All campus organizations will have an approved Constitution on file with Student Senate as part of the formal recognition process. The Director of Campus Activities, in conjunction with Student Senate, will annually review the bylaws of all recognized organizations to ensure they are in compliance with the general rules and regulations of the College and support its educational mission.
Advertisements, Marketing and Publicity
All club flyers and posters to be hung in public view are to be approved by The Office of Campus Activities. Students may submit event advertising materials along with their event registration requests in Hartlink. Community organizations wishing to publicize or market on-campus should contact Campus Activities to seek additional information about posting policies and expectations.
The advertising of alcohol, whether as part of an event or otherwise, is not permitted. In addition, the advertising, marketing, and merchandising of credit cards is also prohibited unless authorized permission is granted. Advertisements posted in violation of these policies will be removed and disposed of, and those responsible may be subject to action by the College.
New Member Orientation
Hartwick College is an institution of higher education devoted to excellence in teaching, research, and service. A part of that mission is fulfilled by the College’s commitment to the development of students through academic and co-curricular activities. All recognized student organizations (clubs, athletic teams, fraternities, sororities, etc.) have the potential to contribute significantly to a student’s intellectual and personal development. In keeping with its commitment to foster a positive academic environment, Hartwick College unconditionally opposes any situation that could be considered hazing as part of admission into, affiliation with, or as a condition for continued membership in a group or organization as defined within our Code of Student Conduct (Section 4, 30).
New member orientation guidelines include:
- Membership-related activities must not interfere with the rights and activities of others and should always reflect the best interests of the members and the College community as a whole. Activities may not interfere with college work or have the potential to do so.
- The negligence, gross negligence, consent of the student/participant, or any assumption of risk by the student/participant is not a defense to any action brought pursuant to the College hazing policy.
- All new member, initiation, and induction activities must end at a minimum of 14 days prior to the last week of classes each semester.
- New member, initiation, and induction activities are not permitted to occur between the hours of 11 p.m. and 7 a.m. This means that all new member activities must end prior to 11 p.m. or begin after 7 a.m. This policy prohibits activities associated with the new member education process that include overnight stays in prospective fraternity or sorority housing or in special accommodations established for the purpose of keeping the new members in one location.
For further clarification of policies and documents necessary for student organizations, please see the Campus Activities Office.
Greek Organizational Relationship to the College
The primary mission of Hartwick College is to provide a positive liberal arts educational experience to its students. A strong Greek community offers an opportunity, to a student selecting such an affiliation, for development of leadership and communication skills, group and personal responsibility, growth from participation in the decision-making process of the organization, and effectuating the relationship of the organization with the Greek and campus community. Greek organizations have a significant impact and therefore must share the responsibility for strengthening the quality of student life at Hartwick by making a significant, positive contribution to our present and future students and the alumni of their respective organizations.
This relationship statement applies only to national or local fraternities and sororities recognized by Hartwick College that actively participate in, and are members in good standing, and participate in Panhellenic or Inter-Fraternity Council (IFC), and All-Greek Council.
Recognition is the formal process by which Hartwick College consents that a social fraternity or sorority may function on campus, initiate academically-eligible members of the Hartwick student body through recruitment activities, and identify its organization as affiliated with the College.
The College recognizes the benefits of the Greek experience, including the ideals of brotherhood/sisterhood and mutual support. It is prepared to work with the organizations to develop policies and practices that support the welfare of fraternities and sororities, enhance the quality of life for students, support the mission and goals of the College, and promote the growth of Greek life at Hartwick College.
Greek houses are owned by legal corporations external to the College. In all cases, organization corporations, alumni corporations, and local or national Greek organizations are incorporated separately from Hartwick College.
Privileges Extended by the College
The privileges of College-recognized Greek organizations include:
- The opportunity to select their members according to recruitment guidelines established by Panhellenic, Inter-Fraternity Council (IFC), and the College.
- Participation in campus group activities.
- The ability to reserve space and hold events on campus, provided the organization is in good standing and has reached the minimum 1 Hart status to receive this privilege.
- Assistance, if requested, in securing an advisor to help in operational and programming matters.
- Governance through Panhellenic and Inter-Fraternity Council (IFC).
- Providing the opportunity for participation in enriching and educational experiences.
- Professional support by Campus Activities and the student affairs division to assist organizations in dealing with programmatic, leadership, and operational matters and serving as a liaison between organizations and other segments of the campus.
- Participation in the athletic, social, and educational programs and services of Hartwick College that are provided for Greek organizations or otherwise available to all students.
- Autonomy in the governance of each organization to the extent that it remains in agreement with the goals and values of the organization, its headquarters, if applicable, and with the mission, policies, and expectations of the College.
Obligations of the College
Recognized fraternities and sororities may expect that Hartwick will make a concerted effort to provide and/or encourage the following:
- Enhance education at the College through participation in each organization and the opportunity for leadership within each organization, the Greek community, and the campus co-curricular programs.
- An individual employed by the College will serve as advisor to the organization and Greek Life.
- Advise and support Panhellenic, Inter-Fraternity Council (IFC), All-Greek Council, and their activities.
- Maintain records for housing and scholarship.
- Provide interested students and parents with information about recognized fraternities and sororities.
- Maintain contact with national offices, national representatives, and/or alumni boards and representatives when applicable.
- Provide an open atmosphere in which recognized fraternities and sororities may comfortably share concerns and ideas.
- Facilitate participation in recruitment or membership solicitation programs as monitored by Panhellenic, Inter-Fraternity Council (IFC), and All-Greek Council.
- Provide reasonable assistance in communicating with the College alumni of the organizations.
- Allow access to and use of College facilities for official organization functions as approved by the appropriate office.
- Provide advice in the conduct of the fraternity/sorority’s business affairs, recruitment, new member education process, and programming.
- Recognize fraternity and sorority housing as approved College housing.
Standards of Excellence
Standards of Excellence for fraternities and sororities was established by the leadership of all Greek organizations and members of the student affairs staff in 2014. The purpose of the plan is to:
- Define and promote a positive relationship between Hartwick College and social fraternities and sororities recognized by the institution.
- Identify standard expectations for recognition.
- Promote a positive self-governing and self-regulating relationship among fraternities and sororities.
The Office of Campus Activities in collaboration with All-Greek Council will evaluate each chapter on an ongoing basis. Each chapter will prepare and present a report based on the standard areas outlined in the Standards of Excellence: Chapter Management and Operations, Membership Development, External Relations, and Policy Compliance.
Subject to continued fulfillment of all applicable College requirements for recognition, Hartwick College will recognize all local and national Greek organizations that are recognized as of August 1, 2002. In the future only nationally-affiliated organizations will be granted institutional recognition. If a Greek organization loses its national affiliation it will also lose recognition by the College.
Eligibility: Fraternities and Sororities
Fraternity and sorority eligibility and recruitment regulations are set by Panhellenic, Inter-Fraternity Council (IFC), and All-Greek Council subject to approval by the Office of Campus Activities. Guidelines for potential new members and fraternity and sorority members are:
- To be eligible for recruitment, a student must: (a) have successfully completed a minimum of one term at Hartwick College as a full-time student, (b) have successfully completed 12 credit hours, and (c) have attained a cumulative average of at least 2.25. The grade for the January Term of the current academic year shall be included in this average.
- An organizations recruitment program is expected to align with all Hartwick College policies.
- Fraternity and sorority members are expected to exercise good judgment and act in a neutral capacity with potential new members.
- Students with incompletes or with grades pending, who do not meet the outlined requirements as they stand, will not be eligible for recruitment no matter how a grade change will later impact their overall credit hours or GPA. If a student is interested in recruitment, they have until the New Member Education Conference to get their grade(s) finalized in accordance with the institutional policy.
All fraternity and sorority housing, regardless of ownership, that is designated College-approved housing is subject to the same restrictions, prohibitions, and regulations as any other residential facility that is College-owned or College-approved. Residents of fraternity and sorority houses are governed by the College’s Code of Student Conduct and all other College policies, in addition to any local, state or federal laws. Violations of those rules subject the student and/or the organization to disciplinary action. College personnel shall be granted full access to Greek houses immediately upon request for the purpose of enforcing and investigating potential violations of applicable College policies, procedures, rules, or regulations.
Only eligible recognized members of the fraternity/sorority, enrolled at Hartwick College, may reside in any fraternity/sorority house unless granted permission by the Vice President for Student Affairs or designee.
Each chapter sets the minimum number of occupants to fill the house each semester by working with their alumni corporation advisors. Chapter leadership must submit a housing roster to the Office of Campus Activities, and each member requesting to live in the house must submit a Greek Housing Application Form to the Office of Residential Life and Housing. Greek housing rosters for fall semester must be submitted by March 1.
Any student wishing to receive permission to live in College recognized Greek housing must follow the procedures and deadlines outlined under Off-Campus Housing in Residential Life Policies.
Any student who has been granted permission to live in Greek housing who later wishes to move out of Greek housing while a registered student, must return to living in on-campus housing and work with Residential Life to move back on Campus.
Alcohol in Hartwick Greek Houses
The College believes that its students have good intentions around the responsible consumption of alcohol. The irresponsible use of alcohol by students is not condoned by Hartwick College, Panhellenic, Inter Fraternity Council or the All-Greek Council nor any recognized Greek organization. It is recognized that students need to make individual choices concerning their own responsible use of alcohol. Intoxication in no way releases a student from full responsibility for their behavior and the consequences of such.
All members of the Greek community and their guests are subject to the College policies relating to Substance Use as outlined in the Code of Student Conduct and the New York State Alcoholic Beverage Control Law and regulations stating in part:
- The selling or furnishing of alcoholic beverages of any kind to persons under the age of 21 by any person is illegal.
- The misrepresentation of one’s age in order to obtain an alcoholic beverage is illegal.
- Possession of alcohol by anyone under 21 is illegal.
Greek Life Expectations of Social Behavior Involving Alcohol and Drugs
Hartwick College recognizes the importance of social gatherings as a means of developing community and fostering friendships among students who engage in fraternity life, which includes both fraternities and sororities formally recognized by the College. All College policies apply to Greek organizational gatherings, including formal and informal social activities. The College expects that alternatives to alcoholic beverages be widely available at all social functions. In addition, under no circumstances should consumption of alcohol be the primary focus of a social gathering. The College has adopted Fraternity Insurance Purchasing Group (FIPG) guidelines, and expects all organizations recognized by the College to abide by these quidelines:
- The possession, sale, use or consumption of alcoholic beverages, while on organization premises, during a fraternity event, in any situation sponsored or endorsed by the organization, or in any event an observer might intend to associate with the fraternity, must be in compliance with any and all applicable laws, rules and regulations of the College, city, county, state and federal government, and must comply with either the BYOB or the FIPG Manual’s Third Party Vendor Checklist, both accessed from the web link above, or on Hartlink.
- No alcoholic beverage may be purchased through organization funds, nor may the purchase of it for members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the organization. The purchase or use of a bulk quantity or common sources of such alcoholic beverage, e.g. kegs or cases, is prohibited.
- Open parties, meaning those with unrestricted access by non-members of the fraternity, without specific written invitation, where alcohol is present, are prohibited.
- No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under “legal” drinking age).
- The possession, sale or use of any illegal drugs or controlled substances, while on organization premises or during an organization event or at any event that an observer might tend to associate with the organization, is strictly forbidden.
- No organization may co-sponsor an event with an alcohol distributor, tavern (defined as an establishment generating more than half of its annual gross sales from alcohol) or charitable organization where alcohol is given away, sold or otherwise provided. Organization may use said organizations as third party vendors (see the FIPG Manual’s Third Party Vendor Checklist, both accessed from the web link above, or on Hartlink, for complete definitions).
- No organization may co-sponsor or co-finance a function where alcohol is purchased by any of the host organizations, groups or other organizations.
- All recruitment activities associated with any organization will be dry functions. A dry function is defined as, absolutely no alcohol will be present.
- No member shall permit, tolerate, encourage, or participate in “drinking games.”
- No alcohol shall be present at any new member/associate member/novice program, activity or ritual of the organization.
- All Greek events must comply with College policies and state laws regarding the use of alcoholic beverages. Non-compliance will result in disciplinary action taken by the Dean of Student Life or designee. Possible action against the organization and/or individual(s) deemed involved or responsible can include but is not limited to: formal warning, letter of censure, social probation (restriction on future social activities or closing of the organization’s house for a specified period of time), suspension as a recognized Greek organization of Hartwick College, or permanent loss of recognition (Code of Student Conduct, Section 6C).
- Only Hartwick undergraduates of that Greek organization’s active membership, alumni, new member/associates, and specifically invited guests may attend a Greek event. A guest list must be provided prior to the office of Campus Activities no later than 48 hours after the event has occurred. (Note: A general invitation to a segment of Hartwick student body such as a residence hall or a function publicized by flyer are not permitted.)
- Greek sponsored events must be registered with the Office of Campus Activities two weeks in advance. Party permits must be completed by the Wednesday prior to the scheduled date of events. Guest lists must be submitted as part of the registration process.
Greek Event Policy
- All events should be under the category of BYOB (bring your own beverage). Organizations should discourage the use of bottles at BYOB events, as bottles can be dangerous if dropped or used as a weapon.
- Charging admission for a cup and then providing alcohol is illegal and is not different than selling by the drink. Organizations are not permitted to provide alcohol under any circumstance, even if it is served free to members and guests.
- Anyone who is to consume alcohol at a registered organization house event must present identification issued by a government entity documenting that they meet the legal drinking age in New York State. This identification must be presented to the social chairperson or designee at the time of admittance.
- All persons admitted to the event must be identified as a Hartwick College student or the personally escorted guest of an organization member.
- Door checkers must be assigned to each entrance/exit, including patio/deck entrances. Door checkers must be on duty for the entire event. Names of door checkers must be provided to the Office of Campus Activities through the event registration process.
- Age identification (stamp, wristband, picture ID, etc.) must be presented by event participants to the beverage server in order to be served. Individuals failing to comply with the age identification process will be required to leave the event.
- Any individual knowingly serving or giving an alcoholic beverage to an underage person is in violation of College policy. Failure to comply with College policies may result in the individual being asked to stop serving and leave an event. As noted above, if the College becomes aware of underage serving, the individual(s) and/or organization may be held accountable for a violation of College policy.
- Beverage servings are not to exceed 12 oz. of beer or 4 oz. of wine; liquor is not permitted. Beverages may not be dispensed to anyone who does not possess proper identification showing they are of legal drinking age in New York State.
- Persons who appear to be intoxicated or who may pose a threat to the health and safety of themselves or others should be stopped from consuming further alcohol and asked to leave the event. Law enforcement or EMT’s should be contacted if necessary.
- Persons in charge of an event (social chairperson or their designee), beverage servers, and door checkers will abstain from consuming alcohol 12 hours prior, and during an event.
- No person at any event should possess more than one single serving of an alcoholic beverage at a time.
- Large containers (pitchers, buckets, jugs, etc.) will not be filled or allowed at any event, at any time.
- Events at which alcohol is present may only be scheduled for Thursday through Saturday from 6 p.m. until 1 a.m., unless preapproved by the Office of Campus Activities. The social chairperson or their designee will be responsible for ensuring that the dispensing of alcohol is stopped by the required time. City rules for noise ordinance must be taken into consideration.
- All sound amplification systems must be contained within the walls of the house. Such equipment will not be permitted on decks or patios, or in windows or doorways with the intent of projection outdoors. The City of Oneonta noise ordinances will be complied with in all respects. It is suggested that windows and doors facing the residential neighborhood be closed.
- No open alcoholic beverage containers may be taken from the house where the registered event is taking place. The dispensing and consumption of alcohol must be restricted to within chapter property lines. Persons of legal age (21) may take with them any unopened alcoholic beverage containers they brought with them in the case of BYOB events.
- No members or guests will be permitted to bring alcoholic beverages to an event, from outside, with the intent to distribute to others. Alcohol for BYOB events is no greater than one six-pack per 21-year-old. If persons are found to be distributing alcohol to persons other than themselves, they may be charged with providing alcohol to minors and their alcohol will be confiscated by the hosting organization and should be returned only when the individual leaves the event.
- Food and non-alcoholic beverages MUST always be served by a Greek house anytime alcohol is present.
- Members or guests who are obviously intoxicated will be provided with safe transportation or given escorts to assist them to their residences.
- House members shall look out for the safety of their peers (including house members, College students, and other guests) when drinking at the house or away. They shall not drink and drive or permit their peers to drink and drive. In addition, they will be aware of the health and safety needs of their guests and contact medical emergency services when necessary.
- At every social event at least five members, including one officer, must remain sober and be responsible for the event. These names are provided during the registration process of the event.
- No moonshine, home brewed or grain alcohol shall be served or permitted.
- No kegs, beer balls or other “bulk distribution and/or common sources” of alcohol shall be available at Greek events.