Purple Legionnaire Monthly Update

 - Check in with your Section Chief
 - Attend a chapter and/or cabinet meeting
 - All IHQ forms due are completed and sent (see the last Friday Letter)
 - Get updates for each committee’s progress on spring goals
 - Awards committee is working on Fraternity Awards Application
 - Chapter Wilkinson Award nominee selected
 - Lobby local graduate brothers for their participation in Pig Dinner
 - Pig Dinner Attendance is 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 applying, Alcohol-Free Housing Exemption Applications 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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March and April bring Pig Dinners and a variety of other chapter-based graduate events. Many undergraduate chapters plan and execute these events masterfully, though in many cases the advice you and/or the BCA can provide go a long way to ensure their success.

Purple Legionnaires and BCA members should not be bashful to insert themselves in the planning process, ensuring that some details have not been overlooked.
 - Will Silver and Gold Owls be presented? Will the chapter recognize Sires and Sons? Request a list and certificates.
 - Has the keynote speaker been confirmed? Emcee? Have appropriate details been communicated to those brothers and travel coordinated?
 - Will other awards be presented, and, if so, have they been arranged?
 - Who will present the Exile’s Toast? Is he adequately prepared?
 - When does the venue need a final meal count? Has a pig been ordered/arranged?
 - Has an expectation been set with the undergraduate chapter to attend?
 - If needed, is the event registered with the university?

These, of course, are only a few details to consider. The Fraternity offers additional resources regarding Pig Dinner planning at www.phigam.org/PigDinner for you to reference with your chapter.

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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, 2019. Chapter awards are submitted online, with blank and previous years’ winning applications available at www.phigam.org/awards.

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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 Bryan Hartzell. 

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. 

Distinguished Fiji Award: 
Each year, the Archons select up to six graduate brothers to receive the Distinguished Fiji Award, selected as recognition for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society at large.

Nominations are due May 15, 2019. Contact Rob Caudill with questions.

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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 Bryan Hartzell for assistance or to request a retreat for your chapter/colony. 

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In recent weeks, we have seen growing media coverage of racial insensitivity on the part of fraternities and sororities in years past. Much of the coverage centers on photos in college yearbooks from the 1980s and earlier. Given that coverage of this sort may continue and grow, we advise you to follow this media protocol. 
 - Remind your brothers that you as president are your chapter’s spokesman. Any contact from a reporter is to be referred to you.
 - If a reporter seeks an interview or statement, before you respond, contact Bill Martin, Executive Director, or Rob Caudill, Executive Director-Designate, for consultation and support.

In Phi Gamma Delta, racially insensitive practices have occurred most often around the Fiji Island tradition, with display of the Fiji Man caricature or brothers using body paint for “blacking up” or “purpling up.”  Since the early 1980s, Phi Gamma Delta’s position prohibiting these and other insensitive practices has been clear, and violations have been rare. 

Our values guide us to respect the dignity of all persons and to treat others the way we want to be treated.  Now is a good time to reinforce this lesson with your chapter brothers and to review with them the Fraternity's Statement on Sensitivity.

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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 Section Chief. 
 - Attend a chapter and/or cabinet meeting.
 - All IHQ forms due are completed and sent (see last week's Friday Letter)
 - All 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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Last year, the Archons adopted the Responsible Action Protocol. Along the same lines as Good Samaritan policies, the Archons adopted this 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.

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 pledge 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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In late January, chapters were billed for liability insurance at a rate of $165/man. Chapters which pay their full premium by March 1, 2019 are eligible for a 2% discount. Contact Amy Watson for additional information.

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The Fraternity is seeking nominations of an undergraduate brother in good standing to be considered for fraternity service as an Archon Councilor for the period of August 2019 to August 2021. All members of Phi Gamma Delta are invited and encouraged to nominate qualified brothers for this important position of leadership within our Fraternity. 

Learn more here. Nominations should be submitted no later than May 1, 2019 in order to be considered.

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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 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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Each year, the Archons select up to six graduate brothers to receive the Distinguished Fiji Award, selected as recognition for their faithful and unselfish service to Phi Gamma Delta or their special contribution to mankind and society at large.

Nominations are due May 15, 2019. Contact Rob Caudill with questions.

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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 15-17, 2019 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 2019 New Member Summit (focusing on recruitment and new member education) will be held June 28-30 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 29-June 2, 2019 and July 10-14, 2019, in Wilmore, 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 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 2019. Encourage your men to learn more and apply here. Applications are due Monday, April 1. 

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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 

January 24, 2019

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.

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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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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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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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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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. 

Hazing Prevention for Graduate Advisor - A brief course in the Phi Gamma Delta Learning Portal (LMS) created to help advisors understand the Fraternity’s laws and policies 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 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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The Fraternity has developed a new Hazing Prevention Course for Pledge Educators and Chapter Officers on the Phi Gamma Delta Learning Portal. The course is designed to help them to better understand the Fraternity’s laws and policies regarding hazing, recognize testing points and help them to confront hazing activities.

Details regarding this course were included in yesterday’s message to Pledge Educators and Chapter Officers. Encourage them to utilize it and contact Todd Rotgers Senior Director of Undergraduate Services, with questions. 

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 - 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. 25 deadline for roster changes before the 2019 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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A special thank you to those brothers who were able to attend the 2019 Fiji Academy. This year’s Academy was the largest on record with 723 attendees, including 544 undergraduates, 36 Section Chiefs and 61 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 (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, via email to rcaudill@phigam.org, or postal mail to Phi Gamma Delta, Attn: Rob Caudill, 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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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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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 2018 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!

- 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 Nov. 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 by Dec. 3.
- New officers registered for Fiji Academy no later than Nov. 30.
- Firm up plans with BCA 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 officials and sororities? Pig Dinner save the dates 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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If you have not had a discussion with your chapter or colony yet this fall regarding hazing, now is the time. Reference the October 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 known yours and the Fraternity's stance against hazing.

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 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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The 2019 Fiji Academy will be held January 4-6, 2019 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 Academy registration deadline is November 30. 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.

Section Chiefs and Purple Legionnaires are strongly encouraged to attend. Registration for Chiefs and PLs is complimentary and travel subsidized. Additional / other graduates are encouraged but subject to the 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 2018 Academy) should plan to attend new Purple Legionnaire Training on Friday, January 4, beginning at 3pm.

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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. More details are available in this Friday Letter memo.

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

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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, Phi Gamma Delta has made available a mental health resource for our graduate advisors. The Fraternity partnered with the Human Power Project to create 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 in the Phi Gamma Delta Learning Portal.

Resources are also available for our undergraduates. Encourage your chapter to utilize the Behind Happy Faces (BHF) Mental Health Program. These FREE peer-led modules are available to our chapters/colonies using PowerPoints, videos and easy to use facilitation guides. For more information contact Candy Rivera or visit www.phigam.org/BHF.

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

Perge!

 - Check in with your Section Chief
 - Attend a chapter and/or cabinet meeting
 - All IHQ forms due are completed and submitted (Report of Annual Financial Review due by October 31 - see last week's Friday Letter)
- Check status of Member Experience Survey completion (no later than Nov. 2)
 - IRS From 990 submitted by November 15
 - Start planning for officer elections. Ensure chapter updates officers with IHQ, campus
 - Potential officers should be made aware of Fiji Academy dates (Jan 4-6, 2019)
 - Begin planning officer's leadership/transition retreat with cabinet and BCA - 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 and overall chapter academic 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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If you have not already done so, discuss the Fraternity's and your expectations regarding pledge education with your chapter/colony soon – specifically the prohibition of hazing and use of alcohol.

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 pledge 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 was indicated in last week's Friday Letter, 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, 2018.

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 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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The Fraternity has partnered with Dyad Strategies to measure the impact of the Phi Gam experience on our members. This data will help Phi Gamma Delta elevate the quality of the fraternity experience for our undergraduate brothers.

Cabinet officers, key committee chairmen and advisors can view these results, which will provide valuable insight. These brothers can then change existing programs and develop new opportunities and resources to strengthen each member’s experience.

The survey needs to be completed by November 2, 2018 and all chapters are expected to participate. We need your help to ensure this survey is completed.

For more information, contact Todd Rotgers.

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The 2019 Academy will be held January 4-6, 2019 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 an opportunity for in-person training for our Section Chiefs, Purple Legionnaires and other chapter advisors.

All chapters are automatically billed for 3 delegates with additional delegates 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.

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 / other graduates are encouraged but subject to the registration fee.

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

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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 2019 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 Bryan Hartzell, Director of Chapter Services

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Last spring, the Fraternity 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.

The LMS can be accessed from www.phigam.org/advisor. Note that you will be prompted to log into the Fraternity's website.

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

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

Perge!

 - Check in with your Section Chief. 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 9/14 for fall membership dues billing).
 - Work with Chapter Officers to identify/refine fall goals and 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 the 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, house corporation informed.
 - Re-evaluate chapter calendar, adjust as necessary. 

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With recruitment winding down and Pledge Education beginning on many campuses, now is an opportune time for you to discuss with your chapter/colony the Fraternity’s and your expectations regarding pledge 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 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 pledge 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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In a message sent on August 22, 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). Rosters must be updated by Friday, September 14.
 - 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.
 - JANUARY: Liability insurance is billed (budget $175 per man).

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

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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 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.
 - Bryan Hartzell, Director of Chapter Services, is your key contact for most chapter-related matters, including Field Secretary visits. He also remains 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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In February 2017, the Archons passed a policy stating: “Consistent with Section 19.3 of the Bylaws, all undergraduate chapters and colonies are to join with other fraternities on their campus in an interfraternity council (IFC) and shall support the IFC’s affiliation with the North-American Interfraternity Conference (NIC)."

Please advise your chapters appropriately and contact Bill Martin with 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!