Fraternity/Sorority Review Board (FSRB) Hearing Format OPENING THE HEARING: Good afternoon today is, it is (<time> ), and this is a hearing of the Greek Standards Board for the <chapter name> Chapter of <fraternity/sorority>. I am <FSRB Advisor>. My role today is to facilitate the hearing process, and make sure the hearing moves along in an orderly fashion. I am here as the advisor to the board, and in that role I am not involved in the decision-making process. Ask fraternity/sorority reps to introduce himself/herself including their name, year in school major, and position in the organization. Today s hearing is being recorded. Please make sure to speak loud and clear to ensure that everything is accurately recorded. During the hearing, no member of the fraternity/sorority will be permitted to use a cell phone, recorder, camera, or any other device with an on/off switch. This is done in an effort to protect the privacy of all participants. Failure to observe this directive will result in additional disciplinary charges. NOTICE: Did you receive written notice of this hearing at least 72 hours in advance?" IF "NO": Ask the presenting staff member to explain the notification process. REGARDING AN ADVISOR: "I see you are here by yourself so can I assume that you chose not to bring an advisor?" OR: "Would you please introduce your advisor?" Fraternity/Sorority Review Board Sample Script 1 of 7
BOARD INTRODUCTIONS: When scheduling a hearing, the secretary contacts the members of the board and she tells them the name of the fraternity/sorority who will be participating in the hearing. Board members who feel that, for some reason, they should not participate in the hearing would have excused themselves in advance, however at this time I will ask the Board members to introduce themselves and then I have just a few more questions for you. (AFTER INTRODUCTIONS) Ask the fraternity/sorority representative: Is there anyone you feel should not participate in the hearing today. IF "YES": Ask the student(s) to state the reason(s). If the reason does not seem valid, as the Advisor, let the student know that their concern is noted, however, it does not appear that this will affect the board members ability to be fair and impartial. INTRODUCTION OF OTHERS PRESENT: One of the FSRB Advisors will assist the FSRB Chairs in presenting the case. They are introduced at this time. PROCEED: "Is there any reason we should not proceed with the hearing today as opposed to some other day? IF "YES": Ask why, and decide whether to proceed. Fraternity/Sorority Review Board Sample Script 2 of 7
ADMISSION OF RESPONSIBILITY: Explain that the Board has two tasks before them 1) To determine if there has been a violation of the Code of Conduct, Fraternity & Sorority Programs policies, procedures and/or standards 2) If a violation occurred, their second task is to determine an appropriate penalty. In order to give the Board some idea of how to proceed with their questions, I am going to read from your notice, the standards that your organization is alleged to have violated. Please answer yes or no as to whether you believe your organization violated the Code of Conduct. Proceed to read each standard and ask if the student believes they are in violation. DURING THE PRESENTATION: Please note that all information and questions today should be addressed to the Board. The presentation of information should take place without interruption. If you have questions, or seek clarification, about any information presented, you will have an opportunity to share that with the Board at the end of each presentation. The Board members will decide if they wish to ask those questions of the staff presenters or the organization. Fraternity/Sorority Review Board Sample Script 3 of 7
SUMMARY BY THE FSRB PRESENTERS THE FSRB PRESENTERS EXPLAINS THE UNIVERSITY INVOLVEMENT: Explain to the Board the follow up that was conducted regarding the incident who they talked to and what they said, etc. ASK THE BOARD IF THEY HAVE ANY QUESTIONS FOR THE PRESENTER *If there are other faculty, staff or police officers present, ask if they have anything to add at this time ASK THE BOARD IF THEY HAVE ANY QUESTIONS FOR THE FACULTY, STAFF OR POLICE OFFICER HEARING FROM THE ALLEGED FRATERNITY/SORORITY REP Ask the student if there is anything they would like to clarify based on the information provided by the presenting staff member. Then proceed to ask them if there is any additional information they would like to share with the Board at this time. ASK THE BOARD IF THEY HAVE ANY QUESTIONS FOR THE ALLEGED FRATERNITY/SORORITY REP ***Go back around a couple times to make sure everyone has said everything and asked all questions. WITNESSES, IF ANY: If there are witnesses that need to be heard, ask the Board if they would like to hear from them. (It is up to the Board if they want to hear from any witnesses) Fraternity/Sorority Review Board Sample Script 4 of 7
BRING IN AND QUESTION WITNESSES INDIVIDUALLY: Ask them to state their name, year in school and major. Explain to them that the Board may have some questions for them regarding the incident. You can ask the witness what information they would like to share with the Board. Ask the Board if they have any questions. Once all questions are asked and information has been shared, thank the witness for attending the hearing and let them know they are free to leave. ASK IF THERE ARE ANY CONCLUDING QUESTIONS FROM THE BOARD FOR ANY OF THE PARTICIPANTS CLOSING STATEMENTS FROM PRESENTER & ALLEGED FRATERNITY/SORORITY REP: Ask each if they have a closing statement to share with the Board as you prepare to wrap up the hearing. (It may be necessary to restrict final statements to any issues or arguments not already raised, depending on the atmosphere of the hearing. We typically cover this by asking Is there anything you would like to say in closing that you have not stated already for the Board. ) CONCLUSION: Explain to the student that this concludes the hearing. Remind the student about the Board s two tasks: 1) To determine if there has been a violation of the Code of Conduct, Fraternity & Sorority Programs policies, procedures and/or standards 2) If a violation occurred, their second task is to determine an appropriate penalty. Explain that the Board s decision will be given to the organization in the form of a letter and they can speak to the presenting staff member at the conclusion of the hearing as to how they would like to receive it. Inform the student that we do encourage them to come to the office to pick it up so that way if they have questions, they can ask a staff member. Fraternity/Sorority Review Board Sample Script 5 of 7
Explain that they should read the letter in its entirety. If they would like to appeal the decision of the Board, the last paragraph explains the appeal process. There are four reasons a organization can appeal and they are listed in the last paragraph. All appeals go to Dr. Dan Nadler, Vice President for Student Affairs. His contact information is listed as well as a deadline date for which the appeal must be submitted to his office. This is where the recording comes in should the organization choose to appeal, Dr. Nadler will have access to the recording, the FSRB Advisor s notes, and the original documentation in the student organization s file. Explain that all of the extra copies provided today, including the one given to the student organization representative, will be shredded at the conclusion of the hearing, and that is to protect the privacy of the organization as well as the privacy of anyone involved today. The Board is held to strict confidentiality and therefore they will not discuss this case outside of the hearing and we ask that the student organization reps do the same in order to maintain confidentiality and protect the integrity of the process. We understand that you may want to talk to the other members of the chapter or chapter advisor, mentor, etc. and that s fine but this is not for general conversation as you are walking to class, eating in the food court, etc. Ask the student if they have any questions. This concludes the hearing at (<time> ). Thank everyone for coming and turn off the recording. Fraternity/Sorority Review Board Sample Script 6 of 7
DELIBERATION Once everyone leaves the room, review whether the Board needs to determine responsibility and sanctions, or just sanctions (based on student reps response at the beginning of the hearing). Board members discuss the information and once it appears there s no more discussion, ask if they are ready to vote. Review each standard individually and ask, all who believe that the student organization is in violation of Standard, please raise your hand. All opposed? Record the vote. SANCTIONS: Once responsibility has been determined, ask for sanctions. You can share with the Board any previous disciplinary history for this organization as this may play a role in organizational sanctioning. You can also share the chapter s GPA at this time if needed. Once the discussion for sanctions has subsided, ask if ready to vote. Read the sanction(s) that has been placed on the table by the Board members and ask, all who agree raise your hand...all opposed. Record the vote and thank everyone for coming. Be sure to collect all copies of the documentation. Fraternity/Sorority Review Board Sample Script 7 of 7