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Chapter Resources and Forms

Below you will find several resources geared towards helping you and your organization succeed at Texas State University. If there are any resources you feel we are missing, please do not hesitate to contact us to let us know.

Many forms can be filled out digitally using Adobe Acrobat, which is free to all TXST students with their NetID. For instructions on how to download Adobe Acrobat please visit the ITAC website or follow the steps listed in this document.

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  • This summer the Fraternity and Sorority Life staff worked to create an inclusive manual that will help all chapter leaders in their roles. This manual is not meant for presidents alone. In it you will find resources for social chairs, new member educations, recruitment, academics, working with advisors, university departments/services, and so much more. 

    FSL Operations Manual 2019-2020

    The links featured in this document are live and accessed best when the document is read using Adobe Acrobat. 

    This Operations Manual was made to help students. If there is a process or resource not listed here that would be beneficial to add, please email DOS-FSL@txstate.edu so we can include it in the yearly update. 

     

  • The Fraternity and Sorority Life staff have been working hard to bring you relevant and useful resources to help your chapter with academics. Some of these resources were created in-house, others have recommended to us, and all have been posted here for your use.

    Creating an Academic Chapter Environment

    Compiled by Bob Dudolski, Assistant Dean of Students

    Student Learning Assistance Center (SLAC) Resources

    SLAC offers many workshops that can assist your members who need help with their academics. Click HERE for a current list of workshops available.

    To schedule a presentation click HERE.

  • This resource was designed to support both our Chapter Advisors and our Faculty/Staff Advisors.

    Topics included in this manual are:

    1. Expectations
    2. Campus Resources
    3. Advising Students
    4. Crisis Management

    We hope you find this resource helpful as you move forward supporting our students.

    Download our Advisors Manual!

  • Fraternities and sororities were created to serve as spaces where students could come together in a supportive environment and further their education and personal growth, and they continue to provide that space today. However, the history of several of our fraternities and sororities show that this space has not always been equal or inclusive of all races, and remnants of that exclusivity still exist in our community today.

    But, the common thread through the founding of all of our fraternities and sororities is that groups of college students came together to create positive change in the greater society whether that be to support rights for women, creating spaces for people of color or who identify as LBGTQIA+ when there was none, supporting their right to freely associate, or to bring people of diverse backgrounds together to support their communities. It is vital that members are educated about topics that will help them be better brothers and sisters today and become better global citizens once they graduate. 

    In the summer of 2020, the recognition of years of oppression and systemic racism became a much larger part of the public's conversation and consciousness than it had been in years past. Due in large part to social media and the ease in which information can be shared, we cannot ignore the need for education, action, and positive change. It is important that fraternity and sorority members use their collective power to continue the conversation and create lasting change to advance a more inclusive community. 

    These resources can be used for chapters and their members to self-educate about the reality of systemic racism and how they can learn to be Anti-Racist. We will continue to update these resources. If you know of a resource that has helped you to understand systemic racism or race-based oppression please email DOS-FSL@txstate.edu so we can include it here. 

     

    • Engage
      • Institutional Inclusive Excellence - Student Initiatives (IIE-SI) IIE-SI leads the university in cultivating equitable opportunities and experiences to empower underrepresented Bobcats while educating the diverse student body to thrive in an evolving global society. 
      • How Racism Lives in Modern Fraternities and Sororities - This blog post should be shared with and read by your entire chapter members, advisors, executive board, EVERYONE. There are 4 reflection questions to discuss with stakeholders after reading this.  
      • White Privilege: Unpacking the Invisible Knapsack - This activity can be done with your entire chapter, a new member class, executive board, anyone. It is an insightful way to teach members about everyday scenarios where they may not realize they operate in a space of privilege. 
      • Racial/Implicit Bias Test - Racial or Implicit biases are attitudes, stereotypes, or belief that impact our behavior in an unconscious way. The first step to fighting these biases is recognizing them. This test from Harvard University will help you recognize any racial/implicit biases that you may unknowingly hold.
      • 75 Things White People Can Do for Racial Justice - If you are a white person who has not thought about systemic racism before and are unsure on how you can work to change it, this is a great place to start. Remember, doing one thing is better than doing nothing.  
    • Follow
      Social media is a powerful tool to create change. Not only is it a great space for advocacy but it is a great place to expose yourself to new ideas and people. We have pulled together some accounts that are sharing impactful and insightful ways to make change both in the world and in yourself.
    • Read
      It may seem impossible to add more reading on top of your school work, but if you find time to watch Netflix everyday you have time to read about anti-racism. Setting aside 30 minutes 3 times a week to educate yourself is a realistic way to educate yourself.
      • Mental Health Issues Facing the Black Community
      • "What If I Say the Wrong Thing?" by Verna A. Myers
      • "So You Want to Talk About Race?" by Ijeoma Oluo
      • "How to be an Antiracist" by Dr. Ibram X. Kendi
      • "The Next American Revolution: Sustainable Activism for the Twenty-first Century" by Grace Lee Boggs
      • "Heavy: An American Memoir" by Kiese Laymon
      • "I Know Why the Caged Bird Sings" by Maya Angelou
      • "Just Mercy" by Bryan Stevenson
      • "Raising Our Hans" by Jenna Arnold
      • "Redefining Realness" by Janet Mock
      • "The Fire Next Time" by James Baldwin
      • "The New Jim Crow: Mass Incarceration in the Age of Colorblindness" by Michelle Alexander
      • The Warmth of Other Suns" by Isabel Wilkerson
      • "White Fragility: Why It's So Hard for White People to Talk About Racism" by Robin DiAngelo, PhD
    • Listen/Podcasts
      Walking around campus, working out at the gym, enjoying the sun at Sewell Park, these are all great times to put on a podcast or interview and listen to real peoples stories and experiences about racism in America and the world today.
      • Brené with Ibram X. Kendi on How to Be an Antiracist (Single Episode)
      • Code Switch - NPR
      • 1619 - The New York Times
      • About Race
      • Therapy for Black Girls
      • Stuff You Missed in History Class - iHeartRadio
      • Momentum: A Race Forward Podcast
      • Intersectionality Matters! Hosted by Kimberlé Crenshaw
      • The Diversity Gap
      • Pod for the Cause
      • Seeing White
      • Pod Save the People 
      • The Combahee River Collective Statement
      • The Nod
      • Higher Learning with Van Lathan & Rachel Lindsey
    • Watch
      Watching movies about the experiences of others is a great way to start working towards anti-racism. Many of these films are available on Netflix/Hulu. Gather some friends to watch one and discuss it afterwards. 
    • Take Action
      Educating yourself is important, but it's not enough. Fighting systemic racism is going to take more than supporting black creators, it is going to TAKE ACTION. Below are some beginning steps to create real change in your community.
      • Register to vote
      • Be ready to do the work - educate yourself about racial injustices
      • Focus on the narrative - do not center it around you
      • Educate those around you - continue to share & repost resources, even when it isn't "trending"
      • Be an ally - correct racist conversations you may hear among family or friends. Discuss why it is wrong.
      • Don't condemn those who may be late to the conversation, invite them to join
      • Continue to support - be an ally for the rest of your life, even after the outrage
    • And More
      There are many more ways and resources to help you educate yourself about systemic racism and how to become anti-racist. Here are some more in-depth resources.
  • Civic engagement is defined as “working to make a difference in the civic life of our communities and developing the combination of knowledge, skills, values and motivation to make that difference. It means promoting the quality of life in a community.”


    Your submissions to this form will contribute to the yearly CAAP Awards Program. Below is the BENCHMARK level for each category:

    Leadership Development: 10 hours per member annually
    Community Service: 10 hours per member annually
    Philanthropic Donations: $10 per member annually

    The President of any chapter may email DOS-fsl@txstate.edu to receive their current Civic Engagement reports. 

    In the Civic Engagement section of the Operations Manual you will find information on what civic engagement actually is, clarification of common misconceptions, ideas for events, and directions of filling out and submitting Civic Engagement Verification forms. 

    Civic Engagement forms can be found on FSL CANVAS page or by this link here

    There is one form that can be used for submitting Civic Engagement; both for  events hosted by chapters and  for events members complete individually. If your headquarters has a form that you are required to use when submitting data to them you may bring it into the FSL office for approval, once approved you may use that form to submit data each month. 

    If civic engagement events fall under multiple officer positions it is recommend that individual officers be responsible for the completion of form pertaining to their position and one officer be responsible for the final submission of all chapter forms. 

    https://forms.office.com/r/CL8saJqxEC

  • All events held by our organizations must be registered with the Fraternity and Sorority Life office. Below are the necessary forms chapters must submit to register their event. The completed forms can be submitted via email at DOS-FSL@txstate.edu.

    Non-Alcohol Event Form

    The Non-Alcohol Event Form is used for events where alcohol is not being served. Completed paperwork is due to the Dean of Students -Fraternity and Sorority Life office five business days before the event is to take place. After the event is approved, the sponsoring organization must submit a guest list 24 hours before the event begins.

    Alcohol Event Form

    The Alcohol Event Form is used for events where guests have access to alcohol. Completed paperwork is due to the Dean of Students - Fraternity and Sorority Life office ten business days before the event to take place. After the event is approved, the sponsoring organization must submit a guest list 24 hours before the event begins. In order to assist you in planning events with alcohol, we recommend you review SA/PPS No. 07.10 Fraternity and Sorority Social Host Policies.

     

     

  • This organization will be known as the Fraternity/Sorority Review Board (FSRB) of Texas State University.

    Through self-governance, accountability and education, the FSRB will enforce the policies set forth by these “Rules of Operation;” Interfraternity Council (IFC), Multicultural Greek Council (MGC), Panhellenic Council (PHC), and National PanHellenic Council (NPHC) Constitutions and Bylaws; SA/PPS No. 07/10 Fraternity and Sorority Use of Alcohol at Social Events; University Hazing Policies for all Recognized Student Organizations (RSO’s); and, other related documents and forms.

    Download the Fraternity and Sorority Review Board Rules of Operations

     

    Download the Fraternity and Sorority Review Board Complaint Form

  • After elections are complete, chapters must submit an Officer Update Form to the Fraternity and Sorority Life office. To complete the form you need to have each officers name, Texas State email address, cell phone number, and Student ID number (PLID). Officer Updates are now completed on the FSL Presidents Canvas page.  

     

    If you need to be added to the FSL Presidents Canvas page, please contact Fraternity and Sorority Life office by emailing DOS-FSL@txstate.edu.

  • Before beginning any recruitment events or new member programs chapters must submit the appropriate New Member Education Approval Form. These forms must be turned into the FSL office in LBJSC 4-14.1

    Interfraternity Council New Member Education Form

    Multicultural Greek Council Membership Recruitment and Intake Procedures Form

    National Pan-Hellenic Council Membership Intake Process Form

    Panhellenic Council New Member Education Form

  • It is the chapter's responsibility to know and understand all policies that pertain to them. Below you will find the four most often referenced by our organizations.

    SA/PPS No. 07.06 Student Organization Disciplinary Procedures
    SA/PPS No. 07.08 Fraternity and Sorority Life Policies
    SA/PPS No. 07.10 Fraternity and Sorority Social Host Policies
     

  • Risk Assessment Matrix

    Use this document while planning chapter events to assist you in determining how much risk the program has.

     
  • Before filling out any forms to edit your roster, please review the Instructions for Updating Chapter Rosters document.

    Roster Addition Form

    Please use this form to add affiliate/transfer students or initiated returning members to your chapter roster.

    Roster Deletion Form

    Please use this form to remove members from your chapter roster.

    All forms must be submitted before the deadline each update cycle. Rosters are updated twice a semester; once at the beginning of the semester to determine council dues and intake/recruitment eligibility (if applicable), and then again at the end of the semester to ensure accuracy on grade reports.

    Recruitment and Membership Grade Release Agreement 

    New Members joining the organization must sign this form, which is only available in the Fraternity and Sorority Life office. This is to ensure the office is up to date on how many members an organization is taking through their Recruitment/Intake process.

  • Here you will find registration links or recordings of webinars that cover topics that we believe will help in chapter operations and member development. If you know of a webinar that makes sense to be listed here please send the information to DOS-FSL@txstate.edu so we can add it. 

     

    Texas State Counseling Center Webinars

  • FSL Virtual Resources

    • The university has created a COVID-19 Response page specifically to host all announcements, FAQs, resources, and more. This page has information beneficial for students, faculty/staff advisors, family of students, etc. It is regularly updated and should be your first stop when you have university questions.

      _________

      As part of the transition to remote instruction for the spring 2020 semester, Texas State University has made a temporary change to the final grades policy. Students are able to request modification of final course grades to "EP", Emergency Pass. 
      This modification may only be utilized for courses in which the student earned a passing grade (University Registrar's definition of grades).

      Students should contact their academic advisor with questions and are encouraged to consider the consequences of an EP grade including those for pre-requisite course requirements, GPA calculations, GPA minimums for certain programs, admission to programs/universities, financial aid, veteran's benefit, etc. 

      _________

      Each week the library will be providing virtual tips to connect students to library services and resources. Students will receive these tips via email and we will share them here as well.

      __________

      Summer I classes will be held online/via remote delivery. This decision was made to continue focus on community safety and practice of physical distancing.

      Summer II classes will return to face-to-face AND/or online instruction. Keep in mind the decision regarding Summer II courses may change.

    • Below is a copy of the email sent by President Trauth on Thursday, April 23rd. 

      "Dear Students,

       

      I am announcing today the launch of Bobcat Cares to help ease the financial strain many of you are experiencing. Through Bobcat Cares, we will give $30 million in relief to Texas State University students, including providing funds directly to currently enrolled and eligible students with COVID-19 related expenses, emergency grants to all students enrolled in summer courses, pro-rated refunds of certain spring semester charges, and a new scholarship to assist with fee and tuition costs for the fall 2020 semester.

       

      The $30 million in student assistance includes over $15 million in federal emergency funding from the Higher Education Emergency Relief Fund authorized by the CARES Act. We are grateful to the members of our Congressional delegation for their support of the CARES Act and the help it is providing our students. The CARES allocation will help Texas State students deal with the financial burden caused by the COVID-19 crisis and assist with the costs of attending college by putting money directly into students’ pockets.

       

      Through Bobcat Cares, currently enrolled full- and part-time students can receive emergency funding to offset expenses related to housing, food, technology, and course materials. Students can apply for the funding by completing a brief online form showing need at this link beginning April 27: txstate.edu/cares/apply. The emergency grants are based on student expenses related to the disruption of campus operations due to COVID-19, and the funding is not tied to existing financial aid programs such as the Pell grant. The money will be distributed directly to students as quickly as possible.

       

      In addition to CARES Act Funds, Texas State has identified $5 million to provide all students enrolled in funded Summer I and Summer II classes a one-time emergency grant equal to $50 per credit hour up to $600 across both summer sessions. The grant funding will be in the form of a credit to student accounts to reduce the costs of summer courses. Since Summer I session courses will be held remotely, fees for the Student Recreation Center, Student Health Center, Transportation Services, and the LBJ Student Center will not be charged.

       

      For students currently enrolled in the spring semester, we are issuing more than $10 million in pro-rated refunds and credits for on-campus housing for those who moved from university residence halls to slow the spread of the coronavirus, parking fees, and dining.  Students employed through the Federal and State Work Study programs who have been unable to work onsite or remotely due to the COVID-19 situation will receive emergency grants.

       

      In addition to the funding outlined above, the university has provided funds directly to hundreds of students through the student emergency fund administered by the Division of Student Affairs. We also created a new Bobcats to Bobcats scholarship fund that has raised over $300,000 of a $1 million goal to help qualified students pay for tuition and fees as they continue their education this fall. 

       

      As we look toward the fall semester, it is critical to give more Texas students the chance to attend Texas State as first-time freshmen. That is why I am pleased to announce we are expanding our tuition-free Bobcat Promise program by raising the family adjusted gross income from $35,000 to $50,000 for incoming freshmen who submitted a completed FAFSA and were admitted by March 15, giving more newly admitted students access to free tuition and fees by covering theses costs with grants and university scholarships.

       

      Over the past several weeks, the safety of our Texas State community has been our top priority, but I want you to know we are just as committed to helping you and your families deal with the financial insecurity of these uncertain times.  At Texas State, we will do everything in our power to support you in continuing your education and pursuing the careers you desire.

       

      Be safe Bobcats. I look forward to when we are all together again.

       

                                                                  Sincerely,

       

       

                                                                  Denise M. Trauth

                                                                  President"

    • Fall 2020 Intake/New Member Education

       

      The FSL office will be approving holdovers for any chapters that need to have their new members complete their programs in the fall semester. Each organization is operating different and we will work with chapters individually to support the completion of new member programs and rituals based on the direction received from your headquarters. 

       

      Officer & Roster Updates

       

      For chapters who may need to conduct elections or transitions of leadership, we recommend flexibility at this time, including hold over of officers until the fall semester when "in-person" elections may be able to take place, or to hold an on-line meeting with virtual voting, or have non-graduating officers assume leadership until regular meetings can resume. 

      You will need to determine what is best for your chapter, but please let us know any changes in the point of contact so that we can maintain communication with chapter leaders to provide information and continue planning for fall 2020 events such a membership intake/recruitment and summer new student orientations. 

      Communication regarding final chapter rosters to make sure everyone is accurate and accounted for will be via email to chapter presidents in a few weeks

       

      Council Operations

       

      In-person meetings and events are not an option for the remainder of the semester. Staff will be communicating with governing council executive officers conducting virtual meetings for any urgent business and continuing to plan for the fall semester. Please monitor email and GroupMe for communication from your council leaders. 

       

      Continued Learning/ Phired Up!

       

      TXST FSL has a long-standing relationship with Phired Up! and they have continued to bless us with opportunities to lean into our organizations brotherhood/sisterhood even in these chaotic times. 

      Phired Up Fridays are FREE virtual educational experiences. This is a wonderful way for chapter leadership and members to do something that feels normal and productive in strange times. 

      Visit this blog post for information on dates, times, and topics and how to register. 

       

    • Chapter Operations

      Before you decide to continue operations in a virtual setting, check with your headquarters. Some organizations have been advised to halt operations entirely. 

      Discuss with your leadership what will serve your chapter members best and aligns with your direction from headquarters.

      Officer/ 1:1

      Meetings

      For 1:1 meetings apps like FaceTime, Android Video Calling, Skype, Google Hangouts, or Zoom are great for one-on-one video calls.
      Group/Chapter Meetings Through TXST all students, staff, and faculty, have access to ZOOM. Zoom is a web-conferencing tool that allows you attend video or audio meetings, hold webinars, share presentations and transfer files, and more. Zoom can be accessed from desktop or laptop computers, smart phones, or tablets. Sessions can be recorded so those who could not attend can still benefit from this tool.

       

    • With all the technology available to us today, it should be easier than ever to stay connected and run a chapter virtually. While that may be true, we want you to think about the situation you and your members are currently in.There are few things that are as important as making sure your members are supported and know they are cared for in this time of physical distancing. Over programming can happen just as easily in a virtual world.

      With that being said we have compiled a few resources that have ideas for virtual engagement. 

      • 44 Ways to Foster Brotherhood and Sisterhood Virtually - Phired Up!
      • Marco Polo - This is a great app for members to build connections at their own pace. 
      • Netflix Party - this Chrome extension can assist in creating a virtual brother/sisterhood activity. 
      • Spending Time Together.. Apart - Use this opportunity to build relationships with members of the chapter who don't usually hangout. This randomizer can help create groups or pairings to do weekly check ins with one another!
    • Online Learning is very different from in-class learning, and chapter members are going to have to make committed efforts to their studies the rest of the semester. Below are some times from The Office of Distance and Extended Learning - check their website for more.  

      • What Happens Next? Students should be receiving regular communication from their professors. Be sure to make specific note of:
        • How communication will be handled
        • How timelines/deadlines have changed
        • How lessons and other learning activities changed
        • What new technologies might be used
      • What Do Good Remote Learners Do? Some quick tips for success as a remoter learner include:
        • Active communication: Be proactive in keeping lines of communication open. Remote learners need to ask questions when they have them. Faculty will not be able to see a puzzled look on a students face - actively communicating will make all the difference. 
        • Practice good writing: Write clearly and professionally and plan to review any written items before posting them to discussion boards or sending them via email. 
          • Try composing them in Microsoft word before copying and pasting the final message into an online forum. 
          • Always start your emails to professors with a formal introduction and by providing information on your class section
            • "Dear Dr. X, 
              My name is Boko Bobcat and I am in your HIS 1899 - History of TXST Class that meets TuTh at 11:00 am."
          • Here are some additional tips on classroom email etiquette.
        • Schedule study times: Routines change as we shift to remote learning. Scheduling specific times to study will help re-establish a routine and help you be successful and ensure you complete assignments.
        • Making a study space: Having a dedicated space to study may seem counter intuitive to the freedom that remote learner offers but it helps. This WikiHow can help you create the perfect study space. 
        • Creating daily and weekly goals: Setting mini-goals along the way will help you stay positive and on track. Split your work into manageable chunks (chapters read, paragraphs written, section of problems solved) to avoid feeling overwhelmed by your work. 
        • Discussing remote learning commitments with family and friends: Family and friends can offer more support if they know what your goals and needs are. Be sure to discuss them with those you are sharing your space with so they can support you!
    • Stay Up to Date

       

      Staying up to date on information will help bring a sense of normalcy to your day-to-day operations. The university has a specific COVID-19 webpage with information or you can reference the Center for Disease Control and Prevention (CDC) website

       

      Counseling Center The Counseling Center has compiled a comprehensive COVID-19 resources webpage that provides mental health related information on topics such a tele-mental health services, coping and support websites, self-help resources, hotlines, webinars, and tips for adapting to inline classes. New resources are added regularly.
      TAO

      Therapy Assisted Online (TAO) Self-Help is a private, interactive, web-based program that teaches techniques to help overcome anxiety, depression, relationship/communication and other common concerns.You will have 24/7 access to highly effective self-help tools to track moods and progress as well as access to a mindfulness library. Use for TXST email address to sign up for free

      University Health Services

      All Student Health Center locations and the pharmacy will be open for the remainder of the spring semester. Services are by appointment only, please call 512-245-2161 to make an appoint or visit their website.

      The Counseling Center has created a web page specifically for COVID-19 mental health related resources. Visit it for tips for coping with uncertainty, change, and fear, coping/support websites, hotlines, and more. 

      Headspace

       

      Headspace is a great app that is offering resources to help people mediate or find calm throughout this period. 

       

      E-Sports

       

      There is still time to join one of the remaining spring semester E-sports tournaments: Call of Duty, FIFA, Madden, NBA 2K, and Rocket League. Deadlines approaching so register today using Fusion IM!

       

    • In light of the COVID-19 pandemic and in an effort to practice social/physical distancing all university events and programs have been cancelled. Many organizations, businesses, and other community service organizers are also cancelling events in an effort to flatten the curve. 

      FSL Staff have temporarily taken down all the events and in-person service opportunities typically listed on this page. It is our hope that the Community Service and Engagement page will be able to be re-published in Fall 2020. 

      In the meantime, if you or your chapters members wish to engage in Virtual Community Services VolunteerMatch.com has made it easy. Their website currently has over 50,000 ways to help from a distance with new opportunities being added daily. 

    • As an advisor you may be wondering how to support your chapter members through something that likely wasn't covered in any training you've done before. Here are some suggestions from our office. If you have additional questions or want guidance on specific things please reach out to DOS-FSL@txstate.edu and we will help as best we can. 

      • First and foremost, remember that your students are all experiencing exponential change right now. They may be feeling anxious, nervous, scared, etc. It is leaders job to be a steadying force for the chapter. This is an opportunity to be that calming force and support executive teams.
      • Check with your organizations headquarters to determine what course of action your chapter should be taking. Some chapters have moved to virtual operations while others have halted operations completely. 
        • Our office is in support of what ever your headquarters determines.
      • Check your email and this web page. We will be updating this page often with resources and information as well as sending out emails. If you have not been getting any emails from Bob Dudolski, or other FSL staff, please contact DOS-FSL@txstate.edu to get added to the communications list. 
      • Follow us on social media (@TXSTFSL on Instagram, Twitter, and Facebook) and encourage ALL chapter members to do the same. This will be our main form of communication. We will post updates, helpful resources, maybe a joke or two. 
        • We cannot rely on chapter presidents to be the only source of information. Chapter members must take advantage of this direct line of communication.
      • Understand, there is no rule book or one size fits all for this situation. Patience and flexibility are going to be the key traits that get us through this unprecedented time. 

Know of a resource or form that isn't here? Contact Fraternity and Sorority Life (DOS-FSL@txstate.edu) so it can be shared with the entire community.