Recruitment
Guidelines and Procedures
Dear F&SL Chapters:
Thank you for your chapter’s support in reporting membership intake activities with the Office of Fraternity & Sorority Life at UT Arlington.It is our goal to ensure privacy of each of our member chapters, the candidates for membership, and that Texas State Law, university policies, and any inter/national chapter intake processes are followed.
All chaptersconducting membership intake/rush must keep our office informed of ALL membership recruitment and intake activities each semester. This is to help minimize risk and promote a safe and healthy environment within the fraternity/sorority community at UT Arlington.
To facilitate this requirement, your chapter must complete the forms enclosed in this packet. These forms need to be submitted and reviewed with the council advisor before anymembership recruitment or intake activities may take place each semester. If these forms are not submitted before chapter activities take place, the chapter will be referred to the F&SL Standards process.
If you have any questions or need clarification on any of these forms, please feel free to contact our office. Your cooperation and continued support with this matter will be integral to our community success.
Sincerely,
Johnny Robinson Kelli Vincent
Assistant Director Assistant Director
Fraternity & Sorority LifeFraternity & Sorority Life
817-272-2963817-272-2963
F&SL Privacy Statement for Chapter Information
To protect the interests, privacy, and confidentiality of chapters, the F&SL Office will keepall paperwork submitted confidential. Only appropriate UT Arlington staff, chapter advisors, the respective National Headquarter Representatives, Chapter President, and Intake/Rush/Recruitment Coordinator will have access to these forms.
UT Arlington Hazing Policy
The University of Texas at Arlington requires that no fraternity, sorority, student organization, or athletic team shall allow any of its' associates, potential new members, new members, members, or others to participate in any pre-initiation ceremony or practice which involves mental or physical exhaustion or abuse, or would in any way interfere with the student's mental or physical ability to perform their work at UTA. These rites must not reflect unfavorably upon the fraternity, sorority, student organization, athletic team, or the University, or be of a dangerous, rude, or demeaning nature.
Membership Intake/Rush Procedure
To ensure that all members of chapters are following proper membership intake procedure, all forms must be completed in a timely manner. Following is an outline of the due dates for documents related to membership intake.
Before ANY Membership Intake/Rush/Recruitment Activities may take place, the following must occur:
- Have the membership intake/rush/recruitment coordinator complete the chapter information form and the membership intake/rush/recruitment coordinator agreement (found in this packet) along with the chapter president and alumni/ae chapter advisor;
- Have the Membership Intake/Rush/Recruitment Coordinator collect any (if applicable) inter/national chapter Intake paperwork that must be signed by a university official or Fraternity & Sorority Life Advisor;
- Schedule and hold a meeting with the Fraternity & Sorority Life Advisor: the Chapter President and the Membership Intake/Rush/Recruitment Coordinator MUST attend; paperwork must be signed by an alumni/ae advisor; bring any (if applicable) inter/national chapter Intake paperwork; bring schedule of ALL Intake/Recruitment activities; make sure all parties know probate policies and procedures.
After the Chapter Information Form is approved and the chapter has met with a F&SL advisor:
- The chapter must turn in Potential Member/Interest GPA Verification Form with any potential members the chapter may have an interest in inviting to join the chapter. The F&SL advisor will verify that the potential member meets F&SL minimum academic requirements. This must be submitted to the F&SL advisor at least 48 hours in advance.
- Potential members must sign up online at uta.edu/fsl. (in the blue informational box on the homepage)
- Potential members must attend a Council Orientation, office orientation or an online F&SL orientation.
- Add new members to the chapter roster through the F&SL Chapter Addition form by the published office deadline.
Chapter Information Form for Intake/Recruitment/Rush Process
Must be submitted to the F&SL office and reviewed by the council advisor before any recruitment process or promotion of recruitment/intake can occur.
Semester of intake/recruitment process: ______
Organization: ______Chapter Name ______
President: ______President Phone: ______
Intake/Recruitment Chair: ______Intake/Recruitment Chair Phone: ______
Membership Intake/Recruitment/Rush Activities
This list should include any interest sessions, informational sessions, recruitment events, etc... Chapters should attach any promotional schedules or flyers.
Event TypeDateTimeLocation
______
______
______
______
______
New Member Process Information
Planned dates for formal Membership Intake/Rush: Start date: End date: _____
Due date(s) of membership applications: ______
Date(s) of potential member interviews: ______
Date members will be initiated/crossover: ______
Date members will probate: ______
New Member/Potential Activities & Meetings
Include a list of all new member activities, retreats, meetings, etc... A new member schedule can also be attached.
DateTimeLocation
______
______
______
______
______
If there are any changes in dates, these changes must be emailed to the council advisor to be added to the original packet submissions for edits.
Membership Intake/Rush Coordinator Agreement
I certify that I have read in full ALL of the materials accompanying this document, pertinent University policies, and other relevant information from my (inter)national organization regarding policies and procedures surrounding membership intake.
I will educate my chapter on the regulations of membership intake and will keep the Office of Fraternity & Sorority Life informed of all membership intake activities of my chapter.
______
Signature Chapter President Print Name Date
______
Signature Chapter Membership Intake/Rush Coordinator Print Name Date
______
Signature of off campus ChapterAlumni Advisor Print Name Date
______
Signature of Fraternity and Sorority Life AdvisorPrint NameDate