Study hours policy template for fraternities and sororities

How to use this

1. Copy the text below into a document.
2. Replace every bracketed value with your chapter's numbers.
3. Decide the consequence ladder before the term starts, not after the first violation.
4. Vote it in, then share it with the chapter alongside whatever tool will do the tracking.

The template

[CHAPTER NAME] STUDY HOURS POLICY
Adopted [DATE]. Administered by the [Scholarship Chair / Academic Chair].

1. PURPOSE
The chapter expects every member to make consistent progress toward their degree. Study hours are the minimum weekly commitment the chapter asks of each member, scaled to that member's academic standing.

2. WEEKLY REQUIREMENT
Requirements are set by cumulative GPA at the start of each term, and by new member status.

  Cumulative GPA 3.30 and above ........ [0] hours per week
  Cumulative GPA 3.00 to 3.29 .......... [3] hours per week
  Cumulative GPA 2.50 to 2.99 .......... [6] hours per week
  Cumulative GPA below 2.50 ............ [8] hours per week, plus a meeting with the Scholarship Chair
  New members (first term) ............. [6] hours per week regardless of GPA
  Members on university academic probation follow the "below 2.50" tier.

The week runs [Monday 12:00 AM] to [Sunday 11:59 PM].

3. APPROVED STUDY LOCATIONS
Hours count only when logged at an approved location:
  - [Main campus library]
  - [Chapter house study room]
  - [Academic building or department library]
Additional locations may be approved by the Scholarship Chair with [one week's] notice to the chapter.

4. VERIFICATION
Hours are recorded through [TrytonApp / the chapter's designated system]. A session counts only if it is started while physically inside an approved location and remains active for its duration. Members are responsible for keeping location permission enabled during sessions. Hours submitted by any other method are not accepted unless approved in advance under section 6.

5. CONSEQUENCES FOR A MISSED WEEK
  First missed week in a term: written reminder from the Scholarship Chair.
  Second missed week: required meeting with the Scholarship Chair and a study plan for the following week.
  Third missed week: referral to the Standards Board. Possible outcomes include additional required hours, [a fine of $__], or social probation until the deficit is made up.
  Any shortfall may be made up in the following week only with prior approval.

6. EXCEPTIONS AND ADJUSTMENTS
The Scholarship Chair may adjust or waive a member's requirement for documented reasons such as illness, family emergency, or a university-recognized absence. Adjustments are recorded with the reason and reported to the Executive Board.

7. REVIEW
This policy is reviewed by the Executive Board at the start of each academic year.

Notes on the choices above

GPA tiers. Four tiers is common but three works fine. The important thing is that the top tier is reachable so the requirement feels like a floor, not a punishment.

Week boundaries. Pick a week start that matches when you review. Chapters that meet on Sunday night often run Monday to Sunday so the numbers are final at the meeting.

Approved locations. Start with two or three. Every additional location makes the requirement easier to satisfy without studying. Add more when someone makes a real case.

Consequences. A written ladder protects the Scholarship Chair. Without one, enforcement varies by who is in the role and by who the member is, and that is where resentment starts. If your chapter fines, say the amount in the policy.

Exceptions. Somebody will get sick or go home for a funeral. Writing down that the chair can adjust hours, and that adjustments are logged, keeps the process fair and keeps the chair out of arguments.

Putting it into practice

The tracking methods guide compares sign-in sheets, kiosks, forms, and geofenced apps for enforcing a policy like this one. If you go with TrytonApp, each tier above becomes a tag with its own weekly goal, each location becomes a zone, and adjustments under section 6 are recorded as admin overrides with a reason attached.