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Purpose: This document is intended to preserve the integrity of the fraternity and sorority community by establishing a level of care for our brothers and sisters within social situations.
Notice: This document serves as a supplement to each chapters' own National/International Policies and Regulations regarding Risk Management Awareness. Organizations should be aware of the standards outlined by their National/International policies and follow accordingly. This policy is developed to guide the management of social events that involve alcohol, although not all social events need have alcohol. This document includes the policies as specified by the Fraternal Information and Programming Group (FIPG).
Policies Regarding Alcohol Use and Drug Use
Alcohol & Drugs Policies
1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES, while on chapter premises or during a fraternity event, in any situation sponsored or endorsed by the chapter, or in any event an observer would associate with a fraternity, must comply with either the BYOB or Third Party Vendor Guidelines. Organizations should be aware of university policies, local, state and federal laws and the implications they face should they violate such policies or laws.
2. No alcoholic beverages may be purchased through chapter funds and agents of the organization cannot provide alcohol to guests, especially those who are seeking membership in the organization. The purchase or use of a bulk quantity of common sources of such alcoholic beverage, e.g. kegs or cases, is prohibited.
3. OPEN PARTIES, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, shall be forbidden. All parties should use a guest list system where individuals are placed on a list prior to the event by members of the organization. Each chapter member can invite a max of 5 guests or attendance can meet housing capacity, whichever is lower.
4. The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on chapter premises, during a fraternity event, or at any event that an observer would associate with the fraternity is strictly prohibited.
5. Organizations hosting events as third party vendors will have guest and members purchase their own alcohol. No free alcohol or pre-purchased alcohol is to be provided.
6. No chapter may co-sponsor or co-finance a function where alcohol is purchased by any of the host chapters, groups or organizations.
7. All rush/recruitment activities associated with any chapter will be a DRY rush function.
8. No member shall permit, tolerate, encourage or participate in activities that promote alcohol misuse or abuse.
9. If people are outside with alcohol, fences must enclose the area.
10. No Fraternity or Sorority shall refer to alcohol is any way in an advertisement for a social function.
11. Sororities: In accordance with the National Panhellenic Council Unanimous Agreement of 2000, all functions in which more than one chapter is involved, MUST take place at a third party vendor unless the facility is designated as substance free.
Policies Regarding Hazing, Sexual Abuse, Fire Health & Safety and Education
Hazing
Some acts of hazing involve alcohol use. Chapters engaging in such activities should be aware that hazing is unacceptable in fraternity practices. All chapters must abide by Board of Fraternity Affairs (BFA) and Board of Sorority Affairs (BSA) policies, Illinois State Law, National/International Headquarters policy, and the Code of Policies and Regulations applying to all students published by the University of Illinois.
Sexual Abuse
The fraternity will not tolerate or condone any for of sexually abusive behavior on the part of its members, whether physical, mental or emotional. This is to include any actions which are demeaning to women and men, including but not limited to, date rape, gang rape or verbal harassment.
Fire, Health and Safety
1. All chapter houses should meet all local fire and health codes and standards.
2. All chapters should have posted by common phones emergency numbers for fire, police and ambulance and should have evacuation routes from chapter houses, common areas and sleeping rooms posted in said areas and on the back door of each sleeping room.
3. All chapters should comply with engineering recommendations as reported by the insurance company.
4. The possession and/or use of firearms or explosive devices of any kind within the confines and premises of the chapter house is expressly forbidden.
Education
Each chapter should annually educate its members and alumni/alumnae on the Risk Management Policy. While this policy addresses many risk management issues, all chapters should continually educate their members on risk management issues including, but not limited to alcohol, hazing, fire safety, health topics, eating disorders, sexual abuse & harassment, and club drugs. Chapters must be prepared to provide documentation of chapter education within a reasonable time if they are asked to do so.
Kolusis Guidelines and Policies Regarding Social Event Management
NOTICE: All chapters are to be familiar with and follow all state and local laws, university policies, as well as be familiar with and adhere to their own
inter/national risk management policy. This document is made to supplement those policies with additional Illinois IFC/PHC guidelines.
Registration
1. If alcohol is going to be present in any capacity
2. If the event can be associated with a specific chapter(or chapters) by a reasonable outside observer
3. Numerically, as few as two members of a fraternity or sorority constitute an event. An investigation will examine context to determine organizational responsibility.
4. Any event that meets the above criteria, regardless of location, could be considered a chapter event.
How to register a social event:
1. Go online to www.illinikolusis.com and fill out the event registration form at least one week in advance. Late registrations will incur a $50 fine.
2. All participating/co-sponsoring chapters must register the event individually.
3. Failure to register a co-sponsored event will result in a $50 fine, provided another co-sponsoring chapter registered it.
4. Failure to register an event at all could result in a Judicial Board hearing or mediation.
Additional Alcohol Policies
1. No social event can be open to the public. The participating chapters must either have a guest list or provide tickets to guests. The capacity for guests is 5 guests per chapter member or the location’s capacity, whichever is lower.
2. All recruitment events must be alcohol free, even after Social Alcohol Ban is over.
3. See BYOB and 3rd Party Event documentation for additional guidelines and procedures.
4. No alcohol is permitted on buses.
Kolusis policies of Philanthropy Events
1. “Philanthropy Event” is defined as any chapter sponsored event held for a charitable cause.
2. Alcohol must not be present at philanthropy events unless the event is hosted at a third party vendor. Kolusis reserves the right to observe philanthropy events in the same manner as social events.
Education
1. The President, Risk Manager, and Social Chair of each chapter shall attend the Risk Management Workshop held at the beginning of each semester and sign the Risk Contract in order to have social events for that semester.
2. Failure to comply will result in social suspension until the contract is signed and the President, Risk Manager, and Social Chair have viewed the presentation presented by IFC and PHC VPs of Risk Management.
Respectful Appearance Policy
1. The overall exterior of the chapter house and yard should illustrate a conscious effort to restoring the respectful appearance and show little or no sign of the previous night’s events.
2. The above must be completed by 10:00am on a daily basis and will be at the discretion of the Director of Housing.
3. A first time violation will result in a $100 fine. All subsequent violations will result in an increase of $50 per fine, refreshing each calendar year.
Peer Observation Teams/Kolusis:
1. Kolusis members will be allowed to enter a social function after providing appropriate identification. Abuse of Kolusis members will not be tolerated and can result in 4 weeks social probation and a Judicial Board hearing or mediation.
2. It is the chapter’s responsibility to ensure that 3rd party vendors allow Kolusis members to enter the establishment without paying for entry and without waiting an unreasonable amount of time.
3. Kolusis reserves the right to observe events multiple times.
4. Kolusis members may observe social events wherever there is an unrestricted flow of people. This means wherever the party is going on at the event location, Kolusis members will be allowed to observe what is going on there.
5. Kolusis members will inform the chapter representatives of any violations.
6. Kolusis members will present a signed copy of their report to every chapter participating and one to IFC/PHC Risk Management.
7. Kolusis members may investigate suspected unregistered events.
8. Kolusis members not behaving in the spirit of Kolusis (threatening chapters, asking for bribes/gifts, etc) could be referred to their respective council’s and chapter’s Judicial/Standards boards.
9. Kolusis guidelines are to be followed even if the University is not in session. Chapters will be held responsible for infractions outside of Fall and Spring semesters.
Sanctions:
All peer observation forms will be observed by VPs of Risk Management and Judicial before moving forward with sanctions. Any chapter found in violation of the above guidelines will be sanctioned appropriately by their council’s governing board. Cases where chapter responsibility is unclear may result in Judicial Board Hearings or mediation. Violations that do not result in automatic sanctions will be referred to their appropriate judicial body. Please see your respective council’s Judicial Board’s bylaws for additional information regarding the judicial process.
Possible Sanctions:
- Social Alcohol Probation: The chapter is not allowed to have social events with alcohol for a specific time period, depending on context and severity of the infraction.
- Monetary fines
- Chapter Risk Management presentations
Note: These are just some examples of past sanctions. Sanctions may vary depending on severity and context of the infraction.
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