Member Resources


University Guidelines and Policies


Office Programs and Calendars

“ACT because you care” is based on the premise that micro-influencers who are easily recognized and relevant to the student population are able to encourage others to engage in well-being behaviors. The project strategy is based on identifying and engaging student influencers to prioritize health and wellbeing and act accordingly. The core foundation of this project is to build upon the natural influence that peers can have on each other. Thus, the curriculum teaches influencers well-being skills and intervention methods for emergency situations. Influencers can develop the skills to prevent harmful substance use behaviors and learn communication skills to foster supportive communities. Furthermore, the influencer training provides information on substance misuse and intervention strategies for substance misuse.
This training is going to be offered throughout the week of September 12th here at OFSL, in the Multipurpose room. The chapter's President, VP, Risk Manager, Social Chair, New Member Educator, and Standards/Judicial chair are required to attend.
You can find the upcoming Substance-Free Monitor Training below:
  • September 12 from 11:00 AM - 1:00 PM
  • September 13 from 3:00 - 5:00 PM
  • September 14 from 2:00 - 4:00 PM
  • September 15 from 2:00 - 4:00 PM
  • September 16 from 1:00 - 3:00 PM

 

Click here to register for ACT Training.

Substance-Free Monitor Training is facilitated multiple times a semester by the Office of Fraternity and Sorority Life. SMT reviews and teaches UCF and OFSL event guidelines and policies, best practices for events with alcohol, and how to be an effective sober monitor. Chapter leadership and members are both required to attend these training in order to host events with alcohol. SMT is facilitated over Zoom. There is no limit of attendees, so we encourage your entire chapter to attend these sessions.

You can find the upcoming Substance-Free Monitor Training below:

Greek Council and The Office of Fraternity and Sorority Life annually hosts an award ceremony in the Spring to honor and recognize the contributions of individuals and chapters that have gone above and beyond in their fraternal commitment. The Greek Gala Awards banquet recognizes excellence in leadership, philanthropy, community service and academic achievement within the UCF fraternity and sorority community for the calendar year.

UTalk is a semesterly professional development event hosted by the Office of Fraternity and Sorority Life where alumni return to campus and present on topics of career readiness, professional development, diversity, equity, and inclusion. OFSL also partners with other university offices to facilitate hands-on activities to support the alumni's topic.

 


Chapter Registration

All roster changes (potential new member, eliminated member, inactive member, etc.) that occur within the chapter should be made within 48 hours on Greek Roll. However, chapters should not move graduated members to graduated status until Roster Edit 1 the semester following graduation and New Members will automatically become Members once the new semester begins.

Failure to update roster can result in a chapter hold on all operations and/or result in being placed on bad standings.

Instructions on how to access GreekRoll

  1. Using Google Chrome, launch an incognito window and go to greekroll.sdes.ucf.edu/chapters
  2. Log in using your chapter’s email account and password, however, omit the @ucf.edu. (If you need to update your chapter email account password, contact your chapter coach)

 

Packet 1 is to be submitted in FSL Officer Resource Hub under the assignments tab. Packet 1 includes:

  • Chapter Emergency / Crisis Plan
  • Fraternity / Sorority Non-Hazing Compliance Form
  • New Member Education Intent Form
  • Roster Edit 1 – Greek Roll
    • Greek Roll is a roster management system for Greek organizations. Instructions on how to complete Roster Edit 1 can be found below.
      1. Using Google Chrome, launch an incognito window and go to greekroll.sdes.ucf.edu/chapters
      2. Log in using your chapter’s email account and password, however, omit the @ucf.edu. (If you need to update your chapter email account password, contact your chapter coach)
      3. Move anyone who graduated in Spring 2022 to "graduated" status
      4. Make sure all your Spring 2022 new members/line are moved to "member" status
      5. If any members disaffiliated or are not coming back to school this Spring 2022, please change their status to the appropriate one
      6. Please also cross reference your Greek Roll roster with your full chapter roster to make sure ALL MEMBERS are accurately reflected on your Greek Roll roster
    • Additionally, chapters should update their roster throughout the semester within 48 hours of a change to their roster (new members start process, member disaffiliates, etc.).
  • RSO Update Form
    • An organization is required to Re-register within 10 days of elections or any other leadership change (including advisors)
    • Failure to re-register within a year from the last re-registration will result in an organization being removed to “inactive” status
    • To re-register, find your organization on this Knight Connect page (Links to an external site.)
      1. Click the blue “Re-Register” button next to your organization’s name
      2. Be sure that the person who re-registers the organization will be the new primary contact

Packet 2 is to be submitted in FSL Officer Resource Hub under the assignments tab. Packet 2 includes:

  • Roster Edit 2 – Greek Roll
    • This audit is used to download grade reports for the current term, so please do not update “New Members” to “Members” or “Members” to “Graduated” until Packet 1 of next semester. If you have already made updates, you can reassign your members’ statuses. This is to make sure everyone is accurately recorded in the grade report, if you have questions please reach out.
    • Instructions on how to access and update GreekRoll for Packet 2
      1. Using Google Chrome, launch an incognito window and go to greekroll.sdes.ucf.edu/chapters
      2. Log in using your chapter’s email account and password, however, omit the @ucf.edu.
      3. Click “View Audits”.
      4. Read the directions and click “Start Audit”.
      5. You will then need to go to your roster, make any appropriate updates, and once they’re complete, go back to your audit and click “Complete”.
        • Your roster will not update unless you click “Complete”
  • Community Service & Philanthropy Semester Report
    • This document is to track the impact our community has on the greater Orlando area. Upload the attached Excel document “BLANK Community Service Semester Report” into Webcourses as an .xlsx file. Please be aware that there are 3 tabs at the bottom.
      • Tab 1 Philanthropy: Money and or philanthropy dollars raised towards a specific charity event.
      • Tab 2 Group Service Hours:  Community Service hours performed as an organizational group.
      • Tab 3 Individual Service Hours: Community Service hours performed on an individual basis.
  • Officer Contact Form
    • This form is to be filled out at the end of each semester for the following semester.  This form should be filled out regardless if your organization has changed leadership or not.

The purpose of Standards of Excellence (SOE) is to accomplish three (3) fundamental objectives:

  • To compile and present everything your organization has done over the past calendar year,
  • To ensure your chapter is meeting and exceeding expectations,
  • And to measure the impact of the fraternity/sorority community.

These objectives help to assess the progress that your chapter has accomplished this year and identify areas where your chapter can improve in the future.

Each chapter is given a star rating (1 through 5 Stars) as a score. SOE scores are given to chapters in January and are included in the community scorecard that comes out each spring (posted on the Chapter Statuses page)

 

Components of Standards of Excellence

There are two portions of the Standards of Excellence: 1) the six submission forms and 2) the presentation. By completing these two requirements, you will have completed the Standards of Excellence, as well as applied for some of the chapter-based awards given annually at the FSL Awards Ceremony (Greek Gala). These awards include Highest GPA 2021, Chapter of Excellence (Per Council) 2021, and Chapter of the Year 2021.

Chapter Submissions:
  • Six (6) online forms Due November 1, 2021 by 5:00 p.m. EST
  • The chapter submissions give the judges an overview of what the chapter has or has not done throughout the calendar year in that particular category. It provides context for areas of focus and improvement, as well as celebrates the accomplishments, of each chapter.
  • Links to the forms can be found on the FSL Webcourses page under Assignments. Please complete all 6 submission forms in full.
  • It is advised that the chapter divide and conquer the submissions, as there are six (6) of them. You may utilize the Question Bank found here to help you plan out your responses.
Presentations:
  • Date: November 8, 9, 10, and 12
  • Three members of the chapter (One Executive Board member, One General Body member, One Newly Initiated member) will present in front of an audience of your peers (members of your council) and a panel of FSL staff, FSL volunteers, campus partners, and headquarters staff members. The presentation should include a visual aid and consist of highlights from the calendar year and areas for improvement. The 3 chapter members will be given up to ten (10) minutes to creatively present their chapter. This will be followed by questions from the audience.

 

Content Areas of Standards of Excellence

Each of the following six (6) areas corresponds to one of the chapter submission forms:

  • Academic Excellence: The Academic Excellence section serves to assess how your chapter has performed academically over the calendar year. Academics refer to a chapter's academic programming, scholastic accountability, degree progression, career readiness, and GPA. Additionally, it serves to identify the resources that chapters are using to promote academic excellence in the chapter and determine their impact on overall academic progress.
  • Social and Cultural Impact: The Social and Cultural Impact section serves to assess the chapter's effort, education, awareness, and fundraising towards their philanthropic cause. It also measures the chapter's community service accomplishments over the past year including but not limited to hands-on experience, activism towards society, and global citizenship.
  • Leadership Development: The Leadership Development section focuses on evaluating the leadership development programming. Leadership development programming may include identifying values, instances of situational leadership, values-based education, running an effective meeting, public presentation skills, exploring leadership styles, decision making, setting SMART goals, building time management habits and strategies, transitioning leadership, and teambuilding.  
  • Inclusive Siblinghood: Inclusive Siblinghood assess how a chapter fosters inclusion within the chapter. This may include developing emotional intelligence, understanding and appreciating various member identities, how the chapter members support each other (both informally and formally), how the chapter creates a sense of belonging, how members inspire each other, the ability of members to hold each other accountable in a peer-to-peer manner, mentorship between chapter members  
  • Positive Stakeholder Relationships: Positive Stakeholder Relationships refer to a chapter's engagement with persons and entities outside of their organization. This includes advisors, headquarters or regional leadership, alumni or graduate chapters, UCF administration, other councils, other university offices, relationships between FSL, UCF, and the local community. 
  • Health and Safety:  The Health and Safety section serves to challenge chapters to evaluate the importance that was given to risk reduction initiatives, as evidenced by programming done throughout the year and how risk reduction is addressed to both active and new members. Additionally, chapters are given the opportunity to show how their chapter is proactive, as opposed to reactive.
Supplemental SOE Reports

This document should be downloaded, completed, and uploaded to your chapter’s final Standards of Excellence online submissions. They can also be downloaded in the FSL Webcourses class. Where they get uploaded is noted in the Question Bank, as well as explained below.

  • Programming Report -Programming Report should be used to report all related programs throughout Standards of Excellence. This is to be used for structured, internal/external, and/or co-hosted programs.
Downloadable Resources
Other Resources

Events

Before planning any events, your organization needs to be a Registered Student Organization (RSO) through the Office of Student Involvement (OSI). You can view your organization’s registration status via KnightConnect.

If your organization is not registered through OSI, your organization’s president can register here. Note that two (2) designated officers need to score an 80 or above on OSI’s RSO Authorized Officer Orientation before re-registration takes place.

When planning an event for your organization, it’s important to start by answering a few short questions to know what forms/requirements will be needed to host your event within the event guidelines established by the Office of Fraternity and Sorority Life.

  1. Does your event date conflict with any OFSL events? – If yes, pick a new date/time that works; your event may not conflict with OFSL programming. Link to OFSL Calendar
  2. Is your event on-campus AND have any potentially hazardous elements designated by OSI? – If yes, SAFE Form. If no, proceed to point 4 below.
  3. Does your event involve alcohol, hosted at a place that serves alcohol, takes place 40 miles from campus, and/or an overnight event? – If yes, SERF and Supplemental SERF.
    • If no, no additional forms are needed. Please note Supplemental SERF Forms can also be required at the discretion of OFSL for event approval.

After determining what forms you might need for your event, please read the procedures surrounding each of the forms below.

For full event guidelines, policies, and procedures click here.

Event Approval Flow Chart

During the first two weeks of the semester, mid-term week, and finals week, no events with alcohol will be approved. These dates will be determined by the institution and the Office of Fraternity and Sorority Life and posted on the OFSL Semester Calendar including but not limited to school breaks, state and federal holidays, etc.

Any fraternity and sorority event with alcohol must be registered and reviewed by the Office of Fraternity and Sorority Life (OFSL). All events must be registered through the SERF and/or SAFE systems.

Sober Monitors are required for all events with alcohol. Sober Monitors must complete Sober Monitor Training and have a 15:1 guest-to-member ratio (adding an additional monitor for every 25 attendees after 50). Sober monitors should be a cross-section of membership.

Full details and procedures on registering an event with alcohol can be found on OFSL Events Policy Page linked here.

If you are planning to reserve the OFSL multi-purpose conference room for any of your events, please email our Administrative staff Kakoli Ahmed, kakoli.ahmed@ucf.edu, with the following information:

  • Event Name
  • Purpose of the Event
  • Person requesting – (please provide full name, organization, UCF email address and reachable phone number)
  • Day and Date
  • Beginning and End Time
  • Number of people attending – (please note the room capacity is 50 which is strictly enforced)
  • Will you need after-hour access?
    • If so, when do you plan on picking up an access key?

If your meeting is after 5 PM on weekdays or during the weekends, make sure you collect the key card from the front desk to enter the building. Once you are done with the event, put the key outside my office door in the plastic bin.

To submit a reservation request please click here to generate a reservation email.

Multi-purpose Room Policies

  • Room capacity is 50 persons
  • Food and beverages are allowed in the MPR, but be sure to remove all food and other items from the room after the event
  • Reservations will be accepted until 9 PM and the event must conclude by 11:59 PM
  • Return the room to the layout it was in prior to the event

Failure to adhere to these policies may result in the removal of reservation privileges or fines. 

SERF Form

SERF Forms, or Social Event Registration Forms, notifies OFSL and Advisors that an organization is holding an event. SERFs must be submitted no less than 15 business days in advance. The late fee assessment schedule is as follows: First Offense – $50, Second Offense – $100, Third Offense $150, and more than three offenses will result in cancellation of the event. SERF submissions will not be deemed submitted in their entirety until both the SERF and the Supplemental SERF are submitted. The Supplemental SERF must be submitted by the respective deadlines as well. In order for a SERF to be approved, it will need a virtual signature from your organization’s Advisor, President, Social Chair, and Faculty Advisor 10 business days before the event.

Any chapter that sponsors an unregistered event may be assessed a $200 fine and will be placed on “Prohibitive Standing” for the remainder of the semester. If the program occurred within the last 4 weeks of the semester, the “Prohibitive Status” will continue for the following semester

SAFE Form

SAFE Forms, or Safety Action For Event, are designed to keep the university SAFE. SAFE Forms must be submitted online no less than 15 days prior to the on-campus event.  There are no exceptions to this deadline.  SAFE forms are approved by OSI and several other university offices, so it can take longer than 15 days to approve. For more SAFE Form policies and guidelines, please click here.

Supplemental SERF Form

The Supplemental SERF Form is designed to build an organization’s risk management plan for events that include potential high-risk elements. Supplemental SERF Forms are required for events involving alcohol, taking place at a venue that serves alcohol, any overnight event, and/or any event further than 40 miles from main campus. Supplemental SERF Forms can also be required at the discretion of OFSL for event approval.

Marketing your event is one of the most important things you can do to plan a successful event. There are numerous ways to advertise your upcoming event from community calendars, social media posts, and even printed posters. We would like to help you spread the word about your event! 

We will share our events that are open to the community (such as educational events, presentations, or socials open to others that don’t involve alcohol), philanthropy events, donation drives, and awareness campaigns. We will not share closed socials, retreats, or any events with alcohol. If you are unsure if your event meets the previously stated requirements, please ask Brad at Brad.Frazier@ucf.edu.

Click here to submit a post!

Requirements for each:

Facebook

  • The date you want it posted
  • An appropriate caption
  • An image (1080px by 1080px)

Instagram

  • The date you want it posted
  • An appropriate caption
  • An image (1080px by 1080px)

UCF Event Calendar

  • Event Title
  • Description of Event
  • Registration information
  • Event Date and Times
  • Event location

OFSL Website Banner

The OFSL Website Banner is the large rotating graphic on OFSL's home page. The system is very particular about the dimensions of the graphic so be sure to have it at 1880 x 530 px.

  • An image that is 1880 x 530 px
  • Launch Date 
  • Close Date

OFSL Newsletter

  • Title of Post
  • Content of the Post (the body)
  • Any supplemental images

New Member Education

FSL Requirements

  1. New Member Plan: The New Member Plan is a required FSL form. It’s due on the second Monday of the semester OR five days prior to beginning your new member process (whichever is sooner).
    • The form is due every semester from every chapter, regardless of if you are taking new members in or not.
    • This form can be found on the Member Resource page titled “NME Registration Form”.
  2. New Member Education Meeting: The new member educator and the chapter president must meet with their FSL advisor (chapter coach) at least 5 days prior to the beginning of the new member process. In this meeting, they will review the chapter’s full new member plan in detail and will offer feedback, as needed.
    • Safety measures for new member education will be discussed at this time.
    • The FSL advisor will follow up with the chapter after this meeting to let you know if the plan has been approved or if any adjustments have to be made.
    • At the mid-point of the new member education program, a check-in meeting will take place with the FSL advisor (chapter coach) to assess the progress of the program and discuss any potential changes based on the current safety phase.
  3. Greek Roll: Chapters must ensure new members have been added to their Greek Roll roster. If they have not, work with the chapter president to get them added ASAP.
    • All roster changes (new members, member dropping, etc.) that occur within the chapter should be made within 48 hours on Greek Roll.

Inter/National Organization Requirements

It’s important to be aware of all the requirements your inter/national organization has for you prior to beginning, as well. These things might include:

  • Trainings you and your officers need to complete
  • Specific programs you have to include in your new member program
  • Approval for rituals and initiation

*Please note that if your inter/national organization has stricter rules or policies than UCF, you must follow those. It’s a good general rule that if there are ever conflicting policies, you should follow the more conservative rules.

General New Member Education Policies

In order for a chapter to take in new members, all new member paperwork must be complete; risk prevention programming must be complete; and the Greek Roll roster must reflect they are new members EACH CHAPTER IS REQUIRED TO HAVE NO LESS THAN 12 ACTIVE MEMBERS IN ORDER TO BE CONSIDERED A REGISTERED STUDENT ORGANIZATION. (Please refer to OSI policies)

  • All new member education meeting dates, times, and locations must be denoted in the New Member Plan.
  • New member processes are restricted to 7 weeks unless approved by the Office of Fraternity and Sorority Life. National Offices may be contacted before approval is made.
  • New membership process will be permitted to take place during the fall and spring semester only. Exceptions must be made by the Director and be given in written form for extreme reasons only.
  • New member education meetings should occur between 8:00 am and 11:00 pm.
  • All ritual ceremonies should have a chapter advisor present.
  • Programs developed specifically for new members must not include any alcohol, or any drugs.

Overnight Events/Retreats

  • All overnight events or retreats must be acknowledged, in-writing, by the inter/national organization.
  • These events require a full-risk management plan, in addition to other applicable event registration requirements.

All organizations must adhere to the following guidelines when presenting new members to the campus community:

Presentation of new members must take place no more than 15 calendar days after the members have been initiated into the organization, and/or prior to “Study Day(s)”, whichever comes first, unless approved in writing by the Office of Fraternity and Sorority Life.

Guidelines for those who host New Member Presentations or “Shows”

  • The Office of Fraternity and Sorority Life must be notified of the date, time, and location of the “show” no less than 15 business days prior to the date of the New Member Presentation. SAFE Forms are required for all on campus New Member Presentations.
  • New Member Presentations are not to be scheduled on the same time as another New Member Presentation or an OFSL scheduled program.
  • No explicit or revealing attire is to be worn by the new members or other “show” participants.
  • No excessive use of profanity or sexually suggestive language. This is to include music and chants.
  • No alcoholic beverages or drugs will be permitted. This includes by visiting chapters, alumni, and/or graduate members.
  • No physical abuse will be tolerated. This includes but is not limited to: slapping, kicking, spitting, punching, pushing, poking, caning, etc. Items such as canes, staffs, and sticks may be used as a part of the performance but may not be used as a weapon to harm another individual. If not used as part of the show, items should not be present.
  • The following items are not permitted unless approved by the office: Bats, bricks, chains, paddles. Please consult with OFSL for all other paraphernalia that is being considered.
  • In the event of an altercation during the presentation, those fighting will be disciplined immediately. If a member of the presenting organization is involved, the presentation show will be stopped immediately. (See Violations section for further details)
  • No references to hazing and/or other illegal activities, this includes but is not limited to suggestive themes and items such as non-decorative paddles.
  • 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, etc.
  • If a new member decides that they cannot, or decides not to participate in the show, a written and signed letter by the new member must be submitted to the Office of Fraternity and Sorority Life no less than 72 hours before the show explaining why they cannot or have decided not to participate. If less than 72 hours contact office advisor immediately for acknowledgement.
  • The New Member Presentation MUST start within 30 minutes of scheduled time advertised. Advertised time should be reflective of the same time noted on the SAFE and SERF forms. Following the show, members of the presenting organization must vacate the area within 30 minutes (this will assist with crowd disbursement). The organization will be responsible for ensuring the site used is left in its original state after use. (Rollcall is not considered the start of show)
  • It is the chapter responsibility to notify visiting and alumni members of all UCF New Member Presentation rules. (Golden Rule)
  • If a New Member Presentation does not occur, new members must be presented in some formal way (reception, tweet, email, flyer, Instagram, etc.), acknowledging all new members.

Violation(s)

Violations of guidelines can result in consequences including fines, cancellation of show, probation, and/or suspension.


Academics


Miscellaneous Forms

    • Accolades Form
      • If your chapter or an individual chapter member has recently received an award or recognition from your (inter)national organization, a community or civic organization, or UCF we would like to know about it!