Registered Student Organization (RSO) Handbook

Transcription

1 Registered Student Organization (RSO) Handbook Get Involved. Be Involved. Alabama Agricultural and Mechanical University Office of Student Activities and Leadership Development

2 RSO Handbook pg. 2 Table of Contents I. How to Start a New Registered Student Organization...2 II. How to Register a Student Organization...3 III. Requirements for Organizations..4 IV. Privileges of Registered Student Organizations...5 V. Classification Levels...9 VI. Requirements for Members and Officers...11 VII. Advisor Information VIII. Registered Student Organization Activities and Meetings 14 a. Calendar of Events (Planning and Promotions) b. Goals of Volunteer and Community Services c. Use of University Facilities d. Membership Intake for Special Interest Groups IX. University Policies and Procedures.17 a. Financial Responsibilities b. GPA Requirements c. Probation d. Hazing Policy e. Publicity of Events (Posting Flyers/Banners on Campus) X. University Services Available to Registered Student Organizations 21 a. Office of Student Activities and Leadership Development b. Property Management Announcements XI. National Pan-Hellenic Council 23 a. Constitution b. Policies and Procedures c. Membership Intake d. Adviser Responsibilities e. Request for Greek Weeks

3 RSO Handbook pg. 3 How to Start a New Registered Student Organization For the University to grant recognition as a registered student organization, the purposes of the organization must be in agreement with the purposes of the University and established regulations and public laws. The organizations shall submit a request for a permit to become a charter organization to the Office of Student Activities and Leadership Development. The request must include the following: 1. The signatures of ten (10) Alabama A&M University students that are in good academic standing are needed to apply for recognition. Recognized organization membership is limited to currently enrolled Alabama A&M University students. 2. A Fact Sheet about your organization and objectivities accompanied by letters of support from three (3) faculty members. 3. A copy of the proposed constitution and/or bylaws. 4. A list of the proposed officers and members. This list must contain the names of not fewer than ten (10) individuals. The officers and members must have a cumulative grade point average of Each student on the list must have a Grade Point Average (GPA) of Two advisors. Must be faculty and /or staff member of Alabama A & M University. Your advisor cannot be a graduate student. How to Register a Student Organization Each student organization must register each year, or when new officers and members are selected, with the Office of Student Activities and Leadership Development and receive approval for operation. Each organization must turn in the following forms: 1. A fact sheet containing a brief history, the mission and objectives of your organization. Your advisor must complete an advisor agreement form. 2. A grade release form. The officers of your organization must complete this form. Also, officers must provide their A numbers. 3. A roster of its current members, faculty and/or staff advisors. 4. A copy of current constitution and bylaws.

4 RSO Handbook pg. 4 Every organization must renew in April for the upcoming year and request updated roasters and officers in December for the spring semester. Requirements for Organizations Organizations must maintain and update membership information. Only members listed on roster may receive full benefits of student organization services, including access to the Student Center, space reservation privileges, access to the student organization s blackboard, and other privileges afforded student organization members. Any Registered Student Organization advisors and sport club coaches must also be listed on the roster in order to be considered advisors of record to gain advice or assistance from the Office of Student Activities and Leadership Development. a) Each Registered Student Organization must have at least one (1) executive board officer (President or Vice President) and/or one (1) general members present at all Student Government Association meetings. b) Each Registered Student Organization must host (be involved with in a significant way) at least one forum event per semester; students are encouraged to collaborate with other organization. c) Each Registered Student Organization must have at least two (2) executive board officers (preferably) or members present at Registered Student Organization planning and coordination meetings. d) Each Registered Student Organization must have one (1) organization awareness meeting. e) Each Registered Student Organization must hold at least two (2) significant, open-to-thecampus service project (collaborations are encouraged here as well) per year. f) Each Registered Student Organization Queen must participate in each campus clean up event hosted by Student Government Association, Miss AAMU and First Lady Hugine. g) Each Registered Student Organization Queen must participate in any other event set forth by Miss AAMU and First Lady Hugine. h) Each program event held by a Registered Student Organization MUST start and end as scheduled.

5 RSO Handbook pg. 5 i) Each Registered Student Organization must maintain a complete, up-to-date Registered Student Organization packet that has a fact sheet, officer s list, active member list, constitution and/or bylaws, grade release form, and advisor agreement form. j) Each Registered Student Organization must maintain decent and acceptable standards of behavior. k) For each event program a Registered Student Organization hosts, the program event evaluation forms (participant, advisor, and POC/President/Vice-President) must be completed and turned in within 48 hours after the program event. l) All Registered Student Organizations are to fulfill ANY and ALL requirements set forth by the Student Government Association of Alabama A&M University. m) Each organization is required to have at least 5 members present at every mandatory event by the Office of Student Activities and Leadership Development as well as the Department of Student Affairs. The required events are as follows: Martin Luther King Jr, Program, Black History Programs, ALL Beyond Normal Lecture Series programs, Angel Tree, and Thanksgiving Basket. n) If organizations are not present during required events, the organization will be assessed accordingly. Privileges of Registered Student Organizations A Registered Student Organization has the following privileges: 1. Registered Student Organizations are allowed to participate in University events (i.e. Homecoming, Spring Week, and etc.) 2. The use of Alabama A&M University facilities as established by university policy. 3. Permission to hold events and sponsor promotions, meetings and other activities on campus. 4. Permission to distribute literature, flyers, posters, banners, and organizational material according to the university policy with an approved stamp from the Office of Student Activities and Leadership Development. HAND BILLS ARE NOT ALLOWED!!!

6 RSO Handbook pg Eligibility to use university services and resources such as purchasing, printing, maintenance. Computer services, technology, mail services (bulk mail, etc.) and Central Stores, as established by university policy. 6. A mailbox in the Office of Student Activities and Leadership Development. (Where organization student activity forms will be located for pick-up and any need to know information) 7. Eligibility to receive assistance and advisement form the Office of Student Activities and Leadership Development. 8. Eligibility to receive awards and honors presented to university organizations and members. 9. Eligibility to be listed in university and Student Activities publications. 10. Eligibility for faculty and staff advisors to receive training and consultation from the Office of Student Activities and Leadership Development. 11. Eligibility to solicit funds on campus through programs and fundraisers. These activities need appropriate approval through the fundraising form. 12. Eligibility to apply for funding from the Undergraduate Funding Board. 13. Eligibility to host large campus programs larger than fifty (50) people.

7 RSO Handbook pg. 7 Classification Levels Upon completion of the registration process and approval by the Office of Student Activities and Leadership Development all student organizations will be classified in one of the following categories: Classifications Depending on the scope and mission of the organization, the Office of Student Activities and Leadership Development will assign a classification to the group for the purposes of communication, promotion, and funding. Academic and Professional- Organizations focus on academic disciplines or are related to a specific professional field. Cultural- Organizations educate the campus community about non-dominant cultures in order to enhance student s worldviews. They also provide the students with an avenue to explore and celebrate their own cultural heritage and provide programs and services designed to support students of various cultural heritages at the University. Fraternities and Sororities- Provides life-long opportunities for leadership, service, academic achievement, and social involvement through the association with a national organization (See National Pan-Hellenic Council on page 23) Faith Based- Organizations serve to enhance a student s spiritual life while providing fellowship and outreach. Honor Society- Have admission standards or special requirements such as grade point average, field of study, leadership, or other areas of achievement. They serve to recognize students. Media- Organization includes two (2) types of opportunities for students. Entertainment organizations provide campus with a variety of student sponsored entertainment events and programs. Media organizations provide an opportunity for students to gain hands-on experience GVTV, Lanthorn and WCKS (GV student-run radio). Performing Arts- Organizations provide opportunities for involvement and exposure to the performing arts.

8 RSO Handbook pg. 8 Professional Fraternities- Provides life-long opportunities for leadership, service, academic achievement, and social involvement through the association with national organizations. Housing & Residential Life Community Council- This category represents all community councils. Service & Advocacy- Organizations are centered on positive student engagement and social change through community service and educational programming. These organizations hope to raise awareness on social issues. Special Interest- Organizations serve to enhance student life through the co-curricular involvement of special interests and hobbies. Sports- Organizations provide opportunities for competition, personal fitness, recreational activities and non-competitive. Student Senate- Organization serve as governing bodies in various aspects of campus life. Qualifications for Members and Officers 1. Officers in Registered Student Organizations must maintain a cumulative grade point average (GPA) of 2.50 and must be currently enrolled at Alabama A&M University. 2. Members in Registered Student Organization must maintain a cumulative grade point average (GPA) of 2.0 and must be currently enrolled at Alabama A&M University as a full time student. 3. If an officer and/or member is not currently enrolled for the fall or spring semester, he or she cannot participate in the Registered Student Organization during that term. 4. Any changes in regards to officers or members must be reported to the Office of Student Activities and Leadership Development in writing within one business day.

9 RSO Handbook pg. 9 Advisor Information Student involvement in Registered Student Organizations provides an opportunity for students to develop leadership and organizational development skills. This involvement also complements their educational objectives with important out-of-class activities by exercising basic freedoms and learning about human behavior. In support of these objectives, it is important that persons with experience in organizations be available to assist student in their organizational endeavors. While the range of activities or student organizations is diverse, the assistance advisors can give organization by being responsible to student s questions or procedural matters, university policies, financial matters, and so on, can help advance the basic reasons for recognizing Registered Student Organizations at Alabama A&M University. It is understood that some advisor information will be treated as public information and distributed to the University community when necessary. Advisor name, campus phone number and address information will be provided in the Registered Student Organization information published by the Office of Student Activities and Leadership Development. The following are nine (9) guiding principles for faculty/staff advisors: 1. Each Registered Student Organization must have two on-campus advisors (primary and co-advisor). These advisors must ensure that the Registered Student Organization s purposes are consistent with the aims of the University and the national organization. 2. The advisor is REQUIRED to be present at their Registered Student Organization s events, promotions, meetings and practices. 3. Inform the Registered Student Organization of its rights, privileges and obligations. 4. Ensure that the Registered Student Organization adheres to University rules and regulations. In cases where the organization is affiliated with the national group, the advisor must ensure that all applicable rules and regulations are followed. 5. All off-campus accounts must have two signatures on their checks. It is suggested that the advisor audit off-campus accounts on a regular basis and before new executive boards begin their duties. 6. Alabama A&M University recognized that the definition of the role of advisor to a Registered Student Organization is that of consultant or resource person. Therefore, with the assumption and completion of the duties and obligations outlined herein, he/she

10 RSO Handbook pg. 10 should not be accountable for the conduct of the organization s members and their activities. 7. Because scholastic success is important to the University s mission, the advisor may wish to work closely with the students concerning their academic progress. 8. Organizations such as sport clubs, fraternities, and sororities have special needs and considerations. Advisors should become familiar with these additional policies. 9. Act as a chaperone for all social events sponsored by the Registered Student Organization. 10. Advisors of a Registered Student Organization shall be fulltime faculty and/or staff members and shall have been employed by the University for at least one academic year. Registered Student Organization Activities and Meetings All Registered Student Organizations are REQUIRED to attend the Registered Student Organization Meetings. a. One (1) executive member and/ or one (1) member of the Organization present at the meeting. b. One person cannot represent more than one (1) Registered Student Organization. c. If an Organization misses more than three (3) Registered Student Organization meetings the organization will not be able to host an event for the semester. A student activity form is to be completed online and approved by: a. President of Registered Student Organization b. Advisor of Registered Student Organization c. Director of Building d. Director of the Office of Student Activities and Leadership and Development e. Vice President of the Office of Student Affairs f. Department of Public Safety IN ORDER FOR YOUR FORM TO BE PROCESSED YOU MUST HAVE THE NECESSARY APPROVAL. All advisors and Organization President s should keep a copy of every student activity form with the completed signatures.

11 RSO Handbook pg. 11 A student activity form MUST be completed and turned in fifteen (15) days prior to the event. NO last minute student activity forms will be accepted. There will be a form if the Registered Student Organization has a date, time, and/ or location change with a memorandum of the reasoning of the Organization s change. (Change of Form) If a Registered Student Organization wants to cancel their event/meeting, a written memorandum must be received by the Director of the Building, the Office of Student Activities and Leadership Development and the Department of Public Safety 72 hours prior to the event/meeting. There is a fee for security assessed for major events (i.e. parties, talent shows, pageants, etc.) Student activity forms will are available online via The Office of Student Activities and Leadership Development webpage. When the form is completed, an will be received with all the proper information. There will be an electronic events calendar. This calendar will show the Registered Student Organization, day of event, time of event (including set-up time), and location. a. No two (2) events can begin at the same time (set-up time) I.e. HKT event is 9/15/2014 at 6:00 p.m.-10:00p.m. VBB event set-up time can be any time before or after 6:00 p.m. Events can start and end at the same time but set-up cannot be at the same time. There will be a Registered Student Organization Handbook that will be created for students who want to learn more about organizations on campus. Each Registered Student Organization will be required to turn in a fact sheet with their official logo (in color) for their organization to be placed in the book. Flyer cannot be dark in the lower right hand corner. In order to receive a stamp it must be bright enough to see the Office of Student Activities and Leadership Development s approval stamp. o Bring only one (1) flyer to be stamped Submit a list of completed or proposed volunteer and community services for fall and spring semester and any special recognition, locally or nationally, that the Registered

12 RSO Handbook pg. 12 Student Organization has received to the Office of Student Activities and Leadership Development. Membership Intake for Special Interest Groups Special Interest Groups are defined as those groups/organizations that participate in a membership intake process but are not defined as being under the National Panhellenic Council. Membership Intake for Special Interest Groups should take place in the Fall of each academic year Special Interest Groups include: Alpha Phi Omega National Service Fraternity, Inc., Eta Kappa Tau Engineering Fraternity, Inc., Phi Beta Lambda Business Fraternity, Inc., House Arrest II Championship Dance Team, Inc., Ward Modeling Troop, Inc., and Kappa Kappa Psi Band Fraternity, Inc. Sigma Alpha Iota, Tau Beta Sigma, Sigma Tau Epsilon and etc. Requirements for Special Interest Groups A letter of request must be submitted to the Office of Student Activities and Leadership Development for approval of membership intake. Upon written approval from the Office of Student Activities and Leadership Development and the Office of Student Affairs, the organization is allowed to proceed with the required process. Each Special Interest Group will be granted one (1) membership intake process in the fall semester (2) any Special Interest Group may petition to have membership intake in the spring. Each Special Interest Group is required to submit to the Office of Student Activities and Leadership Development the policies and regulations of the national organizations that govern new member recruitment and initiation. If it applies (i.e. Alpha Phi Omega, Kappa Kappa Psi, Tau Beta Sigma, Sigma Alpha Iota, and Phi Beta Lambda). Organizations that do not have a national governing body must provide guidelines for membership intake outlined in their constitution and approved by their advisory board,

13 RSO Handbook pg. 13 the Office of Student Activities and Leadership Development, as well as by legal counsel of the University. At the conclusion of the Membership Intake Process, students may NOT host a probate show! All other requirements should reflect the membership intake guidelines for NPHC. Please see Membership Intake under National Pan-Hellenic Council. University Policies and Procedures Financial Responsibility See the Office of Student Activities and Leadership Development Grade Point Average Requirements The cumulative Grade Point Average of each Registered Student Organization membership must be at least a Members must be in good academic standing and free of disciplinary sanction in order to qualify for and maintain an active membership in a Registered Student Organization. Registered Student Organization are encouraged to set an academic standard for membership and clearly outline those expectations in the organization s constitution. Probation Alabama A&M University recognizes that students bring their own traditions, customs and practices, many of which coincide with those of the University. Such traditions are welcomed and encouraged. The University prohibits and will not tolerate traditions, customs and practices that involve hazing of any kind, that interfere with the academic and personal development of students, that are antisocial or that compromise students morals and values. Hazing Alabama A&M University is an institution of advance academic study. The Student Code states, in Section V; page 85, under Student Activities & Organizations Section 1. No person shall engage in what is commonly known and recognized as hazing, or encourage, aid, or assist any other person thus offended. Section2. Hazing is defined as follows:

14 RSO Handbook pg. 14 (A). Any willful action taken or situation created, whether on or off any school, college, university, or other educational premises, which recklessly or intentionally endangers the mental or physical health of any students in connection with, initiation into, or affiliation with any organization; or (B). Any willful act on or off any school, college, university or other educational premises by any person alone or acting with others in striking, beating, bruising, or maiming; or seriously offering, threatening, or attempting to strike, beat, bruise, or maim, or do seriously offer, threaten, or attempt to do physical violence to any student of any educational institution or any assault upon any such students made for the purpose of committing any such acts, or producing any of the results, to such student as defined in this section; (C). the term Hazing as defined in this section does not include customary athletic events or similar contests or competitions. Section 3. No person shall knowingly permit, encourage, aid or assist any person committing the offense of hazing, or willfully acquiesce in the commission of such an offense, or fail to report promptly his knowledge or any reasonable information within his knowledge of the presence or practice of hazing in this state to the chief executive officer of the appropriate school, college, university, or other educational institution in this state. Any act or omission or commission shall be deemed hazing under the provisions of this section. All organization will ensure that prospective students are not subjected to hazing, cruel horseplay, harassment or punishment by imposition of excessive heavy or disagreeable tasks, beating, scolding, frightening activities or annoyance by playing abusive or humiliating tricks. Hazing is defined as a Class C misdemeanor. ALL ROASTER IDENTIFIED MEMBERS OF REGISTERED STUDENT ORGANIZATIONS MUST ATTEND ANTI-HAZING SEMINARS SPONSORED BY THE OFFICE OF STUDENT ACTIVITIES AND LEADERSHIP DEVELOPMENT. Exceptions will be granted on a case by case basis. Publicity of Events The following policies govern how events can be publicized on campus

15 RSO Handbook pg. 15 Posting Information on Campus All posters, flyers, and advertisements must be approved and stamped by the Office of Student Activities and Leadership Development. (All posters, flyers and advertisements that are not stamped will be taken down.) Signs that advertise events at club establishments MAY NOT be posted anywhere on campus. If a Registered Student Organization is found guilty of posting these flyers, the Organization will be sanctioned according. Signs may not be posted to painted surfaces. (They will be taken down) Signs may not be placed on glass ANYWHERE on campus. (They will be taken down) NO HAND BILLS! They are not allowed on campus. Organizations are encouraged to demonstrate good judgment and avoid offensive or lewd comments or pictures on publicity materials. Any materials found objectionable may be rejected for posting by approving departments. Signs posted without approval and those where forged approval is detected will be removed and the Registered Student Organization responsible for posting the signs will be restricted from further use of posting privileges on campus. Signs will be monitored on a weekly basis. All signs without approval posted on painted areas and windows or left posted after the event date WILL BE REMOVED! University Services Available to Registered Student Organizations The University takes its commitment seriously to student learning and development. Recognizing that students learn in both the classroom and out-of-the-classroom environments, the Office of Student Activities and Leadership Development seeks to provide opportunities that help to integrate curricular and extracurricular experiences. One such way is through student organization s ability to engage in educationally purposeful activities and events and through meaningful faculty/staff involvement. Student Government Association The Student Government Association provides a particularly rich array of Student Life and Events. The Student Government Association, which is overall representative for students, is open to all students upon enrollment to Alabama A&M University. The Student Government

16 RSO Handbook pg. 16 Association takes precedence over all Registered Student Organizations in matters related to the general welfare of the student body. As the representative for all students, the Student Government Association is encouraged to make reports and recommendations to the Vice President of the Office of Student Affairs on matter to student life at Alabama A&M University. Announcements If a banner or other special need necessitates assistance prior to an event. Contact property management to make arrangements. Registered Student Organizations may utilize property management. A memorandum and a work order must accompany this request with detailed information pertaining to the event being advertised by the advisor. You may request tables, chairs, DJ, and tents. All organizations are responsible for any incurred expenses for their event. Aramark is the exclusive vendor for food at Alabama A & M University. All outside food is strictly prohibited. For additional information, contact the Office of Student Activities and Leadership Development at (256) , Property Management at (256) or Aramark at (256) National Pan-Hellenic Council Constitution: The National Pan-Hellenic Council, Incorporated is currently composed of nine (9) International Greek Letter sororities and fraternities: Alpha Kappa Alpha Sorority, Inc., Alpha Phi Alpha Fraternity, Inc., Kappa Alpha Psi Fraternity, Inc., Omega Psi Phi Fraternity, Inc., Delta Sigma Theta Sorority, Inc., Phi Beta Sigma Fraternity, Inc., Zeta Phi Beta Sorority, Inc., Sigma Gamma Rho Sorority, Inc., and Iota Phi Theta Fraternity, Inc. The National Pan-Hellenic Council promotes interaction through forums, meetings and other mediums for the exchange of information and engages in cooperative programming and initiatives through various activities and functions. On May 10, 1930, on the campus of Howard University, in Washington D.C., the National Pan- Hellenic Council was formed as a permanent organization with the following charter members:

17 RSO Handbook pg. 17 Kappa Alpha Psi Fraternities and Omega Psi Phi Fraternities, and Alpha Kappa Alpha Sororities, Delta Sigma Theta Sororities and Zeta Phi Beta Sororities. In 1931, Alpha Phi Alpha and Phi Beta Sigma Fraternities joined the Council. Sigma Gamma Rho Sororities joined in 1937 and Iota Phi Theta Fraternities completed the list of member organizations in The stated purpose and mission of the organization in 1930 was Unanimity of thought and action as far as possible in the conduct of Greek letter collegiate sororities and fraternities, and to consider problems of mutual interest to its member organizations. Early in 1937, the organization was incorporated under the laws of the State of Illinois and became known as The National Pan-Hellenic Council, Incorporated. Policies and Procedures All nine (9) organizations are to annually register during the campus student organization registration period and provide a listing of current/active members to the Office of Student Activities and Leadership Development. Must have an advisory team of four (4). One (1) faculty/staff of AAMU. Three (3) sponsoring graduate chapter advisors. All facility requests must be approved and signed by the advisor of the organization and the Director of the Office of Student Activities and Leadership Development. Facility requests must have ALL approved signatures before events are publicized. Signatures Advisor to provide supervision during event Director of Student Activities and Leadership Development Department of Public Safety Facility Manager Vice President for Student Affairs Reference the information on posting on page 19 No organization may perform, step or stroll during graduation commencement. If a member of the organization fails to adhere to these guidelines, the organization will be faced with a $500 fine and suspension from activity during the academic calendar year.

18 RSO Handbook pg. 18 Membership Intake All organizations that participate in Membership Intake must follow these guidelines including non-nphc organizations A letter of request must be submitted to the Office of Student Activities and Leadership Development for approval for membership intake. Upon written approval from the Office of Student Activities and Leadership Development and the Office of Student Affairs, the organization is allowed to proceed with the required process. Each sorority and fraternity will be granted one (1) membership intake process in the spring semester. (2) Any NPHC organization may petition for a fall membership intake in writing to Student Activities and Leadership Development. Each sorority and fraternity is required to submit to the Office of Student Activities and Leadership Development the policies and regulations of the national organizations that govern new member recruitment and initiation. Each sorority and fraternity must submit a clearance form; data release form and attend a non-hazing class from the Office of Student Activities and Leadership Development and the Office of Student Affairs. ALL ACTIVE MEMBERS OF THE ORGANIZATION MUST ATTEND THE NON-HAZING CLASS. Each prospective member is required to complete and sign all Alabama Agricultural and Mechanical University forms related to membership intake. (The forms are available through the Office of Student Activities and Leadership Development.) Each prospective member must have been enrolled in the University as a full time student for two consecutive semesters immediately prior to the intake process excluding summer and have a minimum cumulative Grade Point Average of 2.50 and at least 31 semester hours before he or she can be recruited and inducted into a sorority and fraternity. Prospective members must be fulltime (12 hours or above) students currently enrolled at Alabama Agricultural and Mechanical University in campus based classes. Membership intake is only allowed for currently enrolled Alabama Agricultural and Mechanical University students meeting the requirements mentioned above.

19 RSO Handbook pg. 19 The approval faculty/staff advisor must adequately supervise sorority and fraternity membership intake activities. No membership activities should take place in the absence of the advisor. Membership intake will not extend beyond the approved semester. Membership intake activities (including presentations) are prohibited during the week immediately prior to mid-semester/final examinations and the week of midsemester/final examinations In order to be approved for any Membership Intake the Office of Student Activities and Leadership Development must receive the following information: 1. A letter of compliance from your national body indicating that you are in compliance with your national organization s programmatic and financial guidelines. 2. Documentation of Community Service Project(s) completion. (Each organization is required to complete service hours. The organization will be granted permission if they have completed their required service hours). 3. A copy of the Greek Affiliation Agreement form for all members approved to participate in Membership Intake must be on file in the Office of Student Activities and Leadership Development as it relates to the mandatory Anti-Hazing Workshop. 4. A copy of the names and telephone numbers of members be assisting with the membership intake process at Alabama A & M University. This copy should also list the name, telephone numbers, and addresses of the undergraduate president and chair of the membership intake process. The Office of Student Activities and Leadership Development must be notified in writing of any changes within (1) business day. 5. Any revisions and or addition to the chapter roster needs to be done in writing and submitted to the office of Student Activities and Leadership Development. 6. A complete schedule of Membership Intake activities along with the appropriate date(s), time(s), and location(s) need to be outlined and given to the Office of Student Activities and Leadership Development for approval. Any deviation from

20 RSO Handbook pg. 20 this schedule must be submitted in writing at least three (3) business days in advance of the activity. NO EXCEPTIONS! 7. A letter from your primary advisor and/or graduate chapter president granting their approval for the undergraduate organization to participate in Membership Intake. All completed listing of all students selected by the chapter for membership intake and approved by the organization office. All revisions to this listing must be submitted within 1 business day of changes occurring. 8. All information must be typed and submitted together in one packet legibly. Advisor Reference page 12. Any additional questions please call the Office of Student Activities and Leadership Development at (256) Greek Weeks Requests for Greek Weeks must be submitted to the executive branch of the Alabama Agricultural and Mechanical University National Pan-Hellenic Council prior to the deadline established (fifteen (15) days prior to event). These events will be held in the spring of each academic year. Student Government Association Senate A member of National Pan-Hellenic Council must serve on the Student Government Association as a senator. This position will be appointed to a member of the Alabama Agricultural and Mechanical University Chapter of National Pan-Hellenic Council.