The process set forth hereafter is designed to hold undergraduate chapters and the individual members of those chapters accountable for actions that violate Fraternity Policy. This process is overseen by the Chapter and Membership Accountability Committee (CAMAC).
I. Chapter and Membership Accountability Committee (CAMAC)
II. Record Keeping
The Associate Executive Director or his assignee is responsible for keeping accurate records, notes, and timelines of each complaint. Each individual complaint will receive a unique case number for reference to assist in organization and clarity.
A formal accusation occurs when a Grand Officer or Headquarters staff member is informed of an alleged policy violation through direct observation or written communication from a chapter member, alumnus, university official, parent, or other credible source.
V. Violation Response Levels
The purpose of the following violation levels are to be used as a general guideline for the CAMAC and the Associate Executive Director. The following lists illustrate the three violation levels, citing examples within each level. These violations include, but are not limited to:
VI. Response Protocols:
First, it should be noted that the response levels (above) represent the initial response to a particular incident. As more information is gathered, the “violation level” could change (increase or decrease) as the information dictates. It also does not determine the outcome; in other words, initial information could place an incident at Level One, but as more information comes in, the matter could elevate to a Level Two or Level Three matter, requiring more action and documentation.
Typically, complaints that are classified Level One shall be left to the Grand Praetor and his team to handle and discharge with the chapter and University. CAMAC will work with the Grand Praetors to ensure the appropriate, experienced volunteer individual(s) are dispatched to manage the process.
For complaints that are considered Level Two or Level Three violations, the Associate Executive Director will issue a “Seven Day Letter” (7DL) to the chapter. For most of the complaints that are considered “Level Three” offenses, the chapter will also be issued an “Interim Suspension of Chapter Operations” letter for immediate implementation.
The “Interim Suspension of Chapter Operations” letter notifies the chapter of what is and what is not acceptable under their period of suspension. This suspension will remain in effect for the duration of the investigation.
If the Associate Executive Director or the CAMAC needs more information for an infraction falling under the “Level One” category, then the chapter may be issued a 7DL in those circumstances. This letter requires the chapter to draft a written response to the allegations. Any time a 7DL is issued, the response must be received by the Associate Executive Director within seven days from the issuance of the letter. A copy will be provided to the CAMAC, Grand Pro Consul, Grand Praetor, Chapter Advisor, Grand Trustee, Executive Director, and when appropriate, the Risk Management Foundation and the Greek Advisor.
VII. Membership Review
The result of CAMAC’s determination may include a membership review. This is a procedure that utilizes specific criteria to determine which brothers are still worthy of serving as undergraduate members in the chapter. Once a membership review is called for, each undergraduate member is placed on “alumni status” until completion of the membership review and the Membership Review Report has been approved by the Executive Committee. For proper procedure to conducting a membership review, please see the “Membership Review Manual”. Due to its length, it is omitted from inclusion in this publication. A copy is available by contacting the Associate Executive Director.
VIII. Final Disposition of Disciplinary/Restorative Justice Matters
Once a chapter has entered the CAMAC disciplinary/investigative process, there are a variety of ways in which a chapter will exit the process, thereby closing the incident. The following is a list of the most typical exit avenues and their associated closing documents:
Once an investigation is completed and a chapter is issued a final determination letter, or is returned to a probationary status while working through the elements of a sanction letter, a revitalization letter, membership review requirements, or some other expectations, the chapter may be placed on CAMAC MONITORING. This isn’t disciplinary in and of itself – it is simply an internal CAMAC method for identifying chapters which are working through a final process who may need additional assistance and resources from our Headquarters Chapter Support Team. It assists us internally in helping the chapter succeed while tracking its progress. Chapters placed on CAMAC MONITORING will typically remain on that status until the next Summer BLTW session when they will meet with CAMAC and review their progress.
IX. Trial Boards
Universal Trial Boards will be employed for addressing individual conduct decisions which result in appeals. Trial Board procedures are outlined further in the Governing Laws.