Know your Limits - Middlebury
Middlebury College
Social House
Guidebook
2013-2014
Table of Contents
Table of Contents 3
Important Phone Numbers 4
Social House Leadership 4
Year-round Calendar for the House Leaders 5
System of Governance for Social Houses and Individual Students 7
Who Governs Social Houses and Their Members and Residents? 8
Policy on Student Social Organizations 9
Accountability as a Social House Member or Resident 10
Social House Move-In and Move-Out Guidelines 11
President’s Move-out Check List 15
Special Areas of Social Houses 15
Room Draw Policy 16
Social House Room Draw Policy Regulations 17
The InterHouse Council 20
House Member/Resident Responsibilities at Registered Parties in Your House 21
Community Council / IHC Party Program 21
Responsibilities of Party Hosts 22
Frequently-asked Party Hosting Questions 24
What Happens When Social House Policy Violations Occur? 26
The Points System 26
What Happens When Non-party Social House Policy Violations Occur? 29
New Member Recruiting 30
Middlebury College Hazing Policy 33
Social and Academic Interest House Review Regulations 35
Important Phone Numbers
Emergencies 911
ON CAMPUS
Public Safety 5911
Health Center 5135
Counseling Center 5141
Chaplains’ Office 5626
Facilities Management 5472
OFF CAMPUS
Porter Hospital 388-4701
Police 388-3191
WomenSafe 388-4205
Social House Leadership
KDR
President: Mark Isbell
Vice President: Naila Jahan
Mill
President: Nick Smaller
Vice President: Sarah Thomas
Tavern
President: Leslie Reed
Vice President: Rajsavi Anani
Xenia
President: Emily Sanchez
Vice President: Alexandre Seite
Year-round Calendar for Leaders
August / September
• Return to campus early to attend training with Residential Life and the IHC Adviser
• Review and prepare to address any Community Council stipulations for the coming year.
• Make sure house residents and members understand that their actions in the house impact the entire membership, that they understand residential life policies and their dorm damage obligations, and that they understand any stipulations from Community Council.
• Introduce yourself to your house custodial staff.
• Provide IHC Adviser with an accurate roster of all members via MiddLink
• First meeting of the year - address any pressing IHC issues.
• Review hazing education process and train all house leaders to lead these meetings.
• Set dates for fall member recruitment.
• Set any IHC goals for the fall and/or spring
October / November
• Attend meeting to discuss new member process and hazing.
• Complete hazing and other education programs.
• Review any new member events with the DOS.
• Conduct new member recruiting and provide DOS with list of new members.
November
• Discuss with residents and members who will be moving in and out of the house in Winter Term and Spring Term, and make sure all departing and entering students communicate their plans.
December
• Provide the Residential Systems Coordinator with the names of any students who are moving out, and those moving in.
• Provide IHC Adviser with an accurate roster of all members via MiddLink
• Recognize the holidays for your house custodial team.
• If your leadership has changed, provide IHC Adviser and DOS with the names of the new leaders
• Begin biennial house review materials for the Residential Life Committee.
January
• Discuss room draw for fall housing with membership. If you have any concerns about your ability to fill the house, raise them immediately with the IHC Adviser and the Residential Systems Coordinator so alternative residences for the house can be explored.
• Complete and submit annual house review materials for the Residential Life Committee (Biennial)
• Coordinate the IHC transition and training process.
February
• Provide the DOS with an updated roster of all house residents and members via MiddLink.
• Review fall room draw requirements for Social Houses, and continue to finalize house room assignments.
• Select dates for spring new member process.
• Discuss any new member events with the DOS.
• Meet with Residential Life Committee for annual house review. Every other year.
March
• Attend meeting to discuss new member process and hazing.
• Complete hazing and other education programs.
• Review any new member events with the DOS.
• Conduct new member recruiting and provide DOS with list of new members.
• Submit IHC and house budget requests to the SGA for the following year.
• Provide IHC Adviser with an accurate roster of all members via MiddLink.
April
• Submit final names and room draw cards or all fall house residents.
May
• Review move-out process with all house residents (more details elsewhere in this manual).
• Obtain room checkout forms from the Commons, complete them with each resident, and return.
• Pack all house belongings in your house’s storage space in an orderly fashion, and create a final inventory list.
• Complete house walk-throughs with the CRA and the custodial staff.
• Communicate with the DOS about final house dorm damage charges.
• Finalize house residents for the fall.
Who Governs Social Houses and Their Members and Residents?
As the enclosed chart reflects, different governing bodies oversee the houses in different contexts, as follows:
Inter-House Council (IHC)
Includes presidents and vice presidents of each of the Social Houses, meets weekly, overseen by the IHC President.
• Reviews Social House parties and uses the IHC Points System to reflect party policy violations and sanction as necessary (with IHC Adviser)
• Represents Social House system and individual house needs and issues to the Dean of Students.
• Recommends campus-wide and Social House system policy changes as necessary
• Reviews Social House incidents and recommends sanctions to DOS
• Organizes and oversees the new member recruitment process in the fall and spring
• Oversees anti-hazing education for each house
Residential Life Committee
Appointed by Community Council
• Conducts review of self-evaluation of the house for the preceding spring and fall (every other year)
• Compiles data on house sanctions and dorm damages for the preceding year
• Provides house evaluation and recommendation to the Community Council
o Community Council determines final house status each year in spring: continued without stipulations, continued with stipulations, on probation, or discontinued.
IHC Adviser
• Trains and supports Social House Presidents and IHC
• Reviews Social House events and incidents and sanctions houses (with IHC and DOC/DOS staff)
• Trains IHC members and advises the IHC
• Trains and supports Social House CAs (selected by house membership and approved by Commons)
• Through the Residential Systems Coordinator, oversees Social House move-in/move-out process
• Through the Residential Systems Coordinator and house leaders, ensures completion of Social House room draw.
• Processes Social House facilities requests (with custodial and facilities staff)
• Through the CRAs, conducts fire and safety inspections (with CA and staff)
• Through Commons Coordinators, administers dorm damage recording process (with house CAs)
• Registers all parties in Social House spaces
CRA
All students are affiliated with a Commons and are assigned a CRA
• CRAs assist Social Houses and serve a variety of functions including TIPS training, hazing education, fire safety checks, student storage and opening and closing procedures.
Commons Deans
All students are still assigned to a Commons Dean and affiliated with a Commons, even if they live in a Social House.
• Commons Deans maintain all regular functions for individual students, including Social House members, regarding academic and personal advising and advocacy, and individual discipline cases.
• Commons Deans, in consultation and cooperation with the IHC adviser. may be involved in matters involving house discipline and facilities oversight.
Policy on Student Social Organizations
The Middlebury College Handbook defines a student social organization as an organization, whether located on or off campus, comprised primarily or exclusively of Middlebury College students, that has some of the purposes or attributes of a fraternity, sorority, or Social House. This does not imply that Middlebury College authorizes, sponsors, or extends recognition to any off-campus student organizations.
Middlebury College takes the position that an inclusive, open community is fundamental to its mission as a residential institution of higher learning committed to the liberal arts tradition. Middlebury College does not discriminate against any individual on the basis of race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity and expression, age, marital status, place of birth, service in the armed forces of the United States, or against qualified individuals with disabilities on the basis of disability.
The College assumes that individual students are responsible and accountable for their own behavior and that groups of students are responsible and accountable for their collective behavior. Failure to comply with this policy may result in disciplinary action against an individual or a group. Serious violations of the policy may result in a suspension of up to one year, and repeated infractions may lead to additional penalties.
Mixed-Gender Residential Social Houses
In January 1990, the Board of Trustees of Middlebury College voted for significant changes in the fraternity system at Middlebury and charged the Community Council with overseeing the implementation of these changes. This section is a revision of the Document of Understanding (created in 1980 and edited in 1987). It assembles the recommendations of various committees, as reviewed by the Student Government Association and adopted by the Community Council.
Middlebury College maintains houses in the belief that they can be a positive addition to the larger campus community and that they provide students with valuable opportunities for assuming responsibility for activities and programs that support the life of the College community. To the end of realizing this potential, each house will prepare a statement of purpose and program that shows how it will contribute to the life of the larger College community. This statement shall be prepared by the officers of the house in consultation with the Inter-House Council (IHC) adviser, and once each academic year each president shall review the statement of purpose and program with the Community Council (Residential Life Committee).
Accountability as a Social House Member or Resident
The actions of any Social House member reflect upon the house, in the same way that a team member’s actions may reflect upon the team. For example, if a group of athletes misbehave, when exploring the situation, one of the questions deans ask is whether their actions were undertaken as team members, or as individual students who happen to be members of a team. If their actions are believed to be team-related, the students may be accountable to their Commons deans as individuals, but also to their coach as team members. The College expects all individuals and College-sponsored organizations to maintain a reasonable standard of conduct. If a conduct violation is seen to reflect not only individual poor judgment but to raise concern about an organization’s behavioral standards for themselves, the problem needs to be addressed in both areas.
Social house membership works the same way. When students who are also Social House members are involved in policy violations, the Commons deans and office of the Dean of Students staff work together to understand the context of the situation, and to what extent the incident is an individual issue or a house issue. Students may be held accountable in one or both areas.
How is individual or house accountability determined?
There are no firm guidelines; each situation is individual. Some of the questions the deans ask to help them determine the significance of a policy violation include:
• Did the action take place in the Social House?
• How many house members were involved?
• Was this action part of or result from a house activity (i.e. a party or event)?
• What was the motivation behind this incident?
• Is it reasonable to expect the students should have understood the impact of their actions?
Underlying these questions is the belief that it is the responsibility of each house to make sure that their new members understand what kinds of behaviors could get the house in trouble. It is also the responsibility of new members to seek out this kind of information from your house leaders or any other resources, including the IHC adviser, if you are unclear on a situation.
Multiple accountabilities
We are all accountable for our actions in multiple ways – ex. a First Year Counselor who is involved in a severe policy violation may not only be brought to a judicial hearing and put on disciplinary probation, but may also be removed from her position as a JC. If she is an athlete, her coach may also choose to make her ineligible for athletic honors, and other organizations she belongs to may choose to sanction her themselves. With each role we play in a community, we may be held accountable in new ways.
Members are accountable for their actions at all times. In order to ensure consistency between College codes of conduct and House codes of conduct, Social Houses must establish a process of disciplinary action within the individual house. These incidents may also require disciplinary action from the College, but Houses are responsible for ensuring that inappropriate conduct is discouraged and dealt with in the house environment. Each house must establish Judiciary Council to oversee such issues. The Vice-President of each House chairs the committee. The council includes one Social Chair and a certain number of house members according to house size and house discretion. The President may be a member of this council. The Vice-President can consult the IHC and the IHC adviser at his or her own discretion.
Social House Move-In and Move-Out Guidelines
Moving In and Living in the House
1. Policy – All residential life policies are in effect for residents of Social Houses. Please review these thoroughly. Each house is assigned a Community Assistant (CA) to serve as a liaison to Residential Life and Facilities Services. CAs conduct regular checks of houses for compliance with College housing policy. CAs do not live in the residence but are available to assist house members.
2. Smoking and the use of smoking paraphernalia (ie hookas) is prohibited in resident halls and houses.
Fire Safety inspections will be organized and conducted on an on-going basis as deemed appropriate. Students will be reminded that inspections will occur at the beginning of each semester, and advised of the conditions of the inspections. Any material in violation of the fire safety guidelines will be confiscated at the time of the inspection and the necessary penalties will be assessed in accordance with the Handbook guidelines.
Fire Safety violations include: possession of candles, incense, halogen lamps, portable heaters, or string lights (with the exception of "rope lights"). Fire safety violations also include: smoking, blocking the means of egress, or hanging tapestries on more than one wall and/or the ceiling. Discovery of any of these violations will result in confiscation and disposal of the prohibited item, and a fine and the possibility of additional disciplinary measures as deemed appropriate by the office, of the Dean of Students or the Commons office. These measures may include judicial proceedings.
Tampering with fire-safety equipment is forbidden and carries a fine and additional charges to repair or replace equipment. These charges will be borne collectively by the residence hall if the responsible individual(s) cannot be identified. When an individual is identified, there is a fine plus the cost to repair or replace equipment, and the individual is subject to disciplinary action. This equipment includes smoke detectors and sprinklers. Any problems with smoke detectors must be reported to the Department of Public Safety or Facilities Services immediately, as nonfunctioning detectors endanger the lives of all residents.
Students must exit a building when a fire alarm sounds. Failure to do so is considered dangerous behavior and can result in disciplinary action, as well as a fine.
3. Room Condition Forms. Before students return to campus, all student rooms are checked by the custodial staff to make sure they have the correct items of furniture, that most damages are fixed, and that any damages that have not been fixed are noted prior to the new student’s arrival. A form is completed for each room by the custodial staff indicating their assessment of the status of the room. Copies of these forms are available for review in the Commons office affiliated with the house. It is the responsibility of residents to ensure the accuracy of the Room Condition Form.
4. Vacuums and cleaning supplies. Your custodial staff has provided each house with cleaning supplies and a vacuum cleaner. Please make contact with your CA or a member of the custodial team should any of the supplies need to be replenished.
5. College furniture (including beds) provided with a room may not be removed from student rooms. Room furniture may not be placed in a dormitory hallway at any time; it will be removed, and the student to whom it was assigned will be charged replacement costs of missing or damaged furniture.
6. Common space furniture. All common space furniture is intended to stay in each house’s common areas for the benefit of all members. If house residents choose to appropriate pieces of furniture from the house’s common space for their individual rooms, and this is acceptable to all members of the house, they may do so. The house custodial supervisor must be informed. However, all common space furniture must be returned to its “starting place” by the end of the year. Common space furniture may not leave the house.
7. Keeping the halls clear. No items can be stored, even temporarily, in the halls. Any items remaining in the halls after the first two days of class at the beginning of the semester will be disposed of promptly, and their owners will be charged for the labor involved.
8. Custodial liaisons. House presidents serve as the primary liaison to your house’s custodial staff. Your CRA and CA can assist you in making this connection. New presidents should make a point of introducing yourselves to your custodial team members and encouraging house residents to do the same, and to introducing yourselves in person or via email to the supervisor, who will often communicate with you about custodial issues on behalf of the team. House leaders and residents should be aware that the annual house review process includes a rating for each house with accompanying comments from your custodial supervisor and the level of dorm damage.
9. Messes: House members are responsible for cleaning up any mess they make that is above and beyond normal wear and tear on the house. Please use disposable gloves when dealing with any bodily fluids, such as vomit. If house members fail to clean up appropriately, the students responsible for the mess will be charged for the additional custodial staff time.
If there is a an issue with bodily fluids (blood spill / vomit) of any serious magnitude after hours or on weekends, the area should be closed off until normal cleaning is scheduled. If the space can't be closed off, the Department of Public Safety can call the appropriate personnel for a cleanup.
10. House repairs. If items in the house common space or individual rooms are in need of repair, please tell your house residents to let the CA know as soon as possible. The CA is responsible for putting in an order with Facilities Services. Repairs may only be done by Facilities Services.
11. Dorm Damage. The accounting office sends the Commons Coordinators work order forms with the descriptions of and charges for any work that has been done in the Social Houses. As they are received, they will be distributed to president of the house. It is the responsibility of the house president to research the damage and inform the Commons Coordinator by the next week of who should be billed. Damages can be billed to individuals, groups of individuals, all house residents, all house member residents, or all house members (including residents and non-residents). It is always advantageous for a house when individuals take responsibility for damages rather than consistently billing them out to “all house residents” or “all house members.”
When too much of the latter occurs, houses create an impression that their entire organization is behaving irresponsibly, whereas when individuals are identified, they create an impression of individual members willingness to accept responsibility for their actions. This also means members are not being penalized for the behavior of others. A running tally of all of a house’s damages is kept and reported to the Community Council. Please make sure that all of your members understand the dorm damage billing system, so staff time is not wasted when students call for explanations about their PIN bill charges.
12. Student Storage. Student storage may be used only during the academic year. There is no student storage permitted over the summer. CAs are responsible for ensuring that all items are removed from student storage at the end of the year. College furniture items may not be removed from rooms and placed in student storage.
Moving Out
Below are some key points to help you with the closing of your house. In addition, each year the end-of-the-year move-out guidelines are often provided on the Residential Life web site, and it’s important to check these. If you have specific questions, please contact your custodial supervisor or the IHC Adviser.
1. Deadlines for non-graduating students. All non-senior residents must vacate their rooms no later than noon on the Wednesday before graduation. There is a fine of $400 per day for those who stay after that deadline. On Wednesday afternoon after 12:00 p.m., the CRA will do a walk-through with the president and the Custodial Supervisor to review the rooms and to confirm that all residents who have not been approved to remain on campus through Commencement have vacated the house.
2. Deadlines for seniors and presidents. Seniors and presidents are able to stay through Commencement. If you wish to stay you are just need to respond affirmatively to the request for volunteers from the RSC. Seniors need to move out by 11:00 p.m. on the Sunday of graduation. Custodial staff will come in at that time to begin cleaning rooms. This can be hard, as people have been celebrating and can be reluctant to leave. Please make sure that your residents are packed and have vacated by this time, and that you are prepared leave by 11 p.m. as well. Presidents should plan to be the last resident to check out.
3. What can be placed in summer storage. Only items belonging to the house (pots, pans, utensils, composites, etc.) can be placed in the storage room. All items must be neatly packed, labeled, and placed in the room in an arrangement that leaves space for staff to move around as necessary. It is the responsibility of the president and CRA to monitor the storage room and make sure that only appropriate items are stored. All “kegerators” must be cleaned before storing or all of your house belongings. Game tables should be broken down and stored in house storage areas.
4. What cannot be placed in summer storage. Please make sure that no one stores personal belongings at the house. The College cannot be responsible for the security of these items, and if found in the house storage space, they will be thrown away. This includes furniture that is not College furniture—items such as couches that are “passed along” from student to student each year. If you have questions about other storage options, please contact the IHC Adviser. Grilles with fluid or charcoal in them, tanks, lighter fluid, and charcoal may not be stored.
5. Storage inventory lists. It is required that presidents provide the IHC Adviser and the custodial supervisor with a list of all house items being stored in the student storage area. This will help to ensure that records are clear and that all items that are left in the spring will be retrieved in the fall. If a list is not provided the College, at the discretion of the IHC Adviser and the Custodial Supervisor may remove items.
6. Common space furniture. At the beginning of the fall, the custodial staff conducts an inventory of each house’s common space furniture. During the year, this furniture may have migrated into individual rooms. Please make sure that your residents understand that it is their responsibility to ensure that all common space furniture and bedroom furniture is back where it belongs or they will be charged for it—even if it is elsewhere in the house. Students will also be charged for damage that may have occurred during the removal/retrieval process. The custodial supervisor will be happy to provide you with the common space inventory lists so you’ll know in advance what should be present in the house by the Monday following graduation.
7. Individual student rooms/suites. A room inventory should be made at the time of occupancy by each resident.. Another inventory is made at the end of the period of occupancy. Students will be charged replacement costs for missing items and for damage not noted on the first inventory. Students who do not leave their room in neat condition will be charged a fine plus labor. A neat room contains no trash, recycling, cinder blocks, or non-College furniture. Students who have failed to pay an assessment for damages at the time of any College registration will not be permitted to register.
8. Room Condition Forms. Whenever you have a resident who is leaving or a new resident arriving, please contact the Commons Coordinator for the departing student’s form, and/or for a new form for the new resident.
9. Move-out challenges. There are two well-worn patterns to avoid, as follows:
• Pattern 1: Student checks out, all furniture accounted for and room clean. Student does not lock the door. Housemate steals furniture from responsible checked-out student to replace own lost/broken/stolen furniture so he/she won’t be charged.
o The solution for Pattern 1:
When your residents are ready to check out, accompany them to their room to review their room check-out form. Make a note of any discrepancies with them, and sign off on the room with them. Please make sure that your residents understand that completing this form is the best way to ensure that they are not charged for repairs or replacements for which they are not responsible. Should they fail to complete their form, they will have a very difficult time appealing charges. It is your responsibility as a house president to ensure that your members understand this. Make sure that their door is locked and that the form is hand delivered to the IHC Adviser or, for end of year move-outs, the Department of Public Safety.
After they have checked out, if items are missing from their room that were present when they checked out, all remaining house residents still on campus will be charged for the missing item(s).
If rooms that have been checked out and cleaned are occupied post-cleaning, the individual occupying the room will be charged a fine, per day, from the last approved day through the day it was found re-occupied
• Pattern 2: A student checks out, custodial comes in and cleans room immediately and readies it for summer school. Student leaves door open room for friends who shouldn’t be staying in the house, unlocks the windows for easy access, and messes the room up again.
o The solution for Pattern 2:
By Sunday night at 11:00 p.m., all Social Houses should be completely empty of residents and their belongings, all house items should be stored, all house furniture should be in place, and all windows should be closed and locked. Beginning at 10:00 a.m., the IHC Adviser will do a house walk-through with the custodial supervisor.
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Unverifiable charges. One more problematic pattern: The House president learns sometime in the middle of the summer that the house was left in unsatisfactory condition and that enormous charges are forthcoming. The House president has no recourse, as he/she is off campus and cannot verify what the condition of the house was when it was finally vacated by members and what other dastardly vandals have wreaked havoc since.
Presidents’ Move-out Check List
1. Communicate early with all residents about the check-out process:
a. Deadlines to vacate their rooms
b. Returning common space furniture to the common space and bedroom furniture to the bedroom.
c. House and professional storage policies.
d. How to set up a time with you to complete the room check-out form.
e. Returning their key to Public Safety.
f. Charges for late check-out and late key return.
2. Work with members to develop a plan for your house-owned items that you don’t want to remain in your common area. Ask the IHC Adviser if you need assistance.
3. Complete check out process for all students not approved to stay late by Wednesday at 12:00; complete quick walk-through with your CRA Wednesday afternoon.
4. Store house items in the storage room and make sure that A) they are carefully stored and clearly labeled and B) you have a list of all items.
5. Remind students who are approved to stay past Wednesday that non-seniors must be out of their rooms by Sunday at 5:00, and seniors must be out by Sunday at 11:00 p.m.
6. Complete the check-out process with all senior residents by Sunday at 11:00 p.m.. The custodial supervisor and the CRA will complete a house walk-through on Monday.
Special Areas of Social Houses
Some Social House buildings have facilities or areas that are unique to the house. Please note that all College rules and regulations apply in these areas. Access to these facilities is granted on an as needed basis and is subject to College review and regulation.
Brackett House – “Chapter Room” and “Office” – These areas have been approved for house storage only during the summer months. It may not be used for habitation or member activities. During the academic year students may store personal items in the space. During the summer this space may only be used to store house items. If any personal items are found in the space the house will lose all future access.
Kappa Delta Rho – “Barn” – The storage shed outside of KDR is the property of the College and has been approved for house storage only. During the academic year students may store personal items in the space. During the summer this space may only be used to store house items. Access will only be provided in the presence of a CRA.
All Keg Storage Rooms – may only be used for keg storage.
Room Draw Policy
In joining a Social House, you have also agreed to contribute to the maintenance of the house in which your social organization resides. This is reflected in two areas: 1) filling the house with members, and 2) dorm damage (addressed above).
Filling the house
Each year, the College agrees to reserve one College-owned house for the sole use of each Social House organization. In exchange, the Social House agrees to take on the responsibility of filling each bed, with few exceptions, with members of its organization. This is one of the most important obligations of Social House membership.
Advantages
The advantages to the College of this relationship are:
• Since the Social House membership is responsible for filling the beds of the house with members, they will presumably work to make the experience of living in the house a desirable one that meets members’ and residents’ needs
• It is directly connected to the goals of Social House organizations
The advantages to the Social House organizations of this relationship are:
• Unlike any other campus organization, they have College-owned residential space reserved by the College solely for their membership.
• They have complete control over which of their members live in the house, and with a few limited spaces, which of their friends live in the house.
• These spaces include event and lounge space. While other campus organizations may reserve those spaces if they wish, the house has primary control over their use of these spaces.
Meeting the obligation
It is important to understand that this relationship is only beneficial to the College if the house is able to fill its obligation completely. If a house is unable to fill its beds, this creates a great deal of work for College staff, who must then work with the house President and the rest of the campus to find un-housed students over the summer who are willing to live in a Social House to which they may feel no connection. Under these circumstances, it would be much easier for the College to simply add the Social House to the all-campus room draw process; as the houses themselves are desirable spaces, they would fill very quickly if made available to the entire campus.
It is therefore extremely important that all new Social House members understand that in joining the house, they have accepted the shared responsibility to make sure that its beds are filled with members as per the Room Draw Policy for the rest of your time as a student. It is your responsibility as a house leader to make this clear to them. If house membership is low, this may require that members live in the house when more desirable options are available to them, or that members live in the house longer than they would wish. However, ensuring that the house is filled per the policy must become house members’ primary obligation in selecting their housing for the remainder of their time at Middlebury. A house’s consistent failure to meet this responsibility will result in the organization being moved to a smaller campus house, or losing the privilege of having a residential space altogether.
Social House Fall Term Housing Policy Regulations
1. All social houses will be filled to capacity in advance of campus-wide room draw; date to be determined by the Residential Systems Coordinator.
2. Approximately 90% of each house must be filled by current members of that house. Exceptions may be granted by the IHC Adviser. The maximum numbers of non-residents per house are as follows: KDR: 2, Xenia: 1, Mill: 2, Tavern: 3
3. Up to two rising Sophomores may draw into Tavern or KDR for fall residency. One rising Sophomore may draw into the Mill or Xenia.
4. Social House members may not apply to live off-campus on in any other process (academic interest, SuperBlock) until the Social House has met its housing requirement.
5. After final rosters are submitted house residents may arrange for internal room switches by contacting the house leadership. The Residential Systems Coordinator must be informed by the President of all changes and records updated prior to any moves. All keys must be returned and/or checked-out at Public Safety.
6. If a student who has filled a space in the house at the time of Room Draw subsequently decides to withdraw from housing it is the responsibility of the house to fill the vacated space immediately. Please note that the withdrawing student may be blocked from participating in other housing processes.
For some of the houses, the room draw process is not their membership’s finest hour. Problems have included the following areas:
• Members did not understand that the tradeoff their organization makes with the College for reserving the house for them is their obligation as an organization to fill the house as per the requirements above. Thus, they were inflexible in dealing with house leaders, and in some cases, dishonest in participating in the Room Draw process after agreeing to live in the house.
• Although they planned to study off campus in the fall, some students agreed to be listed as planning to live in the house in order to get the house members through the room draw process.
• After ending up in the house, members called Residential Life to request that the RSC find other housing for them, citing a variety of reasons why they could not live in the house, some of which they said they did not feel comfortable sharing with the house members or leaders.
• Members were willing to live in the house but because their financial accounts with the College were not settled, they were not allowed to participate in room draw and houses could not fill by the deadline.
Issues with Housing Processes
There have been occasions when Social Houses have been unable to fill all of their bed spaces or have had members ask to leave the house in order to avoid living in the house. Both situations are problematic, especially in the Spring when it occurs after the list of residents has been submitted to the Residential Systems Coordinator (RSC) but before Fall Term housing processes begin. It is a violation of College policy to provide a student’s name if they have not agreed to have their name used so it is best to communicate clearly with your residents to ensure that they understand their commitment to live in the house.
• Should a house be unable to submit a complete roster of residents by the deadline set by the Residential Systems Coordinator for the Fall term, the following protocol will be followed:
o House leaders will meet with the Residential Systems Coordinator and the IHC adviser immediately after the deadline to discuss alternate housing locations or alternatives. No extensions will be granted.
o Members may be asked to change rooms within the to allow for other students to fill bed space in the house.
o The group may be relocated of the group to a more appropriate housing space.
o Forfeit of residential status for the year and the house will be entered into the regular Room Draw. The Social House will become a non-residential social organization.
• Should a house fill its beds by the deadline set by the Residential Systems Coordinator for the Fall Term and then have residents ask to leave the house after the deadline the following protocol will be followed:
o If the resident can identify an appropriate replacement (at the discretion of the RSC) the student will be approved to move out of the house. Replacements may come from an Sophomore (not to exceed the maximum allowed), Junior or Senior who is not already committed to another housing group.
o If a replacement has not already been selected, House leaders will be given a date by the Residential Systems Coordinator by which alternate residents must be named to fill the empty bed. Should a replacement not be found by this date, residents of the house may be moved within the building at the discretion of the RSC to facilitate this process. At the discretion of the RSC, House leaders may be given the opportunity to move residents internally.
• Should a house fill its beds by the deadline and then have a number of residents involuntarily leave the house [withdraw from the College, disciplinary requirement from a Dean, medical requirement from a Dean] after the deadline set by the Residential Systems Coordinator for the Fall Term, the following protocol will be followed:
o The house President will first be asked to locate a member to fill the space. If no member can be identified, House leaders will be asked to identify an appropriate student to fill the bed. Should a replacement not be found by this date, residents of the house may be moved within the building at the discretion of the RSC to facilitate this process. At the discretion of the RSC, House leaders may be given the opportunity to move residents internally.
• Should a house be unable to submit a complete roster of residents by the deadline set by the Residential Systems Coordinator for the Winter and/or Spring Term the following protocol will be followed:
o House leaders will be informed by the Residential Systems Coordinator that house members may be rehoused by the College in order to fill the house. Residents of the house may be moved within the building at the discretion of the RSC to facilitate this process. At the discretion of the RSC, House leaders may be given the opportunity to move residents internally.
Part II
InterHouse Council
The InterHouse Council
The Social Houses maintain a system of self-governance through the InterHouse Council (IHC). This council is comprised of two representatives from each of the Social Houses. It is required that these two representative be the house President and Vice President. As with the individual houses, membership in the IHC will apply equally to all genders. Members of each house must: (i) put forth a good faith effort during leadership transitions to ensure that house leadership represents a plurality of genders, and (ii) correct systemic patterns of gender homogeneity spanning several iterations of leadership transitions in the house.
IHC officers (President, Vice President, Treasurer and SGA Representative) are elected each fall from among the representatives. The IHC president is responsible for representing the Social House system to the College administration, convening a weekly meeting of the IHC, meeting weekly with the IHC adviser and attending Residential Life Committee meetings and overseeing the Social House judicial process. In the event that the President is unable to fulfill his or her duties and/or there is a conflict of interest on a particular matter, the Vice President will assume responsibility for overseeing the IHC. The IHC Treasurer is responsible for maintaining the budget of the IHC and representing all of the Social Houses to the SGA Finance Committee. The SGA Representative has a non-voting role on the SGA Senate.
The IHC is also responsible for setting the dates of Social House system-wide programs such as the annual new member recruiting process and anti-hazing education. The IHC works closely with the IHC adviser and the Dean of Students to fulfill its mission.
House Member/Resident Responsibilities at Registered Parties in Your House
When Social Houses choose to host parties, they are expected to ensure that they are run safely and responsibly. Depending on the size of the event and the support of house members, this can require a tremendous amount of work on the part of the host(s). House leaders and members have two responsibilities when attending parties that are hosted in your house: 1) making sure that you are not behaving in a way that will cause the house problems, and 2) making sure that other members and guests are not creating problems. In short, your job is to support the party’s host in every possible way during the event.
The best way for you to do this is to be very familiar with Social House party policies and protocols. Below you will find two documents: the Community Council/IHC Hard Alcohol Pilot Program, and the “Responsibilities of Party Hosts” guidelines provided to all Social House party hosts by the IHC Adviser when they register house parties. By familiarizing yourself with the policies and process covered below, as well as those covered in the College Handbook you’ll have a good handle on the key issues to be aware of and how to support your house during a party.
Community Council / IHC Party Program
In the spring semester of 2013, the SGA and the Community Council agreed to a new alcohol policy for Social Houses. The proposal was developed with input from the Dean of the College, the Inter-House Council (IHC), Community Council, and the Department of Public Safety.
Party Hours
Registered parties at IHC houses in Ridgeline Woods may last for up to five (5) hours, ending at 3:00 a.m. Registered parties at KDR may last for up to five (5) hours, ending at 2:00 a.m. Registered parties at The Mill may be up to four (4) hours and must end by 2:00 a.m.
Maximum Keg Limits
All registered parties at IHC houses will abide by the College’s standard alcohol limit of one drink per-person, per-hour. This limit translates into one keg of beer or hard cider per hour that the party is registered. Therefore a five-hour registered party may have up to a maximum of five kegs. Only one keg per house may be tapped at any given time. The fifth keg may not be tapped unless the other four kegs are finished and not before the last hour.
Hard Alcohol
Hard alcohol (alcohol punch, shots, mixed drinks, etc.) may not be served or present at registered parties with the exception of registered semi-formal parties and parties at The Mill.
Semi-Formal Parties
At designated semi-formal parties, each Social House member may bring one guest. No other students, other than members and guests, may be present. At a semi-formal, party hard alcohol punch may be served to students of age. Party hours will be for a four-hour period.
The Mill
The Mill is permitted to host registered parties where hard alcohol is served as a special exception. Any violations of the policy standards will result in the immediate revocation of this exception.
Service of Hard Alcohol
1. The amount of alcohol must be clearly designated on the Party Registration Form.
2. Hard alcohol may only be served in a closed cooler that is able to closed and secured.
3. Students are responsible for properly cleaning coolers at the conclusion of the event.
4. Hard alcohol may only be served as a mixed drink or punch following a preapproved recipe. Recipes may not exceed the alcohol by volume ratio of beer (5.4%). A DPS officer must be present at the time of preparation.
5. At the party, a list of ingredients and alcohol volumes must be clearly displayed at the bar so that guests can see what they are being served.
6. Coolers must be located behind the bar and controlled by the designated bartender.
Checking Procedures
Houses will require Middlebury College identification cards of all students wishing to enter the house for a registered party. If no Middlebury College I.D. card can be presented, the student will not be allowed to enter the party. Non-Middlebury students must register with Department of Public Safety to receive a visitor/guest pass that will include emergency contact information.
Social house leaders will not admit or serve intoxicated students, guests or members. All Social House party hosts and servers must be TIPS trained. Servers and hosts will not drink before or during their shift. Servers are required for all functions.
There will be a zero-tolerance policy for violations of this policy. If a house is found to be serving or allowing hard alcohol in the house at an extended party the result will be an immediate meeting with the Dean of the College and the IHC to determine disciplinary action which will most likely be an immediate probation.
Responsibilities of Party Hosts
The primary concern of a host (and co-host) is to maintain a safe environment for students and their guests and to abide by College rules and Vermont law. An individual who assumes the responsibility for hosting a party must be 21 years old and a current Middlebury College student. Attendance and certification in Middlebury’s version of TIPS training is currently mandatory.
General Responsibilities
• To be present at the function at all times.
• To not consume alcohol before or during your hosting period.
• To ensure that unregistered alcohol is not brought into the function and that if it is, it is disposed of immediately (not by consumption).
• To ensure that a consistent checking procedure is in place for all guests at all party entrances.
• To monitor overcrowding at your event by refusing admission to guests once you reach space capacity
• To check with Public Safety at the beginning of the party and maintain communication for the duration of the event. Officers will check the party to ensure compliance with College policy.
• To ensure that any guests whose behavior is disruptive or who create an unsafe environment are not admitted to your event, or if the behavior emerges once they are inside, that they are asked to leave.
• To ensure that the party is successfully closed down by its registration deadline.
• To ensure that after the party the site is cleaned up.
• To bear financial responsibility for any damage to property that occurs during the party if the responsible person cannot be identified. The Commons office and the Dean of Students will work with students to resolve these cases as fairly as possible.
• To enlist the aid of the Department of Public Safety whenever necessary.
Additional Responsibilities When Alcohol is Served
• To ensure compliance with the information stated on the Party Registration Form.
• To assume host liability and to ensure compliance with all Vermont State Laws concerning alcohol. Relevant laws are discussed during the TIPs workshop.
• To assign TIPs-certified servers who are at least 21.
• To monitor and control the service and consumption of alcohol, specifically:
o To prevent minors from consuming alcohol, and to confiscate and dispose of alcohol that is consumed by minors or is passed to minors.
o To remove any guest from the party who fails to comply with Vermont law.
o To ensure that a bartender is serving appropriately at all times.
o To deny entrance to the event and/or alcohol to persons who appear intoxicated.
o To ensure that alcohol is kept in a secure area and does not exceed the amounts listed.
o To ensure that alcohol is secured at the end of the party.
• To ensure that proper amounts of food and non-alcoholic drinks are present during the party.
Checking for Proper Identification at Parties
• All attendees are required to show valid ID to verify their age, and must be marked accurately.
• All Middlebury students are required to produce a Middlebury College Identification Card.
• Guests of Middlebury students are required to have a guest pass from the Department of Public Safety and produce two forms of valid ID to verify age.
• All Party Hosts are required to create and maintain a Guest List for the party.
o Guests must be invited with a physical invitation. Email is an acceptable form of invitation as long as the invitee’s name is on the email. Guests who are not Middlebury College students must also have a Guest Pass issued by the DPS.
o Understanding that not everyone invited to a party might come, Hosts may invite up to twice the capacity of the space to a function. Example: if the capacity of the space is 30 you may have up to 60 people on the guest list but you may not exceed the capacity of the space at any time. Names of all invitees must be on the guest list. Capacity lists may be found in the office of the Dean of Students.
o All guests must be named on the Guest List.
o Guest Lists must be typed and available for DPS review at the beginning of the event. Lists may be added to once the event but house capacity may not be exceeded.
o There must be a check-in procedure at the entrance of a party where IDs are checked
o Guest Lists must be available at the entrance to the party at all times.
o Hosts are responsible for ensuring that the Guest List is correct and that event participants are all listed. Everyone at the party must be on the Guest List including the Social Host(s), guests, house residents and bartenders, and non-Middlebury student guests.
o Hosts will keep the Guest List for no less than 2 weeks after the event.
Party Clean-up Policy
• Pick up all trash both inside and outside buildings.
• Sweep floors and vacuum carpets or rugs.
• Damp mop the floor at least twice, changing the mop water between mopping. With hardwood floors use a minimum amount of water to avoid damaging the floor.
• If special custodial service is required following a party, the party host(s) or hosting organization will be billed for that service.
Discouraging Drinking and Driving
The first way is keeping people from driving drunk is to prevent them from getting drunk in the first place. Control the flow of alcohol and pay attention to people who appear to be drinking too much. Another way to discourage drinking and driving is to encourage people to stay on campus if they have been drinking. If persuasion does not work, take the car keys away by playing down the situation and showing concern rather than confronting the person. If a person becomes intoxicated at a party you hosted and then is in an accident, you may be held liable for damages resulting from your negligence. Where serious injury or death results, damages can be enormous, including jail and monetary settlements.
Department of Liquor Control
Liquor inspectors work out of the Vermont Department of Liquor Control and have the same authority and powers as state police officers to carry out liquor control enforcement duties. Officers have the right to investigate any event where they believe state laws are being broken. They must have probable cause to enter the party, such as: witnessing open containers outside the area of the party; underage drinking or what they suspect is underage drinking; visibly intoxicated individuals; and/or illegal sale of alcohol. Officers may only enter college property by invitation of the membership or the Department of Public Safety. Infractions of liquor laws carry penalties of up to $2000 and/or 2 years in jail.
Resources for Help with Alcohol Problems
Students concerned with their own or others’ use of alcohol are encouraged to discuss their concerns with any member of the College’s Center for Counseling and Human Relationships and/or Health Center staff. These offices can provide information about alcohol, personal and group counseling in regard to these problems, and medical evaluation. Services are confidential. In addition, Alcoholics Anonymous and Al-Anon groups that meet in the town of Middlebury and on campus welcome student participation. AA is a support group for recovering alcoholics and Al-Anon is a support group for friends and families of problem drinkers. Please check with the Center for Counseling and Human Relationships for meeting times and locations.
Frequently-asked Party Hosting Questions
What should a party host do if you discover unregistered alcohol at your registered party?
Approach anyone in possession of unregistered alcohol. Explain that the College only allows registered alcohol at your event and that the presence of unregistered alcohol puts you and the hosting organization in jeopardy. Take the unregistered alcohol yourself and dispose of it, or supervise the student disposing of it. If this is uncomfortable for you, get friends to support you.
If the house holds a subfree event and people bring alcohol in – are we responsible?
Yes. The house is responsible for ensuring that any subfree events stays subfree.
Can guests leave the registered party space with alcohol?
No. Alcoholic beverages must remain in the registered location. These locations do not include hallways, attached balconies, outdoor smoking areas, or lawns. This also means that students should not be drinking unregistered or registered alcohol in their rooms or allowing others to do so during a registered party in the house; see below.
Can house residents who are of age have guests in their room during the party to drink?
The only alcohol that should be provided is the registered alcohol being served at the party. House residents who provide guests with additional alcohol in their rooms may be considered to be hosting an unregistered party or to be providing unregistered alcohol at a registered party. As a house member and/or resident, this may result in sanctions against you as well as against the house.
If I take an underage friend who is intoxicated to the Health Center will there be a citation?
No. In an effort to address the serious health concerns related to severe intoxication, the College
encourages students to come to the Health Center if there is any question about a student’s well
being. If Public Safety is called, no citations are issued.
May I advertise for my party?
Not if you are serving alcohol at your event. Only catered functions and those functions not serving alcohol may advertise. Catered functions may not reference alcohol in any way when advertising.
How much alcohol can I serve at a time?
One drink may be served to one person at a time. A drink is determined to be one beer, one glass of wine or one mixed drink as defined by the volume guidelines identified in Party Host training.
Do I have to have a bartender?
Yes. You must have a bartender who is at least 21 assigned to serve alcohol to your guests. Self-serving is a violation of College policy. This policy applies to all types of alcohol including wine, champagne, beer and spirits (mixed drinks and punch). Free pouring, lining cups up on a table or bar, serving more than one drink or leaving the alcohol unattended are all violations of College policy.
May the bartender drink?
No. See above.
What if an organization rather than an individual sponsors a party?
If a Social House, residence hall, Commons, club or other student organization sponsors a party, responsibility and liability are issues. The organization may be held liable for an injury that occurred as a result of its party. When the organization is held responsible, members such as the social president, officers, and those who purchased or dispensed alcohol may all be held liable for the damages in addition to the party host.
What are my legal responsibilities and liabilities as a party host?
If you are sponsoring or hosting a party, you are legally responsible for insuring that all town, state and federal laws and College regulations are followed. Failure to follow College regulations can result in disciplinary action. Failure to follow local, state and federal laws can result in campus disciplinary action and also in arrest and prosecution by the State of Vermont.
Whom can I legally serve?
In Vermont you can provide alcohol to persons who can show valid proof that they are 21 years old. If you provide anyone younger than this with alcohol you may face prosecution by College, local and state authorities. Serving a minor can result in fines up to $2000 and two years in jail.
What is my liability if a person gets intoxicated at my party and then there is an accident?
If a person becomes intoxicated at a party you hosted and there is an accident, you may be held liable for damages resulting from your negligence as a host. Where serious injury or death results, damages can be enormous, including time in jail and large monetary settlements.
You are responsible for ensuring lawful and sensible use of alcohol at your event. The State of Vermont recognizes what is commonly referred to as “Dram Shop” liability. This law places the liability on the person selling or serving the alcohol for the behavior of the person drinking the alcohol. In short, if you sell or serve alcohol to an intoxicated person, you can be held liable under the law for injuries to anyone (including the intoxicated person) resulting from that person’s irresponsible conduct. If it can be proved that you failed to discourage irresponsible drinking, that you served alcohol to someone who was already intoxicated, or that you served alcohol to a minor, you can be legally liable for any and all damages claimed against you.
What if people at my party cause damage and violate College policy?
If the person(s) who did the damage can be identified, they are responsible for making restitution. If the person who did the damage or broke policy cannot be identified, then the party host (or organization) is responsible for the damage. Under some circumstances, organizations sponsoring parties may also be held accountable for violations of College policy and/or state law.
Note for new house members and residents about house parties
As you can see, hosting a successful party takes considerable work behind the scenes, and a high level of awareness. Be part of the solution!
• Keep an eye out for door propping and students not respecting the check-in process.
• Help the host ensure that unregistered alcohol is not present.
• If you see dorm damage happening at a party, find out who’s responsible.
• Keep the door to your own room locked during a house party; you are responsible for what takes place in your room, whether you are there or not.
• Remember that the house is held responsible for the behavior if its guests. If someone is behaving disrespectfully, get members to support you and ask them to leave.
• Help other members of the College community to understand and abide by Social House party policies, and to understand that the house is held responsible for guests’ actions.
• Check in frequently with the party host and see if he/she needs help with anything.
What Happens When Social House Policy Violations Occur?
As noted earlier, the IHC was developed to provide the Social House system with an opportunity to play an active role in its own governance. To this end, IHCs over the years have developed the Points System, a means by which party policy violations may be reviewed, have meaningful discussion around the nature and consequences of the violation, and recommend an appropriate sanction to the Dean of Students. The points system is primarily used to evaluate parties.
Rather than providing rigid definitions for what behaviors automatically incur what penalties, this system uses a series of questions around each behavior that would help the IHC assess the severity of the violation. All house members and residents should be aware of the Points System and the issues it covers.
The Points System
The Dean of Students will consider the recommendations of the IHC in sanctioning the Social Houses. The guidelines listed below are intended to guide the IHC in determining their recommendations for sanctions to the Dean of Students. The IHC is not limited by these examples nor required to recommend points if the body as a whole does not believe the incident merits a point violation. In some cases, violations may include additional sanctions outside of the point system. Under other circumstances, exploration of a violation may lead to no assignment of points. The final decision on sanctions rests with the Dean of Students.
The IHC President will explain their decision in a weekly memo to the Dean of Students.
IHC Sanction Recommendation Process
For violations within the context of social events – registered or unregistered parties - the IHC is called upon to recommend a response that may include sanctions outside of the points system.
1. Via email, the IHC adviser presents the IHC President with a summary of the incident based on DPS reports.
2. The IHC may then determine how they would like to proceed in discussing their sanction recommendation; specifically, if they would like the representatives of the house in question to remain for the rest of the discussion.
3. Following discussion, the IHC presents a document to the Dean of Students detailing their recommended sanction(s) and their supporting rationale. The recommendation should be presented within three days of the IHC discussion. The IHC Adviser should be copied on this message.
4. The Dean of Students reviews this recommendation with the IHC adviser and with other colleagues as necessary.
• If the recommendation is accepted they will notify the IHC and the house and work with the IHC to implement the sanction immediately.
• If the sanction is not accepted or accepted with modifications, the rationale will be communicated to the IHC in writing. If requested by the IHC, the dean of students or designee will accompany the IHC adviser to the next IHC meeting to discuss their concerns in person.
• The IHC may revise their recommendation and submit it within three days. If they choose not to do so, the Dean of Students will impose the sanction that she feel is appropriate.
Policy Violations
Any affirmative response to the questions below may result in one or more points being given to a house.
1. Unregistered Party
• Were there a large number of people present?
• Is the activity occurring outside of the regular party registration times?
• Is alcohol easily accessible to underage students (and are they drinking)?
• Are there any secondary effects – noise complaints, dorm damage, etc.?
2. Perpetuating unsafe alcohol-related behavior.
• Were members of the house participating in or encouraging others to engage in dangerous drinking activities, specifically, keg-stands, funnels, or alcohol consumption competition based on speed and/or volume?
3. Failure to attend to a student in alcohol-related danger.
• Did members of the house fail to care for or seek appropriate help for a student who was visibly suffering from excessive alcohol consumption?
• Was alcohol provided to someone already visibly intoxicated?
4. Host intoxicated or unavailable
• Was the host seen taking a drink or was the host visibly intoxicated? Intoxication may include impairment by means other than alcohol.
• Was the host at the function?
a. A host who wishes to contest an assessment by Public Safety of visible intoxication may go to the Health Center to take a breathalyzer test after finding a sober, TIPS-trained substitute host.
b. The IHC will send an email to notify the Department of Public Safety of the incident and that the student has been banned from hosting at Social House parties for a defined period of time.
5. Unsafe serving and unregistered additional alcohol at party
• Was an underage guest served directly by the bartender?
• Was alcohol available in a manner not in compliance with College policy (one drink at a time to legal drinkers from a bartender)
• Was additional alcohol being consistently accessed and/or distributed in a fashion not compliant with policy?
6. Failure to check IDs / Guest List properly.
• Was the door unattended?
• Were people whose ID’s were not checked being marked properly?
• Was there a Guest List in use and available?
• Was there an effort made to ensure that access to the party was only possible through “official” doors with a check-in process?
7. Noise complaint.
• Did a member of the town or College community complain more than once in a given evening?
8. Party overcrowded.
• Did the house take steps to address the problem on their own?
• Did the house cooperate with Public Safety?
• Did the problem reoccur?
Points are cumulative. When a house reaches two points, it is placed on probation. If it is the first time the house has been on probation during the semester (winter term is considered spring semester), then the house is placed on probation for four weeks and cannot register any parties during that time. After the four-week period is over, the points return to zero. If it is the second time the house has been on probation during the semester, then the house is usually on probation for eight-weeks. Probation length increases in four-week increments.
The IHC may also decide to impose additional sanctions such as restricting the amount of alcohol at parties or party hours.
An incentive system exists for hosting good, registered parties where none of the above violations occurred and Public Safety deemed that the party was run safely, effectively, and according to College Policy. Houses who host such parties may receive incentives from the Office of the Dean of Students including free Party Packs or additional funding.
What Happens When Non-party Social House Policy Violations Occur?
When policy violations involving Social Houses occur outside of the realm of parties, or when truly egregious party violations occur, a different evaluation approach is taken.
IHC Sanction Recommendation Process
For violations outside of the registered party context, the IHC is called upon to recommend a response that may include sanctions outside of the points system.
1. Once it has been established that a violation or violations have occurred, the IHC adviser presents the IHC with a written summary of the facts. This includes a summary statement of what occurred; handbook language on the specific policies that were violated; and detailed information that verifies the violation of the policy or policies.
2. The IHC reviews the summary and asks any questions they may have of the IHC adviser. The IHC may then determine how they would like to proceed in discussing their sanction recommendation; specifically, if they would like the adviser to remain for the rest of the discussion, and if they would like the representatives of the house in question to remain for the rest of the discussion.
3. Following their discussion, the IHC presents a document to the IHC adviser detailing their recommended sanction(s) and their supporting rationale. The recommendation should be presented within three days of the IHC discussion.
4. The IHC adviser reviews the IHC recommendation with the Dean of Students and with other colleagues as necessary.
• If they accept the recommendation, they will notify the IHC and the house and work with the IHC to implement the sanction immediately.
• If they do not accept the sanction or accept it with modifications, they will communicate their rationale to the IHC in writing. If requested by the IHC, the dean of students or designee will accompany the IHC adviser to the next IHC meeting to discuss their concerns in person.
• The IHC may then revise their recommendation and submit a new one within three days. If they choose not to do so, the Dean of Students will impose the sanction that they feel is appropriate.
Sanction Guidelines
1) They should be aversive;
2) They should eliminate the possibility of additional unsafe conditions;
3) They should be educational;
4) They should involve reparations when possible;
5) The recommendation should include a plan as to how the sanctions will be enforced.
Additional Notes
• When investigations are ongoing, no sanctions will be levied until the investigation is complete and the IHC has had an opportunity to evaluate the issue and make a recommendation to the DOC. In cases where this is not possible, appropriate information will be shared with the IHC so a decision about whether to limit house privileges during an ongoing investigation can be made with the IHC’s participation.
• It should be understood and reinforced by the IHC that Social House officers, i.e. presidents, vice presidents, treasurers, social chairs, etc., bear additional responsibilities for house policy adherence and enforcement. Thus, a house officer’s positive role in working to prevent a violation that ultimately occurred, or proactive response to a violation immediately after the fact, is considered favorably. Conversely, officers’ participation in or passive acceptance of policy violations is looked upon extremely seriously.
New Member Recruiting
The Social House New Member Recruitment (NMR) process has been developed to provide Social Houses an opportunity to best present themselves to the student body. This system is very different than that of a traditional Greek-life rush and pledge program and, indeed, is different than the program for recruitment that Middlebury College has used in the past.
The new member process, formerly known as “Rush” is a period one week in length held twice each year (fall and spring term), in which houses may hold events in an effort to market themselves to new members. The IHC will determine when these periods will be. All events must be alcohol-free and constructive, with the goal in mind of introducing interested students to the memberships of each organization. Houses have the option of not participating in the process; however, no recruitment event of any kind may be held outside of the authorized periods.
Recruitment Process Goals
• To provide a social environment which introduces groups of people who may not meet otherwise.
• To publicize the role of this living group on campus in order to attract interested students.
• To give an opportunity for interested students to get a true sense of the houses’ members, living structure, and activities.
• To educate current and new members about the College’s Hazing policies.
• To participate in activities that give interested students solid and valid reasons for joining this residential community.
• To create enthusiasm for the Social House system among current members and interested students.
Social house members must be aware of all guidelines relating to recruitment, and must understand the consequences of failing to abide by them.
Mission Statements
The IHC believes that Social Houses provide a valuable niche in the social life here at Middlebury. Social house mission statements portray the objectives and values that each organization seeks to establish within our greater Middlebury college community. In order for a Social House to be permitted to conduct a NMR process, it must have its individual mission statement, approved by the College administration and on file with the Dean of Students and the house leadership. The ability of a house to conduct any education programs beyond recruiting members is contingent only on the approval of its own accepted mission statement, meaning that it is not required that all houses have an accepted mission statement on file before any individual house can begin its process. All social, educational, and communal events conducted by the Social Houses must work toward achieving the goals and values set forth in their respective mission statements. Penalties may be awarded by the IHC and/or the College for activities unbecoming of these missions.
Role of Existing Members
Current members introduce interested students to the Social House system through their involvement in other aspects of campus life. Within the Social House system, the membership is expected to help create the appropriate environment for the process that will respect all participants and the community.
Anti-Hazing Meetings
Before New Member Recruitment (NMR) can occur in a house, members must complete a mandatory Anti-Hazing Education Program conducted by the office of the Dean of Students. As a part of this program, the membership must meet with a representative from the DOS to discuss the application and enforcement of the College’s hazing policy, as well as respect the process and procedures of new member recruitment.
The goal is for members of the houses to be more aware of their role in the process and the expectations of the Social Houses, the College, and the broader community. Members must understand the connection between the houses and the shared responsibility of all Social House members. All members who have attended this meeting must sign a statement saying that they understand and will abide by the policies and principles discussed. Members who have not attended this meeting or signed said statement may not participate in NMR for their house.
Before the recruitment process may begin, 80% of current members (100% of house leadership) must complete this program. Certification lists will be created upon completion of the program and will remain valid for the remainder of each member’s time in their organization. New members must complete this training during the initial recruitment process. Houses that fail to fulfill this requirement will not be allowed to participate in NMR and will be placed on probation for an IHC-determined amount of time or until their obligation is fulfilled.
Offer of Membership
Prospective members who are interested in joining a Social House have until 5PM on the last day of the recruitment period to submit an application to become a member in the house. The Social House will have an opportunity to review the application and select an appropriate number of new members for their house. This process allows for houses to maintain healthy house size and membership. Houses may accept all interested students or select specific students through a fair process based on pre-established criteria. New members will be informed by the house that they have become members.
New Membership Education Programs
After the acceptance of the offer of membership by a prospective Social House member, the student is immediately considered an active member of the organization under IHC and college guidelines. New members will be subject to housing obligations and held to the same standards as all members from this point forward. As houses may have traditions and expectations of their members, educational programs designed to teach new members may occur, under the following conditions:
a. All events held by a particular house must seek to fulfill the values and goals put forth in that organization’s mission statement. Each event is to be considered by the Social Houses to be an opportunity to promote one or more of the specific values in a practical context. If any possible event does not involve either the recognition, utilization, development or promotion of one or more values of the house, then it should not be considered by that house. Furthermore, if any possible event does not clearly serve the fulfillment or promotion of one or more of the goals of the house, then it should not be considered. More detailed information regarding the values and goals of each individual house can be found in that house’s mission statement, which will be on file with the Dean of Students.
b. Per college policy, hazing, as outlined by the student handbook language may not occur in any shape or form. Should any violation of college policy occur, College administration will conduct an investigation and, depending on the outcome of that investigation levy a sanction against the house. The IHC will aid the administration in the investigation.
c. New and current members must participate in any formal education event together, meaning that they will be performing mutual, cooperative activities.
i. These mutual activities must promote new and current members being on an equal level with one another, meaning that they will not place current members are on a different or more significant or esteemed level in than the new members.
ii. Furthermore, these events are to be done together in the sense that, for a given event, both new and current members will be participating in the same spatial and temporal capacity rather than doing the same activity separately from one another.
iii. Lastly, these activities should focus on promoting the values and goals of a house as outlined in that house’s mission statement mutually, striving not only to educate the new members about them but also to reinforce the significance of them for the current members.
Additionally, the IHC should serve an advisory role in the case of new member education. Violations of the above guidelines for education events are subject to IHC sanctions against the house under the points system, the severity being at the discretion of the Council. Such sanctions may be presented with or without official recognition by the college. Furthermore, representatives are strongly encouraged to review event plans with the IHC for feedback and peer review. This is in the best interest of the house itself for both the safety of its members and to prevent possible negative repercussions resulting from poorly-planned events.
Finally, house leaderships should arrange a meeting with the administration each year to review educational events and suggestions for new activities; maintaining a dialogue as house members are welcomed.
Guiding Principles and Important Issues
The office of the Dean of Students would like to share a few thoughts in hopes of ensuring that the new member process is safe, positive, and enjoyable for all participants and that it is problem-free for the rest of the community. Below you will find a brief overview of issues we think it is helpful for house leaders to review before and throughout the process. Our overarching message, however, is one of shared concern. We appreciate the difficulty of trying to organize and lead events for groups of students and ensuring that those events go as planned. This can be made more difficult by other events, such as Homecoming, which bring recent alumni into the fold as well. Our concerns are intended to help you avoid situations that make your job more difficult and that put you, your house, and the Social House system in jeopardy.
• Make sure that all house leaders, members and prospective members have a clear understanding of the dry recruitment process as well as the consequences of violating it for the whole Social House system.
• The IHC has placed a premium emphasis on “transparency” (that is, accurately representing all activities to the College) and membership accountability. Please sure that all house leaders and members are absolutely clear on the values the IHC has developed to govern the process. If you find yourself in challenging situations, these values may help you to evaluate your choices.
• In no way should any aspect of your these activities create additional burdens for any members of the community, especially the custodial staff. It is imperative that house leaders are clear and proactive in communicating with your custodial staff about any plans that will impact their work, and that the house addresses any house messes immediately and completely.
• Returning alumni may present challenges during this period. We recommend that you explore possible scenarios you anticipate you might encounter in advance of their occurrence, and that you work together as a house to develop appropriate solutions.
• New house members are often unfamiliar with the concept that their actions can reflect the values of their house, and that their entire house may be held accountable for their individual actions, even when outside of the house. As this has created serious problems for houses in the past, we urge all houses to ensure that all members are conscious of the heightened responsibility that membership in any group, and in a Social House in particular, entails.
Middlebury College Hazing Policy
Middlebury’s Community Standards include promoting healthy, safe, and balanced lifestyles within a diverse, vibrant, and inclusive community. Student organizations and athletic teams can play a vital role in this process, and can provide transformative opportunities for friendship, leadership, and personal growth and discovery. Hazing of any kind is antithetical to these goals; therefore, the College prohibits hazing activities, whether by an individual or an organization.
a. Definition
For the purposes of this policy, hazing is defined as any act committed by a person, whether individually or in concert with others, against a student in connection with pledging, being initiated into, affiliating with, holding office in, participating in, or maintaining membership in any organization or team affiliated with Middlebury College; and which is intended to have the effect of, or should reasonably be expected to have the effect of, humiliating, intimidating or demeaning the student or endangering the mental or physical health of the student. Hazing also includes soliciting, directing, aiding, or otherwise participating actively or passively in the above acts. The College will use a “reasonable person” standard when evaluating such conduct and its potential effects
b. Consent
Because of the socially coercive nature of hazing, implied or expressed consent to hazing is not a defense under applicable State law or this policy.
c. Examples
College policies include the prohibition of many activities that have traditionally been associated with hazing, such as illegal alcohol use and abuse, vandalism, theft, verbal or physical abuse or threat of harm, sexual harassment, and other forms of harassment. In addition to those activities and conduct expressly prohibited elsewhere in this Handbook, examples of prohibited individual/group activities that may constitute hazing when otherwise falling within the definition above include but are not limited to the following:
• Encouraging the use of alcohol or illegal drugs
• Shaving, tattooing, piercing or branding
• Engaging in or simulating sexual acts
• Threatening or causing physical restraint
• Nudity
• Throwing substances or objects at individuals
• Assigning unreasonable chores or acts of servitude
• Forcing or coercing consumption or use of any substance
• Causing excessive exercise, sleep deprivation or excessive fatigue
• Interfering with adequate time for study
• Requiring the wearing of apparel or acting in a way that is conspicuous and not within community norms
Passive participation in hazing may include:
• Witnessing hazing taking place as a group member, affiliate or guest
• Participating in or being present in person or via technology in discussions where hazing is planned
As these examples illustrate, hazing activities do not need to involve alcohol to be in violation of this policy.
d. Accountability
Hazing activity occurring on or off the Middlebury College campus may lead to disciplinary proceedings against individuals. Hazing may also lead to the probation, suspension, or termination of a student organization or athletic team. Culpability for any violations of this policy may be attributed to the active and/or passive participants, the student group and/or its members, and elected or appointed officers.
The student leaders of all registered student organizations and athletics programs are required to acknowledge annually that they will comply with the terms of the Middlebury College Hazing Policy.
e. Policy Violation Review Process
1. Authority
The dean of the College or an appropriate designee monitors the implementation of this policy. Any questions concerning the interpretation or application of this policy should be referred to the dean of the College for resolution.
2. Reporting
Activities believed to be hazing should be reported to a Commons dean, director of Athletics, or the dean of the College.
3. Process
When an allegation of hazing is made, the dean of the College will review the investigation, as conducted by the Department of Public Safety and/or other designated investigatory agent. The dean of the College may suspend the activities of a student organization, athletic team, or individual members thereof, pending the outcome of the investigation.
a. Student Organizations and Athletics Teams
Student organizations or athletic teams that have allegedly violated the College’s policy will have an opportunity to provide a responsive statement to the dean of the College. In cases where there is significant evidence that College policy has been violated, the dean of the College will levy sanctions against the student organization or team up to and including, but not limited to, permanent or temporary suspension of recognition and activities, denial of use of College facilities, or other similar sanctions.
b. Individuals
The dean of the College may also refer hazing allegations concerning individual students to the judicial affairs officer for review and adjudication.
4. Additional Policy Violations
Regardless of the outcome of a review for violations of the hazing policy, incidents may be reviewed by the judicial affairs officer for other violations of College policy.
f. Referral to Law Enforcement
The College will report allegations of hazing to law enforcement authorities when, in the judgment of the dean of the College, the nature of the allegations suggests that the hazing activity, if it occurred or is occurring, presents a risk of serious harm to students or other persons, or involves a potentially serious violation of law.
Social and Academic Interest House Review Regulations
I. Minimum Standards
Failure to comply with any one of these standards will result in Community Council’s recommendation to discontinue a house. These regulations not only delineate a threshold which cannot be surpassed but serve as serious stipulations [as defined below] which do not cross the threshold but are nevertheless serious will be viewed as unfavorable.
• Respect for College Property.
Houses must keep the level of dorm damage as low as possible, but dorm damage may never exceed $2,500 per year. Evaluation as to the house’s compliance with this regulation will take into account accidental damage for which individuals have taken responsibility, vandalism by outsiders, and other mitigating factors before determining the pertinent amount of damage.
• Hazing.
Any violation of hazing policy that physically, academically, or emotionally endangers students is not permissible.
• Gross Alcohol and Drug Violations.
Distribution of alcohol or drugs that results in life-threatening situations which seriously endangers house members or guests is forbidden.
II. Stipulations
Failure to meet any one of the individual stipulations will not result in termination of a house, however, failure to meet more than one stipulation will warrant sanction and possible termination.
• Alcohol education program
The house must sponsor an annual, mandatory TIPS training for all members and pledges to attend. (If members have received training in a previous year and their certification is still valid, they no longer need to attend). All substance-free houses are exempt from this provision.
• Compliance with Party and Alcohol Regulations
The house is expected to follow party and alcohol regulations outlined in the College Handbook. The number of weeks a house is put on probation throughout the semester will also be taken into account.
• Faculty Advisor
All academic interest houses must have a faculty adviser.
• Gender Equity
Houses must achieve at least a two to one gender balance of members in residence, and in the house membership. Major house offices must include both women and men.
• Capacity to Fill House
A house must demonstrate continued success in filling their residence with members in accordance with College policy.
• Mission Statement
A house must outline a mission explaining how it contributes to both members and non-members of the Middlebury community.
• Language Pledge
Members of the language based academic interest houses must demonstrate faithful adherence to the language pledge as defined by the house at the beginning of the year.
• IH: Programming and Events
Academic and Special interest houses must sponsor several events each semester to share their specialized experience with members of the community.
III. Development Initiatives
While these initiatives are not required, they are suggested techniques to strengthen social and academic interest houses as institutions and contributors to the campus community. Any attempts to develop these initiatives will be looked upon favorably during the review process.
• Community Service
Community service is a valuable way of contributing not only to the College but to the community as a whole. The internal social networks already formed within the houses provide excellent bases to organize and participate in service projects. All houses should seek to mobilize their membership in a way that gives back to the community.
• Seniors in Residence
Several seniors who are familiar with the functions of the house and its functions should reside in the house their senior year and serve in a formal or informal leadership capacity.
• Social House Outreach Events
A house should sponsor outreach events to the general campus community, which could include academic and volunteer activities.
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President of the College
Dean of Students
System of Governance for Social Houses and Individual Students
Residential Life Committee
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Community Council
Commons Deans
Individual members
Social Houses
InterHouse Council
IHC Adviser
Community Judicial Board
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