Longwood University
Fraternity & Sorority Life
Policies and Procedures for Membership Intake
Purpose
The purpose of this policy is to assist fraternities and sororities at Longwood University with their Membership Intake process. This
document is meant to educate fraternity and sorority members, their advisors, and aspiring members about the Membership Intake
expectations, policies, and procedures of Longwood University’s Fraternity & Sorority Life. Fraternity & Sorority Life believes in
partnerships with fraternity and sorority members, Graduate/Chapter Advisors, and (inter) national headquarters/boards to ensure
a successful and positive experience for all involved. It is our philosophy that Membership Intake activities should support the mission
and core values of Longwood University, Fraternity & Sorority Life, and each (inter) national organization.
Privacy Statement
To protect the interests, privacy and confidentiality of all chapters conducting Membership Intake, Fraternity & Sorority Life ensures
that all documents submitted regarding Membership Intake will be kept confidential. Only Fraternity & Sorority Life staff, Longwood
administrators, corresponding Graduate/Chapter Advisors, corresponding Chapter Presidents, corresponding Membership Intake
Coordinators, and corresponding headquarters/regional staff/representatives will have access to these files. Membership Intake files
will be stored by Fraternity & Sorority Life for a minimum of twenty-four (24) months.
Prohibition of Hazing
Longwood Hazing Policy
Hazing is a violation of the Longwood Student Handbook. Hazing is defined as any action taken or situation created intentionally,
whether on or off Longwood property, by either fraternity/sorority organizations, student clubs/organizations, athletic teams,
individual students or student groups, to produce mental or physical discomfort, endangerment of life, embarrassment, harassment,
intimidation, or ridicule. Willingness to engage in any hazing activity does not render the Anti-Hazing Policy unenforceable.
The complete hazing policy, as stated in the Longwood Student Handbook, is as follows:
Anti-Hazing Policy
1. New Member Development
Goals and Suggested Activities
Student organizations, clubs, Fraternities/Sororities, athletic teams, etc. are based on one or more common principles:
Group Companionship, Scholarship/Academics, Leadership, Athletic Competition, Community Service, and Social Activities.
The specific principles the group focuses on will depend on the purpose or goals of the group.
Any new member programs or activities should reflect these elements and have a balance of activities that will enhance
and further develop the newest members. An even distribution of these components should be interwoven throughout the
program. For example, Fraternities/Sororities might incorporate 25% companionship, 25% scholarship, 25% leadership and
25% social activities. An athletic club or team might incorporate 50% athletic competition, 25% group companionship, and
25% scholarship.
Suggested activities include:
 Campus or community service
 Ropes course activities
 Attendance at campus activities or events
 Participation in intramurals
 Leadership training
 Academic study halls
 National Organization or NCAA required educational programs or events
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Fundraisers
Badge/Pin/Letter/Jersey days
Healthy physical activities or NCAA recognized practice
Balanced food consumption or diet
Wearing of semi-casual or business attire
Group retreat or overnight of reasonable length
Other inclusive group activities with a constructive purpose.
The following offices can serve as resources for developing and scheduling activities:
Athletics 2057
Campus Recreation 2356
Academic and Career Advising Center 2063
First Year Experience and Family Programs 2414
Fraternity and Sorority Life 2118
Leadership and Service Learning 2685
University Center and Student Activities 2103
Student Health and Wellness 2102
Requirements
All new member activities must 1) include both current and new members; 2) have a constructive purpose related to the
group’s goals; 3) follow University, and national organization/NCAA policies; 4) be designed to develop one or more of the
common principles listed above; and 5) be completed by the tenth week of classes.When designing new member activities,
the group members must ask themselves if their activities and behaviors could be publicly justified to University officials,
Faculty Advisors, Coaches, parents, and legal authorities. Groups which are not certain if their activities meet these
standards should consult with their advisors and the Office of Student Affairs for help in designing new member activities.
2. Definition of Hazing
Longwood University is committed to the belief that abusive behavior, harassment and assault does not build character,
does not build leadership skills, and does not foster group loyalty or unity. Hazing is an abuse of power and relationships,
and its purpose is to demean others. Hazing is defined as any action taken or situation created intentionally, whether on or
off Longwood property, by either fraternity/sorority organizations, student clubs/organizations, athletic teams, individual
students or student groups, to produce mental or physical discomfort, endangerment of life, embarrassment, harassment,
intimidation, or ridicule. Willingness to engage in any hazing activity does not render the Anti-Hazing Policy unenforceable.
Examples include, but are not limited to, the following:
 Personal servitude.
 A “boot camp” mentality.
 Sleep deprivation.
 Altering physical appearance, i.e., head or eyebrow shaving, branding, etc.
 Forced or required consumption of liquids, solids, or combinations, i.e., alcohol, massive quantities of water, spicy or
unusual foods, or non-food items.
 Paddling in any form.
 Coerced physical activity that causes fatigue.
 Exposure to inclement weather.
 Confinement in any room or compartment.
 Acts of vandalism or acts that aid and abet vandalism or the destruction of property.
 Physical or psychological shock.
 Publicly wearing apparel and/or partaking in stunts not normally considered to be in good taste.
 Participating in degrading or humiliating games and activities.
 Misuse, theft or destruction of property.
 Engaging in behavior that is in violation of Longwood University regulations or state and federal laws.
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3. Enforcement
I. Hazing is a violation of Conduct Code #4 (Hazing or otherwise mistreating so as to cause bodily injury); and/or Conduct
Code #15 (Violating any aspect of the Anti-Hazing Policy up to but not including acts that induce bodily injury).
According to the Code of Virginia 18.2-56, “It shall be unlawful to haze so as to cause bodily injury, any student at any
school, college, or university. Any persons found guilty thereof shall be guilty of a Class 1 Misdemeanor, which carries a
minimum of 12 months imprisonment or a $2,400 fine.”
Individuals and/or groups who haze are subject to Campus Disciplinary charges, criminal charges filed by Longwood
University and/or injured parties, and civil liability from injured parties.
a. The organization President, Executive Officers, Captain, and/or person(s) "in charge" will held individually
accountable for ensuring full compliance with the policy.
b. If an act of hazing is alleged, then the President, Executive Officers, Captain, person(s) "in charge," and student(s)
involved may be charged with a violation of the Hazing Policy.
c. If hazing is confirmed, then the student(s) will be assigned sanctions as outlined in the Student Handbook. The
organization or group may also be assigned sanctions that may include but are not limited to educational
assignment, loss of privileges, or loss of recognition status.
Student organizations or governance groups may develop additional policies and procedures that are more specific in order
to prevent incidents of hazing within their memberships.
II. All student organization officers, current and new members shall sign a statement on the Club/Organization Registration
Form each year indicating they have read and understand the Anti-Hazing Policy. New Member statements are due upon
acceptance into the club, organization or new member program, but no later than the third week of classes. At the
discretion of the University, failure to follow this procedure may result in penalties to the organization that may include but
are not limited to loss of Longwood University recognition, privileges, or permission to conduct recruitment/initiation
activities. Student Athletes will follow the procedure outlined in the Longwood University Student Athlete Handbook.
III. All student organizations that have an initiation/new member education process must submit copies of the program and
activities to the University Center and Student Activities prior to recruitment for approval. Upon the completion of
recruitment, an evaluation report must also be filed with the Office. At the discretion of the University, failure to follow this
procedure may result in penalties to the organization that may include but are not limited to loss of Longwood University
recognition, privileges, or permission to conduct recruitment/initiation activities.
4. How to report hazing incidents:
Any student who believes he or she is a victim of hazing is encouraged to report the incident.
Hazing may be reported to:
Fraternity and Sorority Life 2118/2119
Director, Office of Student Conduct and Integrity 2490
Director, Department of Public Safety 2091
Director and Assistant Directors, Department of Athletics 2057
Hazing Hotline 2222
Hazing may also be reported to any Student Affairs or Athletic Staff member.
Fraternal Insurance Programming Group
In recognition of FIPG and (inter) national organizational standards, the activities listed below are also considered hazing by
Fraternity & Sorority Life:
 requiring active members to be called a particular title other than those prescribed by the (inter) national organization (if
any)
 throwing harmful substances at members
 any activity requiring members to march around particular locations
 treasure hunts, scavenger hunts, quests and abandonment
 wearing of public apparel which is conspicuous and not normally in good taste
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 line-ups
 quizzing or testing on meaningless information or while under duress
The above definition applies to any act conducted on or off Longwood University campus.
Expectations of Organizations Conducting Intake
1. The academic mission of the institution will be upheld and promoted to aspirants.
2. Membership intake activities will not interfere with academic endeavors or class schedules, will not occur between the
hours of 12 a.m. and 8 a.m., and will not include the presence or consumption of alcohol.
3. The selection of aspirants will be free of any form of mental and/or physical abuse and hazing.
4. Members will be selected on the criteria set forth by the (inter) national organization.
5. Chapters will not engage in pre or post hazing activities. Hazing is not tolerated in any form—as part of the new member
program or as acts of individual members of the chapter.
6. Chapters will be in good standing with their (inter) national organization, their respective council, Fraternity & Sorority Life
and Longwood University.
7. Chapters will complete all required paperwork thoroughly, in a timely fashion, and will not knowingly omit any information.
8. Aspirants will be thoroughly educated on Longwood University Hazing Policy by the chapter.
9. Chapters are not to engage in any Membership Intake activities outside of the parameters outlined by their (inter) national
headquarters/organizations.
10. All membership intake activities (including New Member Presentations and any alternatives) are to conclude prior to the
end of the tenth week of classes.
11. All new members will attend Fraternity & Sorority Life new member orientation after completing the Membership Intake
process.
12. The position of Longwood University concerning a chapter’s Membership Intake process is that it will be a positive,
educational experience for all involved. Names such as “Hell Week” should not be used at any point during the membership
intake process.
13. The practice of surprising aspirants with the date/and or time of initiation is not acceptable. All initiation activities and new
member presentations must be complete prior to the tenth week of classes.
14. Aspirants should never be subject to sleep deprivation, servitude and/or moral degradation or humiliation.
15. Aspirants should never be forced to stay or live anywhere against their will.
Aspirants’ Rights
The Membership Intake process should be conducted in a manner that respects the dignity of aspirants and protects their mental
and physical well-being. Examples of acceptable behavior include activities that are not classified as hazing, but promote scholarship,
promote service, develop leadership and/or social skills, assist career goals, improve relations with others, build awareness of
fraternity or sorority history, instill a sense of brotherhood or sisterhood, foster chapter solidarity or otherwise promote the
institutional mission of the University.
Membership Intake Procedures
A. Prior to any Membership Intake activities being planned:
1. The organization will ensure that the official Membership Intake education policy set forth by the (inter) national
organization will be on file with Fraternity & Sorority Life (including any rules pertaining to New Member Presentations
or its alternatives, and parties related to celebrating aspirants).
2. Each chapter can request a letter from Fraternity & Sorority Life certifying the chapter is in good standing for the
semester and eligible for intake activities. Allow two (2) business days to complete.
3. All chapters must fill out the Membership Intake Intent Form to specify whether they intend to complete Membership
Intake that semester or not. This form must be returned to Fraternity & Sorority Life within ten (10) business days of
the start of the semester (but before Membership Intake activities begin). It is highly recommended that you turn this
form in prior to conducting an Informational and/or Open House.
4. The Membership Intake Coordinator (MIC) and Chapter President must schedule a meeting with the Associate
Director/Assistant Director of Fraternity & Sorority Life (Chapter Advisors and Assistant Membership Intake
Coordinator may attend but are not required) at least ten (10) business days prior to the start of the Membership
Intake Process. At this meeting, the MIC and Chapter President will provide the following:
(a) Any (inter) national and/or regional documents that are to be completed by Fraternity & Sorority Life
(including any letters that need to be written to specific organization representatives, exact wording needed,
name of representative, and the mailing address, phone number(s), and email for such representative)
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(b) Completed Notice of Membership Intake
(c) Signed copy of the Fraternity & Sorority Life Anti-Hazing Agreement
(d) Completed Membership Intake Coordinator Agreement
(e) Outline of the Membership Intake Process
NOTE: Failure to bring any of these items entirely completed to this meeting will result in the meeting being rescheduled
for a later date.
B. Following the meeting between the chapter representatives and the Fraternity & Sorority Life:
1. Within five (5) business days, the Chapter President and Membership Intake Coordinator will receive a letter from
Fraternity & Sorority Life certifying whether the Membership Intake process has been approved based on the
information presented or not approved based on pending details. If an organization receives an approval letter, they
may begin the Membership Intake process. In the event the Membership Intake process has been denied the
organization will need to submit additional information. It is important to understand that without prior approval from
Fraternity & Sorority Life to begin the Membership Intake process, the process will not be officially or formally
recognized by Fraternity & Sorority Life.
2. Five (5) business days following the chapter’s Informational Meeting, the Membership Intake Coordinator will submit
the attendance sheet(s) for each Informational Meeting conducted.
3. Five (5) business days prior to the beginning of all Membership Intake activities, the Membership Intake Coordinator
will submit a letter from a (inter) national or regional official stating the chapter is eligible to conduct Membership
Intake activities.
4. Two (2) business days after the start of the Membership Intake process (based on the timeline listed on the Notice of
Membership Intake), the Verification of Aspirants form and New Member Registration form must be turned in. The
Verification Form must include the names of all individuals approved by your organization submitted to your regional
and/or (inter) national representatives as aspirants for membership. Additionally, at this time any changes to the
Notice of Membership Intake form must be submitted.
C. Following Initiation:
1. Chapter Presidents must submit the End of Intake Report to Fraternity & Sorority Life within five (5) business days of
initiation.
2. New Member Presentation: If the organization intends to have a New Member Presentation, the New Member
Presentation Agreement must be submitted to the Fraternity & Sorority Life at least ten (10) business days prior to the
date of the show. All necessary paperwork must be submitted to Conference and Event Services and their proof of
approval must be attached to the New Member Presentation Agreement when it is turned in to Fraternity & Sorority
Life.
3. If the organization does not intend to have a New Member Presentation, written notice of any alternative activities
(including date, time, location, and description of the activity) must be submitted to the Fraternity & Sorority Life
within five (5) business days of the activity taking place. This activity must be approved by Fraternity & Sorority Life
for it to take place.
Forms
All forms submitted must include original signatures. Without the submission of the proper paperwork, Membership Intake activities
will not be approved. Should Membership Intake activities begin without adherence to the above mentioned policies and
procedures, Membership Intake activities will cease immediately and the organization will be referred for judicial proceedings.
Organizational Qualifications for Membership Intake
All organizations participating in Membership Intake must be in good standing with Fraternity & Sorority Life, their respective
council, and (inter) national organization. To be considered in good standing, organizations must be fiscally and judicially sound with
their respective council, Fraternity & Sorority Life, the University and the (inter) national organization. In the event the (inter)
national organization requires the chapter to be certified in order to conduct Membership Intake activities, proof of such
certification will be required for the Intake processes to be approved. If an organization has a question regarding their status, they
are to contact the Council Advisor and/or their (inter) national organization.
Aspirants’ Qualifications for Membership Intake
All aspirants must meet the (inter) national Organization and Longwood University minimum academic (grades and credit hour)
requirements in order to take part in Membership Intake. Any additional criteria designated by the (inter)national organization must
also be met by aspirants’.
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Timeline of Membership Intake Activities
All Membership Intake activities shall be conducted only in the fall or spring semester of each academic year and should last no
longer than six (6) weeks.
Fraternity & Sorority Life considers the start of the Membership Intake process to be the point when the aspirant is being extended
an invitation for membership by the organization. Regardless of start date, all membership intake activities SHALL end prior to the
end of the tenth week of classes. There is to be no crossover of Membership Intake activities from semester to semester (all
Membership Intake activities, including New Member Presentations, must happen in the same semester).
The Membership Intake process will not last any longer than what the (inter) national headquarters/(inter) national body for each
organization has approved. If an organization is not able to comply with these steps (due to requirements from its (inter) national
headquarters/(inter) national body), minor alterations are acceptable as long as changes and reason for the changes are submitted
in writing by the Chapter Advisor, the Regional Director and/or (inter) national headquarters at least five (5) business days prior to
the change. Fraternity & Sorority Life must approve these changes for them to be considered valid. Failure to submit these changes
and gain approval from Fraternity & Sorority Life will result in a violation of the Membership Intake Policy.
Informational Meeting
Fraternity & Sorority Life defines an Informational Meeting as a meeting held by an organization for aspirants who are seeking
general information about the organization and/or a formal meeting held by an organization for potential members that details the
application process, rules of the organization, and allows them to show interest in being considered for membership. Based on these
definitions, all Membership Intake paperwork should be filled out according to these descriptions. The Informational Attendance
Sheet must be filled out and submitted to Fraternity & Sorority Life within five (5) business days of the Informational.
Informational without Conducting Intake
The nature of an Informational is to provide aspirants with general information about the organization. An organization can host an
Informational without conducting Membership Intake the same semester. In order to do this, organizations must fill out the
Membership Intake Intent Form within the specified deadline and indicate in the form that they will host an Informational. Dates,
times, and locations need to also be submitted to Fraternity & Sorority Life. The Informational Attendance Sheet must be filled out
and submitted to Fraternity & Sorority Life within five (5) business days of the Informational.
Following the Informational, organizations are not to engage in any pre-pledging activities not part of the (inter) national
Membership Intake process with these members.
Initiation
Initiation is defined as the ceremony in which aspirants become members of the organization (in some organizations, it may be
defined as “cross-over”). Under no circumstances is the date of the initiation ceremony to remain a secret from the aspirants.
Aspirants must be made aware of this date at least two weeks after the beginning of the educational process.
New Member Presentations
A copy of the organization’s (inter) national policy on New Member Presentations must be on file with Fraternity & Sorority Life
before planning for this type of event takes place.
A. Space must be reserved through Conference & Event Services or the Student Union for any type of presentation.
B. Prior approval from Fraternity & Sorority Life must be obtained for any type of new member presentation activities (and the
proper paperwork must be submitted by the appropriate deadlines).
C. Presentation of aspirants must take place no more than seven (7) business days after the members have been initiated into
the organization and prior to the end of the tenth week of classes.
D. Presentations should not take place during University holidays/closure.
Alternatives to New Member Presentations
Organizations that do not conclude Membership Intake with a New Member Presentation but would like to have another method of
introducing aspirants to the community must have the approval of Fraternity & Sorority Life as well as their Regional Director.
Approval is gained after submitting written notice of any alternative activities (including date, time, location, and description of the
activity) to the Fraternity & Sorority Life ten (10) business days prior to the activity taking place and receiving written notification
that the activity has been approved from the Associate Director/Assistant Director of Fraternity & Sorority Life. Alternatives to New
Member Presentations should not resemble a New Member Presentation in any way and should therefore not include any of the
following: choreographed and/or coordinated steps or movement, unveiling/unmasking of any members, activities beyond the
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reasonable introduction of a member and/or disruptions of normal University affairs. All rules pertaining to New Member
Presentations apply to alternate presentations and a location for the activity must be reserved through Conference & Event Services.
Violations
A judicial process to determine violations of the Membership Intake policy and/or the anti-hazing policy by organizations and its
members will be handled through Office of Student Conduct & Integrity. Violations of the intake policy may include (but are not
limited to): intentional submission of improper paperwork (falsifying signatures, changing dates without approval, incomplete
forms), holding Membership Intake without adherence to the policies and procedures set forth by Fraternity & Sorority Life, and not
adhering to the policies of the (inter) national organization, Longwood University, and Fraternity & Sorority Life as well as municipal,
state, and federal laws. Penalties for violations may include (but are not limited to): fines in specified amounts; probation for
specified academic terms, with or without specified restrictions; loss of privilege of using University space and facilities; and
revocation of the privilege of being a registered student organization. The (inter) national office of any student organization violating
the anti-hazing rules and Membership Intake policies will be notified of any violations and all penalties.
If you have any questions regarding paperwork that needs to be submitted or about the process for Membership Intake, please
contact the Fraternity & Sorority Life and/or the respective Council Advisor at (434) 395-2118/2119.
***acknowledgements are due to the University of South Florida as this document was adapted from their Membership Intake
Policies and Procedures, August 2009
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Fraternity & Sorority Life Membership Intake Packet
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Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Membership Intake Intent Form
Must be TYPED – Due within 10 business days of the start of the first day of classes.
Failure to submit this form will result in a $25 fine.
Note: It is recommended that this form is submitted prior to an Informational being conducted.
Section 1. Intent
This notice is to inform the Fraternity & Sorority Life at Longwood University that the
conducting Membership Intake during the Fall /Spring semester of
(year).
chapter of
will
Chapter President Name
Signature
Date
Membership Intake Coordinator Name
Signature
Date
Chapter Advisor Name
Signature
Date
/will not
be
Section 2. Abstaining from Membership Intake but Conducting an Informational Meeting
The
chapter of
does not intend to conduct Membership Intake during the Fall /Spring semester of
(year) but
plan to host an Informational Meeting for interested individuals. This meeting will take place on
(date) at
(time) in
(location). The purpose of this meeting is to provide information to interested parties about our organization, how to join, and
membership criteria. We understand that we are not to engage in any pre-pledging activities not part of the (inter) national intake
process with these members.
Section 3. Membership Intake Information (to be completed only if Membership Intake will be conducted)
A. Chapter Contacts
Officer
Name
Phone
Email
President
Membership Intake Coordinator
Chapter Advisor Overseeing
Intake
Regional/(inter) national
Representative Overseeing Intake
B. Tentative Intake Outline
Tentative Interest Meeting Date:
Tentative Membership Intake
Completion Date:
Tentative Date of New Member
Presentation:
(Continued on next page)
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Fraternity & Sorority Life Membership Intake Packet
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Membership Intake Intent Form (Cont.)
We, the undersigned, attest that this information is accurate and correct to the best of our knowledge.
Furthermore, we agree to the following as conditions of Membership Intake:
a. We will submit a copy of Informational or Interest Meeting flyers to Fraternity & Sorority Life at least ten (10) business days
prior to the meeting occurring.
b. We will comply with all of the policies and procedures regarding Membership Intake put in place by Longwood University
and our inter/(inter) national organization.
c. We will comply with local and federal laws and University and (inter) national organization rules, standards, and codes
during the Membership Intake process.
d. We will inform Fraternity & Sorority Life of any changes to our Membership Intake schedule by the required deadline.
Chapter President Name
Signature
Date
Membership Intake Coordinator Name
Signature
Date
Chapter Advisor Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: ______
Copied: Folder: _____
Submitted flyers: Y N Date: _____
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Membership Intake Coordinator Initials _______
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Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Notice of Membership Intake
Must be TYPED-Due at one-on-one meeting with Fraternity & Sorority Life Staff
This form will not be accepted unless it is accompanied by a signed copy of the Fraternity & Sorority Life Anti-Hazing Agreement, the
Membership Intake Coordinator Agreement, and an outline of the Membership Intake Process.
A. Timeline
 The officers and members of
check one) semester of
.
are proud to announce the Membership Intake of aspirants for the Fall
/Spring

Informational Meeting(s) will be held on the following dates, times, and locations:

Applications will be distributed on

If applicable, Interviews will be held on the followings dates, times, and locations:

Selection of Aspirants will conclude on the following date:

Education of aspirants will begin on the following date:
. The education process being developed by (check one):
the (inter) national organization
local chapter
combination of (inter) national and local process

Aspirants will be initiated on the following date:
Off campus (If so, where?
)

The membership education process will last a total number of

Aspirants will be presented on the following date:
New Member Presentation
Other:
and will be due on
(
.
.
.
.
. The location of initiation will be (check one):
On campus
weeks.
. The presentation will be (check one):
B. Membership Intake Personnel
The person in charge of Membership Intake for the chapter will be:
Name:
Email:
Phone Number:
The Advisor supervising Membership Intake for the chapter will be:
Name:
Sponsoring Graduate
Chapter (NPHC only):
Email:
Phone Number:
(Continued on next page)
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C. Membership Intake Process Outline – must be typed and attached to this form
This outline must include date, times, who will be in attendance (including advisors or alumni/ae), who is planning this activity, and a
short description of all activities and events. It should also include how aspirants were notified of the activities and a description of
the big brother/sister program if one exists for the chapter. Without this outline, this form will not be considered complete.
The above and attached information is accurate and correct to the best of my knowledge.
Chapter President Name
Signature
Date
Membership Intake Coordinator Name
Signature
Date
Advisor Supervising Intake Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: __________
Final Version? _____
If not Final, date turned in? ________
Copied: Folder: _____
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Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Membership Intake Coordinator Agreement
Must be TYPED-Due at one-on-one meeting with Fraternity & Sorority Life Staff
Semester:
Year:
Organization:
Membership Intake Coordinator Name:
_______
(Initials)
_______
(Initials)
_______
(Initials)
_______
(Initials)
_______
(Initials)
_______
(Initials)
_______
(Initials)
Fall
/Spring
I certify that I have read in full ALL of Longwood University Membership Intake Policies and Procedures, pertinent university policies,
and other relevant information from my inter/(inter) national organization regarding Membership Intake.
I will educate my chapter and the aspirants on all of the regulations of Membership Intake and will keep Fraternity & Sorority Life
informed on all Membership Intake activities conducted by chapter.
I agree to provide the names of the aspirants to Fraternity & Sorority Life within two (2) business days after the start of the
Membership Intake process.
I understand that if the Membership Intake forms are not fully completed and signed by all parties by the outlined deadlines, intake
of aspirants will NOT be allowed.
I declare that I will thoroughly review all information submitted to Fraternity & Sorority Life, will only allow information that is true
to be turned in and hereby give permission to the Fraternity & Sorority Life to verify the validity of all information submitted.
I understand that if any of the information submitted to Fraternity & Sorority Life is found to be false or misleading, Fraternity &
Sorority Life reserves the right to suspend the Membership Intake process pending full investigation of all statements.
I understand that Fraternity & Sorority Life reserves the right to deny Membership Intake processes if evidence is present that
indicates the chapter is unfit for initiating aspirants.
_______
(Initials)
I have read and signed Longwood University Anti-Hazing Policy and agree to abide by the statement. I will also make sure that all
members (including alumni/ae) understand and follow these guidelines. I further understand that Fraternity & Sorority Life reserves
the right to suspend the Membership Intake process if my chapter is found or suspected of being in violation of this policy.
_______
(Initials)
I understand that all Membership Intake activities will coincide with the policies set forth by my (inter) national organization. Any
deviation from the policies of my (inter) national organization must be supported in writing by the Chapter Graduate Advisor, the
Regional Director and/or my (inter) national headquarters.
Membership Intake Coordinator Name
Signature
Date
Asst. Membership Intake Coordinator Name
Signature
Date
Asst. Membership Intake Coordinator Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: ______
Copied: Folder: _____
Page 12 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Anti-Hazing Agreement
Due at one-on-one meeting with Fraternity & Sorority Life Staff
A. Compliance Statement
We certify that all activities sponsored or required by our fraternity/sorority members or aspirants comply with Longwood University
Hazing Policy as well as FIPG and our (inter) national organization’s hazing policies.
We have informed the aspiring members of our fraternity/sorority of the contents of Longwood University Anti-Hazing Policy. This
policy will be read to aspirants at the beginning of each semester of a chapter’s Membership Intake process.
Hazing will not be tolerated in Longwood University community. No student or organization has the right to inflict physical or mental
harm on a person or to demean, disgrace, or degrade a person. Hazing is prohibited and defined by Virginia, Longwood University
Student Handbook, and in the University Anti-Hazing Policy. All forms of hazing by any university student, student organization
members (including alumni/ae), or employee, are expressly prohibited and serious penalties, such as separation from the University
or loss of recognition by Longwood University, may be imposed on individuals or groups found in violation of these rules.
We understand that failure to uphold the University’s Anti-Hazing Policy as stated in Longwood University’s Student Handbook and
in the Membership Intake Policy may result in organizational and/or individual charges.
We understand that participation in any hazing activity or knowledge of it and taking no action to stop the hazing is in effect giving
our approval to haze. We understand our responsibility to not allow members of our organization, whether graduate/alumni status
or affiliated at another institution of higher education, to haze our aspirants. Failure to report any such activity of which we become
aware of may result in individual charges.
B. Expectations
1. The academic mission of the institution will be upheld and promoted to aspirants.
2. Membership intake activities will not interfere with academic endeavors or class schedules, will not occur between the
hours of 12 a.m. and 8 a.m., and will not include the presence or consumption of alcohol.
3. The selection of aspirants will be free of any form of mental and/or physical abuse and hazing.
4. Members will be selected on the criteria set forth by the (inter) national organization.
5. Chapters will not engage in pre or post hazing activities. Hazing is not tolerated in any form—as part of the new member
program or as acts of individual members of the chapter.
6. Chapters will be in good standing with their (inter) national organization, their respective council, Fraternity & Sorority Life
and Longwood University.
7. Chapters will complete all required paperwork thoroughly, in a timely fashion, and will not knowingly omit any information.
8. Aspirants will be thoroughly educated on Longwood University Hazing Policy by the chapter.
9. Chapters are not to engage in any Membership Intake activities outside of the parameters outlined by their (inter) national
headquarters/organizations.
10. All membership intake activities (including New Member Presentations and any alternatives) are to conclude prior to the
end of the tenth week of classes.
11. All new members will attend Fraternity & Sorority Life new member orientation after completing the Membership Intake
process.
12. The position of Longwood University concerning a chapter’s Membership Intake process is that it will be a positive,
educational experience for all involved. Names such as “Hell Week” should not be used at any point during the membership
intake process.
13. The practice of surprising aspirants with the date/and or time of initiation is not acceptable. All initiation activities and new
member presentations must be complete prior to the end of the tenth week of classes.
14. Aspirants should never be subject to sleep deprivation, servitude and/or moral degradation or humiliation.
15. Aspirants should never be forced to stay or live anywhere against their will.
Our signatures below certify that we have read, understand, and agree to abide by Longwood University Hazing Policy. We
understand that the Office of Student Conduct & Integrity, the (inter) national headquarters, and the chapter graduate advisors(s)
will be notified of cases of alleged and/or confirmed violations of the Anti-Hazing Policy.
Page 13 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Chapter President Name
Signature
Date
Membership Intake Coordinator Name
Signature
Date
Advisor Supervising Intake Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: ______
Copied: Folder: _____
Page 14 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Membership Intake Educational Process Approval Notice
To:
, Chapter President
, Membership Intake Coordinator
Cc:
, Advisor Overseeing Intake
From:
,
Insert Council Name Advisor
Date:
This letter serves as an official notice certifying that the
chapter of
is approved to begin the educational process of
aspirants for the
semester of
. Please make sure that all activities conducted are only those listed in the outline
provided at the one-on-one meeting. Any activity or deviation of activities not listed in the outline should not be occurring.
Additionally, attached to this letter you will find the list of deadlines mutually agreed upon at the one-on-one meeting for all
outstanding paperwork. Failure to adhere to these deadlines could result in Membership Intake activities being suspended and/or
events being canceled.
Please take note of the following:
1. It is expected that you will adhere to all policies and procedures indicated by the Membership Intake Policy and your
national organization.
2. The following must be turned in by the appropriate deadlines: Informational Meeting Attendance Sheet, eligibility letter
from your regional or (inter) national representative, any changes to the Notice of Membership Intake and/or the Intake
Process Outline, Verification of Aspirants, New Member Registration Card, and the End of Intake Report.
3. Any activities where aspirants will be presented need to be reported to Fraternity & Sorority Life by those means outlined
in the Membership Intake Policy and by the appropriate deadlines. Additionally, all events must happen on campus and
must have space reserved through Conferences and Event Services or the Lankford Student Union.
4. All paperwork must have original signatures.
5. If you have any questions or concerns regarding the Membership Intake policies and procedures, please contact
at
(434) 395.
Thank you! Good luck with your aspirants!
Page 15 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Membership Intake Educational Process Not Approved
To:
, Chapter President
, Membership Intake Coordinator
Cc:
, Advisor Overseeing Intake
From:
,
Insert Council Name Advisor
Date:
This letter serves as an official notice certifying that the
chapter of
is NOT approved to conduct the Membership Intake
educational process for the
semester of
. Membership Intake activities have NOT been approved for the following
reasons:
(Insert all that apply)
Your organization is not up-to-date fiscally with its respective council
Your organization is not up-to-date fiscally with Fraternity & Sorority Life
Your organization is not up-to-date fiscally with your (inter) national organization
Your organization is not in good judicial standing with its respective council
Your organization is not in good judicial standing with Fraternity & Sorority Life
Your organization is not in good judicial standing with your (inter) national organization
The paperwork turned in was not complete and/or sufficient.
The outline for the Membership Intake educational process has not been turned in.
There are concerns with the Membership Intake educational process outline. Please schedule a meeting to discuss these concerns
as soon as possible by calling
at (434) 395or by email at
@longwood.edu.
Should you have any questions regarding this matter, please contact
Page 16 of 21
Membership Intake Coordinator Initials _______
Date: ________
(
@longwood.edu).
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Informational Meeting Attendance Sheet
Due 5 business days following the Informational Meeting
Semester:
Year:
Organization:
Meeting Date/Time/Location:
Fall
/Spring
This organization requires that interested students must have a minimum grade point average of a
on a 4.0 scale. With my
signature below, I consent to releasing information protected by the Family Educational Rights and Privacy Act of 1974 (FERPA, as
amended in 1988), information protected by the Gramm-Leach-Bliley Act (GLBA) to Fraternity and Sorority Life. Please note that
students who do meet the minimum qualifications are not guaranteed membership in the organization.
Name
Interested Students in Attendance
(attach an additional sheet if more space is needed)
LU ID Number
Signature
I hereby certify that no names were left off of this attendance sheet and that this Informational Meeting was held in compliance
with our (inter) national organization’s procedures and guidelines.
Membership Intake Coordinator Name
Signature
Date
Advisor Supervising Intake Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: ______
Copied: Folder: _____
Page 17 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
Verification of Aspirants
Must be TYPED-Due 2 business days after the beginning of the Membership Intake process (additional sheets may be attached if
necessary)
Semester:
Year:
Organization:
Total Number of Aspirants:
Date of Initiation Ceremony:
Fall
/Spring
A. Declaration
We hereby declare that as of
(date submitted), the individuals listed below are aspirants for membership into our
organization and will be duly initiated per the approval of our regional and/or inter/(inter) national representative(s).
Chapter President Name
Signature
Date
Membership Intake Coordinator Name
Signature
Date
Advisor Supervising Intake Name
Signature
Date
B. Anti-Hazing Policy Agreement
By signing below, I attest that the state of Virginia statute on hazing and Longwood University policies on hazing have been reviewed
and explained to me. I understand that I am not to engage in any activities that violate the policy or law. I understand that all illegal
actions must be reported to Fraternity & Sorority Life.
Name
Signature
LONGWOOD
Student
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Student ID
Cum.
GPA
For Office Use Only
Date Rec’d: _______ By: ______
Copied: Folder: _____
Page 18 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
End of Intake Report
Must be TYPED-Due 5 business days after Initiation
Semester:
Year:
Organization:
Total Number of Aspirants:
Date of Initiation Ceremony:
Fall
/Spring
Directions: List all individuals that attended your Informational Meeting below and place the appropriate check next to the
categories pertaining to them. Attach additional sheets if necessary.
Completed the
Requirements and
Were Initiated
If Individual left or was
removed from the
process, indicate date:
Started Membership
Intake Process but
Removed By Chapter
Started Membership
Intake Process but
Removed Self
Accepted Opportunity
to Participate in
Membership Intake
Selected to Participate
in Membership Intake
Submitted
Membership
Application
List of Interested Individuals
Our signatures below certify that no names were omitted from this list and no false information was presented.
Chapter President Name
Signature
Date
Membership Intake Coordinator Name
Signature
Date
Advisor Supervising Intake Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: ______
Copied: Folder: _____
Page 19 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
New Member Presentation Guidelines
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
All shows must be held no more than 7 business days after the members have been initiated into the organization or prior to
the end of the tenth week of classes and in a reserved location on Longwood University’s campus.
Shows are not to be scheduled on the same night/time of an All-Greek meeting/event planned by Fraternity & Sorority Life.
No explicit or revealing attire is to be worn by the aspirants or other Show participants.
No alcoholic beverages are to be consumed prior to or during the New Member Presentation.
References to hazing and/or other illegal activities will be not allowed.
No physical abuse will be tolerated. This includes, but is not limited to: slapping, kicking, punching, pushing, poking, caning, etc.
(canes, staffs, sticks etc. may be used as part of the performance but may not be used as a weapon to threaten or harm another
individual).
Props and/or spectacle to be used during the show must be approved. Any outright symbols of “pledging” (such as but not
limited to paddles, bricks, and rocks) will not be allowed.
No profane language (in any language)/gestures in chants, music or speech will be used before, during, or after the show. No
members of the organization may dance provocatively with any members of the audience.
Chants/sayings/songs will not allude negatively to any other Greek organization, individual, or student group.
There are to be no references to any individual(s) departing from the Membership Intake Process.
Disruptions by other attending organizations will not be tolerated. This includes, but is not limited to: walking through the
presenters’ show, talking over the presenting organization, derogatory speech or comments and death marches.
The duration of the show will be no longer than 2 hours. Show must begin no later than 15 minutes of the time advertised.
Shows must be over and room vacated by 11pm.
In the event of a fight or other altercation during the show, individuals involved will be removed immediately. If a member of
the presenting organization is involved, the show will be stopped immediately and the show will not be rescheduled.
The presenting organization will be responsible for ensuring the site is left in its original state after use.
The New Member Presentation Agreement must be submitted to Fraternity & Sorority Life no later than 10 business days prior
to the date of the show.
A Fraternity & Sorority Life staff member (or University Center & Activities staff member if a Fraternity & Sorority Life staff
member is unavailable) will be in attendance at all shows.
Shows must occur in the same semester as the new member education. There can be no delay in the presentation or show.
All actions of organization members/aspirants must adhere to the Student Handbook.
Violation of these guidelines will result in a referral to Student Conduct & Integrity and could result in sanctions.
Page 20 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014
Fraternity & Sorority Life
Longwood University
201 High Street, Lankford Student Union 201
Farmville, VA 23909
(434) 395-2118/2119
FAX (434) 395-2237
www.Longwood.edu/~greeks
New Member Presentation Agreement
Must be TYPED
Due 10 business days prior to New Member Presentation
Organization
Date of Show
Time of Show
Advertised time of start:
Actual start time:
End time:
Location
Description of Show
(including but not limited to):
 Complete Outline of
Show
 Music being used
 Skits being conducted
Materials/props that will be
used during the show:
** Fraternity & Sorority Life will keep the details of this show confidential and will use the information for planning purposes only.**




My signature below indicates that:
I have read, understand, and agree to the New Member Presentation Guidelines.
The information provided on this form is accurate and true.
The show will not stray from the spirit and written description of the show or those details approved by Fraternity & Sorority
Life.
I understand that my organization, in addition to the President and individuals within, will be held accountable should any of the
guidelines be violated.
Organization Representative Name
Signature
Date
Chapter Graduate Advisor Name
Signature
Date
For Office Use Only
Date Rec’d: _______ By: ________
EMS Form Attached: ______
Approved: Yes ____ No ____
Placed in Folder ______
Page 21 of 21
Membership Intake Coordinator Initials _______
Date: ________
Fraternity & Sorority Life Membership Intake Packet
Created June 2014