Sorority Chapter TCRs 2015-2016
Terms, Conditions, & Regulations: Sorority Chapters 2015-2016
Sorority Chapters Locations - effective Fall 2015-Spring 2016
Alpha Chi Omega: Cross, 2nd floor
Kappa Kappa Gamma: Ewing, 4th floor
Alpha Delta Pi: Cross, 3rd floor
Omega Phi Alpha: Ewing, 1st floor
Alpha Omicron Pi: Cooper, 2nd floor
Phi Mu: Haller, 3rd floor
Alpha Phi: Lyons, 2nd floor
Phi Sigma Rho: Haller, 1st floor
Alpha Sigma Alpha: Ewing, 2nd floor
Phi Sigma Sigma: Hoyt, 2nd floor
Alpha Xi Delta: Lyons, 3rd floor
Pi Beta Phi: Cross, 4th floor
Delta Gamma: Cooper, 4th floor
Sigma Alpha: Ewing, 1st floor
Delta Zeta: Ewing, 3rd floor
Sigma Delta Tau: Cooper, 3rd floor
Gamma Phi Beta: Haller, 4th floor
Sigma Kappa: Hoyt, 4th floor
Kappa Alpha Theta: Lyons, 4th floor
Zeta Tau Alpha: Hoyt, 3rd floor
Kappa Delta: Haller, 2nd floor
HOUSING SPACE AND ASSIGNMENTS
A. Consideration for Housing Space
B. Reserved Space and Suite Rental Privilege Requests
C. Housing Contracts Eligibility
- Prospective Member: a student participating in membership recruitment or intake program
- New Member: a student who has accepted a bid to the chapter, but has not yet been initiated into a sorority chapter within the current academic year
- Initiated Member: a chapter member who is initiated prior to the academic school year
- Overflow Member: initiated or new members who receive a Housing Contract through the sorority process, but are not assigned on the sorority chapter floor.
- Sorority Assistant: a member of the sorority, employed by Residence Life, who works in conjunction with the Assignment Office regarding sorority chapter housing. The sorority assistant is responsible for the following tasks: educating sorority members about the housing process and timeline; submitting required information to the Assignment Office by the deadlines; updating sorority chapter members' eligibility for a sorority chapter floor Housing Contract or overflow Housing Contract; coordinating room assignments; and resolving any Housing Contract or room assignment issues.
D. Requirements to Maintain Housing Space
E. Assignment of Housing Space
- Students with a documented medical accommodation, as defined by the Americans with Disability Act (ADA), will be assigned by sorority assistant after consulting with the Assignment Office to ensure that any housing accommodation required is fulfilled.
- The sorority chapter president and sorority assistant are required to reside on the sorority floor during their term of office. Once the HFS Contract is accepted, the president and sorority assistant are responsible for, and obligated to, the entire term of the HFS Contract, regardless of the length of their term in office. If the term ends at the end of fall semester, the president and sorority assistant is still expected to reside on campus for spring semester to fulfill the Housing Contract obligation.
- The sorority assistant will identify the members eligible to receive a HFS Contract offer for the chapter floor and overflow housing.
- The sorority assistant will be responsible for completing the room assignments for all members who accepted a sorority HFS Contract in consultation with the Assignment Office.
- Reserved housing space is restricted to areas where suite accommodations can be provided. If a designated suite space is not required by the chapter, the chapter may reserve other meeting space on campus as needed through the online reservations process.
- A sorority member may conduct her own Direct Room Change within the sorority floor as outlined in the general Terms, Conditions, and Regulations of the HFS Contract, once they view their room assignment on eLiving in late July. A sorority HFS Contract cannot be exchanged with non-sorority members, the exchange will only be permitted between floor members..
F. Overflow Housing
- The sorority assistant must submit the list of overflow housing members by the deadline date indicted on the timeline.
- The names must be in the order that the overflow members will be moved should a vacancy occur on the sorority floor.
- The sorority assistant will be notified when a vacancy on the floor occurs and the name of the next member to be reassigned to the sorority floor. The sorority assistant will have 24 hours to submit a different name from the overflow list to fill the vacancy. If the sorority assistant does not respond within 24 hours, the Assignment Office will proceed with reassigning the next person on the list.
- Once a student is reassigned to the sorority floor, members may process a direct room exchange using the eLiving system to change room assignments within designated chapter rooms on the floor. Direct room exchanges can be processed until the ninth week of the semester. After that time, the Assignment Office can assist with reassignments.
- Students who accept a HFS Contract for Eastview Terrace, Nittany Apartments, suites, singles, or an SLO cannot be a part of the overflow list.
- While overflow members may request a roommate request for their assignment in overflow housing, there is no guarantee that they will receive or keep this roommate preference once vacancies on the sorority floor occur and students are reassigned to the sorority floor.
- Sorority members living in other housing areas, such as Eastview Terrace, Nittany Apartments, etc. will be considered for assignment to the sorority floor after all overflow members have been relocated.
- Sorority members with an overflow HFS Contract will be reassigned to the sorority floor as specified in the Overflow Housing section.
- If there are vacancies on the sorority floor and all overflow members have been reassigned, the sorority will be required to fill the vacancies. The chapter can opt to fill a vacancy using one of these options:
- Filling the vacancy on the sorority floor with a member or new member currently residing in permanent space on campus.
- Identifying an independent student who lives in regular housing or supplemental housing space to voluntarily move into the vacancy. Any independent students living on the sorority floor will not be counted in meeting the minimum requirements for maintaining suite space or reserved housing.
- Offering a HFS Contract to a member currently living off campus.
- If an initiated member, new member, or independent student residing in regular housing space is not found within the period of time designated by the Assignment Office, the sorority chapter will be in violation of these Terms, Conditions, and Regulations.
- If the sorority is unable to identify a student to reside on the sorority floor, the Assignment Office will assume responsibility for filling the vacancy. This may mean that sorority space will be consolidated and an independent student will be assigned.
- Vacant spaces can be used at the discretion of the Assignment Office as needed at any time.
- Reserved housing space for sororities who do not occupy a complete floor will be allocated and assigned on a consecutive or contiguous room basis, as determined by the Assignment Office. If and when vacancies occur and a sorority replacement is not available, the members must consolidate, as mandated by the Assignment Office. Any vacancy occurring will need to be located at either end of the reserved block of rooms. The Assignment Office will determine who is to be assigned to those vacancies.
H. Sorority Housing Assignment Timeline
- The sorority chapter is expected to submit complete and accurate information by the deadline date using the eLiving system, email, or an online document.
- Information submitted after the deadline date may not be accepted. Requests to release a sorority HFS Contract after the submittal deadline will not be honored. Any member who was not a part of the sorority HFS Contract process will need to participate in the general student HFS Contract process to request a contract, and will not be guaranteed an offer.
- If a student accepts a regular room HFS Contract through the general process, the sorority building and floor can be indicated as a HFS Contract preference and should be listed as the number one priority. If there are any vacancies on the sorority floor when assignments are processed, students with a regular HFS Contract may be considered to fill this space once all overflow members have been reassigned.
- If a student accepts a supplemental HFS Contract through the general process, the Assignment Office can be contacted to identify her as a sorority member. The student will be considered for assignment to the sorority floor after all overflow members have been reassigned and any student with a regular HFS Contract has been reassigned.
- If a student does not receive an offer for a regular room or supplemental HFS Contract, their name will be added to the supplemental housing Waitlist. There is no guarantee that a student on the Waitlist will receive an offer for a HFS Contract. All offers made from the Waitlist are for supplemental housing.
- Sorority members are also eligible to conduct a Contract Transfer of Obligation.
- If the sorority member without a HFS Contract finds another sorority member with a sorority HFS Contract, the sorority member can assume the obligation of the contract and receive a room assignment on the sorority floor.
- If the sorority member without a HFS Contract finds an independent student with any type of HFS Contract, the sorority member can assume the obligation of the contract and receive a room assignment to a supplemental housing space, regardless of where the independent student was located.
- If a sorority does not adhere to the timeline dates, the chapter will be referred to the Pan-Hellenic Judicial process as a violation of the Terms, Conditions, and Regulations.
I. Sorority Suite Requirements
- A sorority chapter is required to meet occupancy requirements as recorded on the second Friday of classes after fall arrival, as defined in the section Requirements to Maintain Housing Space.
- Sorority chapters not meeting occupancy requirements on the second Friday of classes after fall semester will be referred to the Pan-Hellenic Judicial process as a violation of the Terms, Conditions, and Regulations.
- Consideration will be given, on a case-by-case basis, to National Pan-Hellenic Council and Multicultural Greek Council sororities who have not been permitted by their authorizing agent to conduct membership intake.
- If a chapter loses suite privileges, the chapter will still be expected to pay for all suite rental charges in full. Consideration will be given to provide temporary storage of sorority suite furnishings. Penn State University is not responsible for loss or damage of stored items.
- If a chapter loses reserved housing privileges, the chapter may be displaced from the current suite.
J. Sorority Suite Rental Agreement
K. Sorority Suite Billing and Payment
- The sorority chapter will receive a bill at the beginning of fall and spring semesters. Payment for the rental fee can be made to the Bursar’s Office.
- Each chapter will be billed for rent due prior to the beginning of each semester. The amount is payable to Penn State and should be mailed to the Office of the Bursar, 103 Shields Building. At least one-half of the semester rental rate is due in advance of the arrival day for new students each semester. The balance is due on or before the Monday of the seventh (7th) week of the semester.
- A chapter will be denied the use of their suite if they fail to meet these rental requirements, or if a balance is due from a previous year for rental, renovations, redecorating, etc.
- Sororities in Pollock or non-renovated South buildings: sorority representatives may not obtain keys to the suite until such time that one half of the semester suite rental rate is paid. Housing staff members are not authorized to permit access to suites in advance of a sorority representative obtaining keys.
L. Sorority Suites
- Sorority suites feature a card reader on the entry door. Sorority members living on the floor automatically have access to the suite on their floor 24 hours/7 days a week. Sorority members will not have access to other suites in the building. Overflow and off-campus members are eligible to receive card access to the building and suite, per the Protocol for Non-Sorority Members. Doors to the suite are not permitted to be propped open.
- Keys for kitchen cabinets and display cabinets will be issued to the sorority assistant. . The sorority assistant will be responsible for the keys during the academic year and/or duration of employment. Keys must be returned to Housing Office at the end of spring semester. The sorority is responsible for any costs associated with a lost key.
- The sorority has the option to select a standard furniture package provided by Housing (sororities located on the first floor will receive a furniture package with reduced quantities to fit space):
- Living Room: 6 seats (in any configuration: sofa-3 seats, loveseat-2 seats, chair-1 seat); 1 coffee table (an Ottoman with a soft or solid surface top); 2 end tables or 2nd coffee table.
- Dining Room: 60”x60” equivalent table surface (in any configuration: 4 each 30”x30”, 2 each 30”x60”, or 1 each 48”x72”; Standard, Bar, or Countertop Height Stools (based on availability); 8 Chairs, with or without a padded seat.
- The sorority may opt into the furniture package at any time. Furniture purchased by the University is property of the University. Reupholster and replacement of University-owned furniture will be completed as outlined in the Chapter Suite Redecoration section.
- Each chapter may, at their own discretion, purchase their own furniture and/or reupholster their furniture (without University assistance or involvement) at dates convenient to the chapter.
- Chapters may furnish shelves, lamps, radios, stereos, DVDs/VCRs, pictures, personal computers, decorative screens, and planters. Items that are prohibited as outlined in the Housing Contract Terms, Conditions, and Regulations also apply to the suite. The University is not responsible for property belonging to the chapter. All chapters are strongly encouraged to carry insurance on their belongings. Maintenance of chapter owned equipment and furnishings is the responsibility and expense of the chapter.
- Composite boards, stack shelving, pictures, mirrors, window treatments/window covering, or bulletin boards may be installed in the suite at the chapter’s expense by contacting the area Housing Office.
- Upon dissolution of the chapter or permanent vacating of the suite, any items such as those above or others not specifically mentioned which have been introduced into the suite will be handled as followed:
- Removed by the chapter, who is responsible for any expense incurred during removal of these items and/or repairing any damages caused by their removal. Removal of any of the introduced items while the sorority is continuing to occupy the suite shall be at the sorority’s expense.
- Temporarily stored with proper Housing approval, not to exceed the length of one semester.
- Become the property of the University. Should the University determine they are of value to the University, shall be regarded as a general gift from the student to the University.
- University property, equipment, furniture or furnishings may not be removed from the chapter suites for use within residence halls or elsewhere, on or off campus.
- Sorority chapters are not permitted to rent furniture or bring in additional furniture for special events.
- Rearrangement of furniture within the chapter suites need not be approved by area Housing Office. However, heavy items owned by the University and used by the chapter shall be moved by Housing personnel to reduce the chance of damage. Housing can assist the sorority with moving the furniture at the sorority’s expense. Chapters will make their own arrangements for moving all items owned by the chapter. Repair costs to fix any damage to University property as a result of moving furniture will be the responsibility of the sorority.
- Suites will be entered once a week by housing employees for a cleaning inspection. The sorority is responsible for trash and recycling material removal from the suite to the appropriate areas. Chapter members will be responsible for maintaining their suite between cleanings. Failure to maintain the suite in satisfactory condition will result in cleaning charges. The area Housing Office should be notified of needed repairs and maintenance. Failure to notify Housing of needed repairs and maintenance needs may also result in damage charges.
- Painting and flooring replacements are authorized at University expense as part of the suite rental fee system as contained in the Chapter Suite Redecoration section.
- At the end of spring semester, suites must be left in essentially the same condition as when occupied the preceding fall semester. This includes the removal of personal belongings, trash, paper, boxes, etc., and emptying and cleaning of the refrigerator. Personal belonging may not be stored in the suite or storage area during the summer months. The sorority president or the sorority assistant is responsible for scheduling a suite check-out with Housing at the end of the spring semester.
- Windows cannot be painted.
- All sorority projects (i.e., Homecoming, Thon, recruitment) that involve painting or carpentry work must be done in an area designated by the area Housing Office. Such projects may not be done in the chapter suites, lounges, corridors or student rooms. Resulting damages and/or necessary clean-up will be charged to the chapter.
- Smoking is not permitted in any University building.
- Pets and animals are prohibited in residence halls.
- Use of Lighted Candles in Sorority Suites:
- If a sorority wishes to use lighted candles in a suite as part of an official ceremony, the sorority must get approval from the Director of Environmental Health and Safety (814-865-6391). The area Assistant Director of Residence Life will be informed if the event is approved. If Environmental Health and Safety authorizes the sorority to have candles at an event in their residence suite, the group’s advisor must be present during the entire time the candles are lit. A fire extinguisher must be obtained from the area Housing office. At the end of the ceremony, the candles must be placed back in storage.
- Candles may not be used, displayed, or stored in individual student rooms. Candles used for sorority ceremonies must be stored in chapter suites and may not be on display.
M. Use of Suites for Activities
- Suites are limited to use for everyday activities. Sororities can reserve the chapter meeting room in the building to conduct chapter events. The suites are not to be used for meetings, trunk shows, philanthropic events, or to house overnight guests.
- Tape of any nature, nails, pins, tacks, and glue or paste may not be used to attach any item or decoration to the walls, columns, ceilings, woodwork, sprinklers or smoke detectors in chapter suites. Sororities may request Housing to hang wall hangings at the sorority’s expense. Any damages incurred are the responsibility of the sorority.
- The sorority may not replace light bulbs in any fixtures within the suite. Housing must be contacted for replacement. Any lamps that the sorority provides in the suite will be the responsibility of the sorority to replace light bulbs. Decorative material must not be used on light fixtures.
- Additional services required of the Housing Staff and damages to equipment and furnishings will be charged to the sorority. Regular hours of employment for service personnel are from 8:00 a.m. to 4:30 p.m., Monday through Friday, and 6:00 a.m. to 2:30 p.m., Saturday and Sunday. Work performed outside these regular hours will be charged at appropriate overtime rate.
N. Chapter Suite Redecoration
- Redecoration or refurbishing projects in chapter suites are generally completed during the summer months to reduce conflict between the use of the suite and progress of the work.
- If a sorority is interested in redecorating the suite, the following timeline will be used to ensure the project can be processed in a timely manner, while allowing adequate time to select materials/colors, process orders, and resolve issues. Extensive renovations will be limited and may require permits and engineering/architectural plans, which could in turn delay the completion of the project.
- Fall Semester: the sorority should begin preliminary discussions within the chapter to decide what work, if any, needs accomplished. The sorority chapter is responsible for receiving approval from the sorority advisor, national office, and/or Alumni Corporation before Housing is approached.
- Mid-January: the sorority chapter president should email the Housing Manager the general outline and scope of the project request. Approval from the sorority advisor, national office, and/or Alumni Corporation should be included in the email.
- Mid-February: Housing will respond to the sorority president indicating whether the project was approved. If approved, tentative estimates and distribution of costs (what portion of the costs will be assumed by the University and sorority chapter) will be included.
- Early March: sorority representatives will meet with Housing to finalize material and color selection. The sorority chapter will secure necessary final approval from sorority advisor, national office, and/or Alumni Corporation to make firm commitments, and then proceed with any or all charges.
- All repairs and installations must be performed by University personnel, which will be charged to the sorority. Sorority chapters are not authorized to contract for outside services. This includes hanging composites, decorations, or decorative items (pictures, mirrors, shelves, etc.).
- Housing is responsible for the replacement cost of items listed in the chart below, when the item has been in service for the number of years indicated. The sorority chapter is financially responsible for damages and breakage beyond normal wear-and-tear.
- The following items should be serviceable for the indicated number of years:
- Appliances: Refrigerator -10 years; Stove/oven -10 years; Dishwasher 10 years; Microwave 10 years; Television 8 years
- Furniture: Reupholster - 8 years; Replacement - 16 years
- Painting: Walls/Ceilings - 6 years. No credit will be given to the sorority when permission for painting is given prior to the passage of the years indicated.
- Flooring - 8 years. The flooring installed has an expected life span of eight years. Any floor replacement required prior to the eight years will require the sorority to share the cost of replacement.
|End Of Year Number||Sorority Cost||University Cost|
* There is a maximum cost allowance of $20.00 per yard for flooring replacement. If the replacement material costs more than $20.00 per yard, the sorority chapter will be responsible for the additional per yard cost, in addition to the participation cost.
- Window treatment/window covering (roller shade) is provided by Housing, and is a standard feature in all sorority suites that cannot be removed. The sorority chapter may provide additional window treatment/covering or accents that is appropriate to the space at their expense. These items may not be visible from outside of the building, and must meet the NFPA Life Safety Code 101, Class B for interior finishes. A written statement from the manufacturer or supplier certifying compliance must be provided to the Housing Manager. Housing does recommend that the sorority utilize the services of a vendor/contractor for window treatments, including measuring and installation. Installation by a vendor must be coordinated with Housing.
- Chapter suites are not automatically redecorated on a fixed cycle of years. The determination of distribution of costs at any given time is based on several considerations:
- Present condition of facilities
- Length of time since last previous decoration
- Use and care of facility by sorority
- Participation of chapter in redecoration costs from previous years
- Financial considerations applicable to other chapters from previous years
O. Chapter Kitchen
- The kitchen needs to be well-maintained and routinely cleaned.
- Food items must be kept closed to prevent the attraction of insects. If insects are detected, the sorority chapter needs to contact the Housing Office. Costs incurred for insect remediation due to unkempt conditions will be charged to the sorority.
- Refrigerators should be routinely cleaned out to prevent spoilage and defrosted annually. At the end of spring semester, the contents of the refrigerator and freezer must be removed and cleaned, the freezer should be defrosted, and the refrigerator should remain plugged in.
- In accordance with the HFS Contract Terms, Conditions, and Regulations, the following cooking appliances, other than those already provided, are prohibited:
- Hot plates, toasters, torchere-style (floor standing) halogen lamps, immersion heaters, heating coils, ovens, grills (indoor and outdoor), personal microwave ovens, personal refrigerators, rice cookers, etc.
P. Use of Housing and Food Services Facilities for Sorority Functions and Activities
- Use of Housing facilities other than the suite must be scheduled in advance and registered with the area Residence Life Office.
- The use of food service facilities must be scheduled in advance with the area Food Services office.
- Each chapter will be held responsible for the conduct of members and guests when a sorority function or activity is held in Housing and Food Service facilities, and must properly identify guests when requested by University officials.
Q. Chapter Storage
- Storage rooms need to be well-maintained, organized, and routinely cleaned.
- Personal property may not be stored in either the storage room or suite.
- Food items may not be stored.
- Items may not be within 18” of the ceiling per fire safety regulations.
- Storage rooms are subject to annual inspection by Housing for maintenance and safety concerns.
- Electronic combination locks will be used on the storage rooms, and combinations will be changed on an annual basis or upon request by the sorority.
R. Non-Resident Building Access
- Non-resident sorority members can obtain the “Agreement for Key/Card Access” form from the Office for Fraternity and Sorority Life. Upon reading and agreeing to the form, the member must present proper identification. Once completed, the form will be submitted to the office for Access Control Housing. Only valid sorority members will receive access.
- The “Agreement for Key/Card Access” form specifies that sorority access privileges will be assigned a “begin” and “end” date within the current academic year. Members will be required to use the Penn State id+ Card to gain access to the building. Access will be through one designated building door for a specific day/time period. Members are only permitted in the lobby and sorority suite areas of the building without an escort. Members must be escorted by a resident of the building at all times if they wish to go to other areas of the building, including the sorority residential floor.
- Sorority members who violate University Housing regulations will have their access privileges terminated.
S. Identification of Sororities
T. Mail Service
- Sorority chapters may receive mail and packages. Each sorority will be provided a sorority mailbox at the commons desk. Mail and packages may only be picked up by the sorority president or designee.
- Sorority chapter mail, including all types of packages, must be addressed either directly to the sorority suite or to the sorority in care of a sorority member on the chapter floor. Any mail or packages addressed to the sorority in care of a student not living in the residence halls will be immediately returned to the sender or the U.S. Post Office.
- The sorority president or designee must present their Penn State id+ Card to receive mail and/or packages.
- At the end of the spring semester, the sorority president or designee should provide the commons desk a forwarding address for chapter mail received during the summer.
U. Alcohol and Illegal Substances
- The possession or use of alcohol beverages is prohibited in all Penn State on-campus undergraduate buildings, including residence rooms, common areas, and sorority suites, for students of any age, including those age 21 or older.
- It is a violation of state law and University policy for a student under 21 years of age to attempt to purchase, consume, possess, or transport alcoholic beverages. It is unlawful to sell, furnish, give, or permit alcoholic beverages to be sold, furnished, or given to a minor.
- It is against residence hall policy for there to be any tailgating activities in the residential quad areas or residence hall parking lots where alcoholic beverages are being served on any football game/event weekend including all home football games, Football Eve, Fourth Fest, and the spring Blue and White Weekend. Students tailgating with alcoholic beverages in these defined areas will be confronted and will likely be charged with “open containers in an unauthorized area.”
- Sorority members will be held responsible for activities that occur in their rooms or suite, including if guests are violating any polices. Sorority members will be referred to the Office of Residence Life, the Office of Student Conduct, and/or University Police.
- Glitter is not permitted for any occasion in any residence hall.
- All decorating materials must be fireproof. Combustible items such as straw, corn stalks, reeds, sawdust, leaves, excelsior, and shavings may not be used for decorating within the residence halls. Decorations are subject to approval as defined by the General Rules for the use of University Buildings as Indicated by Provision of Fire and Panic Act (Commonwealth of Pennsylvania) and the operating regulations of the University.
- Decorations may not be placed outside of residence halls without special authorization from Housing.
- Individual student decorations or signs may not be attached to individual room doors or to the outside of the residence halls.
- Decorations may not be hung from windows, the faces of the residence halls, or attached to window screens. Screens may not be removed.
- If sorority members decorate other students’ room doors, such as new recruits, decorations such as streamers, balloons, etc. may only be displayed for 24 hours. If the sorority member is entering another building to decorate a fellow member's door, escort policies must be followed. Any damage or cleaning required from decorations that are not removed by the end of 24 hours will be charged to the sorority.
- Please refer to the decoration policies found in Policies and Regulations section of the Terms, Conditions, and Regulations of the HFS Contract. These policies include decoration policies for student rooms, student doors, windows, and holiday decorations.