation UC 225 6:00pm-7:30pm
9/27/2020 Formal Pinning UC 225 6:00pm-7:30pm
10/2/2020 Retreat Camp Rockfish Leave at 5:00pm
10/3/2020 Retreat Camp Rockfish All Day
10/4/2020 Retreat Camp Rockfish Arrive by 12:00pm
10/11/2020 History of XYZ UC 225 6:00pm-7:30pm
New Member Education Guidelines 12
Recruitment and New Member Education Calendar
Date Function Location Time
New Member Education Guidelines 13
NEW MEMBER ROSTER ADDITION FORM CONSENT TO RELEASE STUDENT RECORDS
NAME:(please.print)_______________________________ORGANIZATION:_____________________________
BraveMail: ______________ @bravemail.uncp.edu PHONE: ___________________________________
Student Identification Number:______________________
I, ___________________________________________ (please print), do hereby authorize the University of North
Carolina at Pembroke to release my academic report (semester and cumulative GPA) to the Fraternity/Sorority
President and/or Scholarship Chair, Chapter Advisors, and to the National Headquarters of the organization listed
above. I understand that this information will be used in reporting for Fraternity and Sorority Life and in determining
my eligibility for scholarship consideration, verification of registration, and minimum chapter grade point
requirements, for as long as I am affiliated with the fraternity/sorority system at UNC Pembroke. If I no longer wish
to have my records released, I understand that I must make a request, in writing, to Fraternity and Sorority Life. I
understand that, upon request, I may obtain a copy of this information for my personal use.
ANTI-HAZING AGREEMENT
I, ___________________________________________(please print), have been informed of the University’s and my
(Inter)National Organization’s policies against hazing. I understand what constitutes hazing and know that these
practices are not only harmful but also have no place in Greek-letter organizations. I know that hazing cannot be a
part of my education or initiation; and that if I am hazed, my chapter is violating the policies of the University, their
(inter)national organization, and North Carolina State Law. I understand that my participation in hazing activities
may result in numerous consequences including but not limited to loss of membership and other privileges, as well as
subjecting myself to University and/or legal disciplinary action. I know that if I become aware of any hazing activities,
I should notify the proper authorities, including, but not limited to, Campus Engagement and Leadership, Division of
Student Affairs, Student Conduct, National Organization Headquarters and/or local police department. To initially
report incidents of hazing, please contact the Fraternity and Sorority Life, located in the University Center room 225,
by phone 910-775-4307 or email [email protected].
By signing this document, I do hereby agree to the terms and statements listed above and understand that at any time,
I may retract this document and the release of my student records by contacting the Fraternity and Sonority Life Office.
___________________________________ ____________________
MEMBER SIGNATURE DATE
____________________________________ ____________________
CHAPTER PRESIDENT SIGNATURE DATE
FOR OFFICE USE ONLY: ACADEMIC SEMESTER: __________________ CLASS STANDING: FR SO JR SR 5-yr
*CUMULATIVE GPA: ___________ *PREVIOUS SEMESTER GPA: ___________ BANNER ID:
______________ *If first semester freshman, please list high school GPA.
RECEIVED ON: ______________________ RECEIVED BY:
_________________________________________ ACKNOWLEDGEMENT: ______ (DIRECTOR) RECORDED ON ROSTER: _______