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Freedom of action granted to a registered organization implies the responsibility for developing the direction, scope and character of the organization in promoting the total educational program of the University. This freedom of action is limited only by the stated purpose of the organization, by the University and the society. The aim of the University is not to establish a complete set of rules or regulations to control student organizational activities, but to keep such regulations to the minimum found necessary by experience. Within the spirit of this philosophy, it is expected that a student organization should not assume that it rightfully may engage in any activity that is not restricted specifically by the regulations. In planning new activities, student organizations should consult first with their faculty advisor(s) and if there is doubt as to the appropriateness of the activity, the organization should consult the Assistant Director of Student Engagement well in advance so that equitable decisions may be reached through cooperative discussion.


Restrictions imposed by University regulations for student organizations are established by the Faculty Committee on Student Engagement, which has student and faculty representatives. Regulations established by this group are intended primarily to protect all parts of the University program from interference from each other and from duplication of effort. Organizations dissatisfied with these policies should address themselves to the Faculty Committee on Student Engagement and Success. Acceptance of established procedures of campus governance is part of the responsibility undertaken by a student group becoming chartered as a University organization.


Georgia Southwestern State University encourages students to become participating members of chartered student organizations insofar as the aims and purposes of the organizations are consistent with the aims and purposes of the University and University community. Chartered student groups include the following types:

Social organizations
Honorary and leadership organizations and recognition societies
Departmental organizations and professional fraternities
Political organizations
Specialty groups (athletic, religious, etc.)

  1. Such organizations shall adhere to the following procedures for obtaining a charter:
    • a. Obtain from the Assistant Director of Student Engagement the petition for recognition packet located online through Canes Connect.
    • b. Submit the complete packet, a constitution, membership list 7 members as a recommended minimum), proposed source/method of funding, and name of a faculty or staff advisor to the Assistant Director of Student Engagement. (Note: The approval process for social fraternities and sororities shall be governed by the Georgia Southwestern State University Pan-Hellenic Council, Interfraternity, and Panhellenic Councils where appropriate.)
    • c. The Assistant Director of Student Engagement will submit these documents to the Faculty Committee on Student Engagement for approval or rejection of the organization. At least thirty days following submission of the required documents, the committee will meet at a scheduled time with the members and anticipated Advisor of the proposed organization prior to rendering a decision.
    • d. The Faculty Committee on Student Engagement will notify the Faculty Senate of its action, approval or rejection, of the organization.
    • e. The Faculty Senate shall report to the faculty, as information, the approval or rejection of the organization.
    • f. Any deletions or amendments to an approved organizational constitution must be forwarded to the Faculty Committee on Student Engagement for final consideration before being adopted by the organization.
  2. The charters of student organizations may be revoked and individual members may be subjected to disciplinary actions, as stipulated in the Student Code of Conduct, if the group or organization is found guilty of the following:
    • a. Hazing
    • b. Disorderly conduct or social misconduct
    • c. Interference with orderly academic processes of the University, its activities, or the rights and freedoms of other members of the University community.
    • d. Violation of Georgia Southwestern State University rules, regulations and policies.
    • e. Violation of Federal, State, or local laws and of policies of the Board of Regents.
    • f. Participation in activities that disrupt or obstruct any teaching, research, administration, disciplinary public service, or other activities authorized to be held or conducted on the Georgia Southwestern State University campus.
    • g. Staff of the Office of Student Engagement or Division of Student Engagement and Success staff may suspend the rights of an organization pending an investigation or an official hearing.


Each Fall semester all organizations who wish to remain active organizations on campus must register their desire by completing the registration process through Canes Connect.  This process can be located at CanesConnect and will require student organizations to submit a constitution and/or bylaws, logo of the student organization, and roster of the current organization. It is the President's responsibility to file the roster of elected officers with the Office of Campus Life by the 1st of September. Failure to comply with this regulation will result in the loss of recognition on campus. Changes in organization officers or membership during the year are to be reported to the Office of Student Engagement as they occur. New officers should check to see that the constitution on file is current. Student organizations shall furnish to the Office of Student Engagement, upon request any information that it considers necessary for administration, such as constitution, list of officers, faculty advisor, schedule of activities, etc.  In addition to registering your organization yearly through Canes Connect, organizations advisors and presidents (or their designee) are requested to attend a yearly organization training and/or leadership training in order to officially be recognized and receive all rights and privileges for the upcoming academic school year.


Registered student organizations are eligible to:

  1. Use university facilities, equipment, and services according to prescribed policies and procedures.
  2. Sponsor on-campus fund raising events (all events must be approved by the Director of Campus Life at least two weeks prior to the event.)
  3. Apply for student activity funds (those organizations that do not restrict membership or do not require adherence to any doctrine or belief are eligible to apply.)
  4. Invite guest speakers to campus in accordance with established guidelines.
  5. Use copying services on campus.
  6. Establish a University account and use the services of the University Business Office.
  7. Receive awards or honors presented to university organizations and members.
  8. Be listed in University/student publications.
  9. Sponsor program activities consistent with the purpose of the organization and the University.
  10. Distribute and post literature and organizational materials according to established policies and procedures.
  11. Request assistance from the Office of Public Relations and student media groups to promote organizational activities.


Membership in a registered student organization must be open to any Georgia Southwestern State University student who shall comply with:

  1. The stated purpose(s) of the organization
  2. Reasonable conditions and obligations of membership, except that:
    • a. no student shall be excluded from membership on the basis of race, color, national origin, religious creed, age, political views, Vietnam-era veteran status, sexual orientation, or disability;
    • b. no student shall be excluded from membership on the basis of sex, unless:
      the organization is a social fraternity or sorority, or the primary purpose of the organization is to engage in sports, the main purpose or activity of which involves bodily contact, or the organization is otherwise exempt under Title IX of the Educational Amendment of 1972.
  3. Constitution of such registered student organization and, if affiliated with an off-campus organization, the constitution of the off-campus organization must not contain any provisions which discriminate against a student under the provisions or the rules of Georgia Southwestern State University.
  4. Leadership Position Requirements:
    • a. A minimum graduating grade point average of 2.0 and current enrollment, is required for a student to hold and maintain organization offices as follows: president; vice-president; secretary; treasurer; board member; or comparable positions under other titles, such as editor, captain, or chairperson. Organizations may require officers to have a grade point average higher than a 2.0 and should specify this requirement in the organization's constitution. It is the responsibility of the organization's faculty advisor to ensure compliance with the provision.
    • b. Students holding organization offices are expected to uphold the requirements of the Georgia Southwestern Student Conduct Code. Should a violation of the Student Conduct Code or local, state, or federal law occur, the Vice President for Student Engagement and Success, Student Conduct Officer, or designee and the organization's faculty advisor shall review the circumstances of the incident and advise the organization of recommended action. Recommended action may range from verbal admonition to removal of the student from office, and may include referral to the Georgia Southwestern State University Student Conduct system.


Recognized Student Organizations and Student Activities

COVID-19 Resource Guide for Face-to-Face Meetings and Gatherings

The GSW Recognized Student Organization (RSO) and Student Activities COVID-19 Resource Guide is a supplement to the RSO Policies and Procedures. The following guidelines are in effect immediately until further notice. Updates will be published and communicated as needed throughout the Fall 2020 semester.

  • It is important that you stay up-to-date on COVID-19 news and guidance from the CDC and GSW.

  • The University will make updates to guidance as needed.

Recognized Student Organization (RSO) Operations

GSW student health and safety is a top priority. RSOs and individual members must follow GSW guidelines provided in order to reduce the spread of COVID-19. We know it is important to move forward with organization priorities in order to enhance the college experience, prepare for the future, and for the long-term organization health. 

Every RSO is to identify a Risk Management officer to work with other RSO officers and advisor to ensure organization programs and activities address and mitigate risk to the best extent possible. The RSO Risk Management officer may be assigned to a student with another officer position. The identified Risk Management officer’s name and contact information must be submitted through the RSO Canes Connect Annual Registration Form. The Risk Management Officer will be required to participate in monthly virtual meeting addressing current issues related of COVID-19 or other relevant topics.

Events and Gatherings

RSOs are encouraged to conduct business meetings and activities supporting the organization’s mission and purpose. 

RSOs are encouraged to conduct virtual group meetings.  Virtual meetings do not require university approval. Virtual meeting resources:

  • If you have a Gmail account, Google offers Hangouts where up to 10 can meet via video. You can meet on demand, or schedule through your Google calendar by “adding conferencing”;
  • Zoom also offers free video conferencing for up to 100 people. Calls are limited to 40 minutes with the free version;
  • Microsoft Teams is another video conferencing resource that allows for free calls, meetings, chats, and file sharing. 

All RSO face-to-face activities, beyond business meetings, are required to obtain approval through Residential and Campus Life. Event request forms are available on Canes Connect (Click Here). Event request forms should be submitted five business days prior to the event to ensure a timely review of event risk management plans. The purpose of the event request form is to ensure risk management precautions have been addressed.   

GSW requires the following plans to reduce the spread of COVID-19 while engaging in student activities.

  1. Face-to-face activities may occur as long as the following precautions are taken:
    • Social distance. There is enough space to social distance, also called “physical distancing,” to keep a safe distance between individuals who are not from the same household. Current recommended practice is at least 6’ (or two arm links) between people.
    • Face covering. Face coverings are required over mouth and nose in public settings when around people who don’t live in the same household and especially when it may be difficult to stay six feet apart. Face coverings are not required, but highly recommended, when outdoors and within close proximity to individuals who are not in the same household.
    • Healthy habits. Access to hand washing facilities or hand sanitizers must be provided at events. Disinfect surfaces if activity involves multiple users during a designated period of time. Examples: registration table, crafts program, etc. 
    • Health screening. At events inside a facility where space is limited, an entry point must be set up to screen attendees.  This includes, but may not be limited to, temperature checks and questions about COVID-19 symptoms. 
    • Visible safety notification. Signage must be posted at entry ways or in event area reminding participants of health and safety practices to prevent the spread of COVID-19. Template signs are available at (need link).
    • Designated event monitor(s). One event monitor for every 25 attendees must be designated to promote COVID-19 planned precautionary measures to limit the spread of COVID-19.
  1. Campus space reservations for RSO meetings, events, and student activities can be made on Canes Connect (Click Here). Reservations will be limited to the following locations:
    • Collum Hall – Rooms have maximum seating capacity.
    • IM Gym
    • MSC Hallway
    • SSC Classrooms, Corridors, and Conference Rooms – Rooms have maximum seating capacity.
    • Outdoor space reservations include:
      • Centennial Plaza
      • Hello Walk
      • Lake House grounds (Lake House not available for Fall 2020)
      • MSC Courtyard and Patio
      • North and South IM Fields
      • Oaks, Pines, or Magnolia Courtyards
      • Presidential Plaza
      • Sanford Lawn
    • Other campus space reservations are available, but they require additional approvals from other departments.
    • These include:
      • Administration Building – Academic Affairs will approve. Rooms have maximum seating capacity.
      • Faculty Dining Room – Aladdin will approve. Room has maximum seating capacity.
      • Fine Arts Theater – Fine Arts will approve. Room has maximum seating capacity.
      • Jackson Hall Auditorium – Fine Arts will approve. Room has maximum seating capacity.
      • Storm Dome – Athletics will approve.

Scheduling Social Events

  1. Definition - social events refer primarily to parties, dances, or concerts sponsored by student organizations. It is expected that such social events will be scheduled at times that do not interfere with the normal educational functioning of the University.
  2. Approval - no social event may be held on campus by a student organization without prior approval of the Director of Campus Life.
  3. The designated faculty advisor, or a designee selected by the faculty advisor, is required to attend all organization functions on campus, for the duration of the event, at which alcohol will be consumed and to assist the officers and the sponsoring organization to comply with university regulations, as well as local, state, and federal laws.
  4. Event requests - requests for social events on campus must be submitted for approval at least five (5) business days in advance.
  5. Request for facilities - reservations for facilities can be made in the Reservations Office upon approval of the event and the form should be filed at least five (5) business days prior to the event.
  6. Work orders - arrangements for work orders necessary for the use of a facility must be made in the Division of Student Engagement and Success at least five (5) business days prior to an event.
  7. Litter - Organization members and faculty advisors are responsible for seeing that facilities used are clean and properly put in order after use. The sponsoring organization is responsible for any and all damage incurred to the facility. The sponsoring organization will be held accountable for all litter left in the area where the activity was held, including outside of buildings and parking lots. Should it be necessary for the University to remove any ground litter, the sponsoring organization will be charged for such service.
  8. Security - Organizations that sponsor (1) a social event on campus where more than fifty people will be in attendance and alcohol is to be consumed by legally aged persons, or (2) a dance and/or concert is open to the public, or (3) where in excess of one hundred people are to be in attendance, are required to pay at least one additional certified security or police officer who will be present during the entire event. The number of officers assigned to each event will be determined jointly by a student representative from the sponsoring organization and the Division of Student Engagement and Success at least 48 hours in advance of approval of the event. The student organizations shall be responsible for paying the Security Officers a salary per hour equivalent to the current rate of pay. Such payment will be made to the Business Office and confirmation of the payment must be provided to the Director of Campus Life prior to the scheduling of a facility. Charges will vary depending on the length of the event and the number of officers required. The responsibilities of the student organization to uphold University regulations, local, State and Federal laws, are not negated by the requirement of the presence of Security officers. The responsibilities of the Security Officers are to support the sponsoring student organization in upholding University regulations, local, State and Federal laws. Included in these responsibilities are upholding policies with regard to alcohol, crowd behavior and environmental noise problems. Georgia Southwestern State University Department of Public Safety Personnel are not eligible for contracting out to such events. The student responsibilities are upholding policies with regard to alcohol, crowd/guest behavior and environmental noise problems. The student organization has primary responsibility for monitoring the event and the Security Officers is available only as a last supplemental resort. Failure to provide adequate security personnel or other security measures in order to insure the safety of those in attendance is prohibited.
  9. Crowd size that exceeds such limits so as to infringe upon the rights of others or endanger those in attendance is prohibited.
  10. Failure to provide adequate parking so that vehicles are impeding the normal flow of traffic, parked illegally or parked on private property without proper authorization is prohibited.
  11. Activities/Exams: No campus-wide social activities shall be held by any student organization during final examination periods. In addition, recognized student organizations may not schedule events or activities within 48 hours of the beginning of a final examination period unless approved by the Assistant Director of Student Engagement.
  12. Hours to Terminate - Activities on campus shall terminate on Sunday through Thursday nights by midnight; Friday and Saturday nights by 1:00 a.m.


Organization officers, members and advisors may be civilly liable for harm resulting from either dangerous organization activities or those that create an unreasonable risk of injury on and off campus. All persons involved in organizations are advised to plan activities carefully, comply with all laws (including those related to the consumption of alcohol and the use of vehicles and other equipment) and to neither endorse nor participate in activities that could result in injury to participants, bystanders, property or self. Organizations sponsoring recreational activities, off-campus trips of any kind or any activities where risk to participants may be involved are required to have participants sign a RELEASE AND WAIVER OF LIABILITY FORM. These forms may be obtained from the Student Engagement and Success website.


The Board of Regents has stipulated that organization related travel of students be subject to the same guidelines as those of University employees. See the Office of Student Engagement for specific details.


All registered student organizations are encouraged to make every possible effort to become financially self-supporting. Organizations may generate funds by charging dues to members, charging admission to events and sponsoring approved fund raising activities. Fund raising events must be approved at least two weeks in advance by the Assistant Director of Student Engagement, including approval of the method to be used in selling tickets and collecting money when admission is to be charged to an event. Fund raising is defined as anytime an organization collects money for any purpose on or off campus. Raffles and games of chance are prohibited. Student Organizations wishing to hold an on campus or off-campus fundraiser must fill out a fundraising approval form at least 5 business days in advance.


  1. Student organizations receiving student activity funds cannot maintain outside bank accounts.
  2. All monies collected, whether on or off campus, by funded student organizations, must be deposited in a University account.
  3. All invoices must be paid within 30 days, as stipulated by State of Georgia Policy.
  4. All student organizations must maintain all of their financial responsibilities within the GSW Business office unless your organization has its own FEI Tax ID Number.  Organizations must verify their Tax ID and show proof in order to have off-campus business accounts.


The following guidelines are to be followed by all campus organizations expending student activity funds:

  1. Cash Advance - For expenditures under $100, an organization may obtain monies from the petty cash fund in the Business Office with prior written approval (Request for Petty Cash) of the organization's treasurer and faculty advisor. The following procedures apply:
    • a. Present cashier with a Request for Petty Cash signed by the treasurer and faculty advisor.
    • b. Sign cashier's receipt for the amount withdrawn.
    • c. A paid invoice or cash register tape imprinted with the vendor's name must be obtained for all purchases.
    • d. Return paid invoices and/or register tape to the cashier within three (3) days after the cash advance. Any money not spent must be returned at the same time.
    • e. Initial cashier's receipt indicating the actual expenditure. In the event that a purchase costs more than the amount of money withdrawn from the petty cash fund, refunds will be made to individuals having to spend their own money. No refunds will be made for purchases made without prior written approval (Request for Petty Cash).
  2. Payments to Individuals/Requests for Cash in Excess of $50 Payments to individuals require a properly authorized Disbursement Authorization and will be paid in cash. The Disbursement Authorization form also may be used when more than $100 in cash is needed. Disbursement Authorization forms must be in the Business Office at least one week before a check is needed.
  3. Purchase Orders - Prior to all purchases (regardless of the amount) for which a cash advance or disbursement has not been obtained, a properly authorized purchase request form must be completed by the organization's treasurer and faculty advisor. Under no circumstances will a purchase be made without properly notifying the Business Office in advance.
  4. Internal Requisition Forms - The purchase of items from the University Bookstore requires the use of an Internal Requisition Form. In unusual circumstances, when the faculty advisor is away from campus for an extended period of time, the Director of Campus Life will co-sign all expenditure request forms. All of the required forms may be obtained in the Office of Campus Life.


  1. Student organizations requesting to serve or sell alcohol at an event on campus must have their faculty/staff advisor or his/her designee present for the entire event.   If someone other than the faculty/staff advisor is going to be present, this designee must be approved by the Director of Campus Life.
  2. Student organizations wishing to host a function on campus serving or selling alcohol must adhere to the following procedures:
    • a. Submit a Request to Serve/Sell Alcohol on Campus form to the Director of Campus Life at least three weeks prior to the proposed date of the event.  The student organization representative signing this form and submitting it for approval must be at least 21 years of age.
    • b. After granting initial approval from the Campus Life Office, the Director will seek approval from ARAMARK for their contractual services. Note: ARAMARK is the only vendor that will be considered to serve or sell alcohol on campus.
    • c. If approved through ARAMARK, the Director of Campus Life will seek approval from the President’s Office.
    • d. After obtaining the university president’s approval, the Director of Campus Life will submit the form to the Office of Public Safety and notify the student organization to contact Public Safety to hire the appropriate number of university officers to work the event.
    • e. Assistant Director of Student Engagement will notify the student organization of final approval.
    • Each student organization and its officers are primarily responsible for the behavior of its members and other persons who attend its sponsored events at which alcohol is being consumed. Behavior that violates university policy will subject the student organization, as well as its officers and members, to disciplinary action by the University. All organizations shall be responsible for ensuring that all members and/or guests follow all applicable laws and regulations of the state, county, city, and university.  Guests are to include both students of Georgia Southwestern State University and non-students (i.e. alumni and/or visitors of any sort). An organization may be required by the Assistant Director of Student Engagement to attend an ATOD Alcohol Education session in order to be given approval for social events.
  3. An officer or member of a university-chartered or registered organization shall not expect or direct, explicitly or implicitly, a prospective member to consume alcoholic beverages as part of a membership selection process, including, but not limited to, formal ritual or informal social activities. Such behavior is considered hazing of the most serious nature and will subject the organization, as well as its officers, to disciplinary action by the University. No alcohol shall be present during any organization's rituals. This is to include formal recruitment and initiation periods held by Greek-letter organizations.
  4. Student activity fund allocations are student-activity-generated monies and may not be used for the purchase of alcoholic beverages.
  5. Each organization is required to designate a Specific Risk Manager for each social event. It is this individual's responsibility to assure that the organization complies with all rules and regulations, including event registration, security policy, ID checks for underage participants, and to appoint designated drivers when necessary.
  6. The consumption of alcoholic beverages by persons of the legal drinking age will be permissible only for functions at which alcohol is not the focal point, reason for, or the "drawing card" for the event. Advertising for events at which alcohol will be consumed will not make reference to alcoholic beverages. Reference can be made, however, to the serving of food and alternative beverages, and checking of identification cards.
  7. The possession, sale, use, or consumption of alcoholic beverages while on  campus, on an organization's premises, during an organization's event, or the occurrence of any situation sponsored or endorsed by an organization must be in compliance with any and all applicable laws and regulations of the state, county, city, and Georgia Southwestern State University. This is to include planned and unplanned gatherings.
  8. The responsibilities of the student organization to uphold University regulations, the Student Code of Conduct, local, state, and federal laws are not negated by the requirement of the presence of contracted security officers. The student organization has primary responsibilities for upholding policies and monitoring the event with regard to alcohol, crowd behavior, and environmental noise problems. Any violation of University regulations, the Student Conduct Code, local, state, and federal laws must be reported to the Director of Campus Life immediately after the violation occurs.
  9. The organization sponsoring an event at which alcohol will be consumed will post notices at the event indicating the legal drinking age requirement and will verify, via a university student identification card or other official identification, the ages of all persons.
  10. If alcohol is found or present at an event, the officers of the sponsoring organization will ensure that no one under the legal drinking age possesses or consumes alcoholic beverages. During all social events the organization responsible for the event shall provide a clear and definitive method of identifying those members and /or guests that are of legal drinking age.
  11. At all events where participants of legal drinking age consume alcoholic beverages, the sponsoring organization will provide sufficient nonalcoholic beverages and food for all participants in the same general area and for the duration of the event.
  12. Any activity, especially those competitive in nature (e.g., drinking games or contests), contributing to the over-indulgence of alcohol by underage or legally-aged persons is prohibited. No member shall permit, tolerate, encourage or participate in the consumption of alcoholic beverages against another person's will.
  13. The officers of the sponsoring organization must intentionally advise a noticeably intoxicated person to refrain from further consumption of alcoholic beverages, from driving, and from any activity which is potentially harmful to the person or other persons. In addition, the officers and members of the sponsoring organization may not provide alcoholic beverages to any person who is noticeably intoxicated.  The officers and members are required to report any noticeably intoxicated person to the officers on duty at this event.
  14. Failure to comply with the guidelines stipulated in the Student Conduct Code may subject the sponsoring organization, as well as its officers and other student participants in the event, to disciplinary action.


New Member Program Guidelines

These guidelines were established to ensure that new member education enhances the academic progress of each Fraternity and Sorority member and assist their interpersonal development while providing the history and information necessary for viable membership in the Fraternity/Sorority Community.

  1. Every new member will receive a copy of the GSW's New Member Bill of Rights that shall be reviewed with him/her at the onset of the chapter’s new member orientation program. The New Member Bill of Rights Confirmation Form must be signed and filed with the Office of Campus Life within the first week of the new member program.
  2. Each chapter will uphold the GSW's Anti-Hazing Contract, educating all members on this policy at the onset of every new member program. Every member of the GSW Greek community is responsible for upholding a zero tolerance for hazing. The Anti-Hazing Contract Confirmation Form must be signed and filed with the Office of Campus Life within the first week of the new member program.
  3. New member programs may last no longer than ten weeks. All new member programs must be completed by the deadline established and announced by the Office of Campus Life each semester.
  4. Each chapter’s new member program must be submitted in writing and approved by the Office of Campus Life prior to bids being issued. A copy of this written program must be provided to each new member by his/her chapter at the onset of the new member program. Written programs must include all dates, beginning and ending times, locations and descriptions of each activity. This includes initiation date, time, and location.
  5. Any changes to new member calendars must be discussed with and approved by the Office of Campus Life at least 72 business hours in advance.
  6. New member activities must end no later than 11:00 PM Sunday – Thursday and 1:30 AM Friday and Saturday and may not start again till 8:00 AM Monday –Friday, and 9:30 AM Saturday and Sunday.
  7. For organizations with required study halls or study hours, flexibility must be given to those individuals who need to study alone, in the library computer lab, with a study group or in a separate location. Only academic coursework may be completed during required study halls (no fraternity/sorority information).
  8. Organizations wishing to hold new member activities including off-campus initiation, retreats or road trips, must have prior approval from the Office of Campus Life. Chapters wishing to hold overnights (on or off campus) as part of their program must file an Overnight Request Form and an Overnight Participant List with the Office of Campus Life no later than Tuesday for that weekend. Overnight activities may only occur on Fridays or Saturdays.
  9. All chapters must follow their own inter/national new member programs. In cases where GSW's and inter/national policies differ, GSW's policy will always take precedence.
  10. New member educators are encouraged to meet regularly with the Director of Campus  Life as well as their chapter’s faculty and chapter advisors for feedback.
  11. Questions or concerns should be directed to the Office of Campus Life in the SSC room 3411 or 229-931-2377.
  12. Roster Changes for Greeks: Rosters when submitted must reflect the roster that is turned into each organization’s National Office.  This will avoid confusion and guarantee that each Greek organizations roster is exactly the same.  Changes to the roster can be done throughout the semester, as long as said organization can show the roster their National Office has on file and that is current.
  13. Greek President’s Meetings are considered mandatory.  Absence from this meeting will result in a loss of social privileges for the remainder of the month until the next Greek President’s meeting.  Each academic year, the chapter can receive one excuse from not attending the Greek President’s meeting.  If the current Greek President cannot attend this meeting, it is the assumption they will send a member of the Executive Council in its place.  These meetings typically take place on the last Friday of the month at 10am in Student Life Conference room.
  14. Chapters should be familiarizing themselves with the GSW's Weathervane, specifically sections regarding Hazing and Greek Life. Chapters should also familiarize themselves with Georgia State Law and their own inter/national policies related to new member activities.

New Member Bill of Rights

There are a number of activities that are constructive parts of new member/ associate/ aspirant education and will contribute to your becoming a more active and productive member of your Greek organization. However, there are other activities in which you might be asked to take part that are a violation of inter/national fraternity and sorority regulations, Panhellenic, Interfraternity, National Pan-Hellenic regulations, and/or GSW policies. These activities constitute “hazing.”

Listed below is a New Member Bill of Rights that specifically outlines activities that fraternity or sorority members cannot require of you. If they do so, the fraternity or sorority and the individual member(s) in question are subject to severe penalties up to and including permanent removal of GSW recognition, suspension from GSW and possibly removal of the chapter’s charter. New members/associates/aspirants participating in “hazing” activities may also be subject to student conduct sanctions. Please study your rights and make certain that they are not violated. No new member/associate/aspirant shall be required by any person or persons to perform any act which:

  1. Interferes with the academic process – causes the pledge/new member/associate/aspirant to miss or be ill prepared for classes, labs, study sessions, or test,
  2. Causes the new member/associate/aspirant to violate GSW policies,
  3. Requires or pressures the new member/associate/aspirant to consume alcohol,
  4. Prevents the new member/associate/aspirant from securing normal amounts of sleep (no activities between the hours of 11 p.m. and 7 a.m.),
  5. Requires the new member/associate/aspirant to perform personal services for collegiate or alumni members (including, but not limited to, driving around members and/or their guests (including members of other organizations), “shopping” for members, etc.),
  6. Is sadistic -- treats the pledge/new member/associate/aspirant in a “sub-human” manner,
  7. Is illegal – including the use of drugs and alcohol,
  8. Is immoral,
  9. Places the new member/associate/aspirant in physical danger or in jeopardy of losing his or her life,
  10. Places severe emotional stress upon the new member/associate/aspirant,
  11. Requires the new member/associate/aspirant to be present at activities for unreasonable periods of time,
  12. Requires the new member/associate/aspirant to participate in a “Kangaroo” Court or other individual questioning activities,
  13. Prescribes the wearing of anything to identify new member/associate/aspirant status (this includes new member/associate or bid day T-shirts, or wearing of required clothing),
  14. Requires the new member/associate/aspirant to carry items that they would not normally bear (including paddles, signature books, etc.),
  15. Requires the new member/associate/aspirant to answer the telephone in a manner unlike a member would answer it,
  16. Prevents the new member/associate/aspirant from speaking for a period of time,
  17. Involves the abandonment of new member/associate/aspirant or active members thereby requiring them to find their own way back to campus,
  18. Requires the blindfolding of the new member/associate/aspirant (exceptions: during low ropes course with trained facilitator, or as prescribed in writing for inter/national ritual),
  19. Requires the new member/associate/aspirant to stand when a collegiate or alumna/us member enters a room,
  20. Requires the new member/associate/aspirant to intentionally deface the house/chapter room/suite/apt. etc.; or requires the new member/associate/aspirant to clean the house/chapter room/suite/apt., etc. of others,
  21. Requires calling other new member/associate/aspirant “names”,
  22. Requires new member/associate/aspirant to enter the house/suite/building only from a specific door,
  23. Requires new member/associate/aspirant to eat meals together, attend unscheduled “call-down” meetings or sleep in the house/suite/apt. together for any length of time without written permission from GSW and inter/national office,
  24. Requires a new member/associate/aspirant to address or refer to members in a manner different from how they are addressed (i.e. Mr./Ms. Smith for initiates, Pledge Jean for new members),
  25. Requires new member/associate/aspirant to participate in scavenger hunts or similar activities by any name that involves taking of items, time deadlines, etc.

Greek Life Grade Policy

Greek Organizations are expected to maintain higher educational standards of academic progress and will be expected to maintain a Cumulative and Semester GPA of 2.25.  Organizations that miss one or both of GPA’s will be effected as follows.

1st Semester Below 2.25 Cumulative or Semester  =  Warning.  No sanctions will be issued, however, the Greek organization should concentrate on getting grades up with incentives or initiatives.  Chapters will need to contact the Assistant Director for Student Engagement for academic action plan. If the Greek organization falls below a cumulative and semester GPA during for their first semester, the Greek organization will lose one privilege.  Examples of privilege losses might include: Sports probation, loss of social events, implementing or instructing educational programs etc.
Organizations that are on any form or probation will remain on warning the following semester, assuming they have not incurred additional sanctions.

2nd Semester Below 2.25 Cumulative or Semester = Probation. A minimal loss of one privilege will occur.  If both cumulative and semester are below 2.25 a loss of two privileges will occur. Privilege losses will be decided by the Assistant Director of Student Engagement. Examples of privilege losses might include: sports probation, loss of social events, implementing or instructing educational programs etc.  Organizations that are on any form or probation will remain on warning the following semester, assuming they have not incurred additional sanctions.

3rd Semester Below 2.25. Cumulative or Semester =  Suspension.  This will result in a loss of all privileges.  Suspension shall be defined as the temporary loss of all membership privileges in the respective Greek Council, but all obligations of membership (payment of dues, attendance at meetings, compliance with all policies, etc.) remain. Organizations that are on any form or probation will remain on warning the following semester, assuming they have not incurred additional sanctions.

4th Semester Below 2.25 Cumulative or Semester = Expulsion until Grades remain above 2.25. Expulsion will result in loss of all privileges and status.  The Expelled Greek Organization will no longer be recognized at Georgia Southwestern State University. After a Greek Organization comes off of expulsion, said organization will be placed on a one semester of probation.  If the Greek Organization maintains a 2.25 GPA both semester and cumulative, then the Greek organization will be reinstated with all rights and privileges.


  1. No student organization may sponsor or support an auxiliary group in any form. An auxiliary group is defined as a supplemental group to an organization in which, for whatever reason, the participants are ineligible to become full members of the organization. These include, but are not limited to, the following: little sisters, big brothers, favorites, friends of the chapter, rush hostesses, etc.
  2. Student Organizations may not give out jerseys, t-shirts, etc. to any non-members that would imply auxiliary membership to that group. The following exceptions apply:
    • a. T-shirts given that commemorate a specific event (i.e. social, philanthropy, etc.)
    • b. The individual was chosen as that organization's sole sweetheart or homecoming representative.
  3. Composites of an organization may only contain active members, advisors and a sole Sweetheart/Beau. Organizations may not have special composites made featuring non-members of the organization.
  4. Under no circumstances will a rush, or recruitment activity, be held to recruit individuals for auxiliary organizations. This includes recruiting non-members to do things for the organization in exchange for some type of honor or recognition.
  5. Individuals who affiliate with auxiliary groups are also in violation of this policy and may be referred to the campus student conduct system.


No signs or flyers are to be posted on building exteriors, glass or painted surfaces, wood or plaster walls, fixtures, or in any place or manner that defaces the surface used or makes the removal of the material difficult.

Notices may not be posted on stair rails or doors which block or obstruct one's view. Notices must carry the name of the organization or individual responsible for the removal of the notices. The University will allow no decorations within the circular drive in front of the Wheatley Administration Building or in front of the Education Center.

Signs must be properly placed and should not impair the safety of traffic or pedestrians. Organizations and/or individuals should be careful not to harm any campus property (including trees, flower beds, sprinkler systems, etc.) when placing signs. Should rain, wind, or other forces render a sign unreadable, or cause disrepair, the sign should be removed by the organization/individual that placed it within 24 hours following the damage.

Signs/Letters should be placed no more than seven days in advance of the advertised event and removed by the first weekday after the event has taken place. Signs/Letters not removed by the designated time may be subject to removal by physical plant or another member of the University staff. Offending individuals or organizations may be assessed a $25.00 fine per incident.

The University’s input regarding the relocation and timing of posting advertisements may be required in certain circumstances.

The University reserves the right to remove, or to request the removal of, any signs/ posters/advertisements.

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