Bradley Fraternity & Sorority Life Housing Policies Manual

Check-in

  1. House Manager will complete a Room Condition Report (RCR) for each room that has been identified as offline
    • Ensure that room is secured and locked after completing RCR.
  2. House Managers will provide key and (RCR) to each individual member as they check in.
    • Provide instructions on how to fill out RCR to each member.
  3. Each member will have no more than 24 hours to complete RCR and return to the House Manager.
    • Both Student and House Manager will sign and date
    • Keep the top two copies while providing the back copy to the student.
    • Place into folder with all other RCRs.
  4. House Managers will return completed RCR folder to the Fraternity and Sorority Life Office for the semester.

Check-out

  1. Prior to a member switches rooms at semester or moves out, the House Manager will retrieve the RCR folder from the Fraternity and Sorority Life Office.
    • Pull the student’s RCR
  2. House Manager will complete a Room Condition Report (RCR) for each room that has been identified as offline
    • Ensure that room is secured and locked after completing RCR.
  3. House Manager will walk through the emptied room with the member leaving the room.o Note any damages or changes to the student’s check-in report.
    • Collect the room key to place back into the key box.
    • Any maintenance issues should be filled into a work order and not on the RCR.
  4. The House Manager will compline a google excel to share with the Assistant Director of Fraternity and Sorority Life no later than 24 hours after the last resident checks out.
    • This will include any damages to room that should be charged to the student

During each semester break, the Assistant Director of Fraternity and Sorority Life will walk through the chapter house to confirm damage charges.

Situations where chapters and/or individuals could be fined (or other consequences):

  • Not turning in/completing an RCR in the allocated time
  • Offline rooms being found to have students living/staying/using room without prior consent
  • House Managers/Presidents not signing out 400 keys each semester
  • Residents not returning keys when they move out (either permanently or at end of the academic year).

Spring Freshman/Sophomore Releases and Buyouts

Requests for any freshmen and/or sophomores to move into the chapter house will completed electronically no later than December 1st, 2017 at 4:30pm.

Releases

If someone living in your chapter house is leaving because of a co-opt assignment, will be a part of the Bradley University study abroad program for the second semester, or is graduating, chapter leadership will fill out a “Spring Release” form electronically no later than December 1st, 2017 at 4:30pm. Your chapter will be able to replace those member(s) leaving for a co-op, study abroad, or graduating with student(s) living in the residence halls. Those student(s) leaving the residence hall will be released from both their room and board charges and their housing deposit will be returned to them pending approval. Priority of releases will go towards sophomores. Students who wish to use this option should complete the “Release/Buyout Request” form no later than December 1st, 2017 at 4:30pm. Grades will not be verified until after classes have concluded. Once students have been approved, they will not be asked to move their belongings until January 16th, 2018.

Buyouts

Student living in a residence hall who wish to move into a fraternity or sorority house for the second semester and will not be replacing a student leaving their respective chapter for a co- op, study abroad or graduation reason, may be granted a buyout. Upon approval, the student(s) will be released from the residence hall, but will be billed for their room charge of$2,980.00 regardless of where the student presently lives. This is the 18-19 academic year charge for a double room rate. They will not be charged for a meal plan unless otherwise requested. Students who wish to use this option should complete the “Release/Buyout Request” form no later than December 1st, 2017 at 4:30pm. Grades will not be verified until after classes have concluded. Once students have been approved, they will not be asked to move their belongings until January 16th, 2018.

A buyout situation essentially means, Bradley University allows a student to move-out of the residence hall and into the fraternity or sorority house, even though the student is charged to live in the residence hall. This happens under the expectation the fraternity and sorority will not charge the student to live in the house, up to the amount the student would be paying to live in the residence hall. Room rate in a residence hall is $2,890.00 for the semester. The fraternity or sorority would be able to charge the student for any fees associated with living in the house, over the cost to live in the residence hall. For example, a meal plan and/or if it costs more to live in the house than the residence hall.

Approval Process

Criteria for student to be approved:

  • (Freshman) Have a 3.0 GPA and complete at least 12 credit hours to show satisfactory academic process.
  • (Sophomore) Have a 2.5 GPA AND complete at least 12 credit hours during the fall semester to show satisfactory academic progress.
  • Individuals must not have any alcohol or drug related violations or any other judicial incidents.
  • Individuals must be considered “in good standing” with Bradley University.

NOTE: Individuals must re-apply for contract release each semester until they are a Junior

The Fraternity or Sorority Requesting the Buyout/Release must meet the following criteria:

  1. Chapter must be in good standing with Bradley University and their inter/national organization. Additional, chapters must be devoid of any disciplinary sanctions, probations, etc.
  2. Chapter must adhere to all university housing policies and procedures and be in compliance with Peoria Fire Department regulations and examinations.
  3. Chapter must have an overall GPA of 2.75 or greater for the fall semester.

Note: If you are uncertain if an individual will make the minimum GPA required, may not accept approval, or return for the next semester, please list additional individuals in RANK order that will take the place of those you are initially requesting. This ranked order of ALL members who are requesting (including additional members) can be submitted electronically in the “Fall Release” form no later than December 1st, 2017 at 4:30pm.

Cheat Sheet

  1. Chapter decides if they are going to request students to move in for the spring semester
    1. Identify number of spots available
      1. Which ones are for graduating, study abroad or co-op members?
      2. Which are open spots?
  2. Chapter discusses Release/Buyout process and options with members
  3. Chapter fills out “Spring Release” form no later than December 1st, 2017 at 4:30pm.
    1. Indicate how many spots are for graduating, study board or co-op members and which are open spots?
    2. Upload full list of all members who will request in rank order
      1. Be sure to include extra members if you have questions is a member will be approved based on the required minimum expectations.
  4. Individual students who request to move in
    1. Fill out the “Release/Buyout” request form no later than December 1st, 2017 at 4:30pm.
  5. Notifications will be sent out after classes have concluded via email. Chapter Presidents and Housing Managers will be sent results of approval/denials. Details for denials will not be provided.
  6. Appeals are due to Cara Wood, Director of Student Activities no later than five (5) days within receiving notification.
  7. Student will be approved to move their items from the residence hall to the fraternity or sorority chapter house on January 16th, 2018.

Fall Releases

Requests for any freshmen and/or sophomores to move into the chapter house will completed electronically no later than Friday, March 2nd, 2018 at 4:30pm

All sophomore members (regardless if they have been approved prior to this semester) who wish to live in the chapter house during the Fall 2018 semester will need to fill out the “Release/Buyout Request” form no later than Friday, March 2nd, 2018 at 4:30pm.

Criteria for student to be approved:

  • Have a 2.5 GPA AND complete at least 12 credit hours during the spring semester to show satisfactory academic progress.
  • Individuals must not have more than one alcohol or drug related violations or any other judicial incidents.
  • Individuals must be considered “in good standing” with Bradley University.
  • NOTE: Individuals must re-apply for contract release each semester until they are a Junior

The Fraternity or Sorority Requesting the Buyout/Release must meet the following criteria:

  1. Chapter must be in good standing with Bradley University and their inter/national organization. Additional, chapters must be devoid of any disciplinary sanctions, probations, etc.
  2. Chapter must adhere to all university housing policies and procedures and be in compliance with Peoria Fire Department regulations and examinations.
  3. Chapter must have an overall GPA of 2.75 or greater for the spring semester.

It is also important to note:

  • Sophomores must be living in your fraternity or sorority house; not any “off-campus” houses.
  • In order to be exempt from the live on requirement at Bradley University the student must have 4 complete semesters at Bradley or another college/university prior to the semester for which you are applying.
  • It is recommended that you list names, in rank order in the event that someone who requested to be released does not make the minimum 2.5 GPA requirements.

Cheat Sheet

  1. Chapter decides how many spots they will have to fill for the Fall 2018 semester
  2. Chapter discusses Release process with members
  3. Chapter fills out “Fall Release” form no later than Friday, March 2nd, 2018 at 4:30pm
    1. Indicate how many spots are open
    2. Upload full list of all members who will request in rank order
      1. Be sure to include extra members if you have questions is a member will be approved based on the required minimum expectations.
  4. Individual students who request to move in
    1. Fill out the “Release/Buyout Request” form no later than Friday, March 2nd, 2018 at 4:30pm
  5. Notifications will be sent out after classes have concluded.
  6. Appeals are due to Cara Wood, Director of Student Activities no later than five (5) days within receiving notification.

Frequently Asked Questions about Releases/Buyouts

How long is my housing contract with Bradley University?

Upon enrolling, all students are expected to fill a 2-year live on requirement at Bradley University. If a student is transferring, they are expected to have completed four full semesters of academic study, whether at Bradley or another institution, prior to being released to not live in the residence halls.

If I am taking classes over the Winter/Summer Session either at my permanent residence or at Bradley, can those grades be considered?

No. The assignment of rooms in the housing process does not permit time for consideration of classes taken out of the scope of the Fall/Spring semester.

Once I am released from my residence hall contract for the semester, do I have to reapply?

Yes, releases are good for that semester only. Each semester, students must apply to live in a fraternity or sorority house and must meet the 2.5 minimum cumulative GPA requirement.

What happens if my cumulative GPA falls below a 2.5 and I have moved into the house?

Students who are permitted to move into the fraternity/sorority house their second semester at Bradley will be reevaluated to ensure that they meet the 2.5 cumulative GPA at the end of that semester. If they do not make the 2.5 they will need to move back into on campus housing. Note: Students who move out at the end of two semesters at Bradley University will be released from their housing contract.

Why is there a required GPA for moving into a fraternity/sorority house?

Academic success is the main priority for students at Bradley University. To ensure that freshmen and sophomores maintain the academic standards of the university, GPA’s are assed to determine eligibility.

If I make the grade eligibility, but my organization does not can I move in?

No, organizations that do not make a 2.75 cumulative GPA will not be allowed to request freshman/sophomores to move in. Chapters requesting to have rooms filled must maintain an overall GPA of a 2.75.

If my organization makes the required organization GPA but I do not make the required individual GPA, can I move in?

No, Applicants must meet the minimum GPA requirements.

If I make the required GPA but have not completed the necessary number of credit hours can I move in?

No, currently, students must earn 12 credit hours per semester for successful academic progress, in order to move into the fraternity/sorority house.

If I want to appeal whether I should be permitted to live in a fraternity/sorority house, how do I do so?

Five (5) days within receiving notification, email grounds for appeal to Cara Wood, Director of Student Activities at clwood@fsmail.bradley.edu

Who reviews housing appeals?

A committee including representatives of Housing and Residence Life, Student Activities and Student Support Services will review appeals.

What should I do if I am applying to be released but have to sign up for University Housing?

If the student has any indication they will not make the minimum expectations for approval, they should still apply for housing through the University. It is easier to remove a student from a spot then trying to find a spot where they will be happy and flourish.

Fire Inspections

Each semester, the Fraternity and Sorority Life Office will conduct Fire Inspections in conjunction with the Peoria Fire Chief and Bradley University Facilities.

Fall

  • 1st Round: September 18th, 19th and 20th
  • 2nd Round: October 23rd, 24th, and 25th

Spring

  • 1st Round: February 12th, 13th, 14th and 15th
  • 2nd Round: March 26th, 27th, 28th

One month before inspections

  • Complete an initial walk-through
    • Identify any items that need to be fixed
      • Missing light covers
      • Damaged doors
      • Dead batteries for alarms
      • Messy areas
    • Check dates
      • Fire extinguishers
      • Utilities
    • Check electric challenges
      • Piggy-backing
      • Extension cords
    • Create a timeline (with your housing corporation) of how to address any items.
      • Document all discussions of when items will be taken care of
  • Start conversations with members regarding expectations for inspection day
    • Everyone is awake and dressed.
    • A clean room doesn’t get a second looko Storage areas should be organized
    • Plan accordingly with trash days
    • Attitudes count
  • Schedule a walk through with FSL/Council leadership

Week before inspections

  • Create a cleaning schedule for chapter members
    • Include individual and common areas!
  • Make sure any “cosmetic” items are taken care ofo Light Covers
    • CO2 and Smoke Alarms
    • Plywood for Air conditioners
    • Clear view of sprinklers (if available)
    • Any inappropriate items put away
    • Lights working
    • Electric Connections
  • Time to be in “control”

Night before inspections

  • Remind members about expectations in the morning/afternoon
  • Fix any last-minute issues
  • Make sure you have a master key or keys to get into ALL rooms (not just residential)
  • Walk around outside to ensure clear of trash

Day of inspections

  • Ensure that all members are awake and out of their beds/rooms
  • Have key(s) ready to go
  • Be prepared at least one hour earlier (unless first chapter)
    • Have game plan in place if you are not able to be there
  • Have any documentation on items that still need to be fixed
  • Come prepared with either a pen/paper or phone notes

Winter and Summer Closing

  1. Report anyone who is living in the chapter house to FSL
  2. Secure Windows and Doors
  3. Clean and take out trash
  4. Do not reduce heat (Winter)
  5. Have someone check in on the house throughout break
    1. Run water every visit
  6. Remove valuables