2016 DGCS Guidelines - Duke Student Affairs DGCS Guidelines.pdfGreekCommunityStandards! Duke!University!Office!of!Fraternity!and!Sorority!Life! 006A!Bryan!Center,!Box!90840!Durham,!NC!27708!(919)684I9401!

Greek Community Standards

Duke University Office of Fraternity and Sorority Life 006A Bryan Center, Box 90840 Durham, NC 27708 (919) 684-‐9401

[email protected]

Duke Greek Community Standards 2

Purpose The purpose of the Duke University Greek Community Standards Program is to improve the management and quality of sorority and fraternity chapters on Duke’s campus. The Office of Fraternity and Sorority Life has implemented the following recognition and standards program to motivate chapters to strive for excellence not only on campus, but nationally, and to recognize chapters’ outstanding achievements. This program serves as an annual self-‐evaluation for the Greek chapters, providing a framework by which activities and successes can be documented. It also serves as an annual assessment of chapter performance for the Office of Fraternity and Sorority Life.

Program Outline The Duke University Greek Community Standards program will evaluate all Greek organizations on campus using the following six criteria:

1. Academics-‐ 26% of total point value 2. University and Community Involvement-‐ 24% of total point value 3. Membership Development-‐ 24% of total point value 4. Chapter Management-‐ 22% of total point value 5. Financial Management-‐ 4% of total point value 6. Additional Bonus Opportunities-‐ 8% of total point value (if completed)

Award Levels

Award Level Percentage of Possible Points Gold Chapter 90% + Silver Chapter 80-‐89% Bronze Chapter 70-‐79%

Official Warning Status Below 70%

Submission Guidelines

There are six sections of the Duke University Greek Community Standards Program to be completed. The program is based on the CALENDAR year system from January to November of each year. For 2016 submissions, chapters should complete sections based on January 2016 to November 2016. Read each item carefully, answering each question fully, and including any necessary documents within the section they support. The information should be neat, organized, and easy to view by the committee as well as in order of the Guidelines outlined. Exact guidelines for the submission process are provided on page 4 of this document.

Completed packets must be submitted as a PDF file by 11:59pm on Monday, November 21, 2016.


Use of Results

Students who have graduated from the Duke Greek Emerging Leaders (DGEL) program will be appointed by the OFSL to serve on evaluation committees for the Duke Greek Community Standards program. Each chapter will be asked to provide one member as a reviewer. The members will each randomly receive organizations to evaluate. (Please note: Under no circumstances will a committee member evaluate his or her own organization). OFSL staff members will participate in and oversee the evaluation process. Greek organizations will be recognized at the Order of Omega Greek Awards ceremony each spring semester and on the Office of Fraternity and Sorority Life website. The Award Level presented to each chapter should also serve as a goal-‐setting tool in order to improve areas in which the chapter may be struggling. Chapters should strive for excellence and to achieve the Gold Chapter award each year. The Duke University Greek Community Standards Program is not intended as a competition for Greek organizations, but as a proactive and motivating program. Chapters that have not met the expectations of the Office for Fraternity and Sorority Life will be required to work with the Office and develop an action plan. The program will be evaluated and revised yearly.

Reminders Please remember that you and your chapter can and should work on your submission throughout the entire calendar year. Working on your submission in advance will ultimately help you. You should also keep in mind that you can delegate items to work on to your executive board and appropriate chapter members. Items that you can work on in advance include (but are not limited to):

• Taking photos during your chapter’s programs and events throughout the year • Taking attendance at your chapter’s programs and events throughout the year • Revising your Bylaws • Updating your Chapter Calendar • Contacting your Executive Office/Headquarters for necessary materials


Duke University Greek Community Standards Chapter Evaluation Packet (Due Monday, November 21, 2016)

Complete the following six sections:

1. Academics: 26 points 2. University and Community Involvement: 24 points 3. Membership Development: 24 points 4. Chapter Management: 22 points 5. Financial Management: 4 points 6. Bonus Points: 8 points

Submission Process:

• Complete the six sections of the Duke University Greek Community Standards (based on the calendar year – January 2016 to November 2016) in ONE comprehensive Word document.

o Reminder: Read each item carefully, answering each question fully and including necessary documents within the section they support. Those supporting documents should be incorporated into the ONE comprehensive Word document. No supplemental materials outside of the comprehensive document will be accepted. The information should be neat, organized, and easy to view by the committee as well as in order of the Guidelines outlined.

o Please Note: For all events, chapters are required to have a MAJORITY (51%) of members present at every event/program hosted/attended. Chapters are asked to submit a list of names of members in attendance and photos from events. Do not include an appendix section for event attendance.

• Save this Word document as a PDF file in the following format: o Chapter Name Submission 2016 (i.e. Delta Zeta Submission 2016)

• Send the PDF file to Jessica Emig, OFSL Program Coordinator, via email at [email protected]

• Following your email submission, you will receive a confirmation from Jessica confirming your submission. Once submitted, you may NOT make any changes.

• All submissions are due by 11:59PM on MONDAY, NOVEMBER 21, 2016

mailto:[email protected]


1. Academics (26 Possible Points)

Academics are the foundation of the collegiate experience and a good chapter places a strong emphasis on academics. It is the obligation and expectation of a sorority or fraternity to provide an environment conducive and supportive of the strong academic performance of its members. Chapters should not only achieve these academic standards, but work towards excelling beyond the minimum standards.

1.1. Chapter GPA (16 Possible Points) Points will be assessed based on the chapter’s grade point average each semester. *This information will be verified through the Duke University Office of Fraternity and Sorority Life. You do not need to submit information for this item.

GPA Category

(based on Duke Grading Scale)

Points Awarded (based on grades each semester)

Spring Fall 3.70-‐4.0 (A-‐, A, A+) 8 8 3.33-‐3.69 (B+) 7 7 3.0-‐3.32 (B) 5 5 2.70-‐2.99 (B-‐) 4 4 2.30-‐2.69 (C+) 2 2 2.0-‐2.29 (C) 1 1 Below 2.0 0 0

1.2. Scholarship Program (10 Possible Points)

The chapter has developed and implemented a chapter scholarship program that includes a mission statement, a statement on academic policies, information on programs and resources, and a rewards program.

Provide a brief description of your chapter’s scholarship program and how it is implemented. This should include, but is not limited to: a mission statement, a statement on academic policies, information on programs and resources, and a rewards program. Include any supplemental materials within your document, which may be helpful in explaining your program.

2. University & Community Involvement (24 Possible Points)

All chapters are expected to comply with Duke University policies and to support positive relationships with the surrounding Greek, University, and local communities. These expectations are outlined in the Statement of Relationship between Duke University and the Greek Community, which can be found on


the Office of Fraternity and Sorority Life website here: http://studentaffairs.duke.edu/greek/about-‐us/relationship-‐statement.

2.1. Community Service/Philanthropic Initiatives (8 Possible Points) The chapter conducts one large-‐scale community service/philanthropic project per semester. A majority (51%) of members must be present.

Fall Semester Event (4 points) Title of Event: Date of Event: Location of Event: Event Coordinator’s Name: Event Coordinator’s Email & Phone: Total Hours Donated: Total Amount Raised: Total Amount of Goods Donated: Number of Members in Attendance: Total Number of Members in Chapter:

Briefly describe the event. Include a list of chapter members who attended as well as photos from the event. Feel free to include other materials that may help describe your event to the committee.

Spring Semester Event (4 points) Title of Event: Date of Event: Location of Event: Event Coordinator’s Name: Event Coordinator’s Email & Phone: Total Hours Donated: Total Amount Raised: Total Amount of Goods Donated: Number of Members in Attendance: Total Number of Members in Chapter:


2.2. Campus Programs (4 Possible Points) The chapter will attend or host at least one campus program each semester on diversity, risk management, hazing, gender equality, social justice, or scholarship. Please contact the OFSL if you have questions about which programs apply. A majority (51%) of members must be present.

http://studentaffairs.duke.edu/greek/about-us/relationship-statement

http://studentaffairs.duke.edu/greek/about-us/relationship-statement


Fall Semester Program (2 points) Title of Program: Date of Program: Location of Program: Program Coordinator’s Name: Program Coordinator’s Email & Phone: Facilitator’s Name & Email: Number of Members in Attendance: Total Number of Members in Chapter:


Spring Semester Program (2 points) Title of Program: Date of Program: Location of Program: Program Coordinator’s Name: Program Coordinator’s Email & Phone: Facilitator’s Name & Email: Number of Members in Attendance: Total Number of Members in Chapter:


2.3. “Non-‐Greek” Activities (4 Possible Points) The chapter demonstrates an attitude of community awareness and service by participating in at least one project or program per semester, which is sponsored by a “non-‐Greek” student organization. A majority (51%) of members must be present.

Fall Semester Program (2 points) Title of Activity: Date of Activity: Location of Activity: Activity Coordinator’s Name: Activity Coordinator’s Email & Phone: Number of Members in Attendance: Total Number of Members in Chapter:

Briefly describe the event. Include a list of chapter members who attended as well as photos from the event. Feel free to include other materials that may help describe your event to the committee. Spring Semester Program (2 points) Title of Activity:


Date of Activity: Location of Activity: Activity Coordinator’s Name: Activity Coordinator’s Email & Phone: Number of Members in Attendance: Total Number of Members in Chapter:


2.4. Athletics, Arts, or other Campus Events (8 Possible Points) The chapter significantly participates in campus events such as athletics, arts, cultural, or other campus events as a group each semester. The OFSL encourages chapter members to wear Greek letters to show brotherhood/sisterhood and to help maintain a positive image for Greek life on Duke University’s campus. A majority (51%) of members must be present.

Fall Semester Campus Event (4 Points)

Name of Event: Date of Event: Location of Event:

Event Coordinator’s Name: Event Coordinator’s Email & Phone: Brief Description of the Program & Goals: Number of Members in Attendance: Total Number of Members in Chapter:

Briefly describe the event. Include a list of chapter members who attended the event as well as photos from the event. Feel free to include other materials that may help describe your event to the committee.

Spring Semester Campus Event (4 Points)

Name of Event: Date of Event: Location of Event:

Event Coordinator’s Name: Event Coordinator’s Email & Phone: Number of Members in Attendance: Total Number of Members in Chapter:



2.5. Point Deductions Any chapter held responsible for judicial infractions, violation of Duke University alcohol/drug policy, or damages to sections or houses will receive point deductions as indicated in the chart below.

# of Infractions Points Deducted

1-‐2 1 3-‐4 5

5 or more 10

*This information will be verified through the Duke University Office of Fraternity and Sorority Life. You do not need to submit information for this item.

3. Membership Development (24 Possible Points)

Chapters have a responsibility to their members to continue their development from the point an individual is offered an invitation of membership through graduation. This is key to the purpose of fraternities and sororities.

3.1. New Member Education (8 Possible Points) Membership intake and a new member education program are essential to the positive development of chapter members. The membership intake and new member program must be conducive to the strong academic performance of every new member. Hazing is entirely unacceptable.

New Member Educator (NME) Training (2 points): Each chapter must send the individual responsible for educating their new members to the New Member Educator (NME) training sponsored by the Duke University Office of Fraternity and Sorority Life.

New Member Education Program (6 points): The chapter adheres to a National membership intake program/new member education program that incorporates the following five standards: 1) Promotes scholarship and academic achievement 2) Offers leadership opportunities 3) Encourages campus involvement 4) Clearly expresses values and expectations for conduct 5) Provides opportunities for personal development Please provide a description of your National new member education program.

3.2. Member Development (10 Possible Points) Chapters are not only responsible for educating their newest members, but should be continuing to develop all of their active members throughout their collegiate experience. This education should incorporate the chapter values to enrich the experience of the membership.


Duke Greek Emerging Leaders (2 points): Each organization must have at least two (2) participants engage in and graduate from the Duke Greek Emerging Leaders (DGEL) program. DGEL is a six-‐week seminar that offers sophomore and junior members the opportunity to learn more about leadership in the context of fraternity and sorority life as well as more about how the broader fraternity and sorority community functions.

Leadership Academy (2 points): Each organization must send the Chapter President and one additional member to the Annual Leadership Academy that is hosted each fall. This is an opportunity for members to develop leadership skills as well as address issues facing the Duke University Fraternity and Sorority Community.

Member Development (6 points): Each chapter should be continuing to benefit members even after initiation by offering opportunities for members that promote the values of the organization and continual development of members. Standards of the program should incorporate: 1) Promotes scholarship and academic achievement 2) Offers leadership opportunities 3) Encourages campus involvement 4) Clearly expresses values and expectations for conduct 5) Provides opportunities for personal development Please provide a description of how you continue to develop active members. Include any other supplementary items that would be helpful to the committee.

3.3. Brotherhood/Sisterhood Event (2 Possible Points) The chapter plans one event each semester that is meant to build/increase brotherhood or sisterhood bonding between members. A majority (51%) of members must be present. These events/programs cannot include alcohol, parties, or any other social events.

Fall Brotherhood/Sisterhood Event (1 Point) Name of Program: Date of Program: Location of Program:

Event Coordinator’s Name: Event Coordinator’s Email & Phone: Number of Members in Attendance: Total Number of Members in Chapter:


Spring Brotherhood/Sisterhood Event (1 Point) Name of Program: Date of Program: Location of Program:

Event Coordinator’s Name:


Event Coordinator’s Email & Phone: Number of Members in Attendance: Total Number of Members in Chapter:


3.4. Alumni/Alumnae Outreach (4 Possible Points) The chapter demonstrates an effort to maintain and/or improve alumni programs and communication to keep alumni involved in chapter activities and chapter news.

Alumni/Alumnae Program (2 Points): The chapter will have at least one program or activity per year designed for alumni. Parties are not acceptable.

Title of Alumni/Alumnae Activity: Date of Activity: Location of Activity: Activity Coordinator’s Name: Activity Coordinator’s Email & Phone: Number of Alumni/ae in Attendance: Number of Members in Attendance: Total Number of Members in Chapter:


Alumni/Alumnae Newsletter (2 points): The chapter will send at least one newsletter per year to maintain communication. Please include a copy of your Alumni Newsletter.

3.5. Point Deductions If the chapter is sanctioned for membership intake violations or hazing charges by either the IFC, MGC, NPHC, Panhel, Duke University Office of Fraternity and Sorority Life, or other applicable authorities, the full 24 points be deducted from this category.

*We recognize that NPHC and MGC groups do not participate in membership intake each semester. Scores will be adjusted accordingly, however, the point deductions still apply.



4. Chapter Management (22 Possible Points) Effective chapter management greatly improves every aspect of the chapter’s operations. Organization, officer training and transition, and good communication between members and officers are important elements to a successful chapter that will continue to benefit the chapter in years to come.

4.1. Greek Relations (3 Possible Points) The chapter encourages and fosters cooperation with other Greek-‐letter organizations on campus by involving different organizations in chapter activities such as programs, community service, philanthropy, and co-‐curricular events. A majority (51%) of members must be present. Each event is worth 1 point, and up to 3 events will be accepted. These events/programs cannot include alcohol, parties, or any other social events.

Greek Relations Event #1 (1 point) Name of Activity: Date of Activity: Location of Activity: Other Greek Organization(s) Involved: Event Coordinator’s Name: Event Coordinator’s Email & Phone): Number of Members in Attendance: Total Number of Members in Chapter:


Greek Relations Event #2 (1 point) Name of Activity: Date of Activity: Location of Activity: Other Greek Organization(s) Involved: Event Coordinator’s Name: Event Coordinator’s Email & Phone: Number of Members in Attendance: Total Number of Members in Chapter:


Greek Relations Event #3 (1 point) Name of Activity: Date of Activity: Location of Activity:


Other Greek Organization(s) Involved: Event Coordinator’s Name: Event Coordinator’s Email & Phone): Number of Members in Attendance: Total Number of Members in Chapter:


4.2. Bylaws Update (1 Possible Point) The chapter updates their bylaws on a regular basis.

Bylaws Review (1 Point): Date of Chapter’s Last Review:

4.3. Officer Transition Meeting (2 Possible Points) The chapter held an officer retreat for the transition of new officers.

Officer Transition Meeting (2 Points)

Date of Officer Transition Meeting: Location of Officer Transition Meeting:

Include an agenda for the Officer Transition Meeting, a list of both incoming and outgoing officers (name and position), and a list of individuals who attended the meeting. Feel free to include any other materials that may help describe your meeting to the committee.

4.4. Goal Setting (5 Possible Points) The chapter held a goal setting workshop/retreat at the beginning of each academic year and develops at least 5 measurable and realistic goals for the chapter.

Date of Goal-‐Setting Workshop/Retreat: Location of Workshop/Retreat:

Include a detailed outline of the chapter’s 5 goals as well as a list of members who attended the retreat. Feel free to include any other materials that may help describe your meeting to the committee.

4.5. Chapter Calendar (1 Possible Point) The chapter plans and distributes a semester calendar to all members and advisors within the first three weeks of each semester. This calendar should include programs, social activities, philanthropy, and community service. Include a copy of each semester’s calendar.


4.6. Risk Management (4 Possible Points) Chapters are responsible for educating their members about risk management and managing risk at all events that the chapter hosts as well as events that their members attend. Risk Manager Training (2 points): Each chapter must send the individual responsible for risk management to the Risk Manager trainings (Spring only) sponsored by the Duke University Office of Fraternity and Sorority Life.

Risk Management Team (2 points): There is a risk management team for the chapter, with a chair/officer position. The chair/officer has clearly defined responsibilities, expectations, and goals for the position and the chapter’s management of risk.

Risk Management Officer’s Name: Risk Management Officer’s Email & Phone: Responsibilities/Duties of Officer: Goals for Risk Management: Names of Risk Management Team Members:

4.7. Website (2 Possible Points) The chapter develops and maintains a web page that is linked with the Duke University Office of Fraternity and Sorority Life website. Chapter’s Web Address: Chapter’s Webmaster:

4.8. Public Relations (3 Possible Points) There is a public relations chair for the chapter. The chair has clearly defined responsibilities, expectations, and goals for the position and promoting the chapter on campus. He or she utilizes all PR outlets (ie. Flyers, The Chronicle, Facebook, Twitter, etc.).

Public Relations Officer’s Name: Public Relations Officer’s Email & Phone:

Responsibilities/Duties of Officer: Goals for Public Relations:

4.9. DGCS Submission (1 Point) The chapter correctly formatted their DGCS submission into ONE DOCUMENT and submitted it by 11:59PM on MONDAY, NOVEMBER 21, 2016 to OFSL.


5. Financial Management (4 Possible Points) Poor financial management of a chapter has negative effects on overall chapter management. The chapter should build an atmosphere of fiscal responsibility and security.

5.1. UCAE Account Balance (2 Possible Points) The chapter maintains a positive UCAE account balance.


5.2. Good Financial Standing (2 Possible Points) The chapter is in financial good standing with its inter/national organization. Include an official letter from your Executive Office/Headquarters stating the chapter’s financial good standing, which should be incorporated within your document.

6. Bonus Points (8 Possible Points)

6.1. Cultural Competency Program (3 Possible BONUS Points) Cultural competency refers to an ability to interact effectively with people of different cultures and backgrounds. It is comprised of four components: 1) Awareness of one’s own cultural worldview 2) Attitude towards cultural differences 3) Knowledge of different cultural practices and worldviews 4) Cross-‐cultural skills This component is an initiative designed to encourage chapters to build and further the cultural competency of its members in order to enhance their holistic development as both individuals and global citizens. This portion will enhance our Greek System by broadening individual perspectives and raising awareness of a variety of cultures.

Cultural Competency Event or Program: The chapter must have one representative who coordinates the attendance and/or planning of this cultural program/event. Chapters can either plan and host their own program/event or attend a campus-‐sponsored program/event as a group. Each program/event MUST incorporate at least one of the four components of cultural competency. Please contact the OFSL if you have questions about which programs/events apply. A majority (51%) of the chapter’s members must be present. *This component of the Duke Greek Community Standards is OPTIONAL, but does allow the chapter to receive bonus points if they host or attend an event as a chapter. 3 bonus points will


be awarded if the chapter completes and documents one event in either semester (spring or fall). You are encouraged to have multiple events, but you will only be awarded points for one event.

Cultural Competency Event (3 BONUS Points) Title of Event: Date of Event:

Location of Event: Event Coordinator’s Name Event Coordinator’s Email & Phone:

Number of Members in Attendance: Total Number of Members in Chapter:

Briefly describe the event, including how it incorporated one of the four components of cultural competency. Include a list of chapter members who attended the event as well as photos from the event. Feel free to include other materials that may help describe your event to the committee.

6.2. Greek Community Mix-‐Up (2 or 5 Possible BONUS Points) The Greek Community Mix-‐Up is an initiative designed to facilitate Greek collaboration in order to increase community awareness, interaction, and innovation. Chapters of various sizes will be paired/grouped together with the task of co-‐hosting an event that contributes to campus or community engagement. This portion will advance our Greek System by broadening individual perspectives and strengthening our community identity.

Greek Community Mix-‐Up Program/Event: Each chapter must have one representative who will chair their mix-‐up effort. The events must add value to the Duke community and can include, but are not limited to: Community Service, Philanthropy, Brotherhood/Sisterhood, Campus-‐Wide Speaker/Program, Workshop, etc. A majority (51%) of each chapter’s members must be present. All events must be alcohol-‐free. *This component of the Duke Greek Community Standards is OPTIONAL, but does allow the chapter to receive bonus points based on the number of events/programs that they co-‐host with their respective pair/group. 2 bonus points will be awarded if the paired/grouped chapters complete and document ONE event in either semester (spring or fall). 5 bonus points will be awarded if the paired/grouped chapters complete and document TWO events in either or both semesters (spring and/or fall). You are encouraged to have multiple events, but you will only be awarded points for two events.

Greek Community Mix-‐Up Event #1 (2 BONUS Points) Title of Event: Date of Event:

Location of Event: Facilitator’s Name (for each chapter): Facilitator’s Email & Phone (for each chapter):


Number of Members (from YOUR chapter) in Attendance: Total Number of Members in YOUR Chapter:


Greek Community Mix-‐Up Event #2 (3 BONUS Points) Title of Event: Date of Event:

Location of Event: Facilitator’s Name (for each chapter): Facilitator’s Email & Phone (for each chapter): Number of Members (from YOUR chapter) in Attendance: Total Number of Members in YOUR Chapter:


Greek Community Mix-‐Up Pairings 2016 Alpha Delta Phi Zeta Phi Beta

Alpha Epsilon Pi Phi Beta Sigma Alpha Tau Omega Alpha Phi Theta Nu Xi

Chi Psi Alpha Kappa Alpha Delta Kappa Epsilon Alpha Phi Alpha Delta Sigma Phi Delta Sigma Theta Lambda Upsilon Lambda

Delta Tau Delta Delta Delta Delta Lambda Phi Epsilon Kappa Alpha Delta Gamma

Phi Delta Theta alpha Kappa Delta Phi Pi Kappa Alpha Lambda Theta Alpha Omega Phi Beta

Pi Kappa Phi Zeta Tau Alpha Kappa Alpha Psi Psi Upsilon Alpha Delta Pi

Sigma Alpha Epsilon Kappa Alpha Theta Omega Psi Phi Sigma Chi Kappa Kappa Gamma Sigma Gamma Rho Sigma Nu Gamma Phi Beta

Sigma Phi Epsilon Chi Omega Sigma Pi Pi Beta Phi

Documents

2016 DGCS Guidelines - Duke Student Affairs DGCS Guidelines.pdfGreekCommunityStandards! Duke!University!Office!of!Fraternity!and!Sorority!Life! 006A!Bryan!Center,!Box!90840!Durham,!NC!27708!(919)684I9401!