Purple Legionnaire Monthly Update

 April 2018

 
 
 
PL Monthly Update - March 2018
 

In This Issue

April Reminders

New Learning Portal

Ekklesia Information

Giving Day

Pig Dinner Attendance 

Awards Reminders

Fiji Island Guidelines

Archon Nominations

 
 

Purple Legionnaires,

The end of the academic year is almost here, which means most chapters are busy with campus awards, end of year philanthropies, Pig Dinners and a myriad of other activities. 

The April Purple Legionnaire Monthly Update is designed to give you pertinent reminders and updates to help you best plan and guide your chapter/colony during this busy time.

Remember that you can find the current and previous months' updates on the Fraternity website and posted in the Purple Legionnaire Facebook Group.  

 
April Reminders
  • 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)
  • Get updates for each committee’s progress on spring goals
  • 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: bills paid, thank you notes sent, notebook maintained for next year’s chairman
  • Historian maintains appropriate Pig Dinner memorabilia/photographs
  • Pig Dinner attendance is reported
  • Plans are developed for this coming summer’s and next fall’s recruitment
  • Plans are underway for a fall chapter retreat
  • Are brothers attending the Recruitment Workshop?
  • Chapter identified and submitted a participant for The Leadership Institute 
  • Check progress towards the completion of GreekLifeEDU (deadline: April 15)
  • Attend Initiation for the spring pledge class
  • Push for end-of-year newsletter if spring newsletter not yet sent
  • Start preparations for closing the chapter house for the summer
  • Summer roster/contact info is being assembled for distribution
  • Keep BCA, House Corporation informed
  • Re-evaluate chapter calendar, adjust as necessary

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Phi Gamma Delta's New Learning Portal

The Fraternity recently launched the Phi Gamma Delta Learning Portal - a new Learning Management System (LMS) to supplement our written resources, in-person training and communication. This on-demand platform contains courses which are designed to better equip you to advise your chapter/colony, in addition to opportunities for you to discuss and interact with other advisors around this content.

Today, the courses on the Learning Portal are geared toward our graduate advisors and focuses mainly around health and safety. In the coming months, we will be adding content for our undergraduate brothers and expanding the offerings for our graduate advisors.

To access Phi Gamma Delta’s Learning Portal, you must first be logged into www.phigam.org and then can access it from www.phigam.org/advisor.

If you have not yet done so, I highly encourage you to log in today. We welcome your feedback and suggestions for future content by contacting Rob Caudill

We hope you find this to be a valuable resource and look forward to your participation.

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170th Ekklesia Information

The Fraternity's 170th Ekklesia will be held in Dallas, July 26-29, 2018. Event details and registration information are available at www.phigam.org/Ekklesia.

Registration
We suggest you push your chapter to determine its delegates to the Ekklesia prior to the end of the spring term. Fraternity law requires each chapter to send at least three delegates. Chapters that do not attend are subject the disciplinary action by the Fraternity. We have set the registration deadline for undergraduates, Purple Legionnaires and Section Chiefs for June 22, 2018. This aids in planning and particularly committee assignments (though not all brothers will be assigned to a committee). 

Hotel & Travel
Unlike the Fiji Academy, the Fraternity does NOT make hotel reservations for the Ekklesia. You and the chapter you advise are responsible for your own hotel arrangements and travel plans to Dallas. The Fraternity has a negotiated room rate of $159/night (plus tax) at the Sheraton Dallas Hotel. You may make reservations by following this link or by calling 888-627-8191 and mentioning the Phi Gamma Delta / 170th Ekklesia rate.

Check in with your chapter’s delegates this summer to ensure they have made travel plans and hotel arrangements in advance. Our hotel block expires July 5, 2018. Once our room block expires, the hotel room availability cannot be guaranteed and rates are subject to those publicly available. If brothers wait, there is very little we can do to get them a room anywhere near our rate.

Purple Legionnaire Attendance & Travel Reimbursement
If you are able to attend, you should plan to arrive Wednesday, July 25, in order to participate in the Graduate Leadership Forum beginning Thursday morning. The Graduate Leadership Forum is a training and educational opportunity geared towards Purple Legionnaires, Section Chiefs and BCA members. 

Purple Legionnaires are subject to the travel reimbursement policy for Fraternity events. If the Ekklesia will be your first event (Academy or Ekklesia) in your role, your reasonable travel expenses (ex: flight, mileage if driving) will be fully reimbursed. If you have attended prior Ekklesiai or Academies as a Purple Legionnaire, your travel reimbursement is limited to $200. 

Purple Legionnaires are also eligible to receive a daily per diem to offset hotel and additional meal costs. The per diem rate for the 170th Ekklesia is $125/night. The per diem will not fully cover the cost of a single room, but is designed to cover the cost of a shared room if so desired.

Please note that undergraduate delegates are not reimbursed for their travel to the Ekklesia. Each undergraduate chapter is reimbursed for one delegate's travel at a rate of $0.12 per mile for the round-trip mileage from the chapter to Dallas. The chapter's account with the Fraternity will be credited with the reimbursement amount following Ekklesia. Chapters must attend to be eligible for travel reimbursement.

You will begin to see registration updates from the Headquarters in the coming weeks. In the meantime, please feel free to contact Rob Caudill with any questions. 

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Phi Gamma Delta's Inaugural Giving Day

Phi Gamma Delta and the Phi Gamma Delta Educational Foundation are hosting our inaugural Giving Day in celebration of the Fraternity's 170th anniversary on May 1, 2018. The theme for our Giving Day is Honor Our Past - Support Our Future. We are commemorating 170 years of Phi Gam brotherhood, while stressing the importance of supporting future Phi Gams.

What is the Goal for the Phi Gamma Delta Giving Day?
Our goal is to reach 1,700 donors in honor of our 170th anniversary. Every donation makes a difference, so spread the word and encourage others to donate!

What Can I Do to Participate?
There are a number of ways you can support the Fraternity and make Giving Day a success.
 - You can make a donation to the Fraternity or Foundation on May 1 at www.presson170.org.

 - You can sign up to be an Ambassador - helping to spread the word and encourage your contemporaries to participate.

 - You can spread the word on social media using the hashtag #PressOn170. Look for posts and updates from the Fraternity and Educational Foundation on Facebook, Twitter and Instagram.

 - Let us know about Founders Day celebration events which your chapter or local graduates are organizing to help celebrate our 170th anniversary!

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

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Report Pig Dinner Attendance

Pig Dinner season is upon us and with it, there are great opportunities to help your chapter connect with its graduates and/or those in the area. When all the planning is done and the big day has passed, help the Fraternity gauge a key metric in its Loyal for Life initiative: Pig Dinner attendance!

Make sure your chapter has reported its Pig Dinner attendance for the 2017-2018 academic year at www.phigam.org/PigDinnerAttendance.

Questions? Contact Jack O'Neill

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Individual Fraternity Awards

Has your chapter submitted a Wilkinson Award nominee? Has it nominated deserving graduates for the Coulter Cup or other awards for graduate volunteers? If not, nominations are still being accepted for a short time.

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) as soon as possible!

Please encourage your chapter to submit a nominee. Application details are available here or by contacting Eric Lied

Individual Awards for Volunteers
The Fraternity's awards competition also provides a number of 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 or by contacting Eric Lied. We MUST have any additional nominations submitted no later than April 15.

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Fiji Island Guidelines

Please emphasize the below message regarding Fiji Island (as well as other chapter/colony events), which was included in last week's Friday letter.

A message about Fiji Island from our Executive Director Bill Martin.

With the spring and summer months upon us, chapters may plan Fiji Island and other outdoor events. While these can be fun events, they require careful planning and attention to risk management procedures. Whether the event is held on or off of chapter property, the Fraternity requires that all chapters and colonies to comply with these guidelines:

 - There is to be no construction or use of pools, ponds, towers, platforms, slides or swings. Add to this list drawbridges, trampolines, hot tubs and trapeze apparatus. Such constructions are the most frequent case of serious injury, and resulting liability insurance payments, at our chapters. 

 - All events must comply with the Risk Management Policy and Event Planning Guidelines. All events must utilize Third Party Vendor or BYOB Guidelines, a predetermined guest list and cannot allow underage drinking or drinking games.

 - Limit the use of bamboo and straw and other highly flammable items.

 - Follow transportation guidelines, utilizing professional transportation options when brothers and guests must be transported to and from the event. Brothers and guests should not drive if intoxicated! 

When chapters violate the Risk Management Policy or laws of the Fraternity, and that violation results in injury and a liability claim, that chapter can lose coverage under our liability insurance policy. Additionally, chapters and individuals face disciplinary action by the Fraternity and college/university.

Contact Todd Rotgers with any questions.

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Nominate a Brother for the Archonate

The Fraternity has made a call for nominations for Archons who will be elected at the 170th Ekklesia. The Ekklesia will elect both graduate brothers and an undergraduate to serve on the Fraternity’s board of directors. Review the Call for Nominations and submit no later than May 1, 2018 for consideration.

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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!

 

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 March 2018

 
 
 
PL Monthly Update - March 2018
 

In This Issue

March Reminders

What's Next for PGD

Chapter Awards due 3/31

Individual Awards

Chapter Retreats

Upcoming Events

 
 

Purple Legionnaires,

The Purple Legionnaire Monthly Update is designed to give you pertinent reminders and updates and is sent each month following the administrative edition of The Friday Letter.

Through the course of the academic year you can find the current and previous months' update on the Fraternity website and posted in the Purple Legionnaire Facebook Group.  

 
March 2018 Reminders

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What's Next for Phi Gamma Delta

Over the previous two weeks, the Archons hosted several live webinars, aimed to build upon the conversation which began at the 2018 Fiji Academy around the Fraternity's future strategy. We appreciate those brothers who were able to participate.

Additional information, including a recorded version of the webinar is now available at www.phigam.org/StrategicPlan.

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Awards Deadline: March 31

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, 2018. Chapter awards are submitted online, with blank and previous years’ winning applications available at www.phigam.org/awards.

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Your Assistance Needed: Individual Awards

The Fraternity needs your assistance in identifying deserving brothers for individual awards. There are two 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 or by contacting Eric Lied

INDIVIDUAL AWARDS FOR VOLUNTEERS: 
The Fraternity's awards competition also provides a number of 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 by March 31.

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Chapter Retreats

In the push for excellence on a continued basis, 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 summer and early fall, we encourage Purple Legionnaires and BCA members to assist in the planning and facilitation of a chapter-wide retreat. Having graduate lead retreats to kick-off every academic year 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 Eric Lied for assistance or to request a retreat for your chapter/colony. 

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Upcoming Fraternity Events

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

The 2018 Recruitment Workshop will be held June 15-16, 2018, in Lexington, KY. Attendees will learn the five points of dynamic recruitment and how to stand out on campus. Most importantly, they will work with our staff members to develop a comprehensive plan to adapt these practices to their chapter or colony. 

It is strongly encouraged that each chapter and colony send at least one member. Full details and registration are not yet available. We ask you to save the date and more information will be available soon. 

Two sessions of The Leadership Institute: Building Courageous Leaders will be held this summer, on May 30 - June 3 and June 27 - July 1. This five-day, premier leadership experience will empower brothers to work on real issues and challenges facing their chapters. The Institute works through those chapter issues that are incongruent with the values and Ritual of Phi Gamma Delta.

The ideal attendee is a rising leader in the chapter between their sophomore and junior years. Thanks to generous gifts from graduate brothers, all participant lodging, meal, and transportation costs will be covered.

We encourage each chapter and colony to send one representative to one of the two available sessions. The deadline to apply is April 6, 2018. Additional information and the participant application is available at www.phigam.org/LeadershipInstitute

Later this month we expect to open registration for the 170th Ekklesia, held July 26-29, 2018 in Dallas, TX. As a reminder, Fraternity law requires each chapter and colony to send three delegates to the Ekklesia. Please start planning with your chapters now to identify delegates and budget for travel and attendance costs. Undergraduates should plan to arrive by mid-day on Thursday, July 26 and may depart anytime on Sunday, July 29.

All Purple Legionnaires are highly encouraged to attend and are eligible for (at least) partial travel reimbursement. You should plan to arrive by Wednesday night, July 25, in order to participate in the Graduate Leadership Forum on 7/26 and may depart anytime on Sunday, July 29.

Full details will be available no later than late March. 

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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!

 

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 February 2018

 
 
 
PL Monthly Update - February 2018
 

In This Issue

February Reminders

Future of PGD Webinar

Responsible Action Protocol

Insurance Discount

Campus Policies

Upcoming Events

 
 
 

Purple Legionnaires,

The Purple Legionnaire Monthly Update is designed to give you pertinent reminders and updates and is sent each month following the administrative edition of The Friday Letter.

Through the course of the academic year, you can find the current and previous months' update on the Fraternity website and posted in the Purple Legionnaire Facebook Group.  

 
February 2018 Reminders
  • 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)

  • Are officers keeping up with their calendar?

  • Attend pledge meeting - have the RM and 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 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 list of graduates from IHQ for spring communication.

  • Spring newsletter is being drafted. 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 university/college Greek Advisor.

  • Begin planning for upcoming fraternity events.

  • Keep BCA, House Corporation informed.

  • Re-evaluate chapter calendar, adjust as necessary.

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What's Next for Phi Gamma Delta Webinar

At the 2018 Fiji Academy, brothers in attendance learned first hand from Archon President Brian Douglas about Phi Gamma Delta’s new strategic initiatives and the beginnings of our roadmap for the future. We want to build on that conversation, and give everyone the same opportunity to hear about what's next.

The Fraternity offers the opportunity for its graduate volunteers, particularly Purple Legionnaires and Section Chiefs, to join an upcoming webinar discussing our future direction.  

This one-hour webinar will allow brothers to hear from and ask questions of the Archons and Executive Director Bill Martin. The live webinar will be offered for graduate volunteers on Tuesday, February 27 and Thursday, March 8 (note that undergraduate-focused webinars will be held on separate dates).

Click here to learn more and to sign-up. Please feel free to share this information with others on your BCA and/or House Corporation.

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Educate Your Undergraduates on the Responsible Action Protocol

Earlier this week, you received communication which included the Fraternity's new Responsible Action Protocol. Along the same lines as Good Samaritan policies, the Archons adopted this new policy 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.  

We need your help to educate ALL of our undergraduates on this new policy. Please raise this topic at the next chapter meeting and, if not present then, with the pledge class. Moving forward, we suggest it be discussed each semester when reviewing the Risk Management Policy and Crisis Management Procedures. 

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Discount Available on Insurance Billing

On January 31, chapters were billed for liability insurance at a rate of $160/man. Chapters which pay their full premium by March 1, 2018 are eligible for a 2% discount

Contact Amy Watson for additional information.

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Do You Know Your Campus Policies?

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 him or her 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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Plan Now for Upcoming Fraternity Events

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

Archives Weekend will be held March 9-11 in Lexington, KY. 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 www.phigam.org/ArchivesWeekend.

The 2018 Recruitment Workshop will be held June 15-16 in Lexington, KY. It is strongly encouraged that each chapter and colony send at least one member. Save the date. Additional information and registration will be available soon.

The Leadership Institute: Building Courageous Leaders will be held in two sessions, May 30 - June 3 and June 27 - July 1, this summer in Georgetown, KY. Additional details and applications are available at www.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. Participation costs, including travel, are covered. The deadline to apply is April 6, 2018.

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 2018. Encourage your men to learn more and apply here

The 170th Ekklesia will be held July 26-29, 2018 in Dallas, TX. 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 3 delegates. Purple Legionnaires are highly encouraged to attend. We anticipate that registration will open next month. 

Purple Legionnaires who attended the 2018 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 www.phigam.org/advisor. Direct 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

 

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 January 2018

 
 
 
Expanded January 2018 PL Update -
Graduate Advisor Role in Pledge Education
 

January 25, 2018

Purple Legionnaires and Board of Chapter Advisors members:

This message includes updates and resources specific to your role as a graduate advisor in working to promote a positive pledge education program and combat hazing in your chapter or colony. Purple Legionnaires will also find your January PL Update below. 

This message was sent to all Purple Legionnaires and BCA Members listed in the Fraternity's records. If you are no longer active in your role, please reply to this message so that I can update our records accordingly.

 
Pledge Education Planning and Resources

As an advisor to the chapter / colony, you can promote a Positive Pledge Education Program. A simple first step is to review the chapter's written program with the Pledge Educator(s) and Chapter Officers as you help the chapter plan for the spring term. Help these brothers to understand their responsibilities related to Pledge Education and set the expectation that the chapter will abide by the Fraternity’s Bylaw prohibiting hazing in any form.

To help guide your discussion with your chapter/ colony members, below are a number of requirements and resources you should be aware of.

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Pledge Education Program Requirements

All chapter Pledge Education Programs must:
 - Be written and available for review by the chapter’s graduates, Field Secretary and Greek Advisor upon request.
 - Be organized and planned in advance. A detailed week by week schedule should be included within the program.
 - Be a maximum of 12 weeks in length. The Fraternity recommends the program length should be 6-8 weeks. Chapters must abide by campus requirements where they are more stringent.
 - Use and provide the Purple Pilgrim to each pledge.
 - Focus on education, not training. This means that all testing and similar requirements focus on general fraternity knowledge, not useless memorization.

The chapter’s Pledge Education will be reviewed during every Field Secretary visit. 

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Pledge Education Program Resources

Resources regarding Pledge Education, as well as the Fraternity’s prescribed Pledge Education Program and customization order form can be found at www.phigam.org/pledge_education. The Pledge Educator’s Manual and Pledge Handbook Templates for the spring 2018 term are included. If your chapter is not already using, or required to use, this program, we strongly encourage you consider the program.

Remember that Purple Pilgrims and Pledge Pins should be ordered in advance and available at the start of the Pledge Education Program. These may be ordered anytime by visiting: www.phigam.org/shop and selecting ‘Chapter Store’. Ordering questions should be directed to Amy Watson at (859) 255-1848. 

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Amnesty Program

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 Pledge 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. 

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Graduate Advisor Resources

There are a number of additional resources available specific to graduate advisors. These, and more, are available to you at www.phigam.org/advisor

Pledge's Bill of Rights – This will be provided to each pledge when he registers online with the Fraternity and is included in the Fraternity’s Pledge Education Program. We encourage you to utilize this as a tool to help guide discussions regarding hazing with your chapter / colony and pledges. 

Graduate Advisor Video Series - A series of short videos created to support you and give you information on key areas of importance, including Promoting Positive Pledge Education and combating hazing.

Graduate Pledge Education Questionnaire – A one-page tool for use in reviewing the chapter pledge program.

Letter to Parents – Sample letter you can send to parents of pledges referenced in the Promoting Positive Pledge Education document. This letter is also located in the Pledge Educator's Manual. 

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January 2018 Reminders

 - 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).
 - Chapter roster is current with IHQ and campus / IFC. (Note: chapters were notified of the Jan. 22 deadline for roster changes before the 2018 insurance billing.)
 - Are chapter officers, recruitment chairmen and Pledge Educators updated with IHQ?
 - Pledges are registered within 15 days, fees submitted.
 - Initiates are reported within 30 days, fees submitted.
 - Review the officers’ new spring goals (previously decided at their officer transition retreat) and their timeline to accomplish those goals.
 - Help create or review the spring chapter/officers calendar.
 - Review the chapter’s spring recruitment plan.
 - Meet with the Pledge Educator / officers to review the spring Pledge Education Program.
 - Itinerary is established for the Field Secretary’s spring visit. Refer to previous FS report to check chapter follow-up.
 - Pig Dinner planning is on track.
 - If applying, is the chapter working on Alcohol-Free Housing Exemption application? (April 1 Application Deadline)
 - Keep BCA, House Corporation informed.

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2018 Fiji Academy Recap

A special thank you to those brothers who were able to attend the 2018 Fiji Academy. Despite winter storms, we had 714 brothers and guests in attendance, including 534 undergraduates, 32 Section Chiefs and 68 Purple Legionnaires!

As a reminder, you can find resources from the Academy at www.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 came away with.

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.

To submit your expenses, you need to complete an expense report and send to my attention, including receipts, via email to rcaudill@phigam.org, or postal mail to 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 per mile, round trip to/from St. Louis. 

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Headquarters 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 of each person's areas of responsibility and contact information.

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2018 Graduate Dues

You should have recently received this year's Graduate Dues mailing. Now is a 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 5,400 brothers paid dues in 2017 and thus provided 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, via PayPal or by mailing your gift with the notice 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

 

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 November 2017

 
 
 
PL Monthly Update - November 2017
 

In this Issue

November Reminders

Hazing Expectations

Officer Election Reminders

2018 Fiji Academy Registration Information

Mental Health Resources

 
 
 

Purple Legionnaires,

The Purple Legionnaire Monthly Update is designed to give you pertinent reminders and updates and is sent each month following the administrative edition of The Friday Letter.

Through the course of the academic year you can find the current and previous months' update on the Fraternity website and posted in the Purple Legionnaire Facebook Group.  

 
November Reminders
  • Check in with the Section Chief.
  • Attend a chapter and/or cabinet meeting.
  • All IHQ forms due are completed and sent.
  • IRS Form 990 submitted by Nov. 15.
  • New Officers are properly reported and updated with the Fraternity and campus.
  • Initiates reported within 30 days.
  • Submit spring Field Secretary Visit Request by Dec. 2.
  • New officers registered for Fiji Academy no later than Nov. 28.
  • Firm up plans for officers leadership/transition retreat - location, travel, materials, speakers.
  • Check in with pledge educator(s) on program status and upcoming speakers. Date/time set for Initiation?
  • Begin working with cabinet and (future) pledge 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. (Dec. 1 deadline. Contact Todd Rotgers with questions.)
  • Are you sending holiday/Christmas cards to graduate brothers, parents, administration of´Čücials and sororities? Assistance is available.
  • Pig Dinner save the date sent to graduates (for spring Pig Dinners). Assistance is available
  • 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 Your Expectations on Hazing Known to Your Chapter

Thank you to the Purple Legionnaires who completed and reported the requested discussion on hazing earlier this fall. While a single discussion is not a panacea, it allows you to continue the dialogue with your chapter and make known yours and the Fraternity's stance against hazing. 

If you have not had this important discussion with your chapter or colony yet this fall, now is the time. Reference the October PL update for suggested talking points, and report to the Fraternity when this has been completed.

As Purple Legionnaire, you should continue to set the expectation and reinforce with your officers, pledge educators and the chapter that hazing will not be tolerated. Utilize the Pledge's Bill of Rights as guidelines, 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 resources available to you, particularly the Graduate Advisors Video Series and the Graduates’ Pledge Education Questionnaire, which can help you to assess the Pledge Education Program.

Do not hesitate to reach out to your Section Chief or the Headquarters staff at any time with questions.

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Updating Chapter Officers

A number of our chapters and colonies will elect their new officers in the coming weeks. Please ensure one of the outgoing officers logs into the Fraternity’s website to update officers using these instructions. More details are available from last week’s Friday Letter memo.

Now is also an ideal time to being planning an Officer Transition Retreat. Contact Eric Lied for additional assistance. 

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Register Now for Fiji Academy

The 2018 Fiji Academy will be held January 5-7, 2018 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 both new and experienced graduate volunteers. 

The Academy registration deadline is November 28. 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 following the event). Chapters who do not attend are subject to disciplinary action.

Complimentary registration is offered to current Purple Legionnaires and Section Chiefs in order for brothers to participate in important training at the Academy. Other graduates (ex: BCA or House Corporation members) are welcome to attend the Academy with a registration fee of $450. 

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 2017 Academy) should plan to attend new Purple Legionnaire Training on Friday, January 5. 

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Graduate Advisor Mental Health Resources

Mental health concerns are one of the greatest issues facing college students today. There are a lot of stereotypes about men and how they express their emotions. When a brother breaks his leg everyone knows how to support him, but when he’s struggling with depression, substance abuse or another mental health challenge, a majority of his brothers don’t know what to do.

With this in mind, last month, Phi Gamma Delta announced the availability of a new mental health resource for our graduate advisors. The Fraternity partnered with the Human Power Project to launch the Behind Happy Faces Advisor Resource Series.  

This series of 5-minute workshops focuses on how to approach a brother and tips on how to respond in different situations an advisor might face. The Behind Happy Faces Advisor Resource Series is available to you anytime at www.phigam.org/AdvisorMentalHealth

Please note: these workshops are not yet optimized for mobile. For best results we suggest viewing on your desktop device. 

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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 

 

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 October 2017

 
 
 
PL Monthly Update - October 2017
 

In this Issue

October Reminders

Hazing Discussion

Tax Filing

Pledge Reporting

University Agreements

2018 Fiji Academy

Hiring Field Secretaries 

 
 
 

Purple Legionnaires,

The Purple Legionnaire Monthly Update is designed to give you pertinent reminders and updates and is sent each month following the administrative edition of The Friday Letter.

Through the course of the academic year you can find the current and previous months' update on the Fraternity website and posted in the Purple Legionnaire Facebook Group.  

 
October Reminders
  • Check in with your Section Chief.
  • Attend a chapter and/or cabinet meeting.
  • All IHQ forms due are completed and sent (Report of Annual Financial Review - due by October 31).
  • IRS From 990 submitted by November 15.
  • Start planning for officer elections.
  • Potential officers should be made aware of Fiji Academy dates (Jan 5-7, 2018).
  • Begin planning officer's leadership/transition retreat - location, travel, materials, speakers.
  • Check in with Pledge 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 pledges' academic status.
  • Check on the chapters overall academic performance.
  • Check status of fall newsletter.
  • Keep BCA, house corporation informed.
  • Re-evaluate chapter calendar, adjust as necessary.

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Reminder: Chapter Hazing Discussion by October 19

Two weeks ago Purple Legionnaires received a message from Bill Martin with a request that all Purple Legionnaires discuss with their chapter or colony your and the Fraternity's expectations regarding pledge education - specifically the probition of hazing and use of alcohol. We ask for this to be completed by October 19, 2017.

You could/should incorporate the following key points:

  • Introduce/remind the undergraduate men of the Pledge’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 pledge 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 pledge’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 pledges 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 Pledge Education program moving forward, and avoid discipline to make changes in the chapter’s Pledge Education activities in a positive and productive way.

We encourage you to reference and utilize the resources available to you, particularly the Graduate Advisors Video Series and the Graduates’ Pledge Education Questionnaire, which can help you to assess the Pledge Education Program.

Again, if you have not already done so this fall, we ask that you have this discussion no later than October 19. Once complete, let us know when this has been completed by using this form, or contacting Rob Caudill.

Do not hesitate to reach out to your Section Chief or the Headquarters staff at any time with questions.

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Undergraduate Chapter Tax Filing Requirements

As was indicated in last week's Friday Letter, all nonprofit entities in the US, 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, 2017

Work with your Chapter/Colony Treasurer and appropriate BCA member to make sure the 990 is filed on time. Most undergraduate chapters (those with less than $50,000 in gross receipts) may file a simple 990-N (e-postcard). Chapters using Legacy Financial can file 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 CFO Will Shier.

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Reminder: Pledge Reporting 

Please remind / nudge / otherwise strong-arm your chapter officers and pledge educators to have new pledges register with the Fraternity! 

Fraternity law dictates that pledges and fees must be submitted within 15 days of pledging. To avoid penalties for late submissions, please advise your chapter or colony to have them register online at www.phigam.org/new_pledge as soon as possible.

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IHQ Review of Agreements with University

An increasing number of host institutions are requiring fraternity chapters, and in some cases house corporations, to execute relationship or housing agreements with the institution. Many of these agreements require that the institution be named as an insured on the chapter/house corporation’s liability insurance and that the chapter or house corporation indemnify the institution.

Some of these requirements are not feasible or are inequitable. Any such document should not be executed until it has been reviewed by the Fraternity’s insurance agency. It should be sent to Executive Director Bill Martin for review. 

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Coming Soon – 2018 Fiji Academy

The 2018 Academy will be held January 5-7, 2018 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.

All chapters are automatically billed for 3 delegates, and additional delegates are encouraged to attend. Educational tracks are provided for Chapter Presidents, Chapter Treasurers, Recording Secretaries, Corresponding Secretaries, Chapter Historians, Recruitment Chairmen, Emerging Leaders and Graduate Volunteers. There is also additional training for new Purple Legionnaires and Section Chiefs.

Have your chapter officers plan now to attend. Additional information will be communicated and registration will open in the coming weeks. 

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Hiring Field Secretaries

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 2018 with applications due by November 1.

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 have the opportunity to 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 Eric Lied, Director of Chapter Services

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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 

 

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 September 2017

 
 
 
PL Monthly Update - September 2017
 

In this Issue

September Reminders

Congrats Award Winners

Budgeting & Billing 2017

Key IHQ Contacts

Handling Media Contacts

 
 
 

Purple Legionnaires,

The Purple Legionnaire Monthly Update is designed to give you pertinent reminders and updates and is sent each month following the administrative edition of The Friday Letter

Through the course of the academic year you can find the current and previous months' update on the Fraternity website and posted in the Purple Legionnaire Facebook Group.  

 
September 2017 Reminders

 - 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.

 - 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 (deadline is 9/15 for fall membership dues billing).

 - Work with Chapter Officers to identify/refine fall goals.

 - Work with Chapter Officers to create/refine fall calendar.

 - If the Chapter is planning a spring Pig Dinner, will there be another graduate or Homecoming event in the fall? Or a parents’ event?

 - Meet with Pledge Educator/Officers to review fall Pledge Education Program. Is the written program set? Have Purple Pilgrims and Pledge Pins been ordered?

 - Confirm all pledges are/will be registered and fees paid within 15 days of formal pledging.

 - Attend a recruitment event. Attend a pledge 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 of use as exhibits next spring when developing the year’s awards packet.

 - Confirm that an itinerary has been established for fall Field Secretary visit. 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 and house corporation informed.

 - Re-evaluate chapter calendar, adjust as necessary.

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Congratulations to our Award Winners

The Fraternity offers congratulations to all of our award winners for the 2016 calendar year. We want to extend special congratulations for our current and former Purple Legionnaires and Section Chiefs recognized for their devoted service to Phi Gamma Delta:

Kirk B. Maag (Oregon State 2005), current Purple Legionnaire at Oregon State, won the Durrance Award for the most outstanding Purple Legionnaire.

Joseph A. Weist (Rose-Hulman 1987), Chief of Section XXI, won the Haynes Award for the most effective Section Chief.

Dana W. Hesse (Virginia Tech 1986), BCA Chairman at Virginia Tech and former Section Chief, won the Coulter Cup for his contributions and service in a capacity other than as a Purple Legionnaire or General Officer. 

Dr. Ray J. Blankenship (Kentucky 1984), new Purple Legionnaire at Western Kentucky and former Scholarship Advisor, won the Crowder Cup for the most outstanding Faculty / Scholarship advisor.

A full listing of this year's award winners can be found here.

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Budgeting & Billing: PGD Forms and Fees

In a message sent on August 24, we outlined the major items your chapter or colony should plan for when budgeting this year. Below is a quick reminder for you as you work with your Treasurers this year:

 - WITHIN 15 DAYS OF PLEDGING: Pledges must be registered at www.phigam.org/newpledge and pay their $70 pledge fee (paid by the pledge 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). 
 - NOVEMBER: Academy registration fees are billed for 3 delegates (budget $1,350, or $450 per delegate - this is subject to change).
 - JANUARY: Liability insurance is billed (budget $160 per man).
 - APRIL: Ekklesia registration fees are billed for 3 delegates (budget $1,350, or $450 per delegate - this is subject to change).

Follow this link for a full listing of mandatory forms and fees.

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Key IHQ Contacts

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

 - Bill Martin, Executive Director, is your key contact for chapter emergencies.
 - Eric Lied, Director of Chapter Services, is your key contact for most chapter-related matters, including Field Secretary visits.
 - Bryan Hartzel, Director of Chapter Development, is your key contact for most colony-related matters.
 - Todd Rotgers, Senior Director of Undergraduate Services, is your key contact for our educational programming, risk management, and discipline concerns, as well as alcohol-free housing exemption questions.
 - Rob Caudill, Senior Director of Graduate Development & Operations, is your key contact for questions related to volunteer training, recruitment, and support, as well as graduate event (Pig Dinner) planning and questions regarding the Fiji Academy and Ekklesia.
 - Amy Watson, Membership & Financial Records Coordinator, is your 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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ICYMI: Handling Media Contacts

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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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. Remember, there are also a number of resources available to you at www.phigam.org/advisor

Perge!

Copy: Section Chiefs, Field Secretaries 

 

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