miami university fraternity and sorority community...

Miami University Fraternity and Sorority

Community Advancement Program

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Table of Contents

Cliff Alexander Office Mission, Values and Goals 2 Community Advancement Program Introduction 3 Evaluation Criteria and Submission Procedures 4 Submission Deadlines 4 Chapter Management and Reporting 5 Scholarship and Learning 6 Community Service and Philanthropy 7 Leadership and Values 8 Brotherhood and Sisterhood 9 Community Engagement and Involvement 10 Sample Data Collection Worksheet 11 Sample Program Submission Form 12 Resources 13

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Cliff Alexander Office of Fraternity and Sorority Life and Leadership Information Mission

It is the mission of the Cliff Alexander Office of Fraternity and Sorority Life and Leadership to assist our

fraternity and sorority community in living out its shared values of scholarship and learning, service and

philanthropy, community, leadership and values, and brotherhood and sisterhood. These are embodied in the Five

Pillars, five areas of achievement related to these values, which are used to determine the recipients of the

Fraternal Excellence Awards (formerly known as Greek Awards) each spring semester.

The office, through collaboration and cooperation with its stakeholders, strives to create and maintain an

environment supportive of the academic mission of Miami University. This environment is congruent with the

values and rituals of our chapters and encourages a strong interfraternal campus community.

Vision

The Cliff Alexander Office of Fraternity and Sorority Life and Leadership seeks to develop a Model Fraternity

and Sorority Community that achieves national recognition for its commitment to intellectual achievement,

leadership, personal growth, and service to the community.

2012 -13 Goals

1. Students will learn about the core values of the Cliff Alexander Office of Fraternity and Sorority Life and

Leadership and be able to articulate how those values affect their lives

2. Students will learn to live in a global world

3. Students will learn to hold themselves and peers accountable to the values of the Five Pillars both as

individuals and as members of their respective governing councils

Partnership with Second Year Programming

Miami’s commitment to retention and student success has lead to a partnership between The Cliff Alexander

Office of Fraternity and Sorority Life and Leadership and the Office of Second Year Programs. Together, these

offices provide excellent resources for students participating in the Sorority LLC and fraternity second year

residency programs. The Cliff Alexander Office of Fraternity and Sorority Life and Leadership’s Community

Advancement Program includes minimum standards for programming that assist in meeting the requirements of

second year initiatives on campus.

Commitment to Assessment

The Cliff Alexander Office of Fraternity and Sorority Life and Leadership is committed to the assessment of the

fraternity and sorority community as a means of ensuring that chapter, office, and university expectations are

being met by each group. Assessment is an essential element to move our community forward by evaluating the

effectiveness of all programs, events, and opportunities. By using the information collected as part of assessment

efforts, students and professional staff will be able to create positive change while supporting the work already

being done in our community. Ultimately, this commitment provides the opportunity for students and

professional staff to make meaning of the fraternity/sorority experience and be able to articulate the benefits of

membership.

Programming Philosophy

Through values based education, the Cliff Alexander Office of Fraternity and Sorority Life and Leadership

provides fraternities and sororities, along with their members, the opportunity for individual growth and chapter

development. This, in turn, creates and promotes a relevant fraternal experience.

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Community Advancement Program Introduction Purpose of Community Advancement Program The purpose of the Community Advancement Program is to ensure chapters are meeting minimum standards of

providing relevant experiences for chapter members on the Miami University campus. Relevant experiences are

defined by efficient and effective use of programming opportunities and chapter planning initiatives for

membership development. The Community Advancement Program provides the Cliff Alexander Office of

Fraternity and Sorority Life and Leadership an opportunity to recognize chapters that consistently exceed these

programming and member development expectations, as well as provide assistance to chapters that need

additional support. The program is a result of the Fraternity and Sorority Coalition Assessment Project and the

Blue Ribbon Committee (2010-11) comprised of students, alumni, advisors and campus partners. The program

will be reviewed on an annual basis.

Definition of Relevance

Relevant chapters are those that excel in all areas of the Five Pillars, provide a healthy and safe environment for

their members, and create opportunities for their members and organizations to make positive contributions to the

university community. Relevant chapters work well with potential new members, active members, parents, faculty

and staff, alumni, campus partners, and their national headquarters and volunteers.

Community Advancement Program Guidelines

The Community Advancement Program is designed to help chapters create a high quality member experience by

focusing on chapter programming and member development. The idea is not to over-program chapters, but to

make sure existing programs are efficient and relevant. Chapters should be focusing on the quality of programs

rather than the quantity.

The Community Advancement Program will set a baseline expectation of compliance with the Cliff Alexander

Office of Fraternity and Sorority Life and Leadership, as well as a higher standard for determining the recipients

of the annual Fraternal Excellence Awards. Chapter compliance with the standards of the Community

Advancement Program will determine chapter standing with the office and the university. Chapters that meet all

standards will be in good standing and given access to office and university resources. Failure to meet the

standards will result in a loss of good standing and may lead to loss of university recognition and privileges.

Chapters failing to meet minimum standards for one year will have a chapter improvement plan for one year.

Chapters failing to meet minimum standards for two consecutive years will lose university recognition.

Additionally, in order to be eligible for any Fraternal Excellence Awards, all chapters must meet the minimum

standards of the Community Advancement Program. These standards are translated into eligibility requirements

for the Five Pillar assessment that determines the recipients of the Fraternal Excellence Awards.

Fraternal Excellence Awards

The Fraternal Excellence Awards are presented each spring. Fraternal Excellence will be judged and awarded

based on chapter submissions to the Community Advancement Program as well as chapter responses to a few

questions for each of the Five Pillars.

Chapters will be classified as a One Pillar, Two Pillar, Three Pillar, Four Pillar, or Cliff Chapter of Excellence.

Classification correlates to the number of pillars in which a chapter is recognized as deserving of a Fraternal

Excellence Award. In order to qualify as a Cliff Chapter of Excellence, chapters must meet all minimum

Community Advancement Program standards and be recognized as deserving of all Five Pillars.

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Evaluation Criteria Submission Procedures There are three steps in submitting criteria for evaluation in the Community Advancement Program: chapter plan

submission, chapter program submission, and Cliff Office data collection.

Chapter Plan Submission Chapter plans are required for areas where chapters are responsible for the development of their members. Some

examples of these are member education or development plans, scholarship plans, and judicial policies and

procedures. These plans can be provided by the national headquarters or might be created in conjunction with

chapter advisors. All plans must be accompanied by a cover sheet explaining plan implementation.

Submission Procedure:

Chapter must submit copy of the plan to the Cliff Alexander Office of Fraternity and Sorority Life and

Leadership through The Hub; plans are due by the deadline for applying for the Fraternal Excellence

Awards

A one page summary of the plan and how it is implemented must accompany the plan

Evaluation Procedure:

Plans will be assessed for completion of minimum standards by the Cliff Alexander Office of Fraternity

and Sorority Life and Leadership

Program requirements

Submission Procedure:

Chapter completes the “Ongoing Programs Form” on the Hub within 30 days following all events or

programs for minimum standard completion (a sample form and expectations of program submissions are

attached)

80% of chapter must attend programs for minimum standard completion

90% of Second Year students must be at 2nd

year exemption programs for minimum standard completion

Evaluation Procedure:

A committee chaired by the Program Coordinator in the Cliff Alexander Office of Fraternity and Sorority

Life and Leadership along with one person from each honor society will review attendance, assessment,

and program details and approve or deny programs for minimum standard completion within 30 business

days of submission.

Cliff Office Data Collection

All information submitted for the Community Advancement Program will be collected and organized by the Cliff

Alexander Office of Fraternity and Sorority Life and Leadership. Other information that must be filed with the

office on a regular basis is defined in Chapter Management and Reporting below. Further instruction can be

found in the Chapter Operation Manual:

http://www.units.muohio.edu/saf/gra/Administrative%20Policies/Chapter%20Operations%20Manual.pdf.

Each chapter must meet with the Senior Program Assistant in the Cliff Alexander Office of Fraternity and

Sorority Life and Leadership once a semester and complete a Data Collection Worksheet to determine that

minimum eligibility has been met. (See example on page 13.

http://www.units.muohio.edu/saf/gra/Administrative%20Policies/Chapter%20Operations%20Manual.pdf

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Chapter Management and Reporting

Minimum Standards: Evaluation Criteria: Programming Ideas:

Chapter maintains and updates

an accurate chapter roster with the

Cliff Alexander Office by reviewing

rosters sent out by the office and

making changes via the member

activation and disaffiliation forms

on the Cliff Alexander Office

website

Chapter completes registration

on The Hub each semester

Chapter maintains good financial

status with the university by

maintaining a positive balance in its

university account

Chapter maintains a 2.5 average

GPA each semester

Cliff Office data collection - roster

review takes place at the beginning

and ending of each academic term

Cliff Office data collection -

registration deadline is mid-

September and the end of January

Cliff Office data collection - the

university emails account financial

statements once per month;

chapters are responsible for

monitoring these reports

Cliff Office data collection - grade

reports for chapters and the

community are issued in January

and May

Chapter Management and Reporting Resources:

Roster Updates and Review: Informal Recruitment Bid Acceptance and Member Activation Form—

http://www.units.muohio.edu/saf/gra/ Chapter Membership Removal/Deactivation Form--

https://survey.muohio.edu/Checkbox/deactivationform.aspx New Member Disaffiliation Form--

https://survey.muohio.edu/Checkbox/Survey.aspx?s=2338ee9b86a64336be9bcc2b8b9bdc2c Chapter Registration:

The Hub-- https://muhub.collegiatelink.net/ Chapter Financial Oversight

Procedures for Greek Organization Accounts-- http://www.units.muohio.edu/saf/gra/Administrative%20Policies/Procedures%20for%20Accounts%20Internal%20Charges.pdf

Chapter Grade Report Information

Facts and Statistics-- http://www.units.muohio.edu/saf/gra/FactsandStatistics.htm

http://www.units.muohio.edu/saf/gra/

https://survey.muohio.edu/Checkbox/deactivationform.aspx

https://survey.muohio.edu/Checkbox/Survey.aspx?s=2338ee9b86a64336be9bcc2b8b9bdc2c

https://muhub.collegiatelink.net/

http://www.units.muohio.edu/saf/gra/Administrative%20Policies/Procedures%20for%20Accounts%20Internal%20Charges.pdf

http://www.units.muohio.edu/saf/gra/Administrative%20Policies/Procedures%20for%20Accounts%20Internal%20Charges.pdf

http://www.units.muohio.edu/saf/gra/FactsandStatistics.htm

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Scholarship and Learning


Chapter has a

faculty/staff advisor

Chapter has a written

scholarship plan that

supports and encourages

academic achievement

Chapter hosts one

academic program per

semester (2nd

year initiative)

Cliff Office data collection

Chapter plan submission

Chapter program

submission

Career and Major Buddy

program

Members attend career fair

Inviting faculty to present to

chapter

Alumni Panel on Career

Development

Career Services workshops

Members attend major fair

Major discussions/roundtables

Program focusing on career

exploration (2nd

year initiative)

Program focusing on

commitment to major (2nd

year

initiative)

Fraternal Excellence Awards Questions:

1. After each semester, the chapter must submit a half page reflection paper on the best program connected

to Scholarship and Learning. Each reflection paper should identify the program and explain why the

chapter considers it to be the best. The selected program must be submitted in the Hub as part of the

Community Advancement Program. The half page reflection for each pillar is to be submitted in the Hub

no later than 30 days after the last day of class. Reflection papers can be submitted anytime after the

program entered into the Hub as part of the Community Advancement Program.

2. At the end of fall semester, the chapter must submit a full page reflection paper on how the chapter

excelled in the pillar of Scholarship and Learning by discussing the overarching themes listed below.

This reflection paper does not have to be tied to a specific program, unless the chapter desires to explore

additional programs. This paper is the opportunity for the chapter to share their journey over the past

year. The story can include successful moments, how the chapter overcame challenges, why your chapter

is unique, or simply, why your chapter exceeds the expectation of that particular pillar.

Overarching themes to discuss: Scholarship and Learning

Possible area to explore (the paper is NOT limited to these topics)

How the chapter recognizes the academic success of members

How the chapter enforces academic expectations (i.e. when members fall below the GPA

standard or significant decline in GPA)

Describing the relationship with the faculty/staff advisor

Academic involvement with faculty members (regular meetings, tutor, research assistant)

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Community Service and Philanthropy


Chapters will host one

philanthropy/fundraising event per

semester that contains an

educational component about a

cause

Chapters will set a service

requirement per member per

semester

Chapters will host at least one

program per year for its members

about the importance of

philanthropy and service (2nd

year

initiative)

Chapter will report community

service hours and money raised

through the hub

Chapter program

submission


Chapter program

submission


Guest speakers directly

related with philanthropy

Chapter service projects

in local community

Chapter discussion about

difference between

philanthropy and service

Regular promotion of

service learning

opportunities

Plan a philanthropy

event raising money for

a cause

During philanthropy

event - highlight

foundation or cause (2nd

year initiative)


1. After each semester, the chapter must submit a half page reflection paper on the best program connected

to Community Service and Philanthropy. Each reflection paper should identify the program and

explain why the chapter considers it to be the best. The selected program must be submitted in the Hub as

part of the Community Advancement Program. The half page reflection for each pillar is to be submitted

in the Hub no later than 30 days after the last day of class. Reflection papers can be submitted anytime

after the program entered into the Hub as part of the Community Advancement Program.


excelled in the pillar of Community Service and Philanthropy by discussing the overarching themes

listed below. This reflection paper does not have to be tied to a specific program, unless the chapter

desires to explore additional programs. This paper is the opportunity for the chapter to share their journey

over the past year. The story can include successful moments, how the chapter overcame challenges, why

your chapter is unique, or simply, why your chapter exceeds the expectation of that particular pillar.

o Overarching themes to discuss: Community Service and Philanthropy

o Possible area to explore (the paper is NOT limited to these topics)

Experience sponsoring/cosponsoring programs/activities that are committed to service on

campus and service off campus (i.e. Oxford or other communities)

How your chapter has developed a relationship or partnership with local/nonprofit

organization

Experience partnering with other fraternal organizations, campus organizations, Miami

University, and the local community when sponsoring/co-sponsoring community service

and/or philanthropy

How your chapter supports (through involvement or monetary donations) the

local/national philanthropies of other fraternal or campus organizations

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Leadership and Values


Chapter has membership

development plan for

members at all stages

Chapter is represented at

all mandated Cliff Office

leadership events and

trainings

Chapter hosts one program

per semester in regards to

leadership skills

Chapter leadership meets

with council advisor as

expected by the Cliff Office



Chapter program submission


Officer Training

workshops

Values-based recruitment

workshops

Guest speakers about

leadership strategies or

opportunities

Presentations by members

who participate in Cliff,

National Headquarter or

other leadership

programming

Education about specific

chapter values


1. After each semester, the chapter must submit a half page reflection paper on the best

program connected to Leadership and Values. Each reflection paper should identify the

program and explain why the chapter considers it to be the best. The selected program

must be submitted in the Hub as part of the Community Advancement Program. The half

page reflection for each pillar is to be submitted in the Hub no later than 30 days after the

last day of class. Reflection papers can be submitted anytime after the program entered

into the Hub as part of the Community Advancement Program.

2. At the end of fall semester, the chapter must submit a full page reflection paper on how

the chapter excelled in the pillar of Leadership and Values by discussing the

overarching themes listed below. This reflection paper does not have to be tied to a

specific program, unless the chapter desires to explore additional programs. This paper is

the opportunity for the chapter to share their journey over the past year. The story can

include successful moments, how the chapter overcame challenges, why your chapter is

unique, or simply, why your chapter exceeds the expectation of that particular pillar.

Overarching themes to discuss: Development of the Chapter, Leadership in the

Community, and Leadership Programs


o An explanation of how chapter members live organization values in their

daily lives

o Leadership roles outside of the chapter held by members

o Chapter participation in regional or national organization leadership events

and Cliff office trainings and opportunities

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Brotherhood and Sisterhood


Chapter reports all events

(alcoholic and non-alcoholic)

to their respective council

Chapter has a plan in place

to hold various chapter

members accountable

Chapter hosts one program

per semester with a focus on

wellness (2nd

year initiative)



Chapter program submission

Chapter attends CHOICES

Hosting risk management

program

Men’s health or women’s

health programs

Mental health programs

Attend National Hazing

Prevention Week

Programming

Programming revolving

around hazing, risk

management, alcohol

education, eating disorders,

etc. (2nd

year initiative)


1. After each semester, the chapter must submit a half page reflection paper on the best

program connected to Brotherhood and Sisterhood. Each reflection paper should

identify the program and explain why the chapter considers it to be the best. The selected

program must be submitted in the Hub as part of the Community Advancement Program.

The half page reflection for each pillar is to be submitted in the Hub no later than 30 days

after the last day of class. Reflection papers can be submitted anytime after the program

entered into the Hub as part of the Community Advancement Program.

2. At the end of fall semester, the chapter must submit a full page reflection paper on how

the chapter excelled in the pillar of Brotherhood and Sisterhood by discussing the

overarching themes listed below. This reflection paper does not have to be tied to a

specific program, unless the chapter desires to explore additional programs. This paper is

the opportunity for the chapter to share their journey over the past year. The story can

include successful moments, how the chapter overcame challenges, why your chapter is

unique, or simply, why your chapter exceeds the expectation of that particular pillar.

Overarching themes to discuss: Fraternal Bond and Accountability


o Initiatives chapter takes to promote wellness among members

o How the chapter enforces conduct expectations (judicial board procedures,

incentive programs, etc.)

o How the chapter promotes the fraternal bond between members at different

stages

o How the chapter promotes brotherhood or sisterhood among members

through programs or events

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Community Engagement and Involvement


Chapter participates in one

event with an org. within your

council

Chapter participates in

one event with an org. outside

your council

50% of chapter members

must be involved in an

organization outside of

chapter

Chapter hosts one

program per year related to

community engagement and

or global awareness (2nd

year

initiative)

Chapter hosts an

immersion to Oxford Program

(2nd

year initiative only)

Program submission form


Cliff Office Data Collection


Host an event with a student

organization outside of FSL

community

Programming focusing on

adjustment to living in

Oxford (signing leases,

managing properties, rights

and responsibilities of

Oxford residents)

Programming focusing on

social justice, power and

privilege, cultural

competency, or Miami Tribe

Attend event hosted by

Diversity Affairs office

Guest Speakers from

Diversity Affairs or LGBTQ

or Miami faculty


1. After each semester, the chapter must submit a half page reflection paper on the best program

connected to Community Engagement and Involvement. Each reflection paper should identify

the program and explain why the chapter considers it to be the best. The selected program must be

submitted in the Hub as part of the Community Advancement Program. The half page reflection

for each pillar is to be submitted in the Hub no later than 30 days after the last day of class.

Reflection papers can be submitted anytime after the program entered into the Hub as part of the

Community Advancement Program.


excelled in the pillar of Community Engagement and Involvement by discussing the

overarching themes listed below. This reflection paper does not have to be tied to a specific

program, unless the chapter desires to explore additional programs. This paper is the opportunity

for the chapter to share their journey over the past year. The story can include successful

moments, how the chapter overcame challenges, why your chapter is unique, or simply, why your

chapter exceeds the expectation of that particular pillar.

Overarching themes to discuss: Community Engagement and Involvements within

respective council, the Fraternity and Sorority Community, and Miami Community


o How the chapter educates members on cultural competency and global issues

o How chapter promotes responsible living in the Miami and Oxford communities

o How the chapter is involved with organizations outside of their respective council

and how the chapter encourages member involvement outside of the chapter

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SAMPLE Cliff Office Data Collection Worksheet

Name of Chapter _________________________________________

Checklist:

Chapter Reporting and Management

Updated Roster

Good financial standing with university

Cumulative GPA above 2.5 each semester

No Chapter Code violations

Scholarship and Learning:

Chapter GPA requirement to join above 2.5

Has Faculty/staff advisor

Community Service and Philanthropy:

Community Service hours reported through the Hub

Philanthropy money raised reported through Hub

Leadership and Values

Attended all mandated Cliff Events

Chapter leadership met with Council Advisor as mandated

Brotherhood and Sisterhood

Chapter reports all events to their respective councils

Community Engagement and Involvement

50% of chapter involved in outside activity as reported through the Hub

Minimum Standards Met:

Yes No

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Sample Ongoing Program & Assessment Form Name of Program:

Date of Program:

Purpose of program #1:

Purpose of program #2:

Please select the pillar that best describes the program:

Scholarship & Learning

Community Service and Philanthropy

Leadership & Values

Brotherhood & Sisterhood

Community Engagement & Involvement

Description of Program:

Highlights of the program:

Number of attendees

Percentage of chapter members

Minimum Standard program

2nd

Year Program: % of members

Annual program

Program for the chapter

Program for the Fraternity and Sorority Community

Program for the Miami and/or Oxford Community

Non-Alcoholic event

If it is a Minimum Standards Program, it will link to this evaluation form

Evaluation method used:

Survey

Reflection papers

Tweets/#hashtag and/or social media

Group discussion

Small group discussion

Interviews

Rubrics

Instant polling

Case study analysis

Other [explanation]

How did you make sense of the results?

Results of evaluation relating to purpose #1:

Results of evaluation relating to purpose #2:

Additional findings:

How does this connect to the Cliff Office Goals?

How will you use these results to improve this specific program or other programs you host?

Attach evaluation data

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Resources to Come!!

Best Practices Manual

Fraternal Excellence Awards Rubrics

2nd

year programming philosophy and program requirements

Example of Fraternal Excellence Awards essays

“How-to guide”

Chapter operations manual

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