Purple Legionnaire Monthly Update

 • Check in with your Section Chief.
 • Work with chapter officers to continue operations, virtually or in person (see last week's Friday Letter).
 • All IHQ forms due are completed and submitted (see last week's Friday Letter).
 • Get updates and continue guiding committees on achieving spring goals - keep other graduate volunteers updated.
 • Submitted award packets (local and Fraternity) are retained for the chapter's records.
 • Did the chapter submit a Wilkinson Award nominee? Did they nominate deserving graduate brothers for Individual Awards?
 • Proper Pig Dinner follow-up: thank you notes sent and follow up with attendees, notebook maintained for next year’s chairman.
 • Historian maintains appropriate Pig Dinner memorabilia/photographs.
 • If Pig Dinner was hosted, attendance is reported.
 • Plans are developed for this coming summer’s and next fall’s recruitment.
 • Plans are underway for a fall chapter retreat.
 • Check progress towards the completion of GreekLifeEdu (more information below).
 • How is your chapter/colony adapting to the pandemic? Submit stories to the Director of Communications, Erica Carlson.
 • If not able to host spring initiation, help plan one in early fall for the spring new member class.
 • Push for end-of-year newsletter if the spring newsletter not yet sent.
 • Check on status for the chapter house for the summer.
 • Keep BCA, house corporation informed.
 • Re-evaluate chapter calendar, adjust as necessary.

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The Leadership Institute

Help undergraduates set their chapter’s future up for success by sending at least one emerging leader to The Leadership Institute. The Institute is a premier leadership experience that will empower brothers to work on real issues and challenges facing their chapters. Traditionally held in-person over five days, this year’s Institute will be held virtually July 16-17. As always, attendees will complete a plan to tackle tough chapter issues and an understanding of their own personal style of leadership and personal values.

One member from each chapter/colony is highly encouraged to attended. However, up to two brothers from the same chapter/colony will be accepted to attend - though this number may increase based upon registration demand. Registration is due June 30.

Event Details:
 • WHEN: Friday, July 16 - Saturday, July 17
 • WHERE: Virtual
 • WHO: An identifiable rising leader in the chapter. Ideally, this is a brother between their sophomore and junior years who can serve as a catalyst for positive change in the chapter. One member from all chapters and colonies are highly encouraged to attend, and up to two brothers from the same chapter or colony will be accepted. However, if space is available more may be accepted.
 • COST: The Institute comes at no cost to undergraduates.Thanks to generous gifts from graduate brothers the Institute comes at no cost to undergraduates. Traditionally, this include all lodging, meal and transportation - including airfare.

Contact Director of Education Lauren Leif if you have questions or to recommend a brother to attend.

The Summit 

The Summit will be held virtually on June 24-26, 2021. The event focuses on recruitment and new member education, and it is strongly encouraged that each chapter and colony have at least one delegate participate. Additional information and registration will be available soon. Please contact Helen Lahrman with any questions.

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Join us April 30-May 1, 2021 for the 4th annual Phi Gamma Delta Giving Day, hosted by the Fraternity and Educational Foundation. The goal for this year's event is to build upon the connectedness from our Day of Brotherhood and bring in donations to support the programs and resources offered to our members. 

What Is the Goal for Giving Day?
This year, we have not set a number goal. We plan to use the 36-hour period to encourage brothers to connect with one another and host different matches and challenges to encourage brothers and friends of Phi Gam to make a contribution.

What Can I Do to Participate?
There are plenty of ways you can support the Fraternity and make this Giving Day successful: 
 • Donate during the event, from Friday, April 30 (12:00 am ET) - Saturday, May 1 (12:00 pm ET), on pgdpersistence.com.
 • Sign up to be an Ambassador - help us spread the word and encourage others to participate.
 • Spread the word on social media using the hashtag #PGDpersistence. Look for posts and updates on Facebook (the Fraternity's or the Foundation's pages), Instagram and Twitter.
 • Let us know how you plan to celebrate Founders Day this year. It may still be difficult to host in-person events, but we hope you still find ways to connect with your brothers.

Additional question? Learn more at phigam.org/GivingDay or contact Duke Murphy.

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The deadline for individual awards has been extended to April 16 at 11:59 pm PT. Visit phigam.org/Awards for more information or to submit your chapter's applications.

Wilkinson Award
The Wilkinson Award is presented annually to the most outstanding undergraduate member of the senior class of the Fraternity based on scholarship, personality, Fraternity service and extra-curricular activities.

Nominee applications should be submitted to the Section Chief (or headquarters if no Section Chief) as soon as possible! Please encourage your chapter to submit a nominee.

Individual Awards for Volunteers
The Fraternity's awards competition also provides several individual awards to recognize deserving brothers for their contributions as graduate volunteers. While many tend to rely on the undergraduate chapter to nominate these brothers, we encourage graduate brothers to nominate others where they recognize deserving brothers.

These awards include: 
 • Coulter Cup: Graduate brother who has contributed the most to an undergraduate chapter through service in a capacity other than as a Purple Legionnaire or General Officer.
 • Crowder Cup: Outstanding Faculty Advisor.
 • Durrance Award: Outstanding Purple Legionnaire.
 • Haynes Award: Most effective Section Chief.

Application details for all Individual Awards are available HERE or by contacting Bryan Hartzell. We MUST have any additional nominations submitted no later than April 16.

William A. Martin III Distinguished Fiji Award
Each year, the Archons select up to six graduate brothers to receive the Distinguished Fiji Award, selected as recognition for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society-at-large. Nominations are due May 1. Contact Dionysis Protopapadakis if you have questions.

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Headquarters staff continues to encourage chapters to adapt events virtually and to follow all local and CDC guidance regarding large gatherings. Resources to assist with virtual Pig Dinner planning can be found on the COVID-19 Guidance Page.

If your chapter was able to host a Pig Dinner, please ensure your chapter has reported its Pig Dinner attendance for the 2020-21 academic year at phigam.org/PigDinnerAttendance.

Contact Dionysis Protopapadakis if you have any questions.

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Over the next few months, Purple Legionnaires and BCA’s should focus their attention on providing guidance to the undergraduate officers as they prepare plans, particularly contingency plans, for the fall semester. A lot of necessary steps have already been taken due to the COVID-19 pandemic, especially concerning chapter house closing procedures. Below are some suggestions to maintain operations as summer/fall semester preparation begins: 
 • Check in with your Section Chief.
 • Check in with the BCA to encourage communication with undergraduate chairmen.
 • Check in with the house corporations concerning house check-ins and summer safety.
 • Check in with the Chapter President concerning chapter engagement and brotherhood involvement.
 • Attend virtual chapter/cabinet meetings.
 • Help officers track and understand guidance from your host institution regarding fall semester plans.
 • Check in with the Recruitment Chairman for summer outreach plans to potential new members.
 • Get updates from key committees on progress towards goals and plans moving into the summer.
 • Work with the BCA to start planning a late summer/fall retreat.
 • Are brothers attending The Summit?
 • Help coordinate and guide initiation of the spring new member class in early fall, if they have not been initiated in the spring semester.
 • Continue regular meetings with chapter officers and advisors.
 • Re-evaluate chapter calendar, adjust as necessary.

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As part of the Fraternity’s move to adopt New Member Education programs, due dates for GreekLifeEDU will center around pledging dates. The following changes are meant to shift the focus toward completion over due dates. Below are the updates:
 • Part 1 will be due two weeks after your new members register on phigam.org.
 • There will be a 30 day intercession.
 • Part 2 will open up and learners have another 2 weeks to complete the program. 
 • Completion will not be credited unless both parts are complete. The parts can be completed after two weeks, but will be considered past due.
 • There are still hard deadlines (April 18 will be the final day for new learners and May 30 will be the last day learners can complete the program).

As a reminder - new members should be registered within two weeks of accepting their bid. It is the chapter’s responsibility to make sure this happens. If your chapter’s members register late, they can still complete GreekLifeEDU, but they will also be expected to be done within two weeks. Any questions can be directed to Andrew Depew.

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

 • Check in with your Section Chief.
 • Work with your cabinet regarding plans, activities and considerations for the remainder of the spring term.
 • Work with your cabinet to plan for summer and fall activities, particularly recruitment.
 • Attend a chapter and/or cabinet meeting (virtually if possible/necessary).
 • All IHQ forms due are completed and submitted (see last week's Friday Letter).
 • Get updates for each committee's progression on spring goals.
 • Awards committee is working on the Fraternity's Annual Awards Application.
 • Chapter's Wilkinson Award nominee selected.
 • If planning a spring Pig Dinner, evaluate with key organizers to continue or postpone based on local guidance. Will it be virtual? Hybrid? Utilize the resources available on the COVID-19 Guidance Page to help plan it.
 • Pig Dinner attendance reported for the current academic year, if applicable.
 • House contracts are signed to fill house for next fall term (if applicable).
 • Spring newsletter is sent/near completion (if you need help designing, printing or mailing your newsletters, visit the Graduate Communication Services page.
 • If applying, Alcohol-Free Housing Exemption Applications are due April 1.
 • Check GreekLifeEdu completion progress.
 • Encourage the chapter to start identifying a brother to attend the Emerging Leader Program, in lieu of The Leadership Institute.
 • Encourage UIFI Scholarship applications.
 • Keep BCA, house corporation informed.
 • Re-evaluate chapter calendar, adjust as necessary.

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Nominate brothers to serve on the board of directors of the Fraternity. Nominations should be submitted no later than May 1, 2021 to be considered.

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Chapter Awards
Is your chapter competing in the Fraternity's annual awards competition? WHY NOT?! All chapters are encouraged to, and should, participate! 

The deadline to submit applications for Chapter Awards (ex: Cheney Cup, Jordan Bowl, Zerman Trophy) is March 31, 2021. To submit chapter awards or to view blank applications and previous years’ winning applications, visit phigam.org/Awards.

Individual Awards 
The Fraternity needs your assistance in identifying deserving brothers for individual awards. There are three specific categories where we need your help: 

Wilkinson Award:
The Wilkinson Award is presented annually to the Fraternity's most outstanding undergraduate member of the senior class based on scholarship, personality, Fraternity service and extra-curricular activities.

Each undergraduate chapter is requested to select a nominee and submit that nominee to its Section Chief. Each Section Chief will then select a candidate from his section and forward his application to the Fraternity. Nominee applications should be submitted to the Section Chief (or headquarters if no Section Chief) no later than March 31. 

Please encourage your chapter to submit a nominee. Application details are available here.

Individual Awards for Volunteers:
The Fraternity's awards competition also provides several individual awards to recognize deserving brothers for their contributions as graduate volunteers. While many tend to rely on the undergraduate chapter to nominate these brothers, we encourage graduate brothers to nominate others where they recognize deserving brothers. 

These awards include:
 • Coulter Cup: Graduate brother who has contributed the most to an undergraduate chapter through service in a capacity other than as a Purple Legionnaire or General Officer
 • Crowder Cup: Outstanding Faculty Advisor
 • Durrance Award: Outstanding Purple Legionnaire
 • Haynes Award: Most effective Section Chief

Application details are available here and are due March 31.

William A. Martin III Distinguished Fiji Award:
Each year, the Archons select up to six graduate brothers to receive the Distinguished Fiji Award, selected as recognition for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society at large. Nominations are due May 1. Contact Dionysis Protopapadakis if you have questions.

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Is there a recent graduate or graduating senior from your chapter who has the personality traits and skills to be a Field Secretary? The Fraternity is now hiring for employment beginning June 2021. 

Field Secretaries are full-time employees of the Fraternity, typically serving for two years. After completing a 12-week training session during the summer in Lexington, Field Secretaries can work with 20-25 chapters and colonies per semester. 

Field Secretaries interact with undergraduate members, graduate volunteers and university officials to maximize the potential of each member, chapter and the Fraternity-at-large. They have the resources and training to advise and counsel their chapters on all areas of chapter operation and play an instrumental role in starting and recruiting the first new member class of a colony or new chapter. 

Contact or refer candidates to Bryan Hartzell, Director of Chapter Services - West.

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Join the Fight Against Hazing: Your Role as an Advisor

March 16 at 8:00 pm ET - REGISTER HERE 

As was communicated earlier this week, we invite you to join us on Tuesday, March 16 at 8:00 pm ET for the webinar on your role as an advisor in the fight against hazing. This discussion will include a briefing on the recent tragedies at Virginia Commonwealth University and Bowling Green State University, and it will include information about the tools, resources and practical steps you can take to keep hazing out of your chapter.

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 • Check in with your Section Chief.
 • Attend a chapter and/or cabinet meeting, whether in person or virtually.
 • All IHQ forms due are completed and submitted (see last week's Friday Letter).
 • Check with officers to make sure they are keeping up with their calendar.
 • Attend a new member meeting, whether virtually or in person - have the Risk Management and other policies been reviewed? Responsible Action Protocol?
 • New Members are registered within 15 days, fees submitted.
 • Initiates are reported within 30 days, fees submitted.
 • Evaluate Post-Initiation Education (PIE) program. Ask your Field Secretary for suggestions to improve.
 • Check in with the Chapter President - is he getting time with campus administration officials, including Greek and academic advisors?
 • Check in with Chapter Treasurer - are the books and forms in order?
 • Request list of graduates from IHQ for spring communications.
 • Is the spring newsletter being drafted? Pig Dinner invitations sent? Assistance is available from IHQ's Graduate Communication Services.
 • Pig Dinner/spring graduate event planning is on track. Are they virtual?
 • Chapter is working to complete campus and Fraternity awards applications.
 • Begin planning for upcoming fraternity events.
 • Keep BCA, house corporation informed.
 • Re-evaluate chapter calendar, adjust as necessary.

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This week, chapters were billed for liability insurance at a rate of $180/man. Chapters that pay their full premium by March 1, 2021 are eligible for a 3% discount. And chapters that pay their full premium by April 1, 2021 are eligible for a 2% discount. 

To review FAQ's and more information on the insurance policy, click here.

The Fraternity is offering insurance incentives and surcharges to encourage chapters to participate in the Fraternity's programming efforts. For more information about these incentives/surcharges, click here.

Contact Amy Watson for additional information.

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Nominate brothers to serve on the board of directors of the Fraternity. Nominations should be submitted no later than May 1, 2021 to be considered. 

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Now is a good time to remind your chapter about the Fraternity’s Responsible Action Protocol. Along the same lines as Good Samaritan policies, this policy is intended to remove a perceived barrier to seeking medical attention. Under this policy, individuals and chapters which do the right thing and seek medical assistance when it is needed may not be subject to disciplinary action. 

Additionally, the policy highlights the potential sanctions for individuals or chapters which discourage, obstruct or prevents another person from seeking medical assistance. This includes expulsion from the Fraternity and suspension of the Charter. 

Along with the Risk Management Policy, we need your help to educate ALL our undergraduates on this protocol. Please raise this topic at the next chapter meeting and, if not present then, with the new member class. As a reminder, the Fraternity suggests that it be discussed each semester when reviewing the Risk Management Policy and Crisis Management Procedures.

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The Section Chief Executive Committee (SCEC) and headquarters staff will be hosting a webinar on "How to Host a Virtual Pig Dinner" on Thursday, February 18, 2021 at 7:00 pm ET. This webinar will include a short briefing on suggested practices, a panel discussion from brothers who have successfully planned virtual Pig Dinners in the last academic year, and a Q&A session to help you best plan as you consider upcoming virtual events. 

If your chapter/colony has an interest in learning more about hosting a virtual Pig Dinner, please register now, and join us on for the upcoming webinar! 

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

Copy: Section Chiefs, Field Secretaries 

 • Check in with your Section Chief.
 • Attend a chapter and/or cabinet meeting, whether in-person or virtual.
 • All IHQ forms due are completed and submitted (see last week's Friday Letter).
 • Are all officers keeping up with their calendar?
 • Attend new member meeting, whether in person or virtually - have the RM and policies been reviewed? Responsible Action Protocol?
 • New members are registered within 15 days; fees submitted.
 • Initiates are reported within 30 days; fees submitted.
 • Evaluate Post Initiation Education program; ask Field Secretary for suggestions to improve.
 • Is the Chapter President getting time with campus administration officials, including Greek and academic advisors?
 • Chapter Treasurer books and forms are in order.
 • Request graduate contact list from IHQ for spring communications.
 • Is the spring newsletter being drafted? Design, printing and mailing services are available from IHQ.
 • Pig Dinner/spring graduate event (virtual or in-person following CDC/local guidance) planning is on track.
 • Chapter is working to complete campus and Fraternity awards applications.
 • Make spring courtesy call to the campus Greek Advisor.
 • Keep BCA, house corporation informed.
 • Re-evaluate chapter calendar and adjust as necessary.

The Headquarters staff recently updated our COVID-19 Guidance page and will be communicating more guidance regarding COVID-19 and the Headquarters’ support in the coming weeks. In the meantime, please emphasize the following with your chapter/colony members:

Each act of any Phi Gamma Delta brother either credits or discredits the Fraternity. Together we must:
 1. Care deeply about each other and check-in on our brothers.
 2. Wear a mask.
 3. Practice and enforce social distancing measures.
 4. Avoid hosting, attending and/or planning parties/large gatherings.
 5. Hold each other accountable to these expectations.
 6. Follow all state/local/University COVID-19 guidance. 

The Fraternity’s expects all brothers, new members and chapters/colonies to comply with all local guidelines and regulations related to COVID-19. Those chapters/colonies that do not may be subject to disciplinary action by the Fraternity for violation of the Risk Management Policy. And those brothers and new members that do not comply are expected to be held accountable by their chapter/colony. 

As a reminder, the Risk Management policy was amended to add the following: “All chapters, colonies, brothers, and new members should adhere to the guidelines and regulations set forth by their college/university, local governmental and state/provincial authorities regarding public health. This includes, but is not limited to, COVID-19 pandemic guidelines and regulations related to group gatherings, social distancing, use of personal protective equipment and adherence to quarantine orders."

The Fraternity hosted the 2021 Fiji Academy on January 8-9, with a record 859 attendees. The Academy focused on training and sessions specific to undergraduate officers and graduate volunteers. You can now access recordings of all sessions, related documents and vendor information. All brothers that registered for the Academy can access the resources using their log-in information for Pathable. The 2021 Fiji Academy platform is available until February 9, 2021. If you did not register for the Academy but want to access the available recordings, contact Todd Rotgers.

Check out the Academy Resources here.

Invoices for liability insurance are anticipated to be emailed in early February. The charge is based upon the number of brothers and new members. The estimated base rate is $180 per member, including fall 2020 new members and fifth-year seniors. Chapters with a risk management violation during the 2020 calendar year will receive up to a 20% penalty*.

February 4, 2021 is the deadline for roster changes prior to the billing. To update, login to phigam.org and review the roster update instructions. If you have questions, email Amy Watson or call her at 859-255-1848.

*The Fraternity is offering insurance incentives and surcharges to encourage chapters to participate in the Fraternity's programming efforts.

If you have not discussed hazing with your chapter/colony this fall, now is the time. Reference the September 2020 PL Update for suggested talking points. While a single discussion is not a panacea, it allows you to continue the dialogue with your chapter and make the Fraternity's and your stance against hazing known.

As a Purple Legionnaire, you should continue to set the expectation and reinforce with your officers, new member educators and the chapter that hazing will not be tolerated. Utilize the New Member's Bill of Rights as a guideline, connect the contradiction of hazing to the Fraternity’s values, and remind brothers that an amnesty process exists if they need to implement change.

We encourage you to reference and utilize the Advisor Resources available to you, particularly the Hazing Prevention module on the Learning Portal.

Do not hesitate to reach out to your Section Chief or IHQ staff with questions.

Phi Gamma Delta continues to work to eliminate and prevent hazing. The preferred approach in this initiative is to eliminate hazing by working with chapters, not by automatically closing chapters. For this reason, an amnesty process is provided. 

Through this process, a chapter can admit that it has been hazing and enter into a Diversion Agreement. The Fraternity then will work with that chapter to implement our recommended New Member Education Program. The chapter will not be punished for previous hazing.

We encourage brothers who feel the chapter may benefit from the Amnesty Program to review the Amnesty-Diversion Plan and discuss it among their Chapter Officers and involved graduate brothers. Questions may be directed to your Section Chief or IHQ staff.

The Fraternity also provides several resources to help Purple Legionnaires and BCA educate and work with their chapters to promote a positive, hazing-free new member experience.

As an advisor to an undergraduate chapter/colony, it is important that you are familiar with pertinent campus policies and requirements (and help to educate your undergraduate officers on those policies as well). This includes, but is not limited to, those related to recruitment, risk management, social event planning and new member education. 

If you have not done so recently, reach out to the campus Greek Advisor and ask them to provide you with these items. This may also provide you a good opportunity to (re)introduce yourself and develop this important relationship.

All Purple Legionnaires (along with Section Chiefs, BCA members and, especially, house corporation members) are invited, and encouraged, to attend the 2021 Housing Conference on Saturday, January 23 from 12:00-4:00 pm ET.

The registration deadline is tomorrow - Thursday, January 21. Registration information, including the conference agenda, can be found at phigam.org/1848HousingConference. If you are have any questions or need to register after the deadline, please contact Dionysis Protopapadakis.

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

Copy: Section Chiefs, Field Secretaries 

 • Check in with your Section Chief.
 • Attend a chapter and/or cabinet meeting whether in-person or virtually.
 • All IHQ forms due are completed and sent (see last week's Friday Letter)
 • Assist your chapter/colony in planning for upcoming Officer elections. New Officers should be promptly reported and updated with the Fraternity and campus.
 • New officers registered for Fiji Academy.
 • Firm up plans with BCA for officers leadership/transition retreat - location, travel, materials, speakers, in-person or virtual.
 • Begin working with cabinet and (future) new member educators to plan spring New Member Education Program.
 • Work with cabinet and recruitment chairmen to ensure spring semester recruitment plan is underway.
 • Determine status of GreekLifeEdu completion.
 • Are you sending holiday/Christmas cards to graduate brothers, parents, administration officials and sororities? Pig Dinner save the dates for spring Pig Dinners? Assistance is available through our Graduate Communication Services program.
 • Follow up with the status of outstanding fall projects.
 • Keep BCA, house corporation informed. 
 • Re-evaluate chapter calendar; adjust as necessary.

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Make plans now to attend the 2021 Fiji Academy, which will be held virtually on January 8-9, 2021. The Fiji Academy is designed to give new chapter officers and key chairmen a strong foundation so they can dynamically and courageously lead their chapters. 

Tracks will be offered for Presidents, Treasurers, Recording Secretaries, Corresponding Secretaries, Historians, New Member Educators and Recruitment Chairmen. At a minimum, we recommend that Presidents and two additional officers/chairmen should attend.

Graduate volunteers are also encouraged to attend, with training for Purple Legionnaires, Board of Chapter Advisors and Section Chiefs.

Each chapter and colony will initially be billed a $1,500 registration fee. However, your chapter or colony can be credited back the fee if chapter officers and key chairmen participate.
 • If at least 3 undergraduate brothers (elected officers, recruitment chairman and/or new member educators) fully participate, the chapter or colony will be credited back $1,000.
 • If at least 5 undergraduate brothers (elected officers, recruitment chairman and/or new member educators) fully participate, the chapter or colony will be credited back the entire registration fee of $1,500. 

Event details and online registration are available at phigam.org/Academy. The registration deadline is December 15, 2020. Chapters and colonies that fail to have representation at the Academy are subject to disciplinary action.

If you have any questions, contact Todd Rotgers, Assistant Executive Director, or text the Fraternity’s text messaging help line at 859-279-1498.

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The Section Chief Executive Committee (SCEC) has written a piece on the importance of open and clear communication with administrative staff of your host institution. They discuss benefits of building a strong relationship and identify various staff members that should be contacted. Now, more than ever, it is easier to build such a relationship with the virtual capabilities that are available. CLICK HERE to access the full message from the SCEC.

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Despite many Universities/colleges having an extended break period, it is the Fraternity's expectations that chapters and members continue to comply with all local, state/province and university policies related to COVID-19 compliance. Many areas are seeing an increase in cases across the U.S. Please continue to encourage your chapters and set the expectation that they follow all guidelines, continue to wear masks, wash hands frequently and avoid hosting gatherings. 

Spring campus support plans are still being developed and will be coming from the Fraternity in the next few weeks. If you need anything, please reach out to your Field Secretary. Stay up to date with all things related to COVID-19 guidance and Phi Gamma Delta on the COVID-19 Guidance page.

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The Phi Gamma Delta Educational Foundation wants to remind graduate volunteers that there are changes coming to the Triple A scholarship program and plans to introduce new scholarships and initiatives which support our brothers’ academic pursuits and efforts to grow as Courageous Leaders. More information can be found in the email sent out on Monday this week or reach out to Ben Robinson with any questions.

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In the continual push for excellence, any chapter must be prepared to constantly re-evaluate its goals, aims and future objectives. We find that the most successful chapters and colonies have a clearly formed identity, are self-aware and have consensus around their goals and purpose. Chapter Retreats, facilitated at the beginning of academic terms, are excellent at establishing those three key pieces.

As your cabinet plans for the next semester starting in 2021, we encourage Purple Legionnaires and BCA members to assist in the planning and facilitation of a chapter-wide retreat, whether it is in person following social distancing and mask wearing guidelines, or in person. Having graduate led retreats to kick-off every academic year or semester is an excellent habit and will provide significant benefit to the group you advise. A full Retreat Facilitator Guide is available to assist you.

Headquarters staff members are also able to facilitate chapter retreats on a limited basis. Contact either Director of Chapter Services - West Bryan Hartzell or Director of Chapter Services - East Joe Roth for assistance or to request a retreat for your chapter/colony.

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Headquarters staff is hosting/facilitating another Purple Legionnaire and BCA Open Forum taking place on Thursday, December 17 at 7:00 pm ET. This will allow you to share your experiences on advising during a COVID-19 world, and to learn from fellow Phi Gam advisors. CLICK HERE to register for the open forum discussion.

If you have any questions, please contact Dionysis Protopapadakis.

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

Copy: Section Chiefs, Field Secretaries 

 • Check in with your Section Chief 
 • Attend a chapter and/or cabinet meeting, whether in-person or virtually
 • All IHQ forms due have been completed and submitted (see last week’s Friday Letter)
 • IRS Form 990 submitted by November 15 and a copy submitted to Headquarters
 • Help your chapter/colony plan for upcoming officer elections. New officers should be promptly reported and updated with the Fraternity and campus
 • Initiates reported within 30 days
 • New officers hold dates of January 8-9, 2021 for Fiji Academy - Register when registration link is available
 • Firm up plans with BCA for officers leadership/transition retreat - location, travel, materials, speaker, in-person or virtual
 • Check in with New Member Educator(s) on program status and upcoming speakers - date/time set for Initiation?
 • Begin working with cabinet and (future) New Member Educators to plan the spring New Member Education Program
 • Work with the cabinet and Recruitment Chairmen to ensure spring semester recruitment planning is underway
 • Determine status of GreekLifeEdu completion (December 1 is the deadline; contact Andrew Depew with questions)
 • Are you sending holiday/Christmas cards to graduate brothers, parents, administration officials and sororities? Save the dates for spring Pig Dinners? Assistance is available via IHQ's Graduate Communication Services 
 • Follow-up with the status of outstanding fall projects
 • Keep BCA, House Corporation informed
 • Re-evaluate chapter calendar, adjust as necessary

Reminder: IHQ Staff Contacts
Looking for the best staff member to contact with questions? Please feel free to call or  email any staff member, and they will do their best to help. You can also visit our staff directory, which includes details about each person's area of responsibility and contact information.

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The Archons recently voted to cancel the in-person 2021 Fiji Academy in St. Louis, Missouri. Instead, the Fraternity will provide important undergraduate chapter officer and graduate advisor training virtually on January 8-9, 2021.

The Fraternity staff is finalizing plans for the virtual Fiji Academy and will communicate additional details (including registration information) to brothers very soon. More information will be made available at phigam.org/Academy. 

The virtual Fiji Academy will continue to provide position specific training for undergraduate Presidents, Treasurers, Recording Secretaries, Corresponding Secretaries, Historians, Recruitment Chairmen and New Member Educators. We expect at least three undergraduate brothers from each chapter to attend, but we strongly encourage participation in all seven tracks, particularly given the ease of participation. All graduate volunteers are also encouraged to attend, with training specifically tailored for their roles.

The detailed schedule is still in the works and will be made available once it is finalized. We ask that new chapter officers, Section Chiefs, Purple Legionnaires, BCA members and HC members hold January 8-9, 2021 from 12:00 - 6:00 pm ET (9:00 am - 3:00 pm PT).

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It is the Fraternity's expectations that chapters and members continue to comply with all local, state/province and university policies related to COVID-19 compliance. Many areas are seeing an increase in cases across the U.S. Please continue to encourage your chapters and set the expectation that they follow all guidelines, continue to wear masks, wash hands frequently and avoid hosting gatherings.

Spring campus support plans will be coming from the Fraternity in the next few weeks. If you need anything, please reach out to your Field Secretary. Stay up to date with all things related to COVID-19 guidance and Phi Gamma Delta on the COVID-19 Guidance page.

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The Headquarters staff continues to see a lack of reporting for new members and initiations.

We need your help! Please confirm with your chapter's leadership that all fall new members have registered through the Fraternity's website and initiated men from the spring (and fall) are reported to the International Fraternity. Initiates can be reported through your online chapter roster.

This time of year, many chapters also hold elections. If your chapter recently elected its new officers, confirm with the officers to make sure they have reported their changes via the online chapter roster.

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All nonprofit entities in the U.S., including undergraduate chapters, are required to file an annual tax return with the IRS. The return is some version of the Form 990, and it is due by the 15th day of the 5th month following the close of the fiscal year. For those chapters that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2020. 

We ask Purple Legionnaires and/or appropriate BCA members to work with your Chapter Treasurer to ensure the 990 is filed on time. Most undergraduate chapters may file the 990-N (less than $50,000 in gross receipts) or 990-EZ (less than $50,000 in gross receipts). Chapters using Legacy Financial can files these for free using file990.org.

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue (such as dues and rent) subject to income tax. To see if your chapter is on the revocation list, go to this page on the IRS website. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked. Contact Will Shier.

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As an advisor to an undergraduate chapter/colony, it is important that you are familiar with pertinent campus policies and requirements (and help to educate your undergraduate officers on those policies as well). This includes, but is not limited to, those related to recruitment, risk management/social event planning and new member education. 

If you have not recently done so, reach out to the campus Greek Advisor and ask them to provide you with these items. This may also provide you a good opportunity to (re)introduce yourself and develop this important relationship. This good relationship can go a long way for a chapter's success.

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During the last week of October, the Headquarters staff facilitated an open forum discussion for all Purple Legionnaires, Boards of Chapter Advisors and Section Chiefs. There were two separate sessions that had representations from various university/college chapter and colony advisors and prompted discussions around COVID-19 and its implications on chapter operations. The recordings will be provided on an "as requested" basis. If you would like access to the session recordings, please contact Dionysis Protopapadakis.

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

Copy: Section Chiefs, Field Secretaries 

 - Check in with your Section Chief
 - Attend a chapter and/or cabinet meeting, whether in person or virtually
 - IRS Form 990 submitted by November 15
 - Start planning for officer elections
 - Ensure chapter updates elected officers with IHQ and campus
 - Potential officers should be made aware of Fiji Academy date (January 8-10, 2021)
 - Begin planning officer's leadership/transition retreat with cabinet and BCA - if in person, follow local and CDC guidance: location, travel, materials, speakers
 - Check in with New Member Educator(s) on program status and upcoming speakers
 - Check status of big brother/little brother program
 - Determine status of GreekLifeEdu completion. Contact Andrew Depew with questions
 - Check on new members' academic status and overall chapter performance
 - Check status of fall newsletter, Pig Dinner planning
 - Keep BCA, house corporation informed
 - Re-evaluate chapter calendar, adjust as necessary

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The Fraternity plans to make a decision regarding the 2021 Fiji Academy later this month. In the event the Academy is not held in-person, as it has in previous years, the Fraternity is developing contingency plans to provide important chapter officer and advisor training. We ask brothers to hold the January 8-10, 2021 dates but advise that you do not book travel at this time.

The Academy is designed to give new chapter officers the knowledge and skills they need to lead their chapter. Educational tracks are designed for Presidents, Treasurers, Recording Secretaries, Corresponding Secretaries, Historians, Recruitment Chairmen, New Member Educators and Purple Legionnaires.

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Thank you to those who participated in our recent #JoinTheFight Against Hazing campaign. This effort goes well beyond National Hazing Prevention Week, as Phi Gamma Delta continues to work diligently to eliminate and prevent hazing. We need your assistance and support in this effort.

The Fraternity's preferred approach is to eliminate hazing by working with chapters, not by automatically closing them. The Archons adopted an Amnesty Policy which allows chapters to admit to hazing and enter into a Diversion Agreement in lieu of punishment. The Fraternity will then work with that chapter to implement our recommended New Member Education Program and eliminate hazing activities. The chapter will not be punished for previous hazing.

If you have concerns and feel your chapter needs to consider using this process, we encourage you to make these concerns known to your cabinet and review with them the Amnesty Diversion Plan. Even if you do not have concerns, we ask that you educate your cabinet on this process as an option should they have concerns.

Questions may be directed to your Section Chief or a member of the Headquarters staff.

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All nonprofit entities in the U.S., including undergraduate chapters, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the fifth month following the close of the fiscal year. For those chapters that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2020.

We ask Purple Legionnaires and/or appropriate BCA members to work with your Chapter/Colony Treasurer to make sure the 990 is filed on time. Most undergraduate chapters may file the 990-N (less than $50,000 in gross receipts) or 990-EZ (less than $50,000 in gross receipts). Chapters using Legacy Financial can file these for free using file990.org.

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax. To see if your chapter is on the revocation list, go to this page. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked. Contact Will Shier.

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If COVID-19 delayed your chapter's spring initiations, causing you to complete intiations this semster, please report these initiates through your online chapter roster. As your chapter completes fall recruitment, it is important to remember to have all new members register through the Phi Gam website.

Concerning membership dues, the Fraternity is offering two different payment options for fall 2020 membership dues. Those two options are as follows:

1. Pay in full by October 15: Subtract 10% from total bill (pay 90% of the total). OR
2. Pay in three equal installments: Payments are due October 15, November 15 and December 15. The first payment must be received by October 15, and finance charges will begin to accrue for any unpaid balances after December 15.

The Fraternity is now accepting the following payment methods for these due:
- Mailed check to P.O. Box 4599, Lexington, KY 40544-4599 
- Debit or credit card, click here.*
- ACH payment transfer. Call IHQ for account information.
- Zelle payment application. Use awatson@phigam.org to locate account.

Please review the Mandatory Forms & Fees document or contact Amy Watson if you have any questions.

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The Fraternity has partnered with the Human Power Project to provide the Behind Happy Faces Advisor Resource Series. There are five 5-minute workshops that focus on how to approach a brother and tips how to respond to different situations an advisor might face. This program is available to all of our graduate brothers logged into the Phi Gam website via www.phigam.org/LMS.

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There are several additional resources available to graduate advisors. These, and more, are available at phigam.org/advisor.
 • New Member's Bill of Rights: This will be provided to each new member when he registers online with the Fraternity, and it is included in the Fraternity’s New Member Education Program. We encourage you to utilize this as a tool to help guide discussions about hazing with your chapter/colony and new members.
 • Hazing Prevention for Graduate Advisor: A brief course in the Phi Gamma Delta Learning Portal (LMS) created to help advisors understand the Fraternity’s laws and policies on hazing and provide tips to help you to recognize and combat hazing activities.
 • Graduate New Member Education Questionnaire: A one-page tool when reviewing the chapter's new member program.
 • Letter to Parents: A sample letter you can send to parents of new members referenced in the Promoting Positive New Member Education document. This letter is also located in the New Member Educator's Manual.
 • Guide to Advising from Afar: This guide is intended to outline the expectations of graduate advisors, especially in a virtual setting. It will help provide clarity between the roles of the Purple Legionnaire and Board of Chapter Advisors related to advisory roles/responsibilities.

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

Copy: Section Chiefs, Field Secretaries 

 • Check in with your Section Chief. Does he have current BCA/HC/Chapter Officer rosters and contact information?
 • Attend a chapter and/or cabinet meeting (virtually or in-person).
 • All IHQ forms due are completed and sent (see last week's Friday Letter)
 • Confirm the chapter's roster is updated with college/university, IFC and IHQ.
 • Work with Chapter Officers to identify/refine fall goals and create/refine fall calendar.
 • If the chapter is planning a spring Pig Dinner, is it possible to host another graduate or Homecoming event in the fall? Or a parents’ event?
 • Meet with New Member Educator/Officers to review the fall New Member Education Program. Is the written program set? Have Purple Pilgrims and New Member Pins been ordered?
 • Confirm all new members are/will be registered and fees paid within 15 days of formal pledging.
 • Attend a recruitment event, new member education meeting.
 •  Has the chapter budgeted for appropriate fraternity and campus expenses for the academic year?
 • Is documentation being maintained for chapter activities this fall? These items may be useful as exhibits next spring when developing the year’s awards packet.
 • Confirm that contact has been established with the Field Secretary. Has there been an introductory call? Refer to previous FS reports to check chapter follow-up.
 • Is the Chapter President getting important time with campus officials, including academic advisors?
 • Make a courtesy call to the university/college Greek Advisor.
 • Keep BCA, house corporation informed.
 • Re-evaluate chapter calendar, adjust as necessary.

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As we continue to navigate the COVID-19 pandemic, the Headquarters staff needs your assistance to reiterate the expectations regarding COVID-19, recruitment, brotherhood, scholarship, new member education/initiation and advising. 

COVID-19 Guidance:
 • Strictly adhere to all college/university, local and/or state/provincial COVID-19 guidance and regulations, including those regarding social events and in-person gatherings.
 • Adhere to all expectations set by your house corporation related to the use of and living in the chapter house.
 • Avoid social gatherings, whether formal or informal, that do not comply with social distancing, mask use and/or group gathering guidelines and regulations. 

Recruitment:
 • Utilize available resources.
 • Consistent and frequent updating of ChapterBuilder.
 • Follow local, state, federal COVID guidelines for gatherings/events.
 • Complete new member reporting form on time.
 • Adhere to new member education timelines/due dates. 

Brotherhood:
 • Follow local, state, federal COVID guidelines for gatherings/events.
 • Focus on preserving and growing brotherhood/relationships. 

Scholarship:
 • Advice for Academic Success in Online Courses.
 • Ensuring Academic Excellence During COVID-19.
 • Design chapter-specific scholarship plan for virtual/hybrid classes. 

New Member Education & Initiation:
 • Contact Lauren Leif for questions about New Member Education and Andrew Depew for questions about GreekLifeEDU for new members.
 • Pursuant to authority granted by the 172nd Ekklesia, the Archons have provided all chapters relief from strict adherence to the Bylaws requiring pledging and initiation ceremonies. Broad guidance will soon be provided to conduct these ceremonies in modified formats and based upon local COVID-19 guidance. In the meantime, contact Bryan Hartzell or Joe Roth for guidance on Initiation and Ritual.

Virtual Advising:
 • If the undergraduate institution does not offer a virtual video conferencing platform, contact us.
 • Create a set schedule for individual cabinet meetings.
 • Be present for chapter meetings, whether in person or via video conferencing platform.
 • Continue discussing regular operations and goals.
 • Continue conversations/meetings with the graduate advisor team, primarily the BCA.
 • Create a schedule for virtual meetings with the Greek Advisor, Faculty Advisor, etc. 

For a full list of suggested practices, we encourage you to review the Guide to Advising from Afar.

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As an advisor to an undergraduate chapter/colony, it is important that you are familiar with pertinent campus policies/requirements and help to educate your undergraduate officers on those policies as well. This includes, but is not limited to, those related to recruitment, risk management, social event planning and new member education. This is especially important to know this time of year.

If you have not done so recently, reach out to the campus Greek Advisor and ask them to provide you with these items. This may also provide you a good opportunity to (re)introduce yourself and develop this important relationship.

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During National Hazing Preventing Week (September 21-25), the Fraternity will be once again ask brothers to participate in the #JoinTheFight Against Hazing campaign – inviting our brothers and friends to share their commitment against this insidious practice. 

As a Purple Legionnaire, we need you to be an active voice against hazing. If you have not already done so this fall, have an open and honest discussion with your officers, new member educators and/or the entire chapter to set your expectation that hazing has no place in the new member education program. Also educate the undergraduates on the dangers and realities of hazing. You could/should incorporate the following key points:
 • Introduce/remind the undergraduate men of the New Member's Bill of Rights. This provides, in a common-sense approach, some guidelines for the proper treatment of our future brothers.
 • Providing alcohol at any time, or involving alcohol in the new member education program in any way, will not be tolerated. It has closed many chapters and has brought too many young lives to a tragic end.
 • Connect the contradiction of hazing to the Fraternity’s values. Can anyone make the case that hazing enhances Friendship, Knowledge, Service, Morality or Excellence? That hazing enhances a new member’s ability to learn about the history, values and customs of our Fraternity?
 • The Fraternity’s Bylaws prohibit hazing and, among a variety of other things, speak to activities which involve physical exhaustion or abuse, interfere with a person’s ability to perform college work or reflect unfavorably upon the chapter or the Fraternity. Beyond activities, hazing begins with an attitude that engenders a subservient relationship of new members to brothers.
 • Educate the officers and the chapter on the Fraternity’s amnesty process. This process allows an undergraduate chapter to acknowledge previous hazing, commit to implementing the Fraternity’s New Member Education program moving forward, and avoid discipline to make changes in the chapter’s New Member Education activities in a positive and productive way. 

We encourage you to reference and utilize the new member education/anti-hazing resources available to you and to reach out to your Section Chief and the Headquarters staff with questions. Now more than ever, we need our Purple Legionnaires and other involved graduates to Join the Fight!

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All nonprofit entities in the U.S., including undergraduate chapters, are required to file an annual tax return with the IRS. The return is some version of the Form 990 and is due by the 15th day of the fifth month following the close of the fiscal year. For those chapters that have adopted a fiscal year end consistent with the Fraternity's on June 30, this is due by November 15, 2020. 

We ask Purple Legionnaires and/or appropriate BCA members to work with your Chapter Treasurer to ensure the 990 is filed on time. Most undergraduate chapters may file the 990-N (less than $50,000 in gross receipts) or 990-EZ (less than $50,000 in gross receipts). Chapters using Legacy Financial can file these for free using file990.org.

Nonprofit entities that fail to file the annual return for three consecutive years will have their tax-exempt status revoked. The loss of tax-exempt status means that the entity must operate as a for-profit entity, with its revenue, such as dues and rent, subject to income tax. To see if your chapter is on the revocation list, go to this page on the IRS website. The Fraternity may also be able to direct you to assistance if your tax-exempt status has been revoked. Contact Will Shier.

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The Fraternity is in the early stages of compiling content for the fall edition of The Phi Gamma Delta magazine, and we encourage your chapter/colony to submit news! The deadline to submit any news, stories and pictures is September 21 at 11:59 pm. 

We would like to get your news to showcase the success of our chapters/colonies, and particularly how they are helping brothers to remain connected in the COVID-19 era. Submissions can be sent via email or uploaded through the Fraternity's website at phigam.org/SubmitNews. If you have photos to include in your submission, I encourage you to email it directly to Erica Carlson, our Director of Communications, at ecarlson@phigam.org.

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Thank you for the important work you do to advise our chapters and colonies. If you have questions, or need assistance, please do not hesitate to contact us.

Perge!

Copy: Section Chiefs, Field Secretaries