• Home
  • Interfraternity Council and Panhellenic Association Joint Alcohol Policy: Student Involvement and Leadership Center

Interfraternity Council and Panhellenic Association Joint Alcohol Policy: Student Involvement and Leadership Center

Policy
Purpose: 

To promote responsible attitudes and behaviors concerning alcohol use at Greek social functions.

Applies to: 

All University of Kansas Interfraternity Council (IFC) and Panhellenic Association (PHA) member chapters at the University of Kansas.

Campus: 
Lawrence
Policy Statement: 

I. Statement

a. All University of Kansas Interfraternity Council (IFC) and Panhellenic Association (PHA) member chapters shall operate in a manner consistent with all University, local, state, and federal laws and policies concerning the sale, purchase, serving or consumption of alcohol.

II. Purpose

a. To promote responsible attitudes and behaviors concerning alcohol use at Greek social functions.

III. Definitions

a. Non-member: any person excluding new members, initiated member, and those members currently of alumni status. b. Potential New Member: Any persons not a member of a said fraternity or sorority or any persons not currently enrolled as a student at the University of Kansas. c. Member: Any persons that is a new member, initiated member, or of alumni status of a said fraternity or sorority.

IV. Party Notification Forms (PNF):

a. All functions and events must be registered with the Interfraternity Council and the Panhellenic Association through the use of a Party Notification Form (PNF). The primary purpose and intent of the event/function notification packet is to provide the Interfraternity Council and Panhellenic Association with the information necessary to determine if social events are in accordance with alcohol and risk management policies.

b. All chapters need to sign the Electronic Party Notification Agreement in order to submit the PNF by e-mail. It should be sent to kupnf@ku.edu and will be time stamped by the time and date that the document was received.

c. A party notification packet shall be completed in full by the chapter(s) hosting the event or function. To be considered acceptable, the party notification packet must include a properly completed PNF, chapter roster(s), and guest list.

d. For any event where alcohol is not present, a PNF form must be time stamped and returned to the IFC Office or the PHA Office no later than 48 hours prior to the event.

e. For any function with alcohol, the PNF (not including guest list and chapter roster) must be returned to the IFC Office or PHA Office at least 4 business days prior to the function. The guest list and chapter roster is due 48 hours prior to the event.

f. No phone lists will be accepted as a chapter roster. A new list should be developed for each function or event indicating the members that will be attending the function or event. The chapter roster should contain the member’s full name and date of birth.

g. Any person fitting the definition of a non-member must be placed on a guest list. A copy of the guest list (with the names alphabetized) must be turned in 48 hours prior to the event of function.

h. The IFC Vice President for Risk Management and the PHA Vice President for Risk Management will develop the format of the Party Notification Form. This notification will contain information regarding the nature of the function/event, time, date, location, and any other pertinent information needed for the safety and security of the chapter and the function/event.

i. A PNF will not be accepted after the event or function has already occurred.

j. Failure to complete the Party Notification Form within the appropriate timeframe will result in the following fines that will be based on per member registered with the IFC or Panhellenic Association.

i. For the first infraction, a chapter will be fined $1.00 per member with a maximum fine of $200.

ii. For the second infraction, a chapter will be fined $2.50 per member with a maximum fine of $500.

iii. For the third infraction, a chapter will be fined $5.00 per member with a maximum fine of $800. It will also result in an appearance before the Judicial Board.

iv. Infractions will be measured on a yearly basis (December 1 to November 30).

v. Fines will be given directly by the IFC/PHA Vice Presidents for Risk Management.

vi. Failure to turn in a PNF will result in an appearance before the Judicial Board.

vii. A chapter may only be fined once for each PNF submitted.

viii. Any appeal is to be made directly to the Judicial Board, but only in the case of extenuating circumstances.

ix. Payment of PNF fines must occur within 10 days of fine notification or before the next scheduled social (whichever is first).

x. Failure to pay fine will result in temporary suspension of social privileges until the fine is paid.

xi. Fines will be paid to KU Greek Programs and distributed by the IFC and PHA executive boards for educational or philanthropic events.

 

V. Guidelines for Third Party Vendors

a. Vendors must be properly licensed by local and state authority. This might involve both a liquor license and a temporary license to sell on the premises where the function is to be held.

b. Vendors must agree in writing to cash sales only, collected by the vendor, during the function.

c. Vendors must assume all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to:

i. Checking identification cards upon entry;

ii. Not serving minors;

iii. Not serving individuals who appear to be intoxicated;

         iv. Maintaining absolute control of ALL alcoholic containers present;

v. Collecting all remaining alcohol at the end of a function (no excess alcohol—opened or unopened—is to be given, sold or furnished to the chapter).

vi. Removing all alcohol from the premises.

 

VI. Guidelines for BYOB Functions

a. All functions that are BYOB must be registered with IFC/PHA through a Party Notification Form (PNF) 4 business days prior to the function.

b. No chapter funds shall be used for the purchase of alcohol.

c. The purchase of alcohol shall in no way be undertaken or coordinated by members on behalf of the chapter. Each member that is 21 years of age, or older, shall purchase alcohol only for personal consumption.

d. The purchase or use of bulk quantity of common source of such alcoholic beverage, e.g. kegs or cases, is prohibited.

e. No alcohol is to be stored in a member’s room during BYOB social functions.

f. Beer tabs, tickets, or punch cards are required to ensure that the members and guests only receive the number of beverages they brought in.

g. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e. those under legal “drinking age”)

h. Open Functions, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, shall be forbidden.

i. Non-members must receive a specific invitation to attend the function. Their specific invitation is by means of being placed on a guest list.

j. On the BYOB guest list each specific invitation must be accompanied with a specific name designated as a specific member’s guest.

k. There shall be no more then a 3:1 ratio of non-members to members

l. No chapter may co-sponsor a function with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided for those present.

m. A sober executive/elected officer(s) of each chapter (whose responsibility it is to make sure the guest list is checked) must be present at the door throughout the duration of the event. This member(s) must be named on the PNF.

n. Paid, professional security guards are required in relation to the total expected party attendance. Required for all functions:

i. 2 security guards for 100-200 people

ii. 3 security guards for 201-300 people

iii. 4 security guards for 301-400 people

iv. 5 security guards for 401-500 people

v. 7 security guards for 501-600 people

vi. 8 security guards for 601-700 people

NOTE: Security is recommended for functions that have 1-99 people in attendance, but is not required.

o. Transportation: For any social function involving alcohol, safe transportation shall be provided for all members and guests.

i. Safe transportation shall be provided from the chapter house or designated chapter meeting location to and from the event for all chapter members and guests.

ii. Safe transportation shall be provided for guests from the chapter house or designated chapter meeting location to their residences after the function ends.

iii. The provided transportation must be used by all members and guest to and from the function.

p. Food and beverages: A reasonable quantity of non-alcoholic beverages and food shall be provided in a visible location through the duration of the function.

i. Recommendation: There should be two non-alcoholic beverages per underage person in attendance.

ii. Recommendation: There should be two servings of non-salty food for every person in attendance.

q. No potential new member should be present.

 

VII. Guidelines for Function

a. All functions must be catered through a third party vendor must be registered with IFC/PHA through a Party Notification Form (PNF) 4 business days prior to the function.

b. No chapter funds shall be used for the purchase of alcohol.

c. The purchase of alcohol shall in no way be undertaken or coordinated by members on behalf of the chapter. Each member that is 21 years of age, or older, shall purchase alcohol only for personal consumption.

d. Any purchase of alcohol for any chapter-sponsored event shall be by the individual through a “cash bar” service in which each drink is purchased separately.

e. There shall be no purchase of beer tabs, tickets, punch cards etc.

f. A third party vendor or an off-premise location, (i.e. bar, restaurant, hotel, bowling alley, etc.) shall provide the “cash bar” service.

g. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e. those under legal “drinking age”)

h. Open Functions, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, shall be forbidden.

i. No chapter may co-sponsor a function with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided for those present.

j. A sober executive/elected officer(s) of each chapter (whose responsibility it is to make sure the guest list is checked) must be present at the door throughout the duration of the event. This member(s) must be named on the PNF.

k. Paid, professional security guards are required in relation to the total expected party attendance. Required for all functions:

i. 2 security guards for 100-200 people

ii. 3 security guards for 201-300 people

iii. 4 security guards for 301-400 people

iv. 5 security guards for 401-500 people

v. 7 security guards for 501-600 people

vi 8 security guards for 601-700 people

NOTE: Security is recommended for functions that have 1-99 people in attendance, but is not required.

l. Transportation: For any social function involving alcohol, safe transportation shall be provided for all members and guests.

i. Safe transportation shall be provided from the chapter house or designated chapter meeting location to and from the event for all chapter members and guests.

ii. Safe transportation shall be provided for guests from the chapter house or designated chapter meeting location to their residences after the function ends.

iii. The provided transportation must be used by all members and guest to and from the function.

m. Food and beverages: A reasonable quantity of non-alcoholic beverages and food shall be provided in a visible location through the duration of the function.

i. Recommendation: There should be two non-alcoholic beverages per underage person in attendance.

ii. Recommendation: There should be two servings of non-salty food for every person in attendance.

n. No potential new member should be present.

 

VIII. Guidelines for Guest List Function

a. All functions must be catered through a third party vendor must be registered with IFC/PHA through a Party Notification Form (PNF) 4 business days prior to the function.

b. No chapter funds shall be used for the purchase of alcohol.

c. The purchase of alcohol shall in no way be undertaken or coordinated by members on behalf of the chapter. Each member that is 21 years of age, or older, shall purchase alcohol only for personal consumption.

d. Any purchase of alcohol for any chapter-sponsored event shall be by the individual through a “cash bar” service in which each drink is purchased separately.

e. There shall be no purchase of beer tabs, tickets, punch cards etc.

f. A third party vendor or an off-premise location, (i.e. bar, restaurant, hotel, bowling alley, etc.) shall provide the “cash bar” service.

g. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e. those under legal “drinking age”)

h. Open Functions, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, shall be forbidden.

i. No chapter may co-sponsor a function with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided for those present.

j. There will be no more than a three to one (3:1) ratio of guests to total chapter members in attendance at a function. For example, if the chapter has 100 members attending the function, they may have a total of 300 guests.

k. Non-members must receive a specific invitation to attend the function. Their specific invitation is by means of being placed on a guest list.

l. There will be no joint/reciprocal guest lists between chapters. A joint/reciprocal guest list would be a guest list that has been distributed to individual chapters in order for members to invite themselves. This type of list is not to be used.

m. A sober executive/elected officer(s) of each chapter (whose responsibility it is to make sure the guest list is checked) must be present at the door throughout the duration of the event.

n. Within the event notification packet, a completed PNF, chapter roster, and list of dates are required. If dates’ names are not known 48 hours in advance, place a “+ 1, +2, or +3” (no more then 3:1 member to guest ratio) next to the chapter member.

o. Date dashes/date functions are considered guest list functions. Within the event notification packet a PNF and chapter roster is required.

p. Guest list functions shall not exceed two chapters. Any guest list function with three or more chapters is prohibited.

q. Every participating chapter is equally responsible for the function

r. Paid, professional security guards are required in relation to the total expected party attendance. Required for all functions:

i. 2 security guards for 100-200 people

ii. 3 security guards for 201-300 people

iii. 4 security guards for 301-400 people

iv. 5 security guards for 401-500 people

v. 7 security guards for 501-600 people

vi. 8 security guards for 601-700 people

NOTE: Security is recommended for functions that have 1-99 people in attendance, but is not required.

s. Transportation: For any social function involving alcohol, safe transportation shall be provided for all members and guests.

i. Safe transportation shall be provided from the chapter house or designated chapter meeting location to and from the event for all chapter members and guests.

ii. Safe transportation shall be provided for guests from the chapter house or designated chapter meeting location to their residences after the function ends.

iii. The provided transportation must be used by all members and guest to and from the function.

t. Food and beverages: A reasonable quantity of non-alcoholic beverages and food shall be provided in a visible location through the duration of the function.

i. Recommendation: There should be two non-alcoholic beverages per underage person in attendance.

ii. Recommendation: There should be two servings of non-salty food for every person in attendance.

u. No potential new member should be present.

 

IX. Guidelines for Co-Sponsored Functions

a. All functions must be catered through a third party vendor must be registered with IFC/PHA through a Party Notification Form (PNF) 4 business days prior to the function.

b. No chapter funds shall be used for the purchase of alcohol.

c. The purchase of alcohol shall in no way be undertaken or coordinated by members on behalf of the chapter. Each member that is 21 years of age, or older, shall purchase alcohol only for personal consumption.

d. Any purchase of alcohol for any chapter-sponsored event shall be by the individual through a “cash bar” service in which each drink is purchased separately.

e. There shall be no purchase of beer tabs, tickets, punch cards etc.

f. A third party vendor or an off-premise location, (i.e. bar, restaurant, hotel, bowling alley, etc.) shall provide the “cash bar” service.

g. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e. those under legal “drinking age”)

h. Open Functions, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, shall be forbidden.

i. No chapter may co-sponsor a function with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided for those present.

j. A sober executive/elected officer(s) of each chapter (whose responsibility it is to make sure the guest list is checked) must be present at the door throughout the duration of the event. This member(s) must be named on each PNF.

k. Every participating chapter is equally responsible for the function.

l. Co-Sponsoring function shall consist of no more than four chapters. Functions with five or more chapters are prohibited.

m. Paid, professional security guards are required in relation to the total expected party attendance. Required for all functions:

i. 2 security guards for 100-200 people

ii. 3 security guards for 201-300 people

iii. 4 security guards for 301-400 people

iv. 5 security guards for 401-500 people

v. 7 security guards for 501-600 people

vi. 8 security guards for 601-700 people

NOTE: Security is recommended for functions that have 1-99 people in attendance, but is not required.

n. Transportation: For any social function involving alcohol, safe transportation shall be provided for all members and guests.

i. Safe transportation shall be provided from the chapter house or designated chapter meeting location to and from the event for all chapter members and guests.

ii. Safe transportation shall be provided for guests from the chapter house or designated chapter meeting location to their residences after the function ends.

iii. The provided transportation must be used by all members and guest to and from the function.

o. Food and beverages: A reasonable quantity of non-alcoholic beverages and food shall be provided in a visible location through the duration of the function.

i. Recommendation: There should be two non-alcoholic beverages per underage person in attendance.

ii. Recommendation: There should be two servings of non-salty food for every person in attendance.

p. No potential new member should be present.

q. No non-members/guests are allowed at a co-sponsored function.

 

X. Non-Alcoholic Events:

a. Each chapter is asked to sponsor at least two (2) non-alcoholic events during a calendar year (December 1 to November 30). The events must be approved by the IFC and PHA Vice Presidents for Risk Management in advance and shall be registered with IFC and PHA.

b. Approval for events will be considered after a PNF is completed and turned into the IFC or PHA office prior to the event. PNFs must be turned in at least 48 hours prior to the date of the event.

c. The following events will not count towards the completion of the provision: Rock Chalk Review brainstorming parties, new member events, recruitment activities, and philanthropic events will not count towards completion of the provision.

d. Completion of the provision will be considered as part of the criteria for Chapter Excellence, GAMMA, and Risk Management Awards for Panhellenic and IFC Awards Night.

e. Non-alcoholic events may contain any number of chapters.

 

XI. Electronic Notification Form Agreement

a. The following form should be filled out and renewed in event the said chapter turns over Chapter President or Chapter Social Chair.

 

XII. Amendments to the Joint Alcohol Policy

a. The Interfraternity Council and Panhellenic Association shall be combined into a single voting body exclusively for the purpose of Joint Alcohol Policy amendments.

b. Representation in this body is to be distributed in the following way; each chapter is allocated a total of two votes.

c. One vote is to be reserved for the chapter president.

d. One vote is to be reserved for the chapter IFC/PHA representative/delegate.

e. A vote of two-thirds of the total unified voting body in favor of an amendment will be required to adopt said amendments to the joint alcohol policy.

Contact: 

Rueben Perez- Director (864-4861 or rperez@ku.edu)
Student Involvement & Leadership Center
1301 Jayhawk Blvd.- Room 400 Kansas Union
Lawrence, KS 66045

Approved by: 
Interfraternity Council and the Panhellenic Association
Approved on: 
Tuesday, November 6, 2007
Effective on: 
Tuesday, November 6, 2007
Review Cycle: 
Annual (As Needed)
Keywords: 
Interfraternity Council, Panhellenic Association, alcohol joint policy, alcohol, party notification forms, pnf, ifc, pha, party, social, function, guest list, byob, third party vendor
Review, Approval & Change History: 

07/08/2016: Updated to remove gendered pronouns.

2/23/2015:  Deleted link to Party Notification Form within Policy Statement. Assigned relevant campus.

Student Life Categories: 
Events, Protests & Organizations
Health & Wellness

Can't Find What You're Looking For?
Policy Library Search
KU Today
One of 34 U.S. public institutions in the prestigious Association of American Universities
Nearly $290 million in financial aid annually
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times