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Program Review Tracker

= Complete | in progress= In Progress | not started= Not Started
Goal Progress
Communication
Obtain names, address, telephone numbers, and email addresses for all stakeholders (chapter presidents, main officers, advisors, house corporation presidents, house directors) and share them with each other via email. complete
Meet with house corporation presidents/representatives and the cabinet members responsible for the areas affecting these operations to include, but not limited to, student life and finance and administrative services to work through the list of problems/complaints/issues with the university to allow them to do their jobs properly. not started
Develop an all-sorority/fraternity calendar to include university holidays and programs, important academic dates, sorority and fraternity programs, and meetings as well as chapter activities for the remaining time of the semester and share these via email with all stakeholders. complete
Develop an upcoming academic year all-sorority and fraternity calendar to include university holidays and programs, important academic dates, sorority and fraternity programs, and meetings as well as chapter activities and share these via email with all stakeholders. This provides chapters the opportunity to plan effectively. complete
Maintenance: Updated throughout the month but shared at the beginning of each month via email and updated on the website every Monday. complete
Secure funding to publish a brochure focused on high school seniors and incoming students, highlighting the positive aspects of the sorority and fraternity community and including registration directions for recruitment and the process of intake. complete
Consider publishing important key events and deadlines on sorority and fraternity life website. Create monthly newsletter for community members and alumni volunteers of upcoming events and activities. This can include a recap of events that have transpired to maintain consistency with communication efforts. complete
Develop Relationships
Establish monthly meetings with presidents, to include council presidents, and with staff to discuss “housekeeping” items and issues that the community or university might address. Open dialogue on who is responsible for follow up. Avoid chapter meeting nights. complete
Establish monthly meetings with chapter advisors and OSFL staff to discuss “housekeeping” items and issues that the community or university might address. Open dialogue on who is responsible for follow up. Avoid early meetings; 6 p.m. is considerate for working alumni. complete
Establish monthly meetings with house corporation presidents and OSFL staff to discuss “housekeeping” items and issues that the community or university might address. Open dialogue on who is responsible for follow up. Avoid early meetings; 6 p.m. is considerate for working alumni. complete
Establish meetings (once a semester) with house directors and OSFL staff to discuss “housekeeping” items and issues that the community or university might address. Open dialogue on who is responsible for follow up. Poll the group to assess best meeting times, day or night. complete
Email stakeholders with updates on staff searches. complete
Email stakeholders communications from the director keeping them informed of upcoming plans as they relate to the program review, to include the status of university personnel and plans with details to avoid a flurry of clarification emails. complete
Host a town hall meeting for the sorority and fraternity community in April to talk about the commitment to sorority and fraternity community, the partnership, and the expectations. This could also be an opportunity to discuss the program review and to entertain and clarify questions, share the positive things the community is doing, and thank them for their contributions to the university. It would hosted by the vice chancellor. complete
Conduct roundtables for chapter officers two to three times a semester that council officers lead as joint council roundtables to encourage cross-council relationship building; suggestions of roundtable meetings are for academic chairs, new member educator, risk management chair, etc. complete
The current conversation regarding supervision in Fraternity Park is an apparent struggle between the university and IFC community. To that end, it must be understood that all Greek letter organizations are members of a university community at the invitation/pleasure of the university. The current level of supervision (part-time house director, university security on specific nights) will not serve the university or the IFC community well. This level of security sends the message that both the university and IFC community, to include advisors, house corporation members, and alumni, cannot and will not accept the responsibility of leadership to provide a safe atmosphere free from alcohol consumption in the house (which is against university policies) as well as implied hazing occurring in the fraternity houses. Although there is not a “one size fits all” model, best practice by colleges and universities either has university personnel residing in fraternity houses or house directors employed by the housing corporations. The university should establish qualifications; fraternities and sororities are invited by the university to be a part of the university community. In summary, whereas the program review team did not spend enough time to analyze the best fit for UT IFC fraternities, in-house adult leadership will certainly be a more proactive model for a university striving to be educational. The UTPD security model sends a message of fear, anticipated risk incidents, and poor leadership on all levels. complete
Top 25 Office
The vice chancellor for student life meets with respective university administrators to advocate for space in the new student union for OSFL. complete
Query other SEC and peer institutions to determine financial baselines and best practices to appropriate adequate funds to establish an office that is set up to execute the charge put forth in this document. complete
During the phase of laying the foundation of a collaborative relationship between the university and the sorority and fraternity community, the current vice chancellor for student life, dean of students, and associate dean of students must be willing and able to support the OSFL at a high level of response, support, and action to move the initiatives forward at a consistent pace or reorganize the supporting structure to enable this objective to be achieved. This is critical to achieving success. The past has shown that this has not been the practice. complete
The vice chancellor for student life facilitates a discussion among university officials with responsibility for facilities, financing, and the executive director of University Housing to determine best support of the respective chapter houses and their needs as well as the university’s expectations. complete
Once new staff is in place, the director and appropriate supervisor identify professional development needs to include management training, coaching, and topic-specific training such as risk management, professionalism, strategic planning, etc., and need to seek out opportunities either through conferences or campus visits. in progress
Facilitate a mission, vision, and goals document with staff and stakeholders to foster forward motion as a community and in partnership with the university. complete
Policies, Procedures & Protocols
Director to identify and compile university policies, procedures, and protocols applicable to the sorority and fraternity community. complete
Identify university staff to ensure proper education. This would result in the shared understanding of the documents. A trainer should be facilitated to ensure that the staff is properly trained to present to the community. complete
Director to identify P, P, Ps absent from the university to properly foster a collaborative relationship with the university while protecting the integrity of the university as well as the individual member groups. Solicit policies from SEC schools and peer institutions to determine needs.
 Present proposed draft P, P, Ps to the vice chancellor for student life.
 Adoption of P, P, Ps: Communicate to community at all sorority and fraternity meetings.
in progress
Facilitate a conversation regarding alcohol on campus on game days and include those game days as exceptions to the alcohol policy so students are not confused by the inconsistent behavior and policies of the university. Policies should address those exceptions. in progress
Revisit the hazing policy and ensure that everyone at the university and Knoxville understands that UT has a no-hazing policy. complete
Accountability & Conduct
Conduct office to query other SEC and peer institutions to determine best practices to establish a conduct philosophy in harmony with current practices to include restorative justice as a model for success to present to vice chancellor for student life. Ensure that students, faculty, and respective staff are a part of the process. complete
Presentation of new and improved model. in progress
Evaluate respective council constitutions to begin integrating peer accountability process. in progress
Integrate peer accountability processes within the respective council constitutions parallel with the conduct office’s philosophy. not started
Train the student accountability boards to facilitate the process. not started
Risk Management
Develop a training for each respective council to include the executive boards of the chapters to both understand the policies and the consequences for violating them. complete
Visit each chapter at the beginning of the fall semester at chapter meetings to connect personally with chapter members revisiting the university’s policies on alcohol, drugs, and hazing. complete
Deliver the alcohol and hazing policies to all new members within the first three weeks of each semester. complete
Create a Hazing and Alcohol Policy affirmation statement to be signed by each chapter president at the beginning of each semester. complete
Host a breakfast meeting at the Association of Fraternity/Sorority Affairs at the annual meeting in Nashville. Vice Chancellor Carilli and relevant staff members will present and discuss the university’s action plans in striving to become a Top 25 university. Expectations of fraternity and sorority headquarters will be outlined as well as support in working as partners with the university. **OSFL staff chose not to host a breakfast but met individually with sorority and fraternity headquarters staff during fireside chats. complete
Host a “Weekend of Dialogue” program to assist with the education in liability and consequences with a mock-trial format involving an inter/national officer, chapter advisor, and chapter executive boards from each chapter. not started
Diversity & Inclusion
Query SEC and peer institutions to identify best practices in the area of diversity and inclusion and begin implementing education. complete
Identify national programs for education on diversity and inclusion. complete
Create opportunities for cross-council collaboration in order to advance the conversation regarding diversity and creating cross-council educational opportunities complete
Consider co-hosting diversity and social justice programs with the Frieson Black Cultural Center. complete
Examine ways to encourage chapter programming on issues of diversity and inclusion as they relate to general chapter programs and recruitment practices to encourage diverse membership among councils and within chapters. complete
Programming
Review all current programming prior to repeating it for the next academic year to ensure that it is addressing issues as identified in the program review. complete
Develop the academic year of programming after there has been community buy-in to include training for chapter leaders, chapter advisors (how to advise today’s college student, expectations of the university), house corporation members (working with today’s college student, expectations of the university), house directors (working with today’s college student, expectations of the university), etc. in progress
Relationship Statement/Volunteer Greek Experience
Identify key stakeholders from a wide range of students and alumni to agree upon a relationship statement process that will benefit both the university and the sorority and fraternity community. It should build in perks as well as consequences. complete
Introduce the intent and format to the community. complete
Consider creating committees to identify implementation of standards. not started
Promotion of the Community
Work with the vice chancellor of communications to provide guidance and support on how to incorporate a consistent relationship with media to promote positive programs to include but not limited to utilizing council officers to coordinate event reporting from councils and chapter. in progress
Provide media training for representatives from each council to understand how to write an effective press release. complete
Create electronic newsletter for community and alumni stakeholders to ensure that achievements are celebrated and information is continuously shared. complete
Market the sorority and fraternity community during orientation programs focusing on the many benefits of being a member. complete

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