COVID-19

• The International Headquarters is closed in compliance with orders by the Governor of Kentucky
• Staff members are working remotely and available to assist you during normal business hours (Monday-Friday, 8:30 am - 5:00 pm ET). You can reach any staff member via email or phone at 859-255-1848 (listen for prompts or press * for a directory).
• We apologize for unavoidable delays in responding to mailed correspondence, sending mailed correspondence and shipping items from the International Headquarters.
• Staff travel, including in-person Field Secretary visits, has been suspended. Field Secretaries and chapter services staff will conduct virtual visits and coaching for our chapters and colonies through the remainder of the spring.

The decision to cancel or postpone any chapter event should be made by the chapter officers in consultation with your Purple Legionnaire, BCA and campus Fraternity/Sorority Life Advisor. Chapters should follow and consider all campus-provided guidelines. 

Please contact your Field Secretary or any member of the Headquarters staff with questions or concerns about potential long-term impacts on operations.

Chapter Meetings

• Follow the recommendations made by your educational institution on regular gatherings for all registered student organizations. This includes canceling or postponing chapter meetings where instructed.
• If your school recommends canceling all in-person meetings/gatherings, consult with your Purple Legionnaire, BCA and Field Secretary on how to conduct necessary chapter business remotely. The Fraternity can provide access to remote video conference software (contact your Field Secretary for details). We also recommend reading this article that highlights the best way to engage remote meetings.

Chapter Support/Staff Visits

• Your Field Secretary should be your first point of contact for any questions. The Fraternity is adjusting staff schedules to accommodate increased support for our chapters.
• Field Secretary visits: Based upon current CDC guidelines, and executive orders issued by the Governor of Kentucky and several other states, Field Secretaries will not be traveling for the remainder of the spring semester and until further notice. Your Field Secretary will conduct virtual visits and meetings via Zoom. He will periodically check in with you via email, phone calls and text messages for the near future.

New Member Education/Initiation

• When campuses began to close, many of our chapters were in the middle of their new member education process. We ask that you please review your New Member Education Facilitators Guide and:
  • Construct remote learning plans in collaboration with your Field Secretary and chapter advisors to ensure the continuation of new member education while under quarantine/self-isolation restrictions.
  • Your Field Secretary can provide the chapter with access to remote video conferencing software if needed.
• Consult with your Purple Legionnaire, BCA and Field Secretary on how to best keep your new members engaged during quarantine/self-isolation.
• The chapter is still required to report all new members at phigam.org/NewMemberReg and any initiations that have occurred on the roster at phigam.org. If the chapter cannot conduct initiation this semester due to cancelled classes, the chapter is expected to conduct and report the initiation at the earliest feasible date.

Recruitment

• Most chapters are likely to have completed their spring recruitment at this point. However, the chapter must ensure that those men are reported.
• Consult with your campus advisor and Field Secretary regarding considerations for any remaining recruitment activities and/or summer plans.

Chapter Programming & Events

• Follow the recommendations made by your educational institution regarding large gatherings and events for student organizations.
• Keep in mind current guidance to avoid gatherings of 10 or more people and avoiding discretionary travel. This guidance extends past formal chapter activities to informal gatherings as well.
• If your school recommends canceling all in-person meetings/gatherings, chapter-sponsored events such as social events, brotherhood events, and philanthropy events should be considered non-essential.
• Consult with your Purple Legionnaire and BCA regarding any existing contracts for space and events. Contracts should be reviewed by the booking party to review any “act of god” clause or otherwise to mitigate cost. Contact the appropriate staff member for additional guidance.

Educational Programs

• Follow the recommendations made by your educational institution on regular gatherings for all registered student organizations.
• If your school recommends canceling all in-person meetings/gathers, please reach out to Andrew Depew to discuss having the program facilitated remotely or canceling the program. If the chapter is scheduled to conduct a non-Fraternity in-person program, reach out to the facilitator to discuss options.
• GreekLifeEdu for new members is still required. If you are having difficulty with new members completing the course, please contact Andrew Depew.

Chapter Finances

• Dues: Whether you are affected by a campus closure or not, dues collection should continue as planned. Chapter Treasurers should consult with your Purple Legionnaire and BCA if you need to consider prorating dues because of a campus closure, but make sure you are collecting enough to cover any fixed expenses.
• Billing: Payments to the International Fraternity, including the liability insurance assessment, continue to be owed as planned. The Fraternity will work with chapters and colonies impacted by campus closures. Contact Amy Watson if you have any questions. 

International Awards

• The Annual Awards applications are due April 16, 2020. Contact Bryan Hartzell if your campus closure impacts your ability to collaborate on your awards packet.

Alcohol-Free Housing Exemption Application

• The deadline to submit the Alcohol-Free Housing Exemption application is still April 1. Contact Todd Rotgers if your campus closure impacts your ability to complete the educational program requirements.

Many chapters plan to host their Pig Dinners and other graduate-focused events in the coming weeks. As you consider how to best proceed, we suggest the following:

• Current guidance suggests avoiding gatherings of 10 or more people and avoiding discretionary travel to help limit the spread of coronavirus. With that in mind, we strongly encourage canceling or postponing near-term events and continuing to follow all directives from state/local authorities in the coming weeks.
• The decision to continue or cancel/postpone a Pig Dinner should be made by the key organizers. If organized by the chapter, be sure to consult with your Purple Legionnaire, BCA, campus Fraternity/Sorority Life professional and/or Headquarters staff.
• Chapters should adhere to all guidelines provided by the host institution and be prepared to cancel or postpone the event if necessary or directed to do so.
• Review all contracts for reserved spaces to review any “act of god” clauses and, if need be, plan to develop steps to otherwise mitigate costs.
• If the chapter is considering canceling the upcoming event, please consider the following:
  • Consider rescheduling rather than canceling the event outright. Some venues / providers may be willing to waive or reduce cancellation fees if rescheduled.
  • The organizer’s decision should stand final. 
  • Communicate updates to your graduate network and appropriate staff member as soon as possible.

Contact Dionysis Protopapadakis with specific concerns and questions.

We understand that house corporations will have questions and concerns about the potential spread of coronavirus and best handling an unexpected closure of the facility. We suggest that you consider the following:

• Follow all guidance provided by the CDC, state/province/local authorities and/or the college or university. If you have not already, we suggest that a member of the house corporation contact the college/university regarding recommendations specific to the campus.
• Encourage members of the chapter to review the everyday preventive actions recommended by the CDC to help prevent the spread of respiratory diseases.
• In the case a member living in, or an employee working in, the housing facility is feeling ill, or is diagnosed with COVID-19, alert local officials and follow their recommendations.
• Individuals should not be quarantined in a chapter house, nor would it be allowed if there was a known case of the coronavirus. Local authorities will be in the best position to provide guidance as to where members should/could be quarantined.
• Should the coronavirus be present in any facility, the facility needs to be properly decontaminated prior to approved re-entry.
• Review all contracts and contact your vendors (food service, cleaning, etc.) to understand your obligations and with any concerns or questions regarding scheduling impacts due to COVID-19.
• Some providers, such as preferred partner Upper Crust, are proactively reaching out with information and guidance. If you've not received similar communication, contact your representative.

If the campus has taken steps to remove students from campus, contact campus officials for clarification and/or direction regarding chapter house facilities. We suggest that all chapters and house corporations follow the directions provided by host institutions.

• House Corporation officers are responsible for making the decision to close a chapter facility in consultation with the chapter and campus.
• Determine with campus officials if it is appropriate for students to remain in the facility if classes are cancelled or moved to online platforms. Also determine housing options for students who are not able to return home.
• If closing the house, work to ensure the safety and security of the facility, referencing seasonal reminders for housing security.
• If necessary, work to provide students the opportunity to retrieve personal property before returning home.
• Review rental agreements/contracts and begin to develop a plan for collections and vendors in the event of a long-term closure.
• Review any relevant or related insurance coverages.
• Prior to reopening the property, ensure proper cleaning and regular opening procedures.

SBA Loans

Based on guidance we have received, at this time most House Corporations are not eligible for PPP loans made available by the Small Business Administration. However, we believe that most House Corporations would be eligible for an Emergency Injury Disaster Loan (EIDL) and associated EIDL grant. If you are interested in this program, we encourage you to act quickly and learn more on the SBA COVID-19 Resources page. Additionally, the North American Interfraternity Conference (the Fraternity’s trade association) provides this resource to walk you through the application process. 

Food Services

Upper Crust Food Services provided COVID-19 resources to help guide chapters as students return to campus.

Insurance/Reopening

• Holmes Murphy Business Continuity Planning
• Holmes Murphy Impact on Contracts
• Holmes Murphy Reopening Checklist
• Holmes Murphy Resource Center

Contact Rob Caudill with specific concerns and questions.

The Leadership Institute

On April 2, the Fraternity made the difficult decision to cancel The Leadership Institute (scheduled July 8-12 in Wilmore, Kentucky). 

The Summit

The Fraternity made the difficult decision to cancel the in-person Summit (scheduled for June 26-28 in Lexington, Kentucky). Fraternity staff adapted the content of The Summit to a virtual experience available for all chapters and colonies throughout the summer. For more information, visit phigam.org/The Summit. 

Ekklesia

The Fraternity has not yet made a decision regarding the 172nd Ekklesia, scheduled August 6-9 in Phoenix, Arizona. We are developing a contingency plans to conduct the necessary business of the Fraternity this summer. However, we ask chapters and volunteers to continue to hold August 6-9, 2020 but to avoid booking travel until a decision has been made. For more information, please visit the Ekklesia event page.

Contact Todd Rotgers with specific concerns and questions.

• Effective March 20, the Fraternity is temporarily suspending volunteer travel and travel reimbursement. This includes, but is not limited to, Section Chief visits, travel to Pig Dinners and other events, and purchasing travel for the 172nd Ekklesia.
• We fully encourage and ask Purple Legionnaires to remain connected to their chapters and chapter officers through virtual means – Skype, Zoom, telephone, email, text, etc. Likewise, we ask Section Chiefs to continue to support their chapters, advisors and House Corporations through similar means.