Sorority and Fraternity Life Policy

Table of Contents

1. Purpose
2. Applicability
3. Definitions
4. Policy Statement
4.1. Minimum Standards for Recognition & Good Standing
4.1.1. Annual Registration/Re-Registration Process
4.1.2. Statement of Commitment to University Policies and Guidelines
4.1.3. Compliance with New Member Education and Initiation Timeframe
4.1.4. Benefits for Recognized Social Sororities and Fraternities
4.2. Expansion: Fraternities and Sororities Seeking Recognition
4.3. Event Guidelines
4.4. Chapter Facilities
4.4.1. Overview
4.4.2. House Directors
4.4.3. Use and Occupancy of Chapter Facilities and Grounds
4.4.4. Facility Improvements
4.4.5. Pest Control
4.4.6. Safety
4.4.7. Exterior Maintenance
4.4.8. Utility and Service Billing
4.4.9. Fire Safety Program
4.4.10. Administrative
4.4.11. Appendix
4.5. Florida Greek Standards
5. References and Related Information

1. Purpose

This Sorority and Fraternity Life Policy (“Policy”) provides the framework for implementing University of Florida (“UF”) Regulation 4.004, Social Fraternities and Sororities.

2. Applicability

This Policy applies to all UF Social Sororities and Fraternities and to the individual members of those organizations. Each organization and its members are subject to and expected to comply with this Policy. In addition to Regulation 4.004 and this Policy, Social Sororities and Fraternities are subject to all other applicable UF regulations, policies, procedures, rules, requirements and standards, including but not limited to:

• UF Regulation 4.040, Student Honor Code and Student Conduct Code
• The Student Organization Resource Guide
• The constitution and bylaws of the applicable Governing Council

3. Definitions

Active Member means an initiated member of a Social Sorority or Fraternity who is a degree-seeking enrolled student at UF.

Affiliation/Affiliated means the Social Sorority or Fraternity in which an individual holds membership.

Campus means all UF-owned, -occupied, or -controlled lands and buildings located within the state of Florida, consistent with and as further described in UF Policy 4-011, Use of University Space.

Chapter means a local unit of an inter/national sorority or fraternity, designated by a specific Greek letter name.

Chapter Advisor means an individual appointed by an inter/national sorority or fraternity organization to advise and mentor a Chapter.

Chapter House means a residential facility approved by the Office of Sorority and Fraternity Life (“SFL”) for occupancy and use by a specific registered Social Sorority or Fraternity at UF.

Chapter Facility means the Chapter House and all associated grounds and outdoor areas owned, occupied, or controlled by the House Corporation, including any structures, improvements, and surrounding property used in connection with the operation or activities of the Chapter.

Event means without limitation, any function, gathering, occasion, or party, consistent with and as further described in UF Policy 4-011, Use of University Space.

Event Permitting System means UF’s online system to register and permit Events on Campus, consistent with and as further described in UF Policy 4-011, Use of University Space.

Expansion means the formal process through which SFL reviews and approves inter/national Social Sororities and Fraternities seeking to establish new Chapters at UF.

Fire Safety Program means the UF program designed to promote fire safety in Social Sorority and Fraternity Chapter facilities through inspections, training, and compliance activities.

Florida Greek Standards means the accreditation program establishing minimum operational expectations and performance achievements for Social Sororities and Fraternities based on community pillars including scholarship, leadership, service, and community.

Florida Greek Standards Review Committee means the committee convened to review Chapters designated as unsatisfactory under the Florida Greek Standards. The committee is responsible for evaluating a Chapter’s standing, meeting with Chapter leadership, and assessing concerns related to standards compliance and overall Chapter performance. The committee is convened and coordinated by the Executive Vice President of the Chapter’s respective Governing Council and includes a staff member from SFL and the Executive Vice Presidents from each of the four Greek Governing Councils.

Good Standing means a Chapter that is in compliance with applicable requirements and is not subject to sanctions.

Governing Council means a student governance body recognized by UF and delegated authority to participate in the shared governance of Social Sororities and Fraternities. A Social Sorority or Fraternity is expected to be aware of the policies and procedures of each Governing Council, as the organization must be Affiliated with one of the four Governing Councils upon registering as a Social Sorority or Fraternity. For specific information about the Governing Councils, please refer to the following website: greeks.ufl.edu.

Hazardous Waste means dangerous waste materials including pesticides, poisonous, caustic or corrosive chemicals (including many solvents and cleaning materials, oil-based paints, and electrical devices containing heavy metals), radioactive materials, and infectious medical waste.

House Corporation means a legal entity that holds title to or leases real property used for a Chapter’s living or meeting purposes and is responsible for property ownership, maintenance, and leasing.

House Director means an individual employed by a House Corporation board to reside in and supervise a Chapter House.

House Manager means an Active Member of a Chapter who holds a student leadership position, typically resides in the Chapter House, and assists with operations.

Household Garbage means typical residential waste generated from daily living activities, including food waste, packaging, paper products, and similar materials. This includes small, lightweight waste such as litter, as well as larger non-hazardous items such as discarded furniture, appliances, boxes, and other bulky household items.

Inactive Membership Status means a designation indicating that an individual or Chapter remains Affiliated with a Governing Council but is not actively participating in organizational activities and has not been terminated.

Initiation means the formal ceremony through which a New Member becomes an Active Member of a Social Sorority or Fraternity. Each Chapter has a different set of Initiation requirements.

Initiation Timeframe means the period designated for completion of New Member education and Initiation requirements.

(Inter)National Headquarters means the governing body of an inter/national Social Sorority or Fraternity.

New Member means an individual who has accepted a bid from a Social Sorority or Fraternity but has not yet completed Initiation.

New Member Presentation Show/Reveal means a formal presentation of a class of New Members that is typically conducted in a public forum after Initiation.

Outdoor Waste means non-hazardous waste generated from outdoor, yard maintenance or construction-related activities, including vegetative debris such as leaves, grass clippings, and branches, as well as materials such as wood, concrete, tile, carpeting, electrical and plumbing fixtures, roofing materials, glass, metal, and demolition debris.

Recognition means formal approval by UF permitting a Social Sorority or Fraternity to operate at UF.

Registration means the process through which a student organization is authorized to operate at UF and receive institutional privileges. For additional information on student organizations, see UF Policy 16-003, Registered Student Organization Classification and Officer Eligibility.

Social Sorority and/or Fraternity means student organizations that are founded on the principles of brotherhood or sisterhood and are based on the ideals of friendship, personal growth and service to the community. In keeping with the educational mission of UF, Social Sororities and Fraternities promote the highest standards of scholarship, leadership, and service for their members. All Recognized Social Sororities and Fraternities must be members of one of the following Governing Councils: Interfraternity Council, Multicultural Greek Council, National Pan-Hellenic Council, or Panhellenic Council. For additional information about this definition, please refer to UF Regulation 4.004, Social Fraternities and Sororities.

UF Geography means the physical footprint of the UF enterprise, including all UF-owned, leased, or otherwise occupied land, buildings, and spaces where UF business is conducted and employees are expected to perform work in person. This includes, but is not limited to, the Gainesville Main Campus, Health Science Center, affiliated clinical and research facilities, extension sites, and other UF-controlled locations approved for official UF operations.

4. Policy Statement

This Policy provides the framework to implement and operationalize UF Regulation 4.004, Social Fraternities and Sororities.

Social Sororities and Fraternities must abide by all applicable UF regulations and policies, including but not limited to those set forth in the UF Student Organization Resource Guide and UF Regulation 4.040, Student Honor Code and Student Conduct Code. Students who are members of a Social Sorority or Fraternity are subject to and are expected to be familiar with these regulations and policies, including those that pertain specifically to the SFL community.

UF’s Recognition of Social Sororities and Fraternities does not constitute actual or constructive endorsement of any organization’s statements, ideas, or activities.

4.1. Minimum Standards for Recognition & Good Standing

4.1.1. Annual Registration/Re-Registration Process

To maintain Recognition and Good Standing, all Social Sororities and Fraternities must renew their Chapter Registration at the beginning of each fall semester by the deadline established by SFL. As part of the annual Registration renewal process, Social Sororities and Fraternities seeking Recognition are required to provide certain information, paperwork and agreements as outlined by SFL, including but not limited to:

• Proof of current liability insurance in the amount of $1 million for unhoused Chapters and $2 million for housed Chapters, naming the UF Board of Trustees as an additional insured. SFL will maintain current certificates of insurance and will prompt Chapter presidents to provide updated information upon expiration. Failure to maintain a current certificate of insurance on file with SFL may result in delays in the Event Permitting System process or denial of Event permits.
• Accurate roster information for all members.
• A current list of Chapter officers.
• Verification of the Chapter Advisor, including the name of the primary Chapter Advisor, phone number, email address and city of residence.
• A copy of the Chapter’s local bylaws outlining the Chapter’s judicial or accountability process.

All Recognized Social Sororities and Fraternities must be members of one of the following Governing Councils: Interfraternity Council, Multicultural Greek Council, National Pan-Hellenic Council or Panhellenic Council.

If a Social Sorority or Fraternity elects to enter Inactive Membership Status for non-conduct related reasons and intends to return to active status in the future, the Chapter must notify SFL and complete a return agreement with SFL by the end of the academic semester preceding the transition to Inactive Membership Status. The return agreement will outline the expectations for the organization’s return in compliance with SFL and any other applicable UF regulations, policies, procedures, rules, requirements or standards. A Social Sorority or Fraternity that fails to uphold the expectations of the return agreement or does not complete a return agreement with SFL must participate in the Expansion process as outlined in Section 4.2 of this Policy.

4.1.2. Statement of Commitment to University Regulations, Policies and Guidelines

As part of the annual Registration process, Social Sororities and Fraternities seeking to maintain Recognition and Good Standing must agree to the following items that comprise the Statement of Commitment to University Policies and Guidelines:

• Adherence to the Florida Greek Standards Accreditation Policy and requirements outlined therein. To maintain Recognition and Good Standing, Social Sororities and Fraternities must meet the minimum accreditation requirements established by the Florida Greek Standards. Additional information about the FGS is available at greeks.ufl.edu.
• Compliance with all UF regulations, policies and guidelines, including but not limited to Regulation 1.006, Non-Discrimination/Harassment/Invasion of Privacy Policies, Regulation 4.040, Student Honor Code and Student Conduct Code, Policy 16-003 Registered Student Organization Classification and Officer Eligibility, Regulation 4.006, Commercial Activity and all other policies administered by SFL. Additional information about policies administered by SFL is available at greeks.ufl.edu.
• General support for and compliance with the constitution, bylaws and other rules of the applicable Governing Council with which the Social Sorority or Fraternity is affiliated.
• Recruitment and acceptance of members who are currently enrolled, degree-seeking UF students who pay the UF Activity and Service Fee.
• Timely provision of Chapter information, documentation, and updates to UF or SFL upon request.
• Participation in mandatory training programs required by UF or SFL.
• Submission of any additional information requested by UF or SFL.

If a Chapter fails to meet the minimum accreditation requirements outlined in the Florida Greek Standards Policy for two or more consecutive academic years, the Florida Greek Standards Committee will make a recommendation to the SFL Director for review of any withholding or revocation of Registration or Recognition status. If loss of Recognition occurs, the Social Sorority or Fraternity must work with SFL and the appropriate Governing Council pursuant to Section 4.5 of this Policy.

A Chapter not in Good Standing may be subject to one or more sanctions, including but not limited to:

• Prohibition on social activities
• Prohibition on participation in other Social Sorority or Fraternity related social events
• Prohibition on exchange dinners
• Loss of Chapter Recognition

4.1.3. Compliance with New Member Education and Initiation Timeframe

Social Sororities and Fraternities seeking to maintain Recognition and Good Standing must comply with a six-week designated New Member education and Initiation Timeframe.

The six-week designated New Member education and Initiation Timeframe is established by SFL. Each timeframe is set based on the recruitment process or Events hosted by the applicable Governing Council for each semester. The designated timeframe begins immediately following each Governing Council’s recruitment process or Event. Specific dates for the New Member education and Initiation Timeframe will be provided to Chapter leadership before the fall and spring semesters begin.

All New Member education, New Member activities, and Initiation must occur within the designated timeframe. This includes New Member Presentation Shows/Reveals. All New Member education, New Member activities, and Initiation must be completed within the same semester in which the New Member received an invitation to join the organization, unless prior permission is given by the SFL and the applicable (Inter)National Headquarters.

Request for Extension or Modification: A Social Sorority or Fraternity seeking to operate outside of the designated New Member education and Initiation Timeframe must request approval from SFL no later than four weeks prior to the opening of the Chapter’s designated timeframe. The request must be submitted in writing and include the reason for the request, supporting documentation and approval from both the Chapter Advisor and (Inter)National Headquarters. The request must be submitted to the SFL Director or their designee. A Social Sorority or Fraternity that fails to follow the prescribed timeframe, process or guidelines may be required to cease all New Member activities, may be prohibited from further use of the six week New Member request for extension or modification process and may be referred to the Office of Student Conduct and Conflict Resolution.

4.1.4. Benefits for Recognized Social Sororities and Fraternities

A Social Sorority or Fraternity with Recognition at UF will be afforded the following benefits, which are not exhaustive:

a) Support through SFL, including access to training, advisement, statistical reports and related services.
b) The ability to participate in UF, SFL, and Governing Council activities.
c) Use of UF facilities, including but not limited to buildings and grounds owned or controlled by UF, including athletic and recreational fields, as well as streets, sidewalks, parking lots, and roadways.
d) The ability to apply for storage cabinet, storage locker or mailbox space through the UF Department of Student Engagement.
e) Participation in Student Organization Fairs.
f) Use of UF real property on which a Chapter House is located, provided the Chapter House is in compliance with Section 4.4 of this Policy. Compliant Chapter Houses will be included on UF’s annual certification to the local tax appraiser confirming eligibility for a property tax exemption as permitted by law.

4.2. Expansion: Sororities and Fraternities Seeking Recognition

Detailed procedures governing Expansion and Recognition of new Social Sororities and Fraternities are maintained by SFL and are available on the SFL website.

4.3. Event Guidelines

Guidelines governing Events hosted by Social Sororities and Fraternities are maintained by SFL and are available on the SFL website.

4.4. Chapter Facilities

This section establishes the requirements and standards applicable to Chapter Facilities affiliated with a Social Sorority or Fraternity at UF. Chapter Facility, as defined herein, includes the Chapter House and all associated grounds and outdoor areas owned, occupied, or controlled by the House Corporation, including any structures, improvements, and surrounding property used in connection with the operation of the Chapter. Chapter House and Chapter Facility are used interchangeably in this section.

Compliance with this section is required to maintain Recognition and Good Standing. The provisions below govern ownership, operation, safety, occupancy, maintenance and oversight of Chapter Facilities.

4.4.1. Overview

To maintain Recognition, the following requirements pertaining to Chapter Facilities must be met:

a) The Chapter House must be owned and operated by a House Corporation incorporated within the State of Florida or by a division of the (Inter)National Headquarters or another designated authority recognized by the (Inter)National Headquarters.
b) The Social Sorority or Fraternity must hold an active charter or operating status with its (Inter)National Headquarters.
c) The real property on which the Chapter House is located must be zoned appropriately for sorority or fraternity housing as specified by the applicable local government authority.
d) Assist UF in verifying annually to the local tax authority those Chapter Houses that are eligible for property tax exemption as permitted by law.
e) The Chapter House must have a House Director. The House Director is responsible for coordinating maintenance and operation of the Chapter House under the direction of the House Corporation or (Inter)National Headquarters and with assistance from the House Manager when applicable.
f) All Chapter Facilities must be accessible for inspections as outlined in this Policy.
g) Events hosted within Chapter Facilities are subject to the Event Guidelines for Social Sororities and Fraternities set forth in Section 4.3 and require prior approval by UF.
h) Dates during which a Chapter House is open or closed for occupancy will be determined by the House Corporation and provided to SFL upon request. SFL may provide guidance on appropriate dates for opening and closing.

A Chapter that fails to comply with this Policy may be subject to:

a) Temporary suspension of activities including social functions
b) Referral to the Dean of Students Office for violation of UF Regulation 4.040, Student Honor Code and Student Conduct Code
c) Cancellation of Registration and Recognition
d) Vacating the Chapter Facility

4.4.2. House Directors

All Social Sororities and Fraternities that operate Chapter Houses must have a live-in House Director as defined herein. The following requirements govern the employment, qualifications, responsibilities and oversight of the House Director.

a) The House Director shall be employed by or be an independent contractor of the Alumni Association, Chapter Advisory Board, House Corporation Board or the (Inter)National Headquarters. Under no circumstances shall the Chapter have responsibility for supervision of the House Director.
b) The final candidate for a House Director position must meet with SFL prior to hire to allow SFL to review qualifications of the candidate, expectations for the position, and to answer any questions from the candidate. UF reserves the right to determine whether a candidate is unacceptable based on this Policy or other information deemed relevant to the hiring decision.
c) The House Corporation or other hiring authority must complete a Level 1 national criminal background check on the proposed House Director. Documentation must be provided to SFL confirming the background check was completed and passed satisfactorily by the proposed House Director prior to extending an offer of employment.
If the proposed House Director has a spouse, partner, or any other individual approved to reside with them in the Chapter House, the House Corporation or hiring authority must ensure that each such individual completes and passes a Level 1 national criminal background check prior to approval to reside in the facility. Documentation of all completed background checks must be submitted to SFL for verification.
d) The House Director should be issued at a minimum an annual contract by the hiring authority specifying:

i. Exact dates of appointment and conditions for renewal or non-renewal for the position
ii. A detailed position description including but not limited to work schedule and time off, expectations and authority to address inappropriate behavior by residents and actions that may be taken, decision-making authority in a crisis, daily expectations and responsibilities and any other duties assigned by the hiring authority. A current copy of the position description must be maintained on file with SFL.
iii. Any additional qualifications, conditions, and responsibilities described in this Policy, which the House Director is required to comply with and will be held accountable to as part of their role.

e) The House Director must meet the following qualifications and conditions prior to and throughout employment:

i. The House Director must not be an undergraduate student.
ii. If previously affiliated with a Social Sorority or Fraternity at UF, the individual may not be employed as House Director for that Chapter within three years of matriculation at UF.
iii. A House Corporation or other hiring authority seeking to hire a House Director who does not meet the above requirements must petition SFL for a waiver. SFL and hiring authority will review the petition and assess the suitability of the candidate. If an agreement cannot be reached, SFL will make the final determination.

During the first year of employment, any House Director hired under a waiver who lacks prior House Director experience must attend all required House Director trainings and may be required to attend additional meetings with SFL and the House Corporation or Chapter Advisor. The need and frequency of such meetings will be determined jointly by SFL and the House Corporation or Chapter Advisor.

f) The House Director is expected to fulfill all duties and responsibilities specified in this Policy and in the employment contract. Secondary employment must not interfere in any way with the House Director’s duties and responsibilities.
g) Whenever UF students reside in the Chapter House, the House Director must reside in the Chapter House and perform all required duties.
h) The House Director must play a significant role in management and upkeep of Chapter Facilities. Responsibilities include:

i. Collaborating with the House Corporation to ensure compliance with this Policy, including the Fire Safety Program set forth in Section 4.4.9, exterior maintenance, interior cleanliness, waste management and lawn care.
ii. Providing oversight and supervision of activities occurring at the Chapter House in collaboration with the Chapter Advisor
iii. Responding to and managing crises
iv. Maintaining knowledge of UF support resources and making appropriate referrals, including but not limited to complying with reporting obligations under UF Policy 5-003, Title IX. For purposes of these obligations, House Directors are required to follow employee reporting requirements, including promptly reporting suspected Prohibited Conduct (as defined in UF Policy 5-003) to the Title IX Office. See UF Policy 5-003, Title IX for additional information.
v. Promoting a living learning community aligned with the values of Scholarship, Service, Leadership, and Community

i) As directed by the hiring authority, the House Director may also:

i. Supervise staff or contractors working within the Chapter House including cooks, janitors and other personnel
ii. Work with the House Corporation to oversee meal plans and ordering of supplies
iii. Manage payment of house related bills
iv. Coordinate resident check-in and check-out procedures with the House Manager
v. Identify maintenance issues and coordinate repairs with the House Corporation

j) The House Director must attend all required training seminars and meetings.
k) SFL may provide feedback to the hiring authority as needed and may require removal of a House Director if warranted. SFL and the hiring authority will collaborate regarding the removal process.

4.4.3. Use and Occupancy of Chapter Facilities and Grounds

a) Chapter Facilities are intended for use and occupancy by UF students. Except for the House Director or individuals specifically approved by SFL, all residents must be enrolled, degree-seeking students at UF and Active Members of the respective Chapter.
b) SFL must be notified in writing in advance of any proposed subleasing of a Chapter Facility to any entity other than members of the Chapter affiliated with the House Corporation that owns the property.
c) The House Corporation or House Director must provide SFL with a list of all students residing in their Chapter Facility, ensuring that each resident is enrolled and degree-seeking at UF and is an Active Member of the respective Chapter. This list must be submitted prior to the beginning of each semester in which the Chapter Facility is occupied. Failure to comply may result in referral of the Chapter to the Office of Student Conduct and Conflict Resolution.
d) No permanent buildings, structures, or fences shall be erected, placed or altered until building plans and specifications are on file with the UF Environmental Health and Safety (“EH&S”) or the appropriate governing codes agency and, for Chapters located within UF Geography, UF Planning, Design, and Construction (“PDC”). No work may commence until all required permits have been obtained.
e) No illegal, nuisance or disruptive activity shall occur on any Chapter Facility grounds, including conduct that disrupts the surrounding community or educational environment.
f) No structure of a temporary character placed or erected on Chapter Facility grounds may be used for habitation either temporarily or permanently. Temporary structures include but are not limited to trailers, tents, shacks, garages or barns.
g) No animals, except aquarium fish and ESAs/Service Animals shall be kept or maintained in any Chapter Facility. A House Director may have a pet cat, dog or bird with written approval from the House Corporation.

4.4.4. Chapter Facility Improvements

a) Construction and renovation projects beyond routine maintenance must be reviewed and approved by the appropriate governing agency and, for Chapters located within UF Geography, UF PDC. EH&S must be consulted on fire safety matters.
b) The House Corporation must notify SFL prior to commencement of construction or renovation work to ensure potential impact on residents and the surrounding community have been considered. Plans should be developed in a way that minimizes impact on the educational environment. Documentation submitted to SFL prior to construction must include the following information at minimum:

i. A general overview and scope of the project
ii. A timeline for commencement and completion of the project

4.4.5. Pest Control

Each Chapter House must implement general household pest control measures including inspection, prevention, exclusion, and sanitation as required.

4.4.6. Safety

Each Chapter House must at all times maintain its Chapter Facilities, landscaping and general property in good, safe and presentable condition. In addition to the development of an Emergency Management Plan as outlined in Section 4.4.10.1, it is recommended that each Chapter House implement proactive safety measures, including but not limited to: ensuring the use and maintenance of physical security features (e.g., door locks, access control systems, and surveillance cameras); providing clearly communicated emergency response protocols to residents; maintaining accessible and regularly inspected first aid kits and Automated External Defibrillators (AEDs), including proper storage; and consulting with the University of Florida Police Department (UFPD) for safety walkthroughs and guidance on enhancing facility and environmental safety beyond routine inspections outlined in this document.

4.4.7. Exterior Maintenance

4.4.7.1. Trash
a) Each Chapter House must arrange to have and pay for refuse containers and collection services sufficient to meet anticipated waste disposal needs. Chapters must comply with the waste disposal regulations of the appropriate governing agency.
b) Each Chapter House must maintain its grounds by regularly removing and properly disposing of Household Garbage. Disposal services should occur frequently enough to minimize odors, vermin and safety hazards.
c) Each Chapter House is encouraged to arrange for recycling services.
d) All Household Garbage must be bagged prior to disposal to minimize odors, spills, and insect or animal issues.
e) Kitchen and food service waste must be promptly collected and removed from the Chapter House following each meal. Chapters must appropriately dispose of grease through grease traps or professional removal services.
f) Household Garbage must be collected and removed from the Chapter House on a daily basis.
g) Each Chapter House must consolidate and properly dispose of Household Garbage, Outdoor Waste and Hazardous Waste as needed. Materials may not accumulate inside or outside the Chapter House unless properly consolidated and contained pending disposal.
h) Refuse disposal areas including cans and dumpsters must be kept clean and orderly at all times. Litter and spills must be cleaned promptly and odor, animal or insect issues addressed as needed. Garbage cans and dumpsters must remain covered to reduce odor, animal, or insect issues.

4.4.7.2. Grounds
a) Each Chapter is responsible for maintaining its grounds on a year-round basis (fall, spring, and summer semesters). Maintenance of grounds includes:

i. Mowing, trimming, and edging grass
ii. Keeping plants and trees trimmed and orderly
iii. Maintaining flower and plant beds free of dead plant material
iv. Ensuring the grounds remain free of Household Garbage and Outdoor Waste, including furniture, vehicles and other foreign objects.

b) Each Chapter must remove any tree(s) determined to be hazardous by UF Facilities Services or other appropriate authority. The Chapter must obtain approval from the appropriate governing agency prior to tree removal.

4.4.7.3 Building
a) Each Chapter is responsible for exterior cosmetic repairs including but not limited to broken windows, graffiti removal, pressure washing and painting.
b) All banners must be safely secured, removed, taken down, or otherwise properly disposed of within 24 hours of the conclusion of the Event advertised.

4.4.8. Utility and Service Billing

All utility and service bills must be paid no later than the invoice due date. A bill that remains unpaid 30 days after the invoice date is considered delinquent. Any past due amount owed to UF constitutes a violation of UF Regulation 4.040, Student Honor Code and Student Conduct Code and may result in referral of the Chapter to Office of Student Conduct and Conflict Resolution.

4.4.9. Fire Safety Program

4.4.9.1. Sprinkler Systems
All Chapter Houses must have an installed and functioning residential interior sprinkler system. Registration of any Social Sorority and/or Fraternity operating a Chapter House without a sprinkler system is subject to immediate suspension.

4.4.9.2. Fire Extinguishers
a) Each portable fire extinguisher must receive a comprehensive annual inspection and must be certified as compliant with applicable National Fire Protection Association standards and State Fire Marshall requirements.
b) Each portable fire extinguisher must be inspected monthly to ensure that it is present, charged, and fully operational. Fixed fire extinguishing systems must be inspected semi-annually. Per the Florida Uniform Building Code, inspections must be conducted by properly licensed authorities in accordance with applicable building code requirements.
c) If the Chapter does not contract through UF for inspection services, the Chapter shall require the licensed contractor providing the service to submit a monthly summary of inspection findings directly to EH&S. A standard report form for use by outside contractors is available from EH&S.
d) Each fire extinguisher must remain properly tagged as evidence of completed inspections at all times.
e) Compliance with required periodic inspection of portable fire extinguishers and fixed fire suppression systems will be reviewed during facility inspections.
f) Chapters may contract with EH&S to provide routine periodic maintenance services to recharge, hydro test, and repair fire extinguishers as needed as part of the contractual agreement.

4.4.9.3. Fire Inspections
A comprehensive fire inspection of each Chapter Facility will be conducted by EH&S at least on an annual basis. In addition, a pre-occupancy inspection will be conducted prior to the beginning of the fall semester.

a) The EH&S Fire Safety Coordinator has authority as a Certified Fire Inspector through UF and the State of Florida to enter a Chapter Facility building at any time as permitted by law. Courtesy notice of two to three days will be provided for inspections scheduled during a semester. Follow-up and spot checks to investigate known or suspected problems will be carried out as needed.
b) A written report of findings will be submitted to the Social Sorority or Fraternity following each inspection. The inspection report will be directed to the House Manager, House Director, Chapter president, House Corporation and SFL.
c) The Chapter must notify EH&S in writing of the date of corrective action(s) taken for all listed violations within the time limit specified by EH&S.
d) Each Chapter must complete a series of required self-tests each semester, including summer when occupied, excluding occupancy by the House Director alone. Self-tests include fire drills, emergency lighting and smoke detector tests. Documentation must be submitted by deadlines established by EH&S.

i. Fall Inspection: A comprehensive inspection will be conducted for each Chapter Facility. The Chapter must schedule inspection in accordance with deadlines posted by EH&S.
ii. Spring Inspection: A spring inspection will be conducted unless exempted (see below). The Chapter must schedule inspection in accordance with deadlines posted by EH&S.
iii. Summer Inspection: If a Chapter House is occupied by one or more tenants, excluding the House Director, during the summer, a regular fire inspection must be conducted. However, there will not be an additional preoccupancy inspection prior to the fall semester. The Chapter must schedule inspection in accordance with deadlines posted by EH&S.
iv. Preoccupancy Inspection: If unoccupied during summer, except for the House Director, a pre-occupancy inspection must be completed prior to fall occupancy. This inspection should take place between May and July (preoccupancy inspections may take place after the house is vacated following spring semester). House Directors have the option to schedule the preoccupancy inspection prior to leaving for the summer so that the summer may be used for any corrective actions needed. A preoccupancy inspection must be completed prior to occupancy of the Chapter House.

4.4.9.4. Fire Inspections Evaluation Ratings
Each Chapter will be assigned a fire safety rating based on a point system which will determine its fire safety status and applicable actions to be taken.

a) Level 1 (0-49):

• If all semester reports and inspection scheduling are completed by the deadlines set forth by EH&S for both fall and the previous spring, the Chapter House may, at the discretion of the EH&S Fire Safety Coordinator, be exempt from the subsequent spring semester inspection. The next inspection will be conducted during the summer semester or as a preoccupancy inspection.

b) Level 2 (50-99 points):

• The Chapter is required to have a spring inspection along with a preoccupancy or summer inspection.
• Chapters at a level 2 will be placed in a lottery for a scheduled re-inspection.

c) Level 3 (100+ points):

• Chapters at this level automatically lose the privilege of hosting Events (excluding meals and Chapter meetings) at the Chapter Facility until the violations are corrected and written documentation is submitted to EH&S confirming the corrective actions.
• The Chapter is required to have a spring inspection along with a preoccupancy or summer inspection.
• All Chapters at this level will automatically be re-inspected at a scheduled time.

Failure to correct violations and submit required documentation to SFL or EH&S within thirty days of inspection, absent approved extension, may result in the Chapter being designated not in Good Standing.

4.4.10. Administrative

4.4.10.1. Emergency Management Plan
Each House Corporation (or other authorized entity) is encouraged to develop a written emergency management plan for the Chapter Facility. The plan should outline the protocols for preparation and response to emergencies involving the Chapter Facility. The plan should include, but is not limited to, identification of the individual in charge during a crisis and contact information, a secondary contact person, criteria for closing the facility and relocating residents including decision making authority and procedures for communicating emergency information to residents and SFL. SFL may be consulted for guidance in developing an emergency management plan.

4.4.10.2. Conduct
Each House Corporation (or other authorized entity) must develop and publish a list of rules and expectations governing the conduct of residents and guests at the Chapter Facility. These rules and expectations should be made available to all members of the organization as well as parents and guests upon request. The document should also outline the range of sanctions that may be imposed for violations as well as the process by which violations are adjudicated and by which sanctions are administered.

If a Chapter loses Recognition the Chapter must vacate the Chapter Facility. The Chapter and House Corporation may elect to lease the facility to an unhoused Recognized Social Sorority or Fraternity in Good Standing during the period of the suspension or expulsion or may elect to leave the facility vacant.

If the facility remains vacant during that period, it will not be included on UF’s annual certification to the local tax authority confirming eligibility for property tax exemption as permitted by law.

4.4.10.3. Lease Agreements
Each House Corporation (or other authorized entity) must maintain written lease agreements for each tenant residing in the Chapter Facility. The lease agreement must require the tenant to remain an Active Member of the organization and an enrolled degree-seeking UF student to maintain residency within the facility. In addition, the agreement should contain language that allows the organization to terminate the lease in a timely manner should the tenant violate rules of the organization, transition to Inactive Membership Status, or no longer be enrolled as a degree-seeking UF student for the current semester.

4.5. Florida Greek Standards

The Florida Greek Standards Accreditation Program establishes minimum operating standards for Social Sororities and Fraternities at UF. These standards are maintained by SFL and are available on the website.

5. References and Related Information

Questions regarding the interpretation or application of this Policy should be directed to the Director of Sorority and Fraternity Life, or their designee, at UF-Greeks@ufl.edu.

UF Regulation 4.004 – Social Fraternities and Sororities
UF Regulation 4.040 – Student Honor Code and Student Conduct Code
UF Policy 5-003 – Title IX
UF Policy 16-003 – Registered Student Organization Classification and Officer Eligibility
Student Organization Resource Guide (UF Student Engagement)
Florida Greek Standards Accreditation Program
SFL Expansion Procedures
SFL Event Guidelines for Social Sororities and Fraternities
Event Permitting System
Governing Council Constitutions and Bylaws (IFC, MGC, NPHC, Panhellenic)
UF Sorority and Fraternity Life Website
UF Environmental Health and Safety (EH&S)
UF Planning, Design, and Construction
Office of Student Conduct and Conflict Resolution
Dean of Students Office
UF Student Engagement

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