The Friday Letter

Officers

Reminder: Fall 2023 Build to Lead Reporting is Due December 1
 - Chapter reporting instructions can be found in the New Model Reporting Course on the LMS, the New Model Resources page and the New Model Implementation Guide. For questions about reporting, contact Abby McCollom.
 - Reporting should be completed throughout the semester as chapters complete programming. All programs completed in the fall should be reported by December 1. All spring programming is due May 1, and all quarter school will have until July 1 to report programming hosted after May 1.

Host Find Your Fit Election Prep & your chapter elections.

November Menu Experience Ideas:
 - November: Celebrate National Career Development Month by scheduling an Executive Leadership Menu Experience. 
 - November 11: Honor Remembrance Day (CA) or Veteran’s Day (US) by hosting an Ability, Opportunity & Duty philanthropy event for the USO.

Officers

Designs for T-shirts and similar sportswear are submitted by our licensed vendors to the Headquarters for review and approval. Designs that will not be approved include those that refer to or suggest alcohol/drug use, use copyrighted material, use someone else's likeness without their permission, are crude or sexually suggestive, or may be regarded as insensitive. Spread the word.

Presidents, Recruitment Chairmen

ChapterBuilder
Early Adopter chapters are required to maintain a 20% completion threshold for ChapterBuilder Training. However, we recommend every chapter maintain 20% training completion and utilize the tool, as the chapters which are most successful at recruitment use ChapterBuilder. Phi Gamma Delta provides ChapterBuilder, an industry-grade fraternity recruitment CRM (customer relationship management), to all chapters for free.

Certified Recruiter Training
Phi Gamma Delta has partnered with PhiredUp to make their Certified Recruiter Training program free for all brothers! This fully virtual, go-at-your-own-pace course teaches critical recruitment skills every brother needs. We strongly recommend all undergraduate brothers and graduate advisors (especially Purple Legionnaires and BCA Recruitment Advisors) complete this course. But at minimum, 60% of your chapter should complete the training. Each module includes resources to help you and your brothers implement tactics in a way that makes sense for your campus. This is a resume-worthy experience and a great way to develop professional skills. Get started here.

Officers, Committee Chairmen, Chapter Leaders

Take time to be intentional about being inclusive. Resources are available to help chapters strategically plan and organize local resources. Review the following resources on the Learning Portal, under DEIB Officer Resources:
 - DEIB Local Resources
 - DEIB Event Planning Guide
 - DEIB Philanthropy & Service Resource 
 - DEIB Recruitment Resource 

These resources are in a space built for DEIB officers, but their content is relevant to all chapter leaders. Contact the Director of Education Abby McCollom for support using these resources. 

All Brothers

November is a key time of year to focus on men’s mental health. The Behind Happy Faces Mental Health program is a series of 15-20 minute peer-led modules that come with PowerPoints, videos and easy to use facilitation guides, allowing chapter members to share personal experiences regarding mental health issues and challenges. Use these sessions to start or continue conversations around men’s health.

For additional information on implementation, contact Director of Education Abby McCollom or log into Phi Gamma Delta's Learning Portal to find Behind Happy Faces materials.

Officers, House Corporation

Freezing and water damage claims are the most frequently occurring property claims during the cold months, with most occurring during the traditional winter break period. As holiday breaks approach, this is a good time to perform a walk-through for safety standards, assess the facility, and prepare it for the spring. Holmes Murphy, our insurance broker, has provided a Winter Break Checklist for chapters.

Officers

As your chapter implements the New Model, there are many resources to help with your implementation of the Growth System, Foundation of Courage and Built to Lead. All resources can be accessed on the New Model Resources page. If you would like any additional help with accessing or using these resources, please contact your chapter coach. If your chapter has not yet implemented the New Model and would like to learn more, please contact Senior Director of Chapter Services Noah McHale.

Programs to Plan for:

Find Your Fit – Election Prep: If the chapter hosts elections this fall, finalize your Chapter Leadership Position Resource Guide, and remind members of the date.

October Menu Experience Ideas:
 - Utilize campus resource or the Scholarship Manual to educate members on National Learning Disability Month (Oct.).
 - Observe Hispanic Heritage Month (9/15 - 10/15). 
 - Use campus resources to honor Coming Out Day (10/11) 
 - Discuss how Halloween (10/31) can impact your alcohol tolerance by watching this video. 

All Members

Phi Gamma Delta created the Courageous Leader Award to recognize brothers, new members, parents, house mothers, Greek advisors and friends who have gone above and beyond in courageously living the values of Phi Gamma Delta.

Award winner(s) will be announced in early January 2024. Nominations are due by October 31 to be considered. Click here for more info or to nominate someone.

All Undergraduate Members

The Fraternity partnered with Dyad Strategies to measure the impact of the Phi Gam experience on our members. This data will help Phi Gamma Delta evaluate the quality of the fraternity experience for our undergraduate brothers. Cabinet officers, key committee chairmen and advisors will be provided chapter specific results in January, 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 1. All chapters are expected to participate. For more information, contact Assistant Executive Director Todd Rotgers.

Officers

Insensitive Halloween costumes and demeaning event themes can harm your chapter's reputation and the Fraternity. Stress to your brothers the importance of the images they portray on social media. Reference the Social Event Planning Guide and Holmes Murphy's Party Theme Resource.

All Members

As part of our strong commitment to member safety and wellness, all chapters are required to receive an annual Health & Safety Program. Chapters can complete this in either semester, but it must be scheduled before April 2024. Submit the Program Request by October 29, 2023 or March 31, 2024 to complete during the fall 2023 or spring 2024 semester, respectively. If your chapter still needs to do this training this academic year, view this list.

If you have any questions about your targeted training, contact the Associate Director of Education.

Presidents

It is important that Chapter Presidents understand Phi Gamma Delta's law regarding the election of chapter officers. This memo contains information needed for the process to run smoothly.

Section Leaders, Purple Legionnaires

Communicating with the appropriate advisors/volunteers for each chapter is critical for sharing key updates pertinent to their position. Please help us maintain updated information for each chapter’s Purple Legionnaire (PL), BCA and House Corp. Email updates to Dio Protopapadakis by November 1. Current advisor lists will be distributed to Section Leaders (SL) in the coming weeks.

Additionally, we ask all PLs and SLs to complete the Expectations Acknowledgement Form.

New Model Chapter Officers

Reminder: Several chapter action Items are due September 1. Review the “New Model Action Items & Resources: Fall 2023” email, which was sent on August 16. Additional reminders can be found below:
 • Review items listed in this issue’s “Educational Courses on the LMS.”
 • Sign-up for Program Tracking Training.  - 60% of the entire chapter should complete Certified Recruiter Training and ChapterBuilder Training.
 • Schedule for graduate volunteer webinars this month for the following positions: Section Leaders, Purple Legionnaires, BCA Built to Lead, BCA Foundation of Courage and BCA Recruitment.

Plan for Programs:
 • Excellent on Purpose: For first semester adopters only.
 • Our Most Precious Inheritance: If you are hosting Foundation of Courage this term, host this program for your chapter members a week prior to hosting initiation.
 • Find Your Fit: If you are hosting chapter elections this fall, prepare your chapter leadership position resource guide, and schedule this program one to two months before elections.
 • Plan at least one of your Health & Safety assignment or a DEI&B program this semester.
  • September Menu Experience Ideas: Utilize Behind Happy Faces materials available on the LMS to honor Suicide Prevention Week, September 10-16, or the Graduate Facilitation Guide for a Discussion on Hazing to honor National Hazing Prevention Week, September 25-29.

All Members, Greek Advisors

The Fraternity's Courageous Leader Award recognizes brothers, new members and friends of Phi Gamma Delta who have gone above and beyond in courageously living the values of Phi Gamma Delta. Nominations are due October 31 to be considered, and the award winner(s) will be announced in early January 2024.

For more information or to nominate someone, please visit www.phigam.org/CourageousLeaderAward. 

Officers, Purple Legionnaires

As the new school year begins, we want to remind brothers about appropriate interaction with reporters and media representatives. Regardless of the nature of the inquiry, the Chapter President should be considered the spokesman for the chapter. To best respond to any inquiries, it is important to keep the following in mind:

Brothers contacted by a reporter (via phone, email or in person) – Inform the reporter that your Chapter President is the spokesman for your chapter. Otherwise, do not respond to the inquiry. Also, do not give the reporter contact information for the President. You may offer to take the reporter’s name and contact information and pass it along to the President. . Read more on our Handling Media Inquiries page. 

Officers, Philanthropy & Service Chairs

If you haven’t already done so, please report your service hours, philanthropic dollars raised and grades from each semester/term during the 2022-23 academic year.

Officers, Advisors, Grad Chapter Presidents

We want to hear your chapter's and brothers' good news! Submit News by Friday, September 22, to be included in the fall 2023 issue of The Phi Gamma Delta Magazine..

Officers

With football season upon us, many of our chapters will host or attend tailgating events. Whether these are graduate, official or unofficial events, the Risk Management Policy applies! Please review the Fraternity’s Risk Management Policy and Holmes Murphy's Tailgating Tips to plan a safe and fun event. 

Officers, Committee Chairmen, Chapter Leaders

Take time to be intentional and work toward being inclusive. Resources are available to help chapters strategically plan and organize local resources. Review the following resources on the Learning Portal, under Diversity, Equity, Inclusion & Belonging (DEIB) Officer Resources:
 • DEIB Local Resources
 • DEIB Event Planning Guide
 • DEIB Philanthropy & Service Resource
 • DEIB Recruitment Resource

These resources are in a space built for DEIB officers, but their content is relevant to all chapter leaders. Contact the Director of Undergraduate Member Experience Abby McCollom for support using these resources.

All Members

May is Mental Health Awareness Month. Phi Gamma Delta invites you to start conversations around mental health in your chapter to help break the stigma. Advisors can review the Advisors Mental Health Workshop on the Learning Portal and plan to host Behind Happy Faces workshops.

View some of the resources the National Alliance on Mental Illness (NAMI) provides to help you get started:
 • Mental Health By the Numbers: Statistics and facts related to the impact mental health has on society.
 • Review the Warning Signs & Symptoms for mental health so you can support and enable others to get the help they need. This does not mean serving as a mental health expert.
 • Identity & Cultural Dimensions: Learn mental health impacts identities and cultures differently.

Also, take the Pledge to Be Stigma Free as a commitment to continuing the conversation year-round.

House Corporation President, Purple Legionnaire, Chapter President

Summer break is the time your chapter house is most at risk, especially if members are not living in the house. Most claims during the summer months are associated with water damage, theft and fire. Now is the time to work with your house corporation to ensure the house is prepared for the break. Utilize this Summer Break Checklist.

Officers, Philanthropy/Service Chairman, Scholarship Chairman

If you have not already done so, please complete the End of Term Report for the fall 2022 term ASAP. Also please submit the Report for the winter/spring 2023 term(s) by June 12. This form is how the Fraternity collects your chapter's grades, philanthropy, service and campus involvement data.

You can ask your campus Greek Life Advisor for the following: chapter GPA; new member GPA; all-men's average GPA; all-campus average GPA; all-fraternity/sorority GPA; number of IFC fraternities; your chapter's GPA rank among IFC fraternities; average IFC chapter size; and average new member class size among IFC fraternities.

Treasurer

Be aware your account with the Fraternity should be paid in full by June 30, 2023. Chapters which are unable to pay and have not set up a payment plan are strongly encouraged to contact Amy Watson as soon as possible to make other payment arrangements.

Any delinquent balance on your account after June 30 will carry a penalty of 10% unless the Chapter has an up-to-date payment plan with IHQ. Also, initiation or joining fees must be paid for brothers to receive their membership materials and applicable scholarships.

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All Members

This year, Phi Gamma Delta is celebrating a momentous occasion, our 175th anniversary. In honor of our anniversary, we are dedicating the month of April to service and philanthropy leading up to Founders Day, on May 1. Tell us how your chapter plans to celebrate, and use the Fraternity's available resources to help you plan your celebration.

We also invite you to join us on our annual Giving Day, on Tuesday, May 2, to celebrate our milestone anniversary.

All Members

Phi Gamma Delta partnered with Donate Life to encourage brothers to sign up to be organ, eye and tissue donors. During Donate Life Month, we encourage our members to make themselves immortal by registering to be a donor at www.phigam.org/ImmortalPhiGam.

Officers

If you have not already done so, please complete the End of Term Report for the fall 2022 term. This form is how the Fraternity collects your chapter's grades, philanthropy, service and campus involvement data.

If you have not received this information, please ask your Campus Greek Life Advisor for the following: chapter GPA; new member GPA; all-men's average GPA; all-campus average GPA; all-fraternity & sorority GPA; number of IFC fraternities; your chapter's GPA rank among IFC fraternities; average IFC chapter size; and average new member class size among IFC fraternities.

Chapter President, Risk Management Chairman, House Corporation President

Phi Gamma Delta's Risk Management Policy strictly prohibits the construction of water features, towers, rope bridges and slides, whether on chapter property or elsewhere.

Make sure you are familiar with our Risk Management Policy and Social Event Planning Guide. If planning a Fiji Island event, the Fraternity requires that all chapters comply with the Fiji Island Guidelines.

All Brothers

Nominate undergraduate brothers to serve on the board of directors of the Fraternity. Nominations should be submitted no later than May 1, 2023 to be considered.

Undergraduate Members of Color

Holmes Murphy (HM), the Fraternity's insurance broker, will distribute a $1,000 scholarship each to 10 students of color (for a total of $10,000). The scholarship started in 2022 to create greater awareness of the opportunities in the insurance industry and within Holmes Murphy.

Click here for more information on the application criteria and to apply.

Undergraduate Members

The Leadership Institute registration deadline is April 10. For more info and to register, visit the Leadership Institute page. You can review the Institute Registration Update to see if you chapter has space to register participants.

Pig Dinner Chairman, Corresponding Secretary, Graduate Relations Chairman

Pig Dinner is the longest running, chapter-based, annual graduate event in the Greek world. It's a celebratory reunion for your chapter’s graduates, and it also provides an opportunity to celebrate new initiates and your graduating seniors.

Due to COVID restrictions over the last three years, many chapters may be behind with awarding Silver Owl and Gold Owl certificates. Please email Johnathon Allen if your chapter needs an updated recognition list or certificates created, or if you have questions. Additional planning resources are available on the Pig Dinner page.

Officers, Advisors

Chapter leaders who are interested in making their chapter an Early Adopter beginning in Fall 2023 should discuss first this with their chapter officers and graduate advisors, and then complete the Early Adopter Chapter Sign-Up Form. For more information, visit www.phigam.org/NewModel, and if you have questions, contact Senior Director of Education Lauren Tanner-Leif.

Officers, House Corporation Members

Travel Safely: Whenever possible, utilize professional transportation; If driving, switch drivers often and get rest; Don't overload the vehicle. 

If You Visit Other Chapters: Give chapters notice you are coming; Violations of the risk management or hazing policies can spur disciplinary action; Remember you are guests.

Work with your house corporation to ensure your house is secure over the break. Have fun and stay safe!

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All Members

This year, Phi Gamma Delta celebrates two major milestones: the 175th anniversary of our founding and the 100th anniversary of Phi Gamma Delta in Canada. We want you to be a part of the celebration - from sharing stories, to getting involved locally.

To learn how your chapter and graduate brothers can celebrate, visit www.phigam.org/175thAnniversary.

Chapter Presidents, Historians

Want to help preserve Phi Gamma Delta's history and work with historical records, artifacts and photographs? Then make plans to join other brothers to preserve our legacy during Archives Weekend, March 10-12, at the International Headquarters in Lexington, Kentucky.

Visit www.phigam.org/ArchivesWeekend for more info and to register to attend. If you have questions, contact Director of Chapter Services - East Ben Blacklock.

Chapter Treasurers

Liability insurance invoices are expected to be emailed mid to late February. The charge is based on the number of brothers and new members. The Archons set a base rate of $250/member - equal to the 2022 base rate. Chapters with a risk management violation during the 2022 calendar year may receive up to a 20% penalty. Other surcharges and incentives may apply related to health & safety programming efforts. Additionally, chapters that are Early Adopters to the New Model are eligible for up to 35% discount on insurance. Learn more about these incentives/surcharges here.

Undergraduate Journalism Majors

Gordon T. Speckman Journalism Scholarship applications are available from the Phi Gamma Delta Educational Foundation. This scholarship is specifically available for journalism majors, who must submit three writing samples that have been published since January 1, 2022.

The scholarships range from $750 - $1,750 and are open to undergraduates (including seniors) who write by-lined general interest, editorial, op-ed or sports columns (movie reviews and other specialized columns are not eligible).

The application deadline is March 23, 2023, at 3:00 am ET.

All Brothers

Nominate undergraduate brothers to serve on the board of directors of the Fraternity. Nominations should be submitted no later than May 1, 2023 to be considered.

Chapter Presidents

All Chapter Presidents received an email including the chapter’s assigned Health & Safety Program for 2023. You can find your assignments here, and you can request a program here. Please contact Andrew Depew if you have questions.

Undergraduate Brothers

The Undergraduate Interfraternity Institute (UIFI) is a four-day, three-night, immersive leadership experience hosted by AFLV. During UIFI, fraternity/sorority students come together to challenge conventional wisdom, discover new solutions to critical problems and accelerate progress in their communities.

Phi Gamma Delta offers scholarships for 25 brothers to attend UIFI. These scholarships will be awarded on a first come, first-serve basis and cover the cost of registration for the Institute. However, the chapter/individual is responsible for the cost of travel to Bloomington, Indiana. (Many IFCs, Greek life offices and Student Governments offer assistance for educational travel.)

Contact Senior Director of Education Lauren Tanner-Leif with questions or to claim a scholarship.

All Members

Each year, the Archons select up to six graduate brothers to receive the William A. Martin III Distinguished Fiji Award. Recipients are selected due to either recognition for their special contribution to mankind and society at-large or their faithful, unselfish service to Phi Gamma Delta.

For more information and to nominate a deserving graduate brother, visit www.phigam.org/DFA.

Chapter President

The 2023 AFHE Application is now available. It contains details of the application process, qualifications chapters must meet, forms that must be submitted and answers to the most asked questions. Applications are due April 1, 2023, and late submissions will not be accepted.

If you have any questions, please contact Director of Accountability Cat Corso. Be on the lookout for details about a webinar to ask your AFHE questions early, prior to applying and learn what makes an application successful.

Officers, House Corporation

The severe weather and cold across much of the U.S. and Canada can cause property damage from frozen pipes and other hazards. Here are some steps to prevent damage to your property.

Treasurers, Officers

Chapters with a 90+ day past due account balance with the International Fraternity have until January 31 to do one of the following:
 1. Make their Fraternity account current, OR
 2. Arrange a payment plan for past due balances with IHQ AND adhere to the agreed-upon plan.

Chapters failing to do so will be charged with violations of the Fraternity's Bylaws and subjected to disciplinary action.

December 31, 2022 account statements were sent last week. If you have questions, or if the chapter is unable to fully pay its past due amount and needs to make other arrangements, please email Amy Watson or call her at 859-255-1848.

Officers, Scholarship Chair, Philanthropy & Service Chair

To streamline other data collection efforts, the Fraternity created an End of Term Report to be submitted by January 20. This report asks for the following information:
 1. Chapter term, newly initiated brother, all-men’s, all-fraternity (IFC), all-campus and all-Greek life GPA averages, and chapter ranking among IFC fraternities
 2. Total philanthropy dollars raised
 3. Total number of service hours

Officers, New Member Educator

In August 2022, the Archons amended the Fraternity’s Risk Management Policy to include a section on Big Brothers. One of the policy changes approved in August took effect on January 1, 2023:
"Big Brother/Little Brother" / "New Member Father/New Member Son," or similar programs, are not permitted in conjunction with new member education programs. New member mentor programs are permitted following initiation.

As a reminder, the other two policies regarding Big Brothers are:
 1. "Big/Little Brother" / "New Member Father/Son" reveals, or similar events or activities, may not be conducted unless the Purple Legionnaire, a member of the Board of Chapter Advisors or other graduate/advisor, designated by the Purple Legionnaire or Section Leader, is present.
 2. Consistent with Alcohol & Drugs 11, alcohol is not permitted at any formal or informal "Big/Little Brother" / "New Member Father/Son" reveals, “family” events or similar activities. “Family” gifts of alcohol are also prohibited.

Pig Dinner Chair, Corresponding Secretary, Graduate Relations Chair

Pig Dinner is the longest running, chapter-based, annual graduate (alumni) event in the Greek world. Your Pig Dinner can serve as a sendoff for graduating seniors or as a celebration of your new initiates. But, most importantly, it's a celebration of your graduate brothers.

We encourage you to plan and communicate early to graduates of your chapter and around your College/University. Planning resources are available on the Pig Dinner page. If you have questions, contact Johnathon Allen.

Officers, Advisors

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

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Officers

Last year the Archons added three additions to the Fraternity’s Risk Management Policy regarding Big Brother Programs. It is the responsibility of all chapter officers to educate your chapter on the policy changes and make any necessary changes to the Big Brother Program.

 1. “Big Brother-Little Brother / New Member Father-New Member Son” reveals, or similar events or activities, may not be conducted unless the Purple Legionnaire, member of the Board of Chapter Advisors or other graduate/advisor designated by the Purple Legionnaire or Section Chief is present.
 2. Consistent with Alcohol & Drugs 11, alcohol is not permitted at any formal or informal “Big Brother-Little Brother / New Member Father-New Member Son” reveals, “family” events or similar activities. “Family” gifts of alcohol are also prohibited.
 3. “Big Brother - Little Brother / New Member Father - New Member Son” or similar programs are not permitted in conjunction with new member education programs. New member mentor programs are permitted following initiation. 

Chapter Presidents, Foundation of Courage Chairs

Both the Chapter President's Agreement and the Foundation of Courage (FOC) Chair’s agreements are due September 1 (or before the start of new member education). Before completing these agreements, Presidents are required to complete an online course focusing on risk management, and FOC Chais are required to complete an online course focusing on hazing prevention. Both agreements are integrated into the courses and will be signed at the completion of the course.

Visit the Fraternity’s Learning Management System (LMS) to participate in the courses. (Note: You must be logged into the Fraternity’s website to access the LMS and courses.)

If you have any technical difficulties contact Andrew Depew.

Officers, Foundation of Courage Chairs

Often, one of the most damaging aspects of serious incidents can be poor responses. Chapters are suspended and individual members find themselves in court. To prepare for the possibility of a crisis, you must review the Emergency Response Tips and Incident Management Tips with your chapter every semester and as part of the New Member Education program.

Officers

As chapter officers, it is your responsibility to educate all members in your chapter on the Fraternity's Risk Management, Hazing, and Alcohol-Free Housing policies. Review these policies during your first meeting of the term. We suggest the following:
 • Invite your Purple Legionnaire and/or other graduate brothers to participate in (or lead) the discussion with questions or for suggestions.
 • Provide a copy of the policy to each brother.
 • Briefly explain each item of the policy and each member’s related responsibilities.
 • Review the Responsible Action Protocol.
 • Review Phi Gamma Delta's Stance on Hazing and New Member's Bill of Rights, and address any concerns in the New Member Education program.

Additional resources, including the Fraternity's Social Event Planning Guide and other event planning resources, are available on the Education Resources page. Contact Assistant Executive Director Todd Rotgers or your Field Secretary with questions or suggestions.

Officers

Most of you will have incoming new members in the next few weeks. Please do the following on www.phigam.org so everyone can receive relevant email updates:

 1. Make sure to change last year’s new members to initiated brothers. This ensures they receive the appropriate membership materials and are eligible for various scholarships offered by Phi Gamma Delta’s Educational Foundation.
 2. Update your officer roster to include any changes, especially the Foundation of Courage Chair. If you can’t register your Foundation of Courage Chair because they hold another position on the Executive Board, please contact IHQ so we can ensure they are kept in the loop.
 3. Directly following elections, or any other changes to your officers, update your roster. Doing this will make sure the right people are receiving the information they need to be successful. Last year, some chapters were left in the dark and behind on finishing some of their programming as a result. Don’t let that be you!

Treasurers, Officers

Invoices for membership dues will be sent to chapters the week of September 18. Please have your chapter roster updated by Friday, September 16. View instructions for updating your roster here.

Be sure all information is submitted for changes to be approved. If you have any questions, email Amy Watson or call 859-255-1848 x 123.

Click here to view all Mandatory Forms & Fees.

Officers, Advisors

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

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