Fraternity and Sorority Housing Manual

Introduction

This manual is intended to assist Chapters living in Fraternity and Sorority houses, Housing Assistants, Chapter Liaisons, and Chapter House Boards.  Except for the Housing Agreement portion of this manual, Residence Life reserves the right to modify the policies and procedures herein as necessary.  This document serves to clarify the relationship between the chapters and Residence Life as defined in the Fraternity/Sorority Housing Agreement.  The Fraternity/Sorority Housing Agreement supersedes anything outlined in this document.


Fraternity & Sorority Housing Mission Statement

In order to affirm and strengthen fraternity and sorority life as an important William & Mary tradition we seek to create living environments that advance the highest and historic values of fraternities and sororities that members, alumni, and the college as a whole will respect and appreciate.

Direct all questions related to Fraternity & Sorority Housing to the Assistant Director for Fraternity and Sorority Housing.

 

Table of Contents

Banners

Residence Hall Banner Policy

The following policies apply to the hanging of banners in, on, or from residential facilities.  These policies are designed to complement the College's policy on Posters, Banner, Signs and Decorations (College’s Use of Campus Facilities Policy).  Banners must comply with the provisions noted in both policies.

  1. Banners and signs exceeding 14 inches by 22 inches in size and must be approved for size and form by the Director of Housing Operations prior to hanging.
  2. Banners must be removed at the end of one week unless an extension is granted.
  3. Items must not be secured by tape, glue, staples, and nails or otherwise permanently affixed to the interior or exterior of the buildings.  String or rope wrapped around pillars or porch railings to hang banners is permissible.
  4. Items must not be secured in such a way as to restrict or obstruct safe entry or exit from the buildings.  No banners may be placed over entry/exit ways.  Banners may not be hung on trees, poles, walls, doors, windows, or fences without special permission.
  5. Residents must not enter restricted areas to hang banners.  This includes balconies, building or porch roofs, fire escapes or areas marked "restricted" or locked.
  6. Items hung from or on residence halls are subject to inspection by the Campus Fire Safety Officer or other staff from Facilities Management. Any banner judged to be a safety hazard must be modified or removed as directed.
  7. Once permission has been granted to hang or display a banner, official notice will be provided to the organization or the individual student.

Requests to hang a banner in, on or from residential facilities may be made electronically via the Banner Request Form.

  


Building Services & Cleaning

Building Services staff is assigned to specific areas and buildings. Each staff member is responsible for cleaning a designated number of houses and shares the responsibility filling in for co-workers during their absence.

Cleanliness of the facility is a responsibility of the chapter.  Facilities Management Building Services cleans common areas in the houses of normal debris and dirt that results from normal daily use. The staff is on campus from 7am - 4pm, Monday - Friday. Emergency services are available as needed in the evenings, on weekends and holidays.

The desired outcome is a collaborative effort in providing a clean, healthy, and safe environment in which complement student’s academic experience, living community, and participation in community activities.

Building Services Closets:  In Fraternity Housing, the closets located on the second floor are designated for resident use; those on the first floors are locked and designated for Building Services staff only.  Second floor closets are stocked with toilet paper, plastic bags, paper towels, cleaning solutions, broom, dust pan, mop, mop bucket and wringer. Chapters will be billed for missing or misused items.

In Sorority Houses, building services closets are shared between multiple houses. If Sorority House residents need to access supplies, they should consult with the Assistant Director for Fraternity and Sorority Housing.

Added Charges: Hallways and stairwells must be kept free of personal belongings. Chapters and residents are also expected to maintain the house and their rooms in an orderly and sanitary condition.

Trash removal is the responsibility of the residents of each room, and members of each group, activity or house event. This includes removal of all trash bags, pizza boxes, food and beverage containers, etc. to a College dumpster or to College approved recycling areas. Personal trash is not to be left in hallways or common areas, or put into common area trash receptacles for the staff to remove.

Whenever Building Services staff encounter housekeeping situations that are beyond what is outlined in their daily responsibilities, or whenever housekeepers are directed or required to due to fire safety code to perform certain tasks, the chapter will be charged additional cleaning charges. The rate during normal work hours (Monday - Friday, 7am-4pm) will be of $25.00/hour/housekeeper. After normal work hours, that rate is $50.00/hour/lead staff member and $25.00/hour for every additional housekeeper needed to assist in the cleaning. Chapters will be charged $10.00/bag for removal of personal trash in common areas.

Establishing Relationships with the Staff: Building and maintaining positive relationships with the staff in your house fosters a family-style environment where minor issues can be resolved quickly and easily. Be open, respectful, and friendly to the staff working on your house. The importance of their work is often overlooked and their jobs can be stressful. Acknowledging their efforts to keep your house safe and clean, and feel more like home, shows respect and interest in them as individuals and demonstrates appreciation for their work.  Please address compliments, questions, and concerns to the Assistant Director for Fraternity and Sorority Housing.

It is understood that the organization is responsible for any damages or loss caused or non-routine cleaning or trash removal required to the common areas of their residence halls. Common areas include corridors, stairwells, fire escapes, recreation rooms, kitchens, study rooms, living rooms, laundry rooms, common baths, and lounges. When damage occurs, the organization will be documented, billed directly for the repairs, and sanctioned according to the Care of House Matrix.

  


Care of House Organization Sanctioning Matrix
Organizational Expectation and Outcome Matrix- Care of Chapter House

1st violation

2nd violation

3rd violation

4th violation

 Tier 1 violation

Warning; pay costs of repair and clean up

Warning; pay costs of repair and clean up; written action plan outlining a problem analysis and strategy for remediation

Probation for at least one month; pay costs of repair/clean up; 1 hour of community service per member

Probation for at least one month; pay costs of repair/clean up; 1 hour of community service per member; $250 fine

 Tier 2 violation

Warning; pay costs of repair and clean up; written action plan outlining a problem analysis and strategy for remediation

Probation for at least one month; pay costs of repair/clean up; 1 hour of community service per member

Probation for at least one semester; pay costs of repair/clean up; 2 hours of community service per member; contingent loss of housing; $250 fine

Possible loss of housing

Tier 3 violation

Warning; pay costs of repair and clean up; 2 hours of community service per member; $250 fine

Probation for at least one semester; pay costs of repair/clean up; 3 hours of community service per member; contingent loss of housing; $500 fine

Possible loss of housing

 

 Tier 4 violation

Probation for at least one semester; pay costs of repair/clean up; 3 hours of community service per member; contingent loss of housing; $500 fine

Possible loss of housing

 

 

Tier 5 violation

Possible loss of housing

Tier 1 Violation:  Property damage/clean up costs totaling between $1 and $50 or violation of the housing agreement

Tier 2 Violation:  Property damage/clean up costs totaling between $51 and $200 or violation of the housing agreement

Tier 3 Violation:  Property damage/clean up costs of between $201 and $399

Tier 4 Violation:  Property damage/clean up costs between $401 and $1499

Tier 5 Violation:  Property damage/clean up costs in excess of $1500 or actions that significantly endanger health or safety

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Damage Billing and Appeals

Billing occurs on an "as needed" basis. A weekly comprehensive walk-through will be conducted in each house. Housing Assistant will complete safety checks twice daily. Damage, trash and extra cleaning charges will be assessed and billed on a weekly basis. Vacancy charges are billed no earlier than 1 week after the first day of classes in the fall and spring semesters.

Damages should be paid within 30 days at the Residence Life office in Campus Center 212.

Please note that overdue damage bills or vacancy charges will result in the suspension of event approval and may impact the chapter's Special Interest Housing status.

Procedures for Appealing Damage Charges: In the event the chapter wishes to contest the charges for damages or loss, the following procedure is prescribed:

  • Contact in writing the Assistant Director for Fraternity and Sorority Housing for the building in which the alleged damage occurred.
  • If the matter is still unresolved, contact in writing the Director of Housing Operations.
  • Charges must be appealed in writing within 30 days of the date of the bill. Bills received during the summer must be appealed in writing before the end of the first full week of fall classes. 
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Fraternity and Sorority Summer Storage

Chapters in Fraternity and Sorority Houses are permitted to leave chapter property in designated spaces approved by the Assistant Director for Fraternity and Sorority Housing or in assigned storage sheds. Shed and closet keys are issued only to designated chapter officers for the current school year Resident property that is improperly stored in houses or storage sheds is subject to removal and will be discarded.

When preparing the house for the summer, items must be neatly stored in stackable containers to allow College staff and approved contractor's clear access to maintain, repair and clean the buildings.  

 
Chapter Rooms/Closets: Space permitting, chapters may be provided with storage space. This area is provided to store fraternity/sorority ritual items, files, and other chapter property that should be restricted to chapter use only. This area is not ‘private' and falls under the auspices of all pertinent policies and procedures regarding the use of common spaces on campus. Residence LifeFacilities ManagementFire SafetyCampus Police and approved contractors may access the area at any time during the performance of their duties to clean, perform repairs, conduct safety inspections, respond to fire alarms, or complete routine preventive maintenance.

Please note that summer storage is a store at your own risk arrangement, exactly as the student storage in Landrum Attic is maintained. 

Residence Life bears no responsibility for lost, damaged or missing items stored in chapter houses or approved storage spaces. Any valuable items should be stored off site by the chapter in order to guarantee security.

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House Additions, Changes, Improvements, and Modifications

The house and spaces therein will be maintained in accordance with the Student Housing Agreement and Fraternity/Sorority Housing Agreement.  The level of upkeep and allocation of resources will be equivalent to that of other student housing areas on campus.

  • Kitchen facilities will be provided and maintained as appropriate for the number of house residents.
  • Common areas will be provided and maintained as appropriate for the number of house residents.
  • Routine requests for maintenance concerns should be addressed through the Facilities Management on-line Service Request system.

Furnishings & Appliances: The house and spaces therein will be furnished and maintained as appropriate for the number of house residents in both common areas and student rooms. Washers and dryers may be provided as part of the campus laundry services contract unless the chapter chooses to provide their own washer and drying, including maintenance and/or replacement.

Any installation involving electrical or plumbing work must be done by College personnel.

Kitchen Facilities

Appliances provided by the College: Cook-top, Oven/stove, Refrigerator

Permissible chapter supplied additional appliances:

  • microwave
  • dishwasher (if feasible without kitchen modification, only with permission and installation by Facilities Management personnel)
  • extra refrigerator/freezer
  • disposal (if compatible with the plumbing set-up, only with permission and must be installed by Facilities Management personnel)
  • Ice makers - dispenser type only (if compatible with the plumbing set-up, only with permission and installation by Facilities Management). Bin type ice makers are prohibited.

Student rooms

Each resident will be provided with the following:

  • bed and mattress
  • desk
  • dresser
  • desk chair
  • wardrobe or closet
  • All supplied room furniture is to remain in student rooms as indicated in the Student Housing Agreement.
  • Air conditioners will only be installed in student rooms in which residents have received prior approval from the Health Center. Air Conditioners may not be left in the room at the conclusion of the academic year.

Common areas

Each common area will be provided with furnishings as appropriate for the number of house residents and equivalent in nature with other campus housing.

  • Chapters assigned to Sorority Court are permitted to provide air conditioners for common areas on the first floor and upstairs hallways subject to dimension and electrical requirements as determined by Facilities Management.

Furniture

  • The chapter will assume responsibility for the presence and condition of all furnishings including reimbursement for damaged or missing items.
  • Individual chapters have the option of providing their own furnishings, at which point the college will remove the provided common area furniture. Such furnishings must be privately purchased and approved by Residence Life and the House Corporation prior to installation.
  • As outlined in the Housing Contract and Guide: "College furniture from student rooms and common areas may not be taken outside".

 Carpeting/ flooring

  • The college does not provide carpeting for common areas (some exceptions exist as defined by maintenance requirements or existing flooring).
  • The college will provide wood or tile floors and steps in good condition.
  • Individual chapters may choose to have carpet installed although area rugs and hallway runners are strongly recommended.  Such installation must be privately purchased and approved by Residence Life and the House Corporation prior to installation. 

 Paint/Wall coverings

  • Interior and exterior spaces will be painted according to the planned maintenance schedule or as needed due to damage (i.e.: leaks, plaster failure, etc.).
  • Houses that are scheduled for painting may select specific colors for common areas - if there is no preference the existing scheme will be duplicated.
  • Student rooms will be painted standard "birch" white, and residents will not be permitted to paint their rooms a different color as specified by the student housing agreement.
  • No items may be permanently attached to the walls unless approved in writing, including tape, nails, staples, wiring, pins, or screws.

Common area painting and mural agreement

Off schedule painting of common areas

Off schedule painting related to interior design is permissible. Any such request must be made within the deadline listed for summer projects. Off schedule painting will be done by contractors at the expense of the chapter subject to the materials and procedure guidelines supervised by Facilities Management and Residence Life. 

 Wallpaper/borders

  • Installation of wallpaper on wall space is not permitted.
  • Trim borders are permissible and must be installed by college contractors at chapter expense subject to the materials and procedure guidelines supervised by Facilities Management and Residence Life.
  • Wallpaper will be removed as requested by Facilities Management at no cost to the chapter

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Additions, Improvements, & Modifications

All additions, improvements, and modifications must be approved prior to installation or implementation.

Project requests

  • All requests for improvements, painting, or installation of new fixtures must be made in writing to the Assistant Director for Fraternity and Sorority Housing for approval by the Assistant VP/Director of Residence Life as indicated in the Special Interest Housing Agreement for the chapter.
  • Failure to follow the procedures as outlined in the Special Interest Housing Agreement may result in financial charges to the sorority and/or student conduct referral.

General guidelines

  • Small projects and/or work requests may be accomplished during the year (ex: light fixture replacement, installation of new appliances).
  • Projects involving significant work will only be done during the summer months and must be requested by February 1st preceding the summer that the work is to be completed.
  • Projects will be completed only as time and resources allow.
  • Residence Life cannot accept deliveries.

Installation of new fixtures/furnishings

  • Individual chapters may purchase alternate fixtures for their house - these items must be purchased privately and approved prior to installation by Residence Life and the House Corporation.
  • Any project work by College personnel above and beyond simple installations will be charged to the chapter at cost.
  • Items that must be installed by College personnel
    • Any work involving electrical wiring or new electrical  fixtures (ex: light fixtures, door bells, common area air conditioners)
    • Any work involving plumbing (ex: disposals, icemakers, dishwashers)
    • Any structural or cabinetry work
    • Any permanent flooring including wall-to wall carpeting
    • Any additional telecommunications work
    • Washers/dryers
    • Window treatments
    • Artwork, Composites, Plaques
    • Furniture
  • Items that may be installed by an outside contractor hired by the chapter

Refrigerator/freezers

  • Machines with ice makers must be installed by college personnel
  • Any additional plumbing required will be charged to the chapter
  • New units must be sized and powered appropriately for the space

Prohibited Items

  • Exterior flag poles are prohibited
  • Stages, Platforms & Amusement Devices:  for safety reasons and according to state policy, stages and platforms are prohibited.
  • Bars, pong tables, and table tops.

Wiring and Audio Visual Equipment  

All audio-visual equipment hung from ceilings must meet the following guidelines:

  • All installations must be approved in writing prior to installation.
  • Under no circumstances shall the overhead fluorescent light fixtures be modified, tampered with or have the bulbs replaced by any bulbs other than those provided by the College. Any damage or misuse of these fixtures will result in damage charges and possible conduct sanctions.
  • Any "party" lights, bubble machines or other devices must be approved prior to installation and use.
  • No items may be attached to the walls unless approved in writing, including tape, nails, staples, wiring or extension cords.           
  • Tape shall not be used to attach any item to the ceilings or walls.
  • All wiring and equipment must pass inspection and any required changes to wiring and equipment must be completed as directed by the Campus Safety OfficerFacilities Management, or Residence Life.

 

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Landscaping Work

The College's Garden and Grounds department is responsible for the maintenance of the grounds surrounding both Sorority Court and Fraternity Housing. As with all chapter house modifications previously mentioned all requests to do landscaping, plantings and the permanent installation of exterior furniture (such as benches) beyond what is already provided must first be approved by the Director of Housing Operations. Once approved, Residence Life will coordinate the work to be done with the Associate Director, Garden and Grounds to assure that all work is completed properly and is consistent with adjacent landscaping.

It should be explicitly understood that all chapter installed plants, landscaping and furniture are the responsibility of the chapter and will not be maintained by College personnel.

  1. Landscape Approval – Application for permission to install fraternity and sorority owned landscaping shall be made to Residence Life. A simple hand drawn plan of the planned installation is to be provided by the fraternity.  Approval will come from Residence Life and the Associate Director of Gardens and Grounds (AD).
  2. SAFETY – BEFORE YOU DIG – Life threatening underground utilities crisscross the campus.  The fraternity is solely responsible for calling an underground utility locating service (call 811) before digging (have a street address ready to provide to the service).       The locator service requires a 72 hour notice in advance of digging.  The person or party requesting the service shall mark the area with dashed lines of white spray paint to indicate the limits of the digging.  The area will then be marked with various colored lines by the locator service if utilities exist in the area.  At the end of the 72 hour period the service will provide a confirmation number.  The number is to be given to the AD before any digging begins on campus.  Go to www.va811.com for more information.  The fraternity is responsible for payment to restore damaged utilities if a confirmation number has not been received before digging.
  3. Landscape Bed Installation – Fraternity owned landscaping shall be restricted to a landscape bed no more than three (3) feet wide on either side of the front entrance walk from the street to the front door.
  4. Plant Material – The plant material shall consist of woody plant material (maximum mature size of 3’ high and 3’ wide), a perennial ground cover, or a combination of the two.
  5. Flowering Annuals – Once the landscape bed is established (see 1 – 4) no approval is needed for seasonal planting of summer annuals, flowering bulbs, or fall/winter pansies. 
  6. Maintenance – College resources are unable to provide for the installation and maintenance of these areas.  All maintenance such as providing tools, weeding, watering, fertilizing, and pruning is the sole responsibility of the fraternity.  The fraternity will be billed for the removal of any unkempt landscape beds.
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Service Requests & Maintenance

Chapters are responsible for submitting routine work requests for the house.

Work Control Customer Service Desk Contact Information

The Facilities Management Work Control Customer Service Desk is the point of contact for all facilities inquiries, including maintenance, grounds, and projects. The Customer Service Desk is the initial point of entry for all work submitted to Facilities Management.  

Hours of operation: 24 hours a day 
Location: Facilities Management Building, Grigsby Drive
Phone Numbers: 221-2275 or 221-2270; Fax Number 221-2254

Online Service Service Request

The preferred method of submitting a routine Service Work Request is through the online work request form. For emergency situations, telephone call-ins are appropriate. The Work Control Staff, upon receipt of a Service Request, will enter the request into the work order system. Specific information about the request should include requestor’s name, email address and telephone number; building in which the problem exists; room number; and detailed description of the request. It is anticipated that duplicate calls will occur and Facilities Management will screen them. 

Incomplete Service Requests 

Most work order requests should be attended to within a week's time. Safety, plumbing or electrical issues will receive priority as will heating during cold weather. If there are concerns about a delay in completion of the work, chapter members may contact the Assistant Director for Fraternity and Sorority Housing or Area Director who will then find out the reason for the delay and work with Facilities Management to complete the work request. 

Maintenance Emergencies

Maintenance emergencies are problems that should be called into Work Control (221-2270, 24 hours a day).  A maintenance emergency is generally defined as a deficiency or problem that could cause damage to the building and furnishings (including resident property) or to residents if not corrected immediately.  Definitely, significant life safety and security issues should be dealt with promptly. Service requests are prioritized by Work Control as either urgent, emergency, or routine.  Urgent or emergency requests are normally issued by radio as soon as possible and are those that will affect the security or safety of the campus. The following guidelines are designed to be helpful in determining if a situation warrants an emergency request.

Emergency Service Requests

Emergency

Non-Emergency

Fire Safety

When in doubt about any fire safety equipment - call Work Control or W&M Police

Visible smoke or fire

Smell of smoke or burning

Buzzing smoke detector

Buzzing fire alarm panel (normally located near an exterior door to the building)

Nuisance alarms

Discharged fire extinguisher

Un-mounted fire extinguisher

Physical damage to detector

Electrical

Power outages

Sparking/smoking outlet or fixture

Lights out in stairwell or bathroom that severely restrict visibility

Any faulty electrical appliance - if smoking or sparking

Light out in student room

Single light out in hallway

Plumbing

No water
No hot water - residence halls only
Major leaks with flooding
Major clog with flooding 
Clogged suite toilet where there is no access to a hall bathroom
Continually running toilet or shower

Clogged toilet - not overflowing

Dripping faucet or showerhead

Slow drain

Slow filling or flushing toilet

Heating and Air Conditioning

Building (multiple rooms) a/c is out (~April 15~October 15)

No heat (in cold weather)

Individual room a/c is out

Partial heat

EH&S Concerns

Detectable haze/cloud or odors (i.e. fumes, vapors) indoor coupled with physical discomfort

Live wild animal (i.e. bat, raccoon) found inside building

Dead wild animal found in sleeping area

Swarm of stinging insects (i.e. wasps or bees) inside a building, NOT outside

Visible signs of mold/mildew on interior surfaces

Dead feral animal found in non-sleeping areas of the building

Nuisance odors, dusts, fumes, etc.

Insect infestation

Unusual build-up of trash/garbage

Locks and Doors

Inability to lock room or exterior building doors

Inability to open room or building doors

Broken door closure on building entrance

Malfunctioning ID access system affecting both entrances to the house

Door is hard to close

Lock sticks but is operable

Broken Windows and Glass Doors

Shattered or missing glass on door or window on main or basement level

Jagged glass

Cracked glass

Missing screen

 

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Room Changes, Selection and Assignments
Room Changes

Contact the Assistant Director to complete the process for changing room within the house.  

Vacancy Information

Below is information related to vacancies and vacancy charges:

  • It is the responsibility of the chapter president to determine how vacancies will be handled. Filling vacancies must have the approval of the chapter president. The chapter president must notify Residence Life with the name(s) of the person(s) filing the vacancies. That approval may be made over e-mail provided that the approval comes from the email account of the chapter president. If the individual filling a vacancy currently lives in campus housing he/she must complete a Room Change Request Form with the Residence Life office. If the individual is not currently in housing, he/she must submit a housing application which is available through the Residence Life website.
  • An exception to getting chapter approval is made during the Room Selection Process for filling vacancies not filled by the chapter during the Fraternity and Sorority Room Selection Process.
  • Occupancy and Release (student staff offers impacting occupancy): In the event that a chapter member residing in a fraternity or sorority house is offered a student staff position after having signed a housing agreement to live in the fraternity or sorority house, the Chapter President must agree to release the member from house residency. In doing so, the Chapter accepts responsibility to fill that space or pay the established rate for that house vacancy. The approval may be made over e-mail provided the approval comes from the William and Mary e-mail account of the Chapter President.
  • Current freshmen are not permitted to fill vacancies in Fraternity or Sorority houses.
  • Vacancy charges will be assessed one week after the first day of classes in the fall and spring semesters.
  • New vacancies that occur later than one week after the first day of classes will be assessed to the chapter on a prorated basis based on the date the vacancies occur. Organizations will have one week from the date of the vacancy to fill the space before charges are assessed.
  • Vacancy charges are to be paid to the Bursar's Office through Sharon Mikanowicz, 221-7697 and must be paid within 30 days. The Bursar's Office, at their discretion, may work out terms for repayment in installments. However, due to state regulations regarding collections of outstanding debt all vacancy charges must be paid within the semester that the charges were incurred.
  • Vacancies that occur after the first day of classes following fall break in the fall and spring break in the spring will not be assessed to the organization.
  • When Fraternity and Sorority Room Selection rosters are submitted for the next academic year any space not filled by the chapter will be made available during the official Room Selection Process. The official Room Selection Process concludes when the last wait listed student is offered a space in campus housing. Vacancies not selected during the regular Room Selection Process will be the responsibility of the chapter.
  • The maximum number of vacancies and non-members permitted in any given semester cannot exceed the numbers listed below to remain in compliance with the terms of the housing agreement:

Number 
in House

Max. # of 
Vacancies Allowed

Non-members*Allowed
* Vacancies = non-members

20

2

4

16-18

1

3

12

1

2

7

0

1

6

0

1

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Room Selection Process
 

A$200.00 NON-REFUNDABLE Room Reservation Deposit

Printable PDF

All eligible students who wish to live in fraternity or sorority housing for 2016-2017 must have a $200 Room Reservation deposit on file by the February 19, 2016 deadline.  This NON-REFUNDABLE deposit can be paid at the cashier's window in Blow Memorial Hall 102 between 8:00am -5:00pm, Monday - Friday or be paid on-line following the links on the Residence Life website.  It is imperative that all individuals on the roster submit the $200 Room Reservation Deposit by the deadline; late deposits and postmarks will not be accepted.

If a student pays a $200 Room Reservation Deposit in order to live in a fraternity or sorority house and the house subsequently fills so that he/she is unable to live there, the deposit may be refunded.  The President must make this request in writing to Residence Life (living@wm.edu) on the individual’s behalf, by the housing roster deadline.

If your organization would like our office to look up potential members that will be placed on your housing roster to see if they have paid the $200 Room Reservation Deposit BEFORE the (date changes based on academic year) deadline, we would be happy to do so. A Residence Life staff member will contact you in early February to reiterating our desire to help and check on deposits. Nothing will be more frustrating to you then to find that someone failed to pay the $200 deposit and it is after the deadline. We will NOT accept any payments after the deadline. Spaces may be made available during the Room Selection process if members fail to pay the housing deposit!

B. Contracts

In order to be included on a fraternity or sorority roster each individual must accept the terms and conditions of the on-line Housing Contract by February 24, 2016.  After the deposit deadline all students with a $200 deposit on file with receive an email with instructions on completing the on-line housing contract.  This is a change from past years and should make it easier for chapters with students who are away from main campus during the room selection process.

C. Rosters  

In order to provide Fraternities & Sororities the opportunity to control who resides in their houses, to protect house residents from being wait listed for housing, and insure that only the necessary number of room selection participants are wait listed, the completed house rosters must be submitted by noon on Wednesday, February 24, 2016 to the Residence Life Office, located in the Campus Center 212.

Please remember that turning in rosters does not necessarily guarantee that Residence Life will enter into a Special Interest Housing Agreement (lease) with your organization. This process involves several steps including the paying of debt, student conduct reviews of pending and new cases and submitting a complete and accurate housing roster. The president will formally sign the Special Interest Housing Agreement for the organization in late April.

A completed roster will be defined by the guidelines listed below.   Failure to submit a complete roster by the deadline or submission of an incomplete roster may result in the loss of the assigned space.

D. Eligibility

All names on the roster must:

  1. Have paid the $200 Room Reservation Deposit by the February 19, 2016 deadline.  Late deposits will not be accepted and postmarks will not be honored. 
  2. Must have accepted the terms and conditions of the on-line 2016-2017 Housing Contract by February 24.
  3. Be eligible members or pledges. (Current membership rosters on file with the Student Leadership Development will be used by Residence Life to verify housing rosters.)
  4. Not have outstanding bills for loss/damage with Residence Life.
  5. Be a currently enrolled, full-time degree seeking student at the College of William & Mary for the spring semester of 2016, including students on a College approved study away program or be officially readmitted by the Dean of Students Office for the fall semester by the February deposit deadline.

E. Rosters Due

Two rosters must be submitted to Residence Life.
The first roster must include:

  1. A listing in room number order of House members with full name (please no nicknames--last name first),              
  2. Student ID number
  3. Whether person is a member or non-member of the Greek organization, and
  4. W&M e-mail address for each student.

EXAMPLE:

ORGANIZATION’S NAME

ROOM NUMBER

Student ID NUMBER

LAST NAME

FIRST NAME

MEMBER OR NON-MEMBER

W&M E-mail Address

113

930000000

Mary

William

MEMBER

xxxxx@email.wm.edu

The second roster must include:

  1. 1) A listing in alpha order (full name -- last name first), and
  2. Student ID number
  3. Room number
  4. Whether person is a member or non-member of the Greek organization
  5. W&M e-mail address for each student

 

EXAMPLE:

ORGANIZATION’S NAME

 

LAST NAME

 

FIRST NAME

 

Student ID Number

ROOM NUMBER

MEMBER OR NON-MEMBER

W&M E-mail Address

Mary

William

930000000

113

MEMBER

xxxxx@email.wm.edu

 

Please type both rosters or email them to living@wm.edu.  
We strongly suggest that the President keep at least one copy of each roster.

All students who have paid the $200 Room Reservation Deposit and sign a Housing Agreement will not be able to participate in any other part of the Room Selection process.  Once an individual accepts the on-line housing contract and are included on a house roster to live in the House, they cannot be wait listed for housing and are not eligible to participate in any other part of the Room Selection Process or trade places with anyone who is.

All students who have paid the $200 Room Reservation Deposit and sign a Housing Agreement will not be able to participate in any other part of the Room Selection process.  Once an individual accepts the on-line housing contract and are included on a house roster to live in the House, they cannot be wait listed for housing and are not eligible to participate in any other part of the Room Selection Process or trade places with anyone who is.

F. Billing

Each House will be billed for any existing vacancies one week after the first day of classes at the beginning of each semester.  A list of vacancies will be provided to the President and rent charges will be levied for each vacancy.

G. Vacancies

The following guidelines apply to spaces not filled after the submission of the room selection roster or occur after the submission of the room selection roster.  The assumption is that all House rosters are full and must remain full through graduation in May.   (Vacant spots in fraternity or sorority housing will be made available during the Room Selection Process to be selected by independent students.  The Room Selection Process officially concludes once the last wait listed student is offered as space in campus housing.)

To insure a full House, Fraternities & Sororities need to consider:

1) Making sure the President of the organization has an alternate list of brothers/sisters who are not locked into other leases and who know that if someone drops from the House roster, they will be the next one to move in.

2) Not including members on the roster who are:

a. considering or in the process of transferring or applying to study abroad.

b. in questionable academic standing. 

This implies that the responsibility is on the fraternity/sorority to know the status and plans of their members and to communicate the need for commitment to the House.  If members in situations as described above are included on a roster, it is the responsibility of the House to have predetermined replacements for these individuals.

3) Due to confidentiality, Residence Life will not notify chapters about vacancies that may occur due to withdrawal, academic drop, judicial removal or non-member changes after the Fraternity & Sorority Room Selection Process. At the beginning of the fall semester Residence Life will send each chapter a copy of their house roster but Chapter Presidents may, at any time, request a copy of their current house roster. 

4) Any space not filled by the chapter will be made available to any student during the Room Selection Process (concluding with offers made to the last wait listed student). 

5) Making contingency plans to replace members on the roster who will only be in residence one semester (are graduating, studying abroad, dismissed, etc.)

6) Residence Life will help provide on-going assistance to Houses needing to fill vacancies by discussing options that other organizations have tried. However, the ultimate responsibility falls on the Fraternity or Sorority to fill their house or be charged for the vacancies.

7)  If a resident of the House withdraws during the summer, the fraternity/sorority will be given an extension to fill the space (1 week after the first day of classes in the fall semester).  Each chapter President will be responsible for communicating with Shylan Scott, Assistant Director for Fraternity and Sorority Housing, via email when changes occur with the house roster.

REMINDER:

ALL STUDENTS WHO PAY THE $200 ROOM RESERVATION DEPOSIT ARE ENTERED INTO THE ROOM SELECTION PROCESS. ONCE THEY ACCEPT THE HOUSING CONTRACT AND ARE INCLUDED ON A ROSTER TO LIVE IN A FRATERNITY OR SORORITY HOUSE, THEY CANNOT BE WAIT LISTED AND ARE NOT ELIGIBLE TO PARTICIPATE IN ANY OTHER PART OF ROOM SELECTION. 

Rosters are due the Wednesday before Spring Break. Residence Life will be counting on the Presidents to provide the information needed for the room selection. If you choose to delegate this to another brother or sister, make sure they are reliable and understand the process. 

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Greek Life Task Force Report Recommendation - Interpretation by Vice President for Student Affairs

The Greek Life Task Force Report (PDF) submitted to the Vice President of Student Affairs in 1997 contains the recommendations.

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Fraternity and Sorority Occupancy Numbers

90% Occupancy Levels

Capacity 
of House

Number of 
Vacancies Allowed

Number of Spaces 
that Must be Occupied
by Members

20

2

18

19

1

18

18

1

17

17

1

16

16

1

15

12

1

11

7

0

7

6

0

6

80% Members/Pledges*

Capacity 
of House

Number of Vacancies/
Non-members Permitted

Number of Spaces
that Must be Occupied
by Members

20

4

16

19

3

16

18

3

15

17

3

14

16

3

13

12

2

10

7

1

6

6

1

5

70% Members/Pledges*

Capacity 
of House

Number of Vacancies/
Non-members Permitted

Number of Spaces 
that Must be Occupied
by Members

20

6

14

19

5

14

18

5

13

17

5

12

16

4

12

12

3

9

7

2

5

6

1

5

*Vacancy = Non-member

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Special Interest Housing Committee Criteria

Criteria to be met by Fraternity and Sorority chapters or academically-related groups (Living Learning Communities) seeking Special Interest Housing.

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Review of Special Interest Houses by the Special Interest Housing Committee
Attached PDF

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Special Interest Housing Committee Review Report Schedule

Based on the tentative schedule noted below fraternities and sororities will be reviewed in alphabetical order (using the English alphabet) and will follow a regular cycle in which each chapter and Living Learning Community is reviewed at least once every four years.  Fraternities and sororities will be reviewed over a three year period; the Living Learning Communities will be reviewed in the fourth year of the four year cycle.

Year one:three-four fraternities and three-four sororities
Year two:three-four fraternities and three-four sororities
Year three:three-four fraternities and three-four sororities
Year four: Living Learning Communities

2014-15

2015-16

2016-17

2017-18

Alpha Epsilon Pi

Delta Phi

Pi Kappa Alpha

Africana House

Alpha Tau Omega

Kappa Alpha

Sigma Alpha Epsilon

Arabic House

Beta Theta Pi

Kappa Delta Rho

Sigma Phi Epsilon

Chinese House

Delta Chi

Kappa Sigma

Sigma Pi

Eco-House

Alpha Chi Omega

Delta Gamma

Kappa Delta

French House

Chi Omega

Gamma Phi Beta

Kappa Kappa Gamma

German House

Delta Delta Delta

Kappa Alpha Theta

Phi Mu

Hispanic House

Pi Beta Phi

Italian House

Japanese House

Mosaic House

Reves

Russian House

PREVIOUS SCHEDULES

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Fraternity and Sorority Facility Occupancy Continuance Purpose:

By providing designated on-campus housing the College makes a commitment to a thriving and exemplary fraternity and sorority community.  This statement addresses how Residence Life will manage fraternity and sorority housing facilities when chapters voluntarily relinquish their assigned space or lose housing privileges through either the College conduct sanctions or by decision of their (inter)national organization.

 

Criteria: To regain an assigned facility in Special Interest Housing chapters who voluntarily leave their facility will be required to submit a roster during the annual room selection process that includes the required number of eligible members to fill the house for the subsequent academic year.  Chapters that have had their housing privileges revoked by the College or their (inter)nationals for conduct reasons must re-apply to the Special Interest Housing Committee for a return to residence, subject to availability and approval from the Vice President for Student Affairs.  All chapters must meet the criteria of being in good standing as an active and recognized (IFC, National PanHellenic, or National Pan Hellenic Council) organization on campus as well as have the ability to fill the facility to which the chapter will be assigned. 

 

NPC (National PanHellenic): To promote a vibrant sorority system the college will work with NPC member groups to provide campus housing to recognized chapters in Sorority Court.  To support the anticipated fall 2016 recolonization of the Gamma Alpha chapter of Phi Mu this chapter will have the first right of refusal to the Moncure House (House 11). 

 
NPHC (National Pan Hellenic Council): To support housing opportunities for NPHC groups and to honor historic commitments the College will seek to make the Bozarth House (House 10) available to a NPHC recognized sorority.  If active and able to meet the Special Interest Housing criteria the Mu Upsilon Chapter of Delta Sigma Theta will have right of first refusal for the Bozarth House (House 10).  If Delta Sigma Theta is not eligible, priority will be given to a NPHC member sorority that has met the criteria for Special Interest Housing.  If no NPHC sorority is eligible, the Bozarth House (House 10) will be made available to independent students in the annual room selection process.
 
Loss of Housing Due to Conduct Sanctions: To encourage chapter improvement and restoration, a fraternity or sorority that incurs a loss of housing privileges based on conduct sanctions may, at the discretion of Student Conduct and Residence Life, be offered the incentive to return to the same house after one academic year following the completion of the sanction(s).  This is not an offer held in perpetuity but is intended to support a short-term period (typically 1 year) related to a sanction.  During the time the house is unoccupied by the house it will be made available during the annual room selection process.  Once the chapter satisfactorily completes the required sanctions and shows significant improvement the chapter may reapply for Special Interest Housing status.
 
Additional Information: When a fraternity or sorority experiences a loss of College or (inter)national recognition due to a serious conduct violation the chapter may not be guaranteed the opportunity to return to the residential facility that was occupied when the chapter was a recognized organization.  If the chapter is invited to recolonize and subsequently completes the requirements for Special Interest Housing and is approved by the Vice President for Student Affairs, the chapter will be offered a fraternity/sorority housing option that is available at the time of eligibility.  This practice will be applied to all groups that are currently awaiting the opportunity for recognition, as well as any groups that may face a loss of recognition in the future.

Approved by Ginger Ambler, Vice President for Student Affairs, June 2013

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Housing Assistant Position Description

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