Hobart and William Smith Colleges

Clubs, Organizations & Greek Life

I) CLUB & ORGANIZATION REGISTRATION

A) Each active club is approved by the Hobart and William Smith Student Government (HWSSG). New clubs registration consists of the submission of the club registration form on HWS Engage with the clubs mission, names of the executive board members for the club, a copy of the club’s constitution with appropriate revisions. Potential new clubs work closely with the Office of Student Activities & Greek Life to prepare for their club recognition proposal at a student government meeting in order to receive club status.

B) Existing clubs may not have access to their BAC funds until they are re-registered each academic year. If a club does not meet this deadline, it will not be recognized by the student government or Hobart and William Smith and may not operate as a group on campus. Clubs and organizations that become inactive may re-activate through the Office of Student Activities & Greek Life. Through registration with HWSSG, the rules and regulations contained in the Handbook of Community Standards are deemed part of all organization, club, and Greek Life organization by-laws.

II) GREEK LIFE POLICIES

A) Greek Recognition
All organizations must complete all of the following steps in order to be recognized by Hobart and William Smith. Recognition runs through the Office of Student Activities & Greek Life. Prior to formal recognition, the organization may not function on campus, enroll members, or identify as a chapter on campus. Upon receipt of a formal recognition by HWS, the organization may begin to recruit during the next approved recruitment period and will be recognized immediately.

Registration Steps:

• Meet with the Director of Student Activities & Greek Life to express interest in the formation of a new organization and to learn about the process for formal recognition.
• Host an informational session for students to generate interest.
• Submit an advertisement to the national bulletin to find an organization that is interested in starting a chapter at Hobart and William Smith.
• After receiving interest, host another information session to select from which national organization the chapter will request recognition.
• Obtain approvals to move forward from Greek Council, the Office of Student Activities & Greek Life, and the Office of Campus Life.
• Send a letter of intent to the selected, national organization of preference.
• Draft a constitution and bylaws, submit both and an updated roster to the Office of Student Activities & Greek Life. The cumulative grade point average for the chapter must be at least a 2.5. If accepting second semester first year students, their individuals GPAs must be at least 2.8.
• Obtain a certificate of commercial liability insurance (with no host, liquor, or hazing liability exclusions) in the amount of $1,000.000 per occurrence, $2,000,000 aggregate, naming Hobart and William Smith as an additional insured, using the following language in the certificate, “Hobart and William Smith, its trustees, officers, employees, and volunteers, are hereby declared to be an additional insured under the terms of this policy. This insurance will not be canceled, non-renewed or modified without thirty (30) days written notice to the Vice President for Finance.” Hobart and William Smith may modify this requirement under certain circumstances.
• Host a new member education program that is approved by its respective national association and submitted to the Office of Student Activities & Greek Life prior to membership intake. The chapter must conduct its new member program in accordance with the letter and spirit of HWS policy, inter/national organizations’ policies, and the New York State laws prohibiting hazing.
• Complete new-member anti-hazing attestations within 24 hours of accepting a membership bid or offer. In addition, all new members are required to attend an HWS sponsored anti-hazing program during the new member education period.
• Develop an annual Chapter Development Plan that outlines the chapter’s specific purpose and goals for the current year and submit it to the Office of Student Activities & Greek Life within three weeks of transitioning newly-elected officers.
• Submit names, addresses and telephone numbers of at least 2 alumni advisory board members, 8 for chapters with housing facilities, and completed information submitted to the Office of Student Activities & Greek Life by the established deadline by each office.

B) Return to Active Status for a Dormant Organization
This section applies to any organization that has voluntarily disbanded, become passive over time, has been removed due to suspension, or has gone dormant due to a lack of membership. An attempt to re-start a currently dormant organization may begin 1 year after the suspension occurs or dormant status began. Those organizations that become dormant due to lack of membership or interest may re-start upon meeting with the Director of Student Activities and Greek Life if the dormancy was one year or less.

a. Organizations that have been suspended 3 times within a 10 year period are ineligible to apply for recognition and are considered an expelled organization. Expelled organization may appeal status after five academic years.

b. In order to return to active status and be able to recruit membership, the organization must complete the following steps and receive authorization from the Director of Student Activities and Greek Life:

• Satisfy all outcomes and requirements outlined in a suspension letter.
• Complete the new organization application with the Office of Student Activities and Greek Life.
• Meet with the Director of Student Activities and Greek Life and receive a letter stating that Hobart and William Smith will recognize the organization upon completion of required outcomes.
• Present the letter from Director of Student Activities and Greek Life to the national organization for approval to re-start the chapter at Hobart and William Smith.
• Follow all steps outlined within the recognition section of these policies.
• Obtain two faculty advisors for a one year period of reinstatement. Upon completion of the one year period of reinstatement, the organization must maintain a single faculty advisor.
• Once meeting all requirements, the organization will receive a letter from the Director of Student Activities and Greek Life notifying them of the re- establishment of the organization.
• Newly recognized organizations may become fully active in the following fall semester recognition after approval from the Office of Student Activities and Greek Life and the Office of Campus Life.

C) Ongoing Requirements for All Organizations

a. Education program
No new member program may last more than seven (7) weeks and must conclude no later than three (3) weeks before the final examination process begins. Students who participate in recruitment processes must be in good standing both academically and socially, be at least second semester first year standing, and have a cumulative GPA of at least 2.5. Bid rosters and new member initiation rosters must be completed and submitted to the Office of Student Activities and Greek Life by the requested deadlines.

b. Anti-hazing
Annual training must be completed by chapter members.

c. Civic Engagement
Each recognized organization on campus must complete a semesterly civic engagement program that includes 70% of the chapter’s membership. Attendance and number of hours associated with the volunteer opportunity must be submitted to the Office of Student Activities and Greek Life.

d. Maintain the Chapter Development Plan and meet all requirements outlined within the plan.
The Chapter Development Plan must include information on how the chapter will work to attain the purposes and goals of the organization in terms of the Chapter Accreditation Program. Host one social and one civic engagement program each semester to serve as a vital part of the campus community. Remain active in Greek Council by sending at a minimum two representatives to weekly Greek Council meetings.

e. Accreditation Program
Greek organizations were created with the strong belief that close association with fellow college peers will aid in the building of friendship and the promotion of excellence in academic, community and social life. The Greek system at Hobart and William Smith today are proud to still uphold these beliefs and as a testament to this, an accreditation model exists to recognize the true meaning behind the Greek system as well as promote and help to further benefit the social and academic well- being of the Hobart and William Smith community. The accreditation process is managed by the Office of Student Activities and Greek Life. The model is distributed to all Greek students at the beginning of each calendar year and is tracked by the Student Activities and Greek Life staff. The process for collecting and evaluating activities that apply to Hobart and William Smith accreditation program is coordinated by the Director of Student Activities and Greek Life and/or his or her designee—this includes the institution of specific outcomes if an organization fails to meet accreditation standards.

D) Housing
Students who belong to the Greek system may live in their organization’s house during their sophomore, junior, and/or senior year(s). New members (“pledges”) in their first-year of academics at Hobart and William Smith are not allowed to live in Greek organization houses. Presidents must submit a housing list to the Office of Housing and Residence Life each semester for approval the following semester. The organization is obliged to provide a room to students listed for the entire term or academic year depending on their housing contract. Any student who moves out of a Greek house must move back in Colleges-owned housing. They may not move off-campus without the permission of Director of Housing and Residence Life.

All Colleges-managed Greek organization housing must maintain 95 percent occupancy or the Greek organization residents must meet a corresponding financial obligation, or, fill the housing vacancies. If such a financial obligation arises, additional room charges necessary to meet the 95 percent occupancy target may be charged to the appropriate student account(s) for that semester.

Hobart and William Smith may choose to permit students who are not part of the Greek system to reside in your house. This decision will be decided on a year-to-year basis and will be announced prior to the start of the housing selection. If non-members are permitted to reside in the house, the house must maintain a 51%+ occupancy of Greek organization members.

Greek house location change – Some Greek organizations reserve the right to select a different housing location each academic year. Housing relocation options vary each year based on availability and Colleges’ needs. A Greek organization housing relocation request must be submitted and reviewed before the end of the current Fall semester. If approved, the housing relocation will be for the following academic year. Housing relocation requests must be for Colleges’-owned houses. The Greek organization must fill at least 85% occupancy of the requested housing relocation with current Greek organization members. Greek house relocation requests are reviewed by the Director of Housing and Residence Life. Requests will be reviewed and approved based on availability and Hobart and William Smith needs.

In accordance with the HWS Housing Agreement, all undergraduate students residing in a Greek house are required to be on a meal plan. Residing in a Greek house does NOT exempt students from the meal plan requirement.

E) New Members/Pledging
The values of the accreditation program should be reflected in each organization’s new member education process as well as its overall operating program. First-year students in their second semester (4 credits earned) are eligible to pledge, join or affiliate with any Greek organization. Eligible students must have a 2.8 GPA, good midterm progress report, no conduct history, and there are extended study requirements.

F) Recognized Organizations
Fraternities recognized by Hobart and William Smith for the 2025-2026 academic year are Chi Phi, Delta Chi, Kappa Alpha Society, Kappa Sigma, and Sigma Phi Society. The sorority recognized by Hobart and William Smith is Theta Phi Alpha.

G) Unrecognized Greek Organization Policy
During periods of suspension or expulsion, unrecognized Greek organizations are prohibited from operating under their organizational name, letters, or likeness thereof. By definition, an unrecognized Greek organization is a once recognized Hobart or William Smith chapter or colony whose members are prohibited from using the organizational name or engaging in activities, events, or entering into contracts/agreements whether verbal or written for any Greek organization related function while a student at Hobart and William Smith.

Activities or events may be considered Greek related if three (3) or more members (new members/pledges and/or active/initiates) or at least one elected officer is involved. Incidents involving unrecognized Greek activities or events may result in disciplinary measures above and beyond their original sanctions.

H) Students who affiliate with any disbanded or suspended organizations are subject to review and may be required to withdraw from Hobart and William Smith.

Prohibited activities may include but are not limited to:

• recruiting or initiating new members - that is adding members after the time of chapter/colony suspension or expulsion.
• accessing HWS resources or services under the Greek organization name
• posting Greek organization flyers or other promotional materials on campus or via the campus network
• hosting campus events or activities of any kind
• hosting or participating in off-campus events where 3 or more members are present
• engaging in any legally binding contract or agreement under the Greek organization name
• engaging in other activities that invoke the Greek name

This policy is under the administrative purview of the Vice President for Campus Life and the Student Engagement Center.

III) CLUB, ORGANIZATION, and GREEK LIFE GROUP ACCOUNTABILITY

An event may be considered involving a club, organization, or Greek organization when it involves (1) three or more members present, (2) takes place at an established location of the organization or at an event organized by the organization, (3) invokes the name or insignia of the organization, (4) involves the leadership of the organization, and/or (5) involves a combination of the above.