Purple Legionnaire Monthly Update

 • Check in with your Section Chief.
 • Attend a chapter and/or cabinet meeting, whether in person or virtually.
 • Keep BCA, house corporation informed.
 • Work with undergraduate officers and the HC to ensure COVID safety measures are put in place and protocols are set.
 • Review COVID-19 Guidance resources. 
 • Re-evaluate chapter calendar, adjust as necessary.
 • Is your Fall recruitment plan on track? See more under the ChapterBuilder Partnership.
 • Is your Fall New Member Education plan on track? Please review the plan to make sure.
 • We encourage PLs to spend some time with the new class. Go to meet them in person if possible.
 • Review Fall goals with the cabinet.
 • Schedule a meeting with the campus Greek advisor or similar campus professional.

Academic Year Budgeting: 
Below is a quick reminder for you as you work with your Treasurers this year:
 • Within 15 Days of Becoming a New Member: New members must be registered at phigam.org/NewMemberRegistration and pay their $70 new member fee (paid by the new member upon registering).
 • Within 30 Days of Initiation: New Initiates must be reported and their $252.50 initiation fee/first year dues are due (billed to the chapter upon reporting Initiates).
 • September: Annual Dues are billed ($105 per man). Rosters must be updated by Friday, September 18.
 • October/November: Academy registration fees are billed for 3 delegates (budget $1,425, or $475 per delegate - this is subject to change). The chapter should also consider budgeting for attendee travel to St. Louis. **The staff will continue to monitor COVID-19 and make a determination regarding the 2021 Fiji Academy closer to the date of the event.**
 • January: Liability insurance is billed (budget $180 per man).
 • Follow this link for a full listing of mandatory forms and fees.

Headquarters staff is offering a 10% discount if chapters pay in full by October 1. We are allowing the opportunity for 3 equal monthly installments if needed. Finances will begin to accrue after December 1. If you have any questions, contact Amy Watson.

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There is a lot of uncertainty revolving around the fall semester. However, we can be sure our undergraduate members are continually seeking guidance and advice. We encourage you to continue to be a driving force in your chapter's/colony's success by maintaining consistent availability and being present, even if that means in a virtual capacity.

Headquarters staff would like to offer some suggestions for best practices to maintaining a healthy working relationship with undergraduate leaders and the chapter/colony. Here are some suggestions:
 • 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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We continue to see more social media accounts that are soliciting and posting anonymous reports of sexual misconduct as well as acts of racism, intolerance and homophobia. Most accounts are institution specific and not specifically targeting fraternities or sororities. However, individuals and related organizations are being named. In some instances, this has also led to local activism and calls to abolish fraternities and sororities. IHQ has worked closely with over 30 chapters that have experienced this kind of account/activism on their campus. As the term is beginning, we want you to be aware of our protocol and talking points on this matter. Should you become aware of this activity on your campus, reach out to Helen Lahrman or call 859-255-1848 ext. 115.

Talking points are listed below:
 • All stakeholders should collaborate on improving campus culture while also respecting the desire of students to form lawful associations that align with core institutional values.
 • Any call to remove fraternities and sororities from a college campus may calm current unrest but will fall short of truly dealing with campus-wide cultural challenges.
 •  We are committed to diversity and inclusion and [organization] does not accept the false binary choice between disbanding or perpetuating harm.
 •  Abolishing fraternities and sororities is a short-sighted decision that will rob future students of the opportunity to be part of organizations that promote personal development and healthy, lifelong relationships.
 • We support and will stand up for the rights of college students who seek to form lawful, positive, enriching fraternal bonds in organizations that meet their developmental needs.
 • Interfraternity Councils do not have the authority to abolish a community, disband a chapter, cancel recruitment, or limit chapter operations.
 • Our chapter at [college/university] will continue to stand for [values/mission] and treat all members of our campus community with dignity and respect.

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Chapter officers or other brothers may be contacted by reporters/media at any point during the school year - whether in response to a chapter incident, a positive story that the chapter is promoting or other reasons.

As a Purple Legionnaire, the chapter should be, and will be, looking to you for guidance in these situations. We suggest you review our tips for handling media inquiries and review these with your cabinet.

By working with headquarters staff, Purple Legionnaires, Chapter Presidents and chapters can more easily navigate the potentially challenging media waters. For additional information, reference the Fraternity's Undergraduate Chapter Emergency Response Tips.

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The Fraternity has a new partnership with ChapterBuilder. ChapterBuilder is a CRM software and all-in-one resource when it comes to a names list and recruitment communication. It will bring structure and organization to your chapter's recruitment process. Headquarters staff highly recommends you encourage your chapter/colony to transition to ChapterBuilder as their recruitment platform. 

The platform was designed to make the undergraduate recruitment process run more efficiently and effectively, and it is now offered at no cost to you. An email to set up an account was sent to recruitment chairmen, cabinet officers and you, as a Purple Legionnaire. If you do not see it, please be sure to check your Spam folder.

Here are some features and capabilities the platform allows recruitment chairmen to utilize once an account is created:
 1. Bulk Uploading - import and export all spreadsheets to your dashboard to see everyone (potential new members) more easily.
 2. Process Grading Scale (A+ - D) - use this scale to move potential new members through your system as they progress through the process (D = needs to be contacted; A+ = bid signed).
 3. Create phone numbers unique to your chapter/colony to contact potential new members and see conversations your committee has had with these men.
 4. Create tasks and to-do's that your whole committee can view and utilize.
 5. Track recruitment insights and statistics to understand your recruitment process better.
 6. Easy transition process for future recruitment chairmen/committee members.

In this virtual world, and in what could be a very non-traditional (virtual) recruitment process, ChapterBuilder will allow undergraduates to communicate with their team and PNM's more effectively from afar. If you have questions about using ChapterBuilder and getting your chapter signed up, please contact Jake Lueck, Director of Expansion.

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The Archons recently amended the Fraternity’s Risk Management Policy to add:
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. 

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

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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.

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Recruitment and the new member process will look very different than previous years. As our chapters/colonies begin to navigate the challenges that come with the changes to these processes, we encourage you to remind your chapter/colony about the Fraternity’s, and your, expectations regarding new member education – specifically the prohibition of hazing and use of alcohol.

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/or to reach out to your Section Chief or the Headquarters staff with questions. 

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As brothers return to campus, it is important to focus on the safety of all members as it relates to housing, whether your chapter has an official chapter house or not. The 1848 Housing Committee has created resources to help ease this process. The resources can be found on the COVID-19 Guidance page. Along with setting expectations for undergraduate brothers, we encourage the creation/implementation of COVID-19 specific re-opening guidelines as it relates to CDC and local guidance.

There have been several communications sent to local house corporations, but in the case your chapter/colony does not have one fully formed, we want to ensure these resources are made available to you. We encourage you to share the House Opening Checklist with brothers living in the facility. This contains recommendations from the Committee on operations regarding COVID precautions. We also encourage you to utilize the House Corporation Digital Repository, which includes examples of COVID-19 specific policies/protocols from Phi Gam house corporations and universities/colleges. This repository also includes template messaging that can be used if a brother (living in the facility) tests positive. 

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The Fraternity staff is here to help you. Here is a reminder of some of the key staff members you may need to contact:

 • Dionysis Protopapadakis, Director of Graduate Engagement, is the primary contact for questions related to graduate volunteers, Pig Dinners, volunteer training, recruitment and support, and graduate relations.
 • Bryan Hartzell, Director of Chapter Services, is the primary contact for most chapter-related matters, including Field Secretary visits.
 • Joe Roth, Director of Chapter Development, is the contact for all colony-related matters.
 • Lauren Leif, Director of Education, is the contact for health and safety education, leadership education and development, new member education, online learning development, philanthropy, service, and scholarship. She also manages and plans the Leadership Institute.
 • Helen Lahrman, Senior Director of Chapter Support, oversees all resources concerning support and services provided to undergraduate chapters/colonies, as well as alcohol-free housing exemption questions.
 • Todd Rotgers, Assistant Executive Director, is the primary contact for our risk management and discipline concerns, as well as hazing prevention efforts. He also oversees graduate advisor support and training, and plans the Fiji Academy and Ekklesia.
 • Rob Caudill, Executive Director, is the key contact for chapter emergencies.
 • Amy Watson, Director of Membership & Operations, is the contact regarding membership records, forms, fees, chapter accounts and billing.

A full staff listing is available here, and all staff members may be reached at 859-255-1848.

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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 to 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
 • Work with chapter officers to continue operations virtually (see last week's Friday Letter)
 • All IHQ forms due are completed and sent (see last week's Friday Letter)
 • Get updates and continue guiding committees on achieving spring goals Keep BCA, house corporation informed
 • Submitted award packets (local and Fraternity) are retained for the chapter's records
 • Did the chapter submit a Wilkinson Award nominee? Nominate deserving graduate brothers for Individual Awards?
 • Proper Pig Dinner follow-up: rescheduled (if applicable), bills paid, thank you notes sent, 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 (Part 2 is due May 1)
 • How is your chapter/colony adapting to the pandemic? Submit stories to Director of Communications Erica Carlson
 • Help plan early fall Initiation for the spring new member class
 • Push for end-of-year newsletter if the spring newsletter not yet sent
 • Check on closure status for the chapter house for the summer
 • Keep BCA, house corporation informed
 • Re-evaluate chapter calendar, adjust as necessary

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Tomorrow, April 9, at 6:00 pm ET, headquarters staff will be hosting a Virtual Town Hall for all cabinet officers, recruitment chairman, recruitment committees and graduate advisors. This Town Hall will discuss the greater impact COVID-19 has had on recruitment and help create a plan. 

Please feel free to attend, and encourage undergraduate chairmen and brothers to attend as well. Click here to register.

If you have any questions, contact Jake Lueck.

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The Fraternity has made the difficult decision to cancel this summer's Summit and Leadership Institute.

The staff are working to move the content of The Summit to a virtual experience throughout the summer. Be on the lookout for more information.

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While we are not certain if the 172nd Ekklesia will be held as planned, the Fraternity is developing contingency plans to conduct the necessary business of the Fraternity this summer. This includes electing new Archons and amending our Laws. 

The 172nd Ekklesia will elect at least three graduate brothers and one undergraduate brother to serve on the Archonate or board of directors of the Fraternity.
Nominations should be submitted no later than May 1, 2020 to be considered. 

Any brother or chapter wishing to propose amendments to Fraternity Laws for consideration by the 172nd Ekklesia should read this notice for procedures and deadlines for filing. Proposed amendments must be received no later than June 8, 2020. Questions and submissions should be directed to Rob Caudill.

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The Fraternity and Educational Foundation are hosting our 3rd annual Giving Day, celebrating the Fraternity's 172nd anniversary on May 1, 2020. The theme for our Giving Day is Preserve Our Friendship - Advance Our Excellence. It is now more important than ever that we support each other and be there for our brothers. 

What Is the Goal for the Giving Day?

We had an original monetary goal for the event, but do to our current climate, we have decided to put our focus elsewhere. We would like to use this day to encourage brothers to reach out to one another to see how they are doing. We will still be raising funds throughout the day to help support our undergraduate men once they return to campus. 

What Can I Do to Participate?

There are several ways you can support the Fraternity and make Giving Day a success:
 • Donate to the Fraternity or Foundation on May 1 at advancePGD.org.
 • Sign up to be an Ambassador - help us spread the word and encourage your contemporaries to participate.
 • Spread the word on social media using the hashtag #AdvancePGD and #PreservePGD. Look for posts and updates on Facebook (the Fraternity's or the Foundation's page), Instagram and Twitter.
 • Let us know about creative ways you will celebrate Founders Day during self-isolation. It will be difficult to host any in-person events, but we hope you are still finding ways to connect with your brothers on May 1.

Additional questions? 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.

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The COVID-19 pandemic has caused the spring Pig Dinner season to result in the shifting of events, venue changes, and even cancellations. With all the planning being done and graduate brother excitement high, it is important to try and reschedule if possible. Full guidance for Pig Dinners 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 2019-20 academic year at phigam.org/PigDinnerAttendance.

Contact Dionysis Protopapadakis if you have any questions.

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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
 • 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 sent (see last week's Friday Letter)
 • Get updates for each committe's progression 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
 • Pig Dinner attendance reported for the current academic year
 • 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 identify a brother to apply for The Leadership Institute
 • Encourage UIFI Scholarship applications
 • Keep BCA, house corporation informed
 • Re-evaluate chapter calendar, adjust as necessary

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As noted in February’s Friday Letter, any brother or chapter wishing to propose amendments to Fraternity Laws for consideration by the 172nd Ekklesia should read this notice for procedures and deadlines for filing. Proposed amendments must be received no later than June 8, 2020. Questions and submissions should be directed to Rob Caudill.

Nominate brothers to serve on the board of directors of the Fraternity. Nominations should be submitted no later than May 1, 2020 to be considered.

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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, 2020. Chapter awards are submitted online, with blank and previous years’ winning applications available at 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 most outstanding undergraduate member of the senior class of the Fraternity 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 a 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 April 1, 2020. Contact Dionysis Protopapadakis with 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 2020. 

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 visit 20-25 chapters and colonies per semester. 

During these visits, 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 pledge class of a colony or new chapter. 

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

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There are several major fraternal events coming up in the next six months, which you and your chapter should plan for: 

The Leadership Institute will be held in two sessions, May 26-31 and July 7-12, at Asbury University in Wilmore, Kentucky. Additional details and applications are available at phigam.org/LeadershipInstitute. We encourage each chapter and colony to send one representative to one of the two available sessions. The ideal attendee is a rising leader in the chapter between their sophomore and junior years. Please share the above link with undergraduates, who you think would benefit from attending the Institute. Participation costs, including travel, are covered through the support of the Phi Gamma Delta Educational Foundation. The deadline to apply is April 13. 

The Summit will be held June 26-28, 2020 in Lexington, Kentucky. The event focuses on recruitment and new member education, and it is strongly encouraged that each chapter and colony send at least one member. Additional information and registration will be available soon. 

The Fraternity is sponsoring 25 scholarships for our undergraduate members to attend UIFI (Undergraduate Interfraternity Institute). This scholarship covers the cost of registration, lodging and meals to attend one of eight national sessions running from May to July 2020. Encourage your men to learn more and apply here. Applications are due April 1.

The 172nd Ekklesia will be held August 6-9,2020 in Phoenix, Arizona. The Ekklesia is the Fraternity's legislative body, also offering in-person training for our graduate volunteers. Each chapter is required to send at least three delegates, and Purple Legionnaires are highly encouraged to attend as well. We anticipate that registration will open next month. 

This year, the Fraternity and Educational Foundation will be hosting our 3rd Annual Giving Day on May 1, 2020. With Giving Day taking place on a Friday, we will use the week leading up to the event (April 27-30) to highlight our members and shared values. We look forward to the support from our brothers and friends to help us Preserve Our Friendship and Advance Our Excellence. We have set a fundraising goal of $200,000 this year, and we need brothers and allies like you to help us get there. 

Purple Legionnaires who attended the 2020 Fiji Academy: if you plan to submit travel expenses, be sure to do so soon! Expenses not submitted within 60 days may only be reimbursed at 90% of the request. Expenses not submitted within 6 months may not be reimbursed. Expense reporting forms and our expense reimbursement policy are available at phigam.org/Advisors. Direct expense related questions to Rob Caudill.

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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.
 • All IHQ forms due are completed and sent (see last week's Friday Letter).
 • Check with officers to make sure they are keeping up with their calendar.
 • Attend a new member meeting - have the Risk Management and other policies been reviewed? Responsible Action Protocol?
 • Pledges 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 the Graduate Communication Services.
 • Pig Dinner/spring graduate event planning is on track.
 • 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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Late last week, chapters were billed for liability insurance at a rate of $180/man. Chapters which pay their full premium by March 1, 2020 are eligible for a 3% discount. And, chapters which pay their full premium by April 1, 2020 are eligible for a 2% discount. 

Contact Amy Watson for additional information.

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As noted in last week's Friday Letter, any brother or chapter wishing to propose amendments to Fraternity Laws for consideration by the 172nd Ekklesia should read this notice for procedures and deadlines for filing. Proposed amendments must be received no later than June 8, 2020. Questions and submissions should be directed to Rob Caudill.

Nominate brothers to serve on the board of directors of the Fraternity. Nominations should be submitted no later than May 1, 2020 to be considered. 

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Now is a good time to remind your chapter of 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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As an advisor to an undergraduate chapter or 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.

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There are several major fraternal events coming up in the next six months, which you and your chapter should plan for: 

Archives Weekend will be held March 13-15 at IHQ in Lexington, Kentucky. Willing brothers will help preserve Phi Gamma Delta’s history by assisting with digitization, preservation, cataloging and, if you like, research. Brothers are responsible for their own transportation and lodging. Additional information and registration are available at phigam.org/ArchivesWeekend.

The Summit will be held June 26-28 in Lexington, Kentucky. The event focuses on recruitment and new member education, and it is strongly encouraged that each chapter and colony send at least one member. Additional information and registration will be available soon. 

The Leadership Institute will be held in two sessions, May 26-31 and July 7-12, at Asbury University in Wilmore, Kentucky. Additional details and applications are available at phigam.org/LeadershipInstitute. We encourage each chapter and colony to send one representative to one of the two available sessions. The ideal attendee is a rising leader in the chapter between their sophomore and junior years. Please share the above link with undergraduates, who you think would benefit from attending the Institute. Participation costs, including travel, are covered through the support of the Phi Gamma Delta Educational Foundation. The deadline to apply is April 12. 

The Fraternity is sponsoring 25 scholarships for our undergraduate members to attend UIFI (Undergraduate Interfraternity Institute). This scholarship covers the cost of registration, lodging and meals to attend one of eight national sessions running from May to July 2020. Encourage your men to learn more and apply here. Applications are due April 1.

The 172nd Ekklesia will be held August 6-9 in Phoenix, Arizona. The Ekklesia is the Fraternity's legislative body, also offering in-person training for our graduate volunteers. Each chapter is required to send at least three delegates, and Purple Legionnaires are highly encouraged to attend as well. We anticipate that registration will open next month.

Purple Legionnaires who attended the 2020 Fiji Academy: if you plan to submit travel expenses, be sure to do so soon! Expenses not submitted within 60 days may only be reimbursed at 90% of the request. Expenses not submitted within 6 months may not be reimbursed. Expense reporting forms and our expense reimbursement policy are available at phigam.org/Advisor. Direct expense related question to Rob Caudill.

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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.
 • All IHQ forms are completed and submitted (see last week's Friday Letter)
 • All officers keeping up with their calendar?
 • Attend new member meeting - 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.
 • Spring newsletter is being drafted? Design, printing & mailing assistance is available.
 • Pig Dinner/spring graduate event 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, adjust as necessary.

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Thomas Lovejoy (Oregon State 2014) recently departed the Fraternity staff. In his role as Director of Graduate Involvement, he provided direct staff support, and was often the primary contact, for Purple Legionnaires and Section Chiefs. We appreciate Thomas’s work and role on the Fraternity staff and wish him the best in his career. 

Dio Protopapadakis (Appalachian State 2017), Director of Graduate Engagement, will temporarily assume responsibility for supporting graduate volunteers, including Purple Legionnaires and Section Chiefs. 

Have a question and do not know the appropriate person to contact? Visit the staff directory to see a list of staff responsibilities and contact information.

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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 any member of the Headquarters staff.

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

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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 already 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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A special thank you to those brothers who were able to attend the 2020 Fiji Academy!

As a reminder, you can find Academy resources at phigam.org/AcademyResources. If you haven't already, meet with the undergraduate brothers who attended the Academy to discuss what they learned, any concerns they have and any action items they have.

Purple Legionnaires who attended the Academy are eligible for travel reimbursement. The Fraternity's travel reimbursement policy stipulates that:
 • Purple Legionnaires who have never attended a Fiji Academy or Ekklesia in your current graduate position may have their entire, reasonable, transportation cost reimbursed.
 • Purple Legionnaires who have attended the Fiji Academy, or the past Ekklesia, in your current position may be reimbursed up to $200 for transportation costs (flight cost/mileage). Additional travel expenses, such as parking and baggage fees, are eligible for reimbursement beyond the $200 cap. 

To submit your expenses, you need to complete an expense report and send (including receipts) to Todd Rotgers by email at trotgers@phigam.org, or mail: Phi Gamma Delta, Attn: Todd Rotgers, PO Box 4599, Lexington, KY 40544.

Receipts are not needed for mileage reimbursement requests. Our current reimbursement rate is $0.32/mile.

Undergraduate chapters have already had their travel reimbursements applied to their chapter accounts. Each chapter receives one travel reimbursement of $0.12/mile, round trip to/from St. Louis.

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As was indicated in last week’s Friday Letter, invoices for liability insurance will be emailed no later than Friday, February 7, 2020. The estimated base rate this year is $175 per member, including fall 2019 new members and fifth-year seniors. Chapters that have had a risk management violation will be charged a 10% penalty. Payment options will be noted in the email containing the invoice. 

January 31, 2020 is the deadline for roster changes prior to the insurance billing. Please advise your chapter/colony to update its roster by logging in at phigam.org. Once insurance bills are issued, there will be no credits for roster adjustments. 

If you have any questions, email Amy Watson, or call her at 859-255-1848.

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You should have recently received this year's Graduate Dues mailing. Now is an opportune time to remind you and ask you to educate your soon to be and recent graduates of the importance of this program. 

What are Graduate Dues? In 2006, Phi Gamma Delta revived its voluntary graduate dues program after a 20-year cessation. More than 5,600 brothers paid dues in 2019 - thus providing significant unrestricted income to the Fraternity to supplement the dues and fees paid by undergraduate brothers. 

Graduate Dues help the Fraternity to better support our undergraduate chapters and expand the opportunities for graduates to remain involved without increasing the financial burden to our undergraduates through dues and fees. 

Our graduate volunteers set the example for others to follow. If you have not already, support Phi Gamma Delta with your $25 (or more) gift. You can give online or by mailing your gift with the noticed you received.

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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.
- 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.
- Submit spring Field Secretary Visit Request.
- New officers registered for Fiji Academy.
- Firm up plans with BCA for officers leadership/transition retreat - location, travel, materials, speakers.
- Begin working with cabinet and (future) new member educators to plan spring Pledge 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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The 2020 Fiji Academy will be held January 3-5, 2020 in St. Louis, MO. The Academy is designed to give new chapter officers a strong foundation so they can dynamically and courageously lead their chapters, as well as provide training to our graduate volunteers.

The deadline for registration was December 1, but we will continue to accept registrations on a limited basis. For more information, visit phigam.org/Academy. Remember, all chapters are automatically billed for three delegates (additional delegates may attend and will be billed following the event. Chapters without at least three attendees are subject to disciplinary action.

Brothers registered for the Academy will receive additional information in the coming days and weeks leading up to the event.

As a reminder, registration includes a shared hotel room. Graduates may include two accommodation preferences at registration:
 1. Graduate brothers may opt for a single room at your own cost (approximately $62 / night), payable directly to the hotel upon checkout.
 2. Graduate brothers may alternatively provide a roommate preference at registration (this is not guaranteed).

The Fraternity will fully reimburse reasonable travel expenses to/from your first Fiji Academy as a Purple Legionnaire. Travel reimbursement is limited to $200 for subsequent Fiji Academies.

New Purple Legionnaires (those who began the role during the calendar year and did not attend the 2018 Academy) should plan to attend the New Purple Legionnaire Training on Friday, January 3, at 3:00 pm.

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If you have not had a discussion with your chapter/colony this fall regarding hazing, now is the time. Reference an older 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 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 Phi Gamma Delta Learning Portal.

Do not hesitate to reach out to your Section Chief or the Headquarters staff at any time with 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 2020, we encourage Purple Legionnaires and BCA members to assist in the planning and facilitation of a chapter-wide retreat. 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 Director of Chapter Services Bryan Hartzell for assistance or to request a retreat for your chapter/colony. 

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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
 - All IHQ forms due are completed and sent. See last week’s Friday Letter
 - IRS Form 990 submitted by November 15 and a copy submitted to the Headquarters
 - Assist your chapter/colony in planning for upcoming officer elections. New officers should be promptly reported and updated with the Fraternity and campus
 - Initiates reported within 30 days
 - Submit spring Field Secretary Visit Request
 - New officers registered for Fiji Academy no later than December 1, 2019
 - Firm up plans with BCA for officers leadership/transition retreat - location, travel, materials, speakers
 - 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 spring New Member Education Program
 - Work with cabinet and Recruitment Chairmen to ensure spring semester recruitment plan is underway
 - Determine status of GreekLifeEdu completion (December 1 is the deadline; contact Todd Rotgers with questions)
 - 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 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 contact for questions? You can always call or email any staff member and we will best direct you, but here is a staff directory with details about each person's area of responsibility and contact information.

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The 2020 Fiji Academy will be held January 3-5, 2020 in St. Louis, MO. The Academy is designed to give new chapter officers a strong foundation so they can dynamically and courageously lead their chapters. The Academy also provides training to our graduate volunteers.

The Academy registration deadline is December 1, 2019. Please register and encourage your chapter to register its delegates as soon as possible. Remember, all chapters are automatically billed for 3 delegates (additional delegates may attend and will be billed $475/person following the event). Chapters that do not attend are subject to disciplinary action.

Section Chiefs and Purple Legionnaires are strongly encouraged to attend. Registration for SCs and PLs is complimentary and travel subsidized. Other graduates are encouraged to attend as well but are subject to the $475 registration fee.

As a reminder, registration includes a shared hotel room. Graduates may include two accommodation preferences at registration:
 1. Graduate brothers may opt for a single room at your own cost (approximately $62/night), payable directly to the hotel upon checkout.
 2. Graduate brothers may alternatively provide a roommate preference at registration (this is not guaranteed).

The Fraternity will fully reimburse reasonable travel expenses to/from your first Fiji Academy as a Purple Legionnaire. Travel reimbursement is limited to $200 for subsequent Fiji Academies.

New Purple Legionnaires (those who began the role during the calendar year and did not attend the 2019 Academy) should plan to attend the New Purple Legionnaire Training on Friday, January 3, at 3:00 pm.

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As an advisor to an undergraduate chapter or 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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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, 2019. 

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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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
 - IRS Form 990 submitted by November 15
 - Start planning for officer elections
 - Ensure chapter updates officers with IHQ and campus
 - Potential officers should be made aware of Fiji Academy date (January 3-5, 2020)
 - Begin planning officer's leadership/transition retreat with cabinet and BCA - 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 Todd Rotgers 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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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, 2019.

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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The 2020 Academy will be held January 3-5, 2020 in St. Louis, MO. The Academy is designed to give new chapter officers a strong foundation, so they may dynamically and courageously lead their chapters. The Academy also provides an opportunity for in-person training for our Section Chiefs, Purple Legionnaires and other chapter advisors.

All chapters are automatically billed for three delegates with additional delegates encouraged to attend. Educational tracks are provided for Presidents, Treasurers, Recording Secretaries, Corresponding Secretaries, Chapter Historians, Recruitment Chairmen, New Member Educators, Emerging Leaders and Graduate Volunteers.

Have your officers and/or potential new officers start planning to attend now, and encourage the chapter to budget for attendees' travel to St. Louis. 

Section Chiefs and Purple Legionnaires are also strongly encouraged to attend. Registration for Chiefs and PLs is complimentary and travel subsidized. Additional graduates are encouraged to attend, but are subject to the registration fee.

More information will be communicated and registration will open in the coming weeks.

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Thank you to those who participated in our recent #JoinTheFight campaign. This effort goes well beyond National Hazing Prevention Week, and 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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There are a number of additional resources available specific to graduate advisors. These, and more, are available to you 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 is included in the Fraternity’s New Member Education Program. We encourage you to utilize this as a tool to help guide discussions regarding hazing with your chapter/colony and new members. 

Hazing Prevention for Graduate Advisors: A brief course in the Phi Gamma Delta Learning Portal (LMS) created to help advisors understand the Fraternity’s laws and policies regarding hazing and provide tips to help you to recognize and combat hazing activities. 

Graduate Pledge Education Questionnaire: A one-page tool for use in reviewing the chapter new member program. 

Letter to Parents: 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. 

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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