EXPANSION PROCESS

Introduction

The following information is to serve as an outline of the steps involved for sororities and fraternities to form and gain recognition at Stony Brook University. Please note that the policies governing sororities and fraternities are contained in the "Relationship Statement" between Stony Brook University and its affiliated fraternities and sororities.

It is important to note that the Dean of Students is the University officer who is responsible for sorority and fraternity recognition. The Dean of Students may assign duties related to the Expansion Process to professional staff as needed. Each step is to be completed in order.

Note that NO PLEDGING CEREMONIES NOR INITIATIONS are to occur until the Interest Group has received written notification from the Dean of Students that the Interest Group has been granted permission to become a Recognized Chapter of the Fraternity & Sorority Community at Stony Brook.

1. Meet with Student Union & Activities Professional Staff
Students who are interested in pursuing the establishment of a sorority or fraternity at Stony Brook University should first meet with the Assistant Director for Sorority and Fraternity Life to discuss their purposes, goals and objectives in seeking to establish a chapter. This first step is very important, as students will want to be sure that they have the proper information and advice as they proceed with the Expansion Process.

The Assistant Director for Sorority and Fraternity Life is the professional staff member in the Department of Student Activities assigned to coordinate Fraternity & Sorority Expansion. The Assistant Director for Sorority and Fraternity Life is located in the Student Activities Center, Suite #218, telephone number, and (631) 632 - 9392.

2. Letter of Intent
The Letter of Intent is the students' request to establish an Interest Group at Stony Brook University. The Letter of Intent should include the name of the national or local group, which is sponsoring the Interest Group and will be the name of the sorority or fraternity from which a charter is desired. The Letter of Intent should be accompanied by background information on the sponsoring group. A copy of the sponsoring groups' constitution and bylaws are also desired. The Letter of Intent should also be accompanied by background information on the prospective members. This background information should be written on the interest group membership roster and must include name, address (home and campus), telephone number (home and campus), social security number, class standing (freshman, sophomore, junior, senior), along with their campus involvement, a copy of the proposed New Member Education, Intake or Pledge Program.

Upon review of the Letter of Intent, Interest Group Membership Roster, and any other information submitted, the Assistant Director for Sorority and Fraternity Life will notify the student group in writing as to whether their request to become an Interest Group at Stony Brook University is approved or denied.

3. Interest Group Status
Interest Group Status allows the prospective sorority or fraternity members to organize and prepare themselves for the responsibilities of becoming a Recognized Sorority or Fraternity at Stony Brook. While on Interest Group Status, the prospective sorority or fraternity members should complete the "Criteria for Recognition" as outlined in The Relationship Statement Between the Stony Brook University and Its Affiliated Fraternities and Sororities, this document is available from the Department of Student Activities.

Fifteen (15) individuals are needed in order to form and interest group. Along with this document, the following information is requested:

1. Hazing policy and enforcement guidelines.
2. Alcohol and substance abuse policy and program.
3. Scholarship policies and programs.
4. Membership education policy and program.
5. Recruitment policy and program.
6. Leadership development and officer training programs.
7. A copy of the national and/or local magazine and newsletter.
8. Total number of chapters statewide, nationwide, and internationally.
9. Total number of colonization's during the last three years.
10. Total number of colonization's anticipated this year and where.
11. Total number of founding members.
12. Total number of initiated members.
13. Average size of chapters.
14. Group activities within the community.
15. List of leadership positions held by group members.
16. Number of traveling consultants and number of visits to chapters.
17. A summary of the organizational structure of the fraternity/sorority at the inter/national/local and chapter levels.
18. Contact information for headquarters and person in charge of expansion.

Any other information which the group deems appropriate can be included in the letter of intent. The Letter of Intent will be held in the strictest confidence by the Department of Student Activities. Interest Group Status will also allow the prospective sorority or fraternity members to hold up to two Interest Group Meetings each semester. The scheduling of these meetings is subject to the approval of the Department of Student Activities. Interest Group Meeting(s) will NOT be scheduled during the designated Membership Recruitment Period for recognized fraternities and sororities, which takes place at the beginning of each semester.

4. Document Review
Document Review is the part of the Expansion Process where the written information as outlined in the "Criteria for Recognition" in The Relationship Statement between the Stony Brook University and Its Affiliated Fraternities and Sororities. The Document Review is coordinated by the Assistant Director for Fraternity and Sorority Life. All of the materials indicated in the "Criteria for Recognition" are to be submitted by the Interest Group Members to the Assistant Director for Fraternity and Sorority Life, Student Activities Center, Suite #218, telephone (631) 632 - 9392. The "Criteria for Recognition" and other requested materials must be submitted as one complete package.

5. Introductory Meeting
Upon completion of the Document Review, the Assistant Director for Fraternity and Sorority Life will schedule an Introductory Meeting. The Introductory Meeting is an opportunity for the Interest Group Members to meet with selected student leaders from the Fraternity & Sorority Community at Stony Brook. The selected members from the Fraternity and Sorority Community will usually be Chapter Presidents and Inter-Fraternity & Sorority Council Executive Committee Members. All Interest Group Members are expected to attend the Introductory Meeting.
Members of the Fraternity & Sorority Community at Stony Brook will be asked to complete a Feedback Form immediately following the Introductory Meeting. Professional Staff Members from the Department of Student Activities may also attend the Introductory Meeting. At this meeting interest group members should be prepared to present a(n):

1. Review of Fraternity / Sorority History.
2. Review of Fraternity / Sorority Goals & Objectives.
3. Review of Fraternity / Sorority Standards of Behavior for Members.
4. Review of Fraternity / Sorority Plans for Educational Programs.
5. Review of Fraternity / Sorority Plans for Non Educational (Social) Events / Activities.
6. Possible opportunities for collaborative efforts with other SBU Chapters.
7. Opportunities for Leadership Development and Growth of Chapter Members.
8. Understanding the Role of Multiculturalism in Fraternity / Sorority Life at SBU.
9. Contributions the Fraternity / Sorority will make to the Quality of Student Life at SBU.

6. Dean of Students Review and Decision
The Assistant Director for Fraternity and Sorority Life will forward all materials to the Dean of Students. The Dean of Students will review the Letter of Intent, all materials submitted for the Document Review, and the individual Feedback Forms. Before rendering a decision, the Dean may speak with the Interest Group Members and others as necessary. The Interest Group will be contacted in writing as to the decision of the Dean of Students.

7. If Approved
New Member Education, Pledging & Membership Intake Programs and Ritual Initiation Ceremonies may occur based upon the New Member Recruitment Schedule for the following semester. If requested, special consideration and/or permission may be granted related to New Member Education, Pledging & Membership Intake Programs and Ritual Initiation Ceremonies.

8. Not Approved
If an interest group is not approved to expand as a chapter on Stony Brook's campus, the group can reapply after one academic year.