Phi Kappa Psi Fraternity

OFFICER DIRECTORY

President: Riley Diebold Major: Mass Comm Age: 21 Class Year: Junior Year Address: 56 Maple Phone: (914) 384-6837 Email: [email protected]

Vice-President: Ryne Toto Major: Comm studies Age: 21 Class Year: Junior Address: 56 Maple Phone: (914) 406-5500 Email: [email protected]

Treasurer: Tyler Reed Major: Business Economics Age: 21 Class Year: Junior Address: 10D OakWoods Dr. Hudson falls ny Phone: (518)321-2416 Email: [email protected]

Recording Secretary: David Vasquez Major: Graphic Design Age: 19 Class Year: Sophomore Address: 121b Curtis Hall Phone: (914) 391-0899 Email: [email protected]

Corresponding Secretary: David Aman Major: Communications Age: 20 Class Year: Junior Address: 569 Hulbert Hall Phone: (516)627-7451 Email:Damann7794 @gmail.com

House Manager: Zach Ztefunek Major: Psychology Age: 21 Class Year: Junior Address: 56 Maple St Phone: (845) 4162506 Email: [email protected]

Sergeant at Arms: Dylan Alves Major: Mass Comm Age: 19 Class Year: somphmore Address: 221 Hunnington Hall Phone: (845) 490-0203 Email: [email protected]

Historian: Adam Rodeny Major: Mass Comm Age: 22 Class Year: Senior Address: 45 Center St. Phone: (607) 605-4297 Email: [email protected]

Chaplin: William VonAtzingen Major: Business Economics Age: 21 Class Year: Senior Address: 56 Maple Street Phone: (518)708-2256 Email: [email protected]

Messenger: Nick Marcella Major: Adolescence Education, con: Earth Science Age: 2 1 Class Year: Junior Address: 117a Blodgett Hall Phone: (518) 456 9179 Email: [email protected]

OFFICER DESCRIPTIONS

President The president is the leader of the chapter; as such, he shall preside over all meetings of the chapter and shall enforce the laws and rules of the Fraternity. He shall have intimate knowledge of the Ritual, Constitution and Bylaws of the Fraternity, and should strive to impart such knowledge to his chapter. As the chief officer of the chapter, he provides leadership, motivation and inspiration to the membership. The office of president guides the attitude and future of the chapter. The president is held responsible for every collegiate activity or event associated with the Phi Kappa Psi name. It is very important that the president openly communicates a vision and works with chapter constituents (chapter members, other fraternities, sororities, university officials and Headquarters) to ensure that the chapter is on the road to success.

Duties  Preside over—and run efficiently— all chapter meetings.  Be proficient with parliamentary procedure as outlined in Robert’s Rules of Order.  Serve as ex officio member of all chapter committees.  Work closely with the vice president to be informed of the current performance of each elected and appointed officer within the chapter.  Appoint all committee chairmen.  Coordinate the development of written Officer Reports and permanent officer files.  Maintain relations with, and serve as liaison to, the local community, school administration, Greek community, National Headquarters, alumni, parents, Chapter Advisory Committee and House Corporation.  Submit all required documentation (reports, accreditation, etc.) promptly to Headquarters.  Lead the chapter by setting a positive example through everyday interaction.  Monitor the overall morale of the chapter and work with the appropriate officers to rectify any problems.

OFFICER DESCRIPTIONS

Vice-President The vice president facilitates the internal operations of the chapter. He must possess creative leadership—the ability to initiate new ideas and implement new programs. As chairman of the Governing Committee, he assists officers and committee chairmen in learning their duties through review of job descriptions, outgoing-incoming officer transition meetings and discussion of university and Fraternity communications. Chapter leaders need motivation and recognition; chapter members need standards and expectations of membership; the chapter needs coordination and planning in its activities. The Governing Committee provides these.

Duties  Serve as chairman of the Governing Committee.  Advise the president in committee appointments.  Coordinate the activities of all committees and set goals to improve committee operations.  Act as presiding officer in the absence of the president.  Institute a uniform written report for use by committee chairmen and officers and maintain permanent files of such.  Utilize reports to help draft the agenda for use by the president at chapter meetings.

OFFICER DESCRIPTIONS

Treasurer The treasurer is the chief financial officer of the chapter and handles all financial affairs that affect the chapter. The funds of a chapter are handled very similarly to that of a business and all affairs must handle in a prompt, professional manner. The treasurer is also responsible for collecting dues and cutting checks for chapter expenses. Financial health and stability are fundamental to the success of the chapter because all fraternal activity revolves around the financial resources. Therefore, the treasurer is one of the most important positions and will maintain the financial stability of the chapter.

Duties  Analyze chapter finances to assess chapter financial position.  Review financial statements.  Maintain financial records and statements.  Bill members for fees and dues.  Manage accounts receivables and collect delinquent accounts.  Disburse chapter funds according to the budget plan.  Monitor all officers’ budgets.  Report at chapter meetings on financial condition of the chapter.  Meet monthly with the chapter finance chairman to review finances.  Ex-officio member of the Finance Committee.  Keeps a full set of accounts and keeps accurate records of all financial transactions.  Files the annual budget.  Presents the chapter ledger books to a CPA for a yearly audit.  Promptly prepare and deliver all funds for pledge and initiation fees to the corresponding secretary for forwarding to the Fraternity Headquarters before the ceremonies.  Promptly informs the Alumni Corporation regarding taxes billable to the chapter.  Works with the Finance Committee to distribute and collect dues and rent promptly and make sure all outstanding chapter debts are paid.  Prepare annual budgets with the finance committee in coordination with the executive committee.  Prepare reports for the executive committee, membership, alumni board, and Headquarters.

OFFICER DESCRIPTIONS

Corresponding Secretary The corresponding secretary is the principal correspondent with all parties outside of the chapter’s current membership. The Fraternity Headquarters, chapter alumni, college/university officials and community members are a few of the many “publics” with whom the corresponding secretary must communicate. The corresponding secretary’s professionalism, consistency, sincerity and punctuality contribute to the perception members and nonmembers have of the chapter.

Duties  Updates and maintains all officers, advisors and contact information on Phi Psi Connect.  Receives chapter mailings and distributes materials to appropriate officers and members  Reports all initiates, new members and transfers to the Headquarters prior to the pledge or initiation ceremonies.  Writes the chapter newsletter for The Shield, the Fraternity’s official publication.  Corresponds with campus fraternities and sororities, often sending congratulatory cards on founding dates or to new officers  Coordinates completion of the semi-annual report and awards applications issued by the Fraternity or campus Greek Life Office  Is an integral member of the Alumni Relations Committee and the Public Relations Committee. The corresponding secretary should coordinate newsletters, announcements and the alumni calendar with the Advisory Committee.  Files proper credential forms for the Grand Arch Council and District Council delegate

OFFICER DESCRIPTIONS

Recording Secretary The recording secretary is responsible for keeping an accurate account of the chapter’s business. He documents the chapter meetings and business decisions, provides clear descriptions of pending issues and paints a portrait of the brothers by noting their contributions in the official records of the chapter.

Duties  Records the minutes of the chapter meetings.  Posts the minutes for review between each meeting.  Enters the minutes in the official minute book.  Calls the roll at the beginning and end of each chapter meeting.  Is the custodian of the chapter seal.  Submits the minutes of past meetings for approval to the chapter

Messenger The messenger is responsible for the internal undergraduate chapter communication. Different methods will be used by each chapter but popular systems include email groups, phone trees and calendars. With email being a major resource that chapters utilize, there can often be issues. The messenger should be the primary person who sends all emails. There will be exceptions to this but brothers are more likely to read just one or two emails a week rather than a flood from various brothers. The messenger also has ceremonial duties during chapter meetings.

Duties  The responsibilities of the messenger are both ceremonial and practical in nature.  Prepares the chapter meeting room prior to weekly meetings.  Organizes regalia for meetings.  Collects the ballots for voting.  Coordinates undergraduate communication.

OFFICER DESCRIPTIONS

Sergeant at Arms Although the messenger prepares the meeting room, the sergeant-at-arms has great impact on the atmosphere created for a chapter meeting of the Phi Kappa Psi Fraternity. As guard, he reminds us that only members are privileged to witness the Ritual.

Duties  The sergeant-at-arms enforces decorum.  Keeps brothers in line to ensure the meeting runs smoothly.  Guards the door at chapter meetings and during ritual.  Serves as the Risk Management chair of the chapter and Fire Safety Officer

Chaplin The chaplain is the spiritual and moral influence of the chapter. He not only attempts to motivate individual members with inspirational words, but also has a role in maintaining strong morale among the membership. The chaplain should exemplify the character of a Phi Psi as outlined in the Ritual and should strive to lead his chapter in an upright manner.

Duties  Offers brief words of inspiration at the beginning of each meeting. He may read a passage from the Ritual, The Centennial History of Phi Kappa Psi, Reflections on the Ritual, or a favorite quote or literary passage.  The chaplain may offer a prayer before meals and often offers the invocation at banquets or official functions.  As a motivator, the chaplain should recognize the “Brother of the Week” at a weekly dinner or meeting. Recognition should be extended to all chapter members who have displayed outstanding leadership or service on behalf of the chapter.

OFFICER DESCRIPTIONS

Historian The Historian has the primary responsibility of preserving, protecting, displaying, recovering, and expanding the chapter’s historical records. The quality of his work will greatly determine much of what future chapter brothers and the national Fraternity will know of the chapter’s past.

Duties  Updates Plaques and Awards  Coordinates composites and other group photographs  Sets up and maintains an organized archives system  Familiarizes themselves with the organizational structure of the two-volume Centennial History of the Phi Kappa Psi Fraternity so they can make use of it in researching the Chapter’s history (if chartered in the first 100 years) or other Phi Psi history, individuals and traditions, for their own information and that of the chapter’s members and alumni  Reviews and maintains the chapter’s history as displayed on your chapter’s Web site.  Documents and preserves current chapter and historian activities.  Incorporates a Fraternity and Chapter history component to the material presented to pledges and brothers.  Plans events and innovative programs that showcase Fraternity and chapter histories.  Inventories the chapter materials in its archives and the host institution's archives, and any chapter historical materials on display in the chapter house or elsewhere.  Recovers historical materials  Reports their accomplishments as historian to Headquarters, ideally as they are completed or otherwise in a combined report with samples, etc.

House Manager The House Manager is the liaison between the chapter and the Housing Corporation. He ensures that the chapter house and grounds are kept in proper order, and that the house is stocked with everything that it requires.  Applies for the Special Use Permit on a yearly basis  Acts as the fire safety officer as defined in Appendix B of the Lease  Manages the chapter parlor fee account to purchase necessities for the house including cleaning supplies, light bulbs, and paper products  Works with the Sergeant at Arms to ensure safety within the house  Chair of the chapter’s housing committee  In charge of all safety in the house

UNDERGRADUATE DIRECTORY

FACULTY ADVISORS Amy Bennedict Title: Department: Sociology Department Mailing Address: Phone: (607) 229-3978 Email:

Ryan Harrington Title: Department: Mailing Address: Phone: Email:

GREEK LIFE ADVISOR

Angie Eichler Title: Associate Director of Campus Life, Inter-Greek Council; Greek Life Advisor Department: Hunt College Union Mailing Address: 220D Hunt College Union Phone: 436-3591 Email: [email protected]

HOUSING CORPORATION

President: John [email protected] 516-993-2622 80 Mayville Ave. Buffalo, NY 14217

Vice Presidents: David Lucas [email protected] 315-717-8688 60 Deborah Loop Staten Island, NY 10312

Rocco Matra [email protected] 914-774-5045 22 Amalfi Drive Cortlandt Manor, NY 10567

Treasurer: Steven Hunsberger [email protected] 607-743-3707 416 Schaffer Avenue Syracuse, NY 13206

Secretary: Bryant Strozinsky [email protected] 518-605-4297 6 Grayley Place Huntington Station, NY 11746

Owner of 56 Maple St

Oneonta-Maple LLC Richardo Francis- President 525 Jackson Ave Apartment 8G Bronx, NY 10455

Local Representative of the Oneonta-Maple, LLC

Bill Youngs 81 Spruce St. Oneonta, NY 13820 [email protected] (607)-433-2839

New York Kappa ‐ Phi Kappa Psi HOUSE CORPORATION/UNDERGRADUATE CONTRACT Fall 2014/Spring 2014 (revised 10/2012) 1. It is hereby understood that the property at 56 Maple Street, Oneonta, NY (“chapter house”), houses up to ten (10) undergraduate students, enrolled at the State University of New York College at Oneonta. a. It is understood that those ten brothers pay a monthly rent of various amounts to the House Corporation 2. While duly sworn in brothers, who carry a badge and are in good standing with the undergraduate chapter pay dues, it is understood that these dues are used for events at the chapter house. It is a privilege, not a right, as an undergraduate brother (who is not a tenant of the house), to have constant access to the chapter house. The president of the undergraduate chapter, or president of the House Corporation may revoke at that privilege anytime. 3. Undergraduate brothers who use the house for various functions are responsible for their actions inside. Fines may be assessed to the chapter for a violation of any of the following: a. There is no illegal drug use. Illicit substances are not allowed anywhere on the property and is grounds for expulsion from the Fraternity. b. There is no smoking in the house. Cigarette smoking must be done outside—all butts must be cleaned up and disposed of properly. c. Chapter pets are not allowed. No pet (cat, dog, etc) is allowed in the house. Only fish are allowed in a tenant’s room, or elsewhere in the house. Heat lamps are prohibited. The chapter could face a fine of $50/day, if it’s determined the pet does not belong to a specific tenant of the house. d. Sitting/walking on the roof of the house, using windows as exits (except in an emergency) is strictly forbidden. e. Damages done to the house and/or the premises of the house ‐‐ that are not directly related to a tenant‐‐ are hereby assumed to the undergraduate chapter’s responsibility. However, if a Brother or guest of a Brother is found to be at fault, they will be held responsible. The House Corporation will still issue fines, and it will be up to the undergraduate chapter to divide those fines up as they see fit. Included in this provision (but not limited to): holes, broken fixtures, broken locks, windows, etc. f. The undergraduate chapter will promptly repay the House Corporation for any work that needs to be completed due to damages done to the House by undergraduate Brothers, tenants and guests. Any Alumni Brothers who damages the house will be responsible to pay those damages themselves. g. The undergraduate chapter will pay any fines associated with those damages. h. The undergraduate chapter shall observe all the regulations and bylaws of the Phi Kappa Psi Fraternity, the New York Kappa Chapter, the House Corporation, the Fraternity Insurance Purchasing Group as well as the laws of the City of Oneonta, the State of New York, and any and all applicable Federal Laws. These shall include, without limitation, all applicable laws relating to the consumption of alcoholic beverages. 16 i. The Chapter House and its premises shall not be used in any way that conflicts with the three edicts of the Fraternity; no hazing, no drugs, no discrimination, or in any other manner which causes or may cause the house or its premises to have a disreputable reputation. Accordingly, any individual who is has been charged and convicted of a felony crime shall immediately vacate the Chapter House and its premises. j. No individual who has quit, been expelled or removed from the Phi Kappa Psi Fraternity, or who has caused any damage to the Chapter House or its premises or the contents thereof, shall be permitted to enter the Chapter House or its premises. All actions required or necessary to enforce this rule may be taken, including obtaining the assistance of law enforcement officers in removing such individuals from the Chapter House and its premises. k. The undergraduate brother(s), who orders a pay‐per‐view program(s) and whom does not live in the house, will be responsible for payment of the program(s) ordered. If the house corporation is not notified of such programs ordered, the chapter will be responsible for payment and any fines associated with that purchase. l. NO physical changes inside the Chapter House (including but not limited to: painting, reconstruction, wall patching, addition of furniture, wiring of any kind) may be done without the express written consent of the House Corporation. m. Certain rooms in the Chapter House may be deemed “off‐limits” at any time, to all undergraduate brothers and/or only to those brothers who are not tenants of the house, as seen fit by the House Manager. n. Quiet hours are in effect during the week and on the weekends. The House Manager will provide the chapter with this information. 4. Since the Chapter House is used for chapter functions, and is sometimes used as a community space, it is the undergraduate chapter’s responsibility to maintain and preserve the wellbeing of the house and the chapter’s image with in the community. The undergraduate chapter will abide by these rules and regulations and will be held responsible for violations of this contract. I hereby agree to the terms and conditions as listed above. Brother’s name (print name) ______Signature ______Date ______Individually signed contracts should be sent via USPS to: Ed Drantch/House Corp President 80 Mayville Ave. Buffalo, NY 14217

RISK MANAGEMENT POLICIES

The Risk Management Policy of FIPG, Inc. includes the provisions which follow and shall apply to all fraternity entities and all levels of fraternity membership. A list of other groups which have adopted these policies for their chapters is at the bottom of the next page.

Alcohol and Drugs 1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES, while on chapter premises, during a fraternity event, in any situation sponsored or endorsed by the chapter, or in any event an observer would associate with the fraternity, must be in compliance with any and all applicable laws of the state, province, county, city and institution of higher education, and must comply with either the BYOB or Third Party Vendor Guidelines. 2. Alcoholic beverages may not be purchased through or with chapter funds nor may the purchase of the same for members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the chapter. The purchase or use of a bulk quantity or common source(s) of alcoholic beverages, for example, kegs or cases, is prohibited. 3. OPEN PARTIES, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, are prohibited. 4. No members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal “drinking age”). 5. The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on chapter premises or during a fraternity event or at any event that an observer would associate with the fraternity is strictly prohibited. 6. No chapter may co-sponsor an event with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present. This includes any event held in, at or on the property of a tavern as defined above for the purposes of fundraising. A chapter may rent or use a room or area in a tavern as defined above for an event held within the provisions of this policy, including the use of a third party vendor and guest list. 7. No chapter may co-sponsor or co-finance or attend or participate in a function where alcohol is purchased by any of the host chapters, groups or organizations. 8. All recruitment or rush activities associated with any chapter will be nonalcoholic. No recruitment or rush activities associated with any chapter may be held at or in conjunction with an alcohol distributor or tavern as defined in this policy. 9. No member or pledge/associate/new member/novice, shall permit, tolerate, encourage, or participate in “drinking games.” 10. No alcohol shall be present at any pledge/associate/new member/novice program, activity or ritual of the chapter. This includes, but is not limited to activities associated with “bid night,” “big brother-little brother” events or activities/big sister night-little sister” events or activities, “family” events or activities and initiation.

Hazing No chapter, colony, student or alumnus shall conduct nor condone hazing activities. Permission or approval by a person being hazed is not a defense. Hazing activities are defined as: No chapter, colony, or student or alumnus shall conduct nor condone hazing activities. Hazing activities are defined as: “Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside the confines of the chapter house; wearing of publics apparel which is conspicuous and not normally in good taste; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; and any other activities which are not consistent with academic achievement, fraternal law, ritual or policy or the regulations and policies of the educational institution, or applicable state law.”

Sexual Abuse & Harassment The fraternity will not tolerate or condone any form of sexist or sexually abusive behavior on the part of its members, whether physical, mental or emotional. This is to include any actions, activities or events, whether on chapter premise or an off-site location which are demeaning to women or men, including but not limited to verbal harassment, sexual assault by individuals or members acting together. The employment or use of strippers, exotic dancers or similar, whether professional or amateur, at a fraternity event as defined in this policy is prohibited.

Fire, Health, and Safety 1. All chapter houses should meet all local fire and health codes and standards. 2. All chapters should have posted by common phones and in other locations emergency numbers for fire, police and ambulance and should have posted evacuation routes on the back of the door of each sleeping room. 3. All chapters should comply with engineering recommendations as reported by the insurance company or municipal authorities. 4. The possession and/or use of firearms or explosive devices of any kind within the confines and premises of the chapter house are expressly forbidden.

Education Each fraternity shall annually instruct its students and alumni/alumnae in the Risk Management Policy of FIPG, Inc. Additionally, all student and alumni members shall annually be sent a copy of said Risk Management Policy. A copy of said Risk Management Policy shall be available on the fraternity’s website.

Footnote These policies have been adopted by more than 40 fraternities and sororities as appropriate and responsible guidelines to prevent problems from occurring within our chapters. Though divided into several categories, the substance of these policies can be summarized as “Obey the law and live the Ritual.” Incorporate this sentiment into your chapter and you should have few problems with your university, community and Fraternity. You will never eliminate risks completely— what you can do is manage them to minimize the possibility of accident or injury. The primary concern is for the health and safety of our members and their friends and guests. These policies have been designed and updated regularly to prohibit activities which are high risk and which have, in the past, led directly to incidents and/or claims.

As of January 1, 2009, the following groups were members of FIPG, Inc.: Alpha Chi Omega, Alpha Chi Rho, Alpha Epsilon Phi, Alpha Epsilon Pi, Alpha Kappa Lambda, Alpha Omicron Pi, Alpha Phi, Alpha Sigma Alpha, Alpha Sigma Phi, Alpha Sigma Tau, Alpha Tau Omega, Alpha Xi Delta, Chi Psi, Delta Chi, Delta Delta Delta, Delta Gamma, Delta Kappa Epsilon, Delta Phi Epsilon, Delta Sigma Phi, Delta Tau Delta, Delta Upsilon, Delta Zeta, Farmhouse, Gamma Phi Beta, Kappa Alpha Order, Kappa Alpha Theta, Lambda Chi Alpha, Phi Gamma Delta, Phi Kappa Psi, Phi Kappa Sigma, Phi Kappa Tau, Phi Kappa Theta, Phi Mu, Phi Mu Delta, Phi Sigma Kappa, Pi Beta Phi, Pi Kappa Phi, Pi Lambda Phi, Psi Upsilon, Sigma Alpha Mu, Sigma Nu, Sigma Pi, Sigma Sigma Sigma, Theta Chi, Theta Xi, Zeta Beta Tau, Zeta Psi, Zeta Tau Alpha and the National Interfraternity Conference.

Although not members of FIPG, Inc., many other fraternities and sororities have similar or identical risk management policies.

Liability Insurance Program

Phi Kappa Psi’s liability program includes both comprehensive general liability coverage for all our members and D&O coverage for chapter and alumni officers and volunteers. The program is designed to insure all members and alumni during the course of their duties in support of, or acting in the best interests of, our chapters. Your certificate of insurance will document the specific dollar amounts of coverage each year and should be kept in a safe place for reference and disclosure to appropriate third parties.

Our primary general liability coverage is $2 million for bodily injury and property damage. In addition, there is an umbrella coverage ($4 million) to assist in catastrophic events. These protect our members from claims arising out of bodily injury and property damage, and also against claims of libel, slander, false arrest, invasion of privacy, eviction from the premises, consumption of food and beverages and incidental malpractice. Our D&O program provides a minimum of $1 million coverage and protects our chapters, alumni and national officers while performing their duties in the interests of the Fraternity.

It must be understood, however, that these policies are not meant to be accident insurance to cover injuries that may be sustained on the chapter premises and/or in chapter activities. Liability insurance is not medical insurance. Further, these policies are not Workers’ Compensation insurance, which is usually required in each state for chapter employees such as cooks, porters, and housemothers.

Who is covered?

The insurance coverage will pay for claims up to the maximum limits of the policy. Currently, there is a $2,500 per occurrence deductible with no annual aggregate limit. The coverage applies to the following individuals and groups:  The local chapter when it obeys the laws of the institution, city, county, state and country in which it operates.  The chapter officers, committee chairmen and members while performing the duties of chapter membership.  The chapter alumnus advisor and chapter advisory committee members while performing the duties of alumnus advisor or of chapter advisory committee members.  The chapter alumni corporation while the directors are performing the duties of alumni corporation directors.  Alumni association officers and members (only with respect to liability for activities performed on behalf of the Fraternity).  The Fraternity, its officers, staff members and appointed volunteers while acting on behalf of the general Fraternity.

Who is not covered?  Any individual member, alumnus, trustee, or advisor while involved in activities outside of his responsibility (i.e. spontaneous social function planned by an individual member, advisor consuming alcohol with minors, a fight between members, etc.).  Any member, alumnus or undergraduate, involved in illegal acts.  Members’ parents or family members.  College/university administrators (see Adding Additional Insureds below).  Guests of chapter members.

Adding Additional Insureds Additional Insureds may be added to the policy at no additional charge. Such insureds may be your landlord, college, university and/or a proprietor from whom the chapter may be renting property for a special event. Request for an additional insured endorsement should be made in writing at least two weeks in advance to the Fraternity Headquarters.

What Doesn’t Our Coverage Include?  Any claim of bodily injury and/or property damage from an incident where:  An illegal act was performed.  An intentional act to injure or damage was performed.  Policies of the Fraternity have been violated.  A contract made by the chapter is broken.  There is any discharge, release, or escape of smoke, vapors, soot, fume, acids, toxic chemicals, etc. . . upon land, the atmosphere, or any water course or body of water.  A chapter employee is hurt on the job. Workers’ Compensation coverage must be purchased locally by each chapter with any employees.  Any claim of property damage to property owned by, rented by, used by, or cared for by the chapter. An example: The chapter rents a portable generator for an outdoor function and while it is in the care, custody, and control of the chapter, it is damaged and the lessor holds the chapter responsible and liable. No coverage is available under our liability insurance.

House Inspections The insurance company has the right to make inspections and surveys at any time, give Phi Kappa Psi Fraternity reports on the conditions that are found and recommend changes. Any inspections, surveys, reports or recommendations relate only to insurability and the premiums to be charged. Chapters and alumni corporations will be given advance notification of any inspections and copies of all reports. Chapters and alumni corporations are obligated to take corrective action related to recommendations made by the insurer.

Legal and Illegal Activity Simply stated, no insurance policy in the world provides coverage for violations of the law. Phi Kappa Psi’s insurance program is no exception to this rule. The key point to understand is: Compliance with federal, state, local and institutional laws and regulations, and the regulations and policies of Phi Kappa Psi, including the FIPG Risk Management Policy, is an expectation of this coverage.

Those individuals who choose to violate these rules may void the protection for themselves under the Fraternity’s insurance program. Their actions do not jeopardize the other members, other entities, or other named insureds protected by the Phi Kappa Psi Fraternity program. The following brief examples are intended to provide illustration and do not represent legal advice.

1. With the broad awareness of its membership, the chapter serves alcohol to a minor in violation of the law at a chapter-sponsored function. In the event of an injury, claim or lawsuit, those persons found to be in violation of the law and/or Phi Kappa Psi Fraternity policy (in this case the entire chapter) most likely would be without insurance protection. The other named insureds would be protected.

2. Two of the members of a 65-man chapter cause injury to someone in connection with a hazing incident. This activity was unauthorized and done without the knowledge of the chapter and was strictly against Fraternity policy. In the event of an injury, claim or lawsuit, those persons (in this case, the two members) found to be in violation of the law and Phi Kappa Psi Fraternity policy could be without insurance protection. The chapter, Alumni Corporation and other named insureds would be protected.

Great effort has been made to ensure coverage will be provided to those individuals and entities exposed to claims through no fault of their own. Chapters and chapter officers are protected from the unauthorized actions of individuals. The assets of alumni corporations are protected from the unauthorized actions of their chapters. Chapter advisors are protected from the unauthorized actions of their individual chapter members and the chapter as a whole, as are the alumni corporations and all other appointed alumni volunteers.

How Your Chapter’s Liability Insurance Premium is Determined Phi Psi’s liability program provides one of the best available coverages to all undergraduates, pledges and alumni each year. We pay a “master” premium to the insurer and then divide that premium among the chapters. The master premium is the combined total of the basic insurance premium and a 7.5% fee for administrative expenses (which helps pay for materials such as this publication and the Sentry). Additionally, your chapter premium is based upon three factors — 1) the number of active members, 2) your housing status and, 3) chapter performance (risk management education or policy violations). Each of these is a factor over which chapters have control; they are not set arbitrarily.

Membership — Each fall, the Fraternity Headquarters conducts a census by contacting the Corresponding Secretary from each chapter by sending the Semi-annual report. In that contact, we obtain updates on current chapter officers, contact addresses and phones, and an accurate count of men who are members and pledges at that date. The number of members reported is translated into a percentage of the total undergraduate membership. For instance, if we have 5,000 undergraduate members identified in our census, and your chapter is 50 men strong, you have 1% of the total undergraduate membership and will pay 1% of the master premium.

Many chapters have gotten used to thinking of billings as a per man fee. While you can break it down that way, the fee you charge per member can change considerably if you add or lose membership, or if you have an incentive or fine structure which charges different rates to different members, based on their performance. Our billings are based on a “snapshot” of membership at a particular date, thereby providing an excellent incentive for you to add new pledges and reduce the actual “per man” costs of your coverage.

Housing — Experience shows us that chapters not in some form of group housing have a lower chance of experiencing a claim against the chapter. The operation of a chapter facility involves a great many more duties and liabilities from day to day. We encourage chapters to seek and obtain competitive housing on their campuses and will not penalize them for achieving that goal. However, for those groups not in housing, we will provide a 10% reduction in their total liability billing, to correspond to a reduced risk of liability.

Chapter Performance — Chapters that complete an approved risk management education program, including such areas as alcohol abuse prevention, sexual assault, racism, house safety, etc., and who properly maintain the condition of the chapter property will be eligible for a 10% discount on the basic rate. This is done to reward chapters that work to help ensure members are informed and aware of risks and work together to manage them.

Chapters who violate risk management policies will receive a fine for the violation(s). The fine can be up to 10% of the chapter’s total liability premium for that academic year and is payable immediately. Repeated violations during the year will result not only in multiple fines, but will put the chapter’s future in jeopardy.

Here are some examples to help you understand the process. Assume that our master premium is $350,000 and we determine from the census that we have 5,000 undergraduates...

Chapter A has 100 members and owns a 65-man chapter house. It conducts workshops throughout the year covering pertinent risk management topics, and has each member read and sign the FIPG Risk Management Policy. It conducts regular house inspections with the alumni corporation and has no major incidents or violations of the risk management policy. The chapter’s premium would be determined as follows:

100 members = 2% of total undergraduate membership $350,000 x 2% = $7,000, no adjustment for housing, less 10% for its risk management education program, equals a total liability bill of $6,300.

Chapter B has 25 members and no chapter house. It does active risk management programming and has had no violations of our risk management policies in the last year. The chapter’s premium would be determined as follows:

25 members = .5% of total undergraduate membership $350,000 x .5% = $1,750, less 10% for no housing, less 10% for excellent performance rating, equals a total liability bill of $1,400.

Chapter C has 40 members and rents a 15-man chapter house from its university. It does no risk management programming and has had only sparse attendance at university-sponsored programs on alcohol education and sexual assault prevention. The university regularly inspects and maintains the property. The chapter has had two risk management violations, one resulting in a claim against the chapter. The group’s premium would be determined as follows:

40 members = .8% of total undergraduate membership $350,000 x .8% = $2,800, no adjustment for housing two violations at 10% fine each is $560, so their total bill (premium, plus fines) is $3,360

Note: Any of these chapters could reduce the cost per member by adding pledges during the year and having them pay a percentage of the cost. Since they will be members soon, it’s not a bad idea to get them involved right away in understanding and supporting the risk management program.

The idea behind this program is to offer discounts for chapters who reduce risks and add premium costs to those groups who are a larger risk to the Fraternity. Very logically, a chapter’s premium is based on the impact the chapter has on the insurance program.

Insurance premiums are billed to chapter accounts on October 1 of each year. At least half the total is due by November 15, with the remainder due by February 15. Your billing will include a detail of each variable used to determine your final premium. Because we only bill chapters for the costs associated directly with the insurance program, prompt payment is essential if we are to meet our premiums to the insurer. Questions regarding your statement should be directed to the accountant at the Fraternity Headquarters.

Property Insurance Program

The Phi Kappa Psi Fraternity property insurance program provides all-risk coverage insuring the building, contents, business income (loss of rents), extra expense and boiler and machinery of property owned or leased by the local chapter or alumni corporation.

A certificate of insurance is issued once the premium is paid. This is your proof of insurance and lists such specifics as the companies who have underwritten the coverage, the policy numbers, the deductible amounts for different types of claims, the specific dollar limits of coverage for building, contents, and loss of rents and any lien-holder or loss payees. Once received, you should review the certificate to make sure all information is correct. Notify the Fraternity Headquarters immediately if any changes are needed.

NOTE: The Fraternity’s property coverage does not insure the belongings of the individual members of the chapter. Each chapter member should find out whether their personal property is covered by their parents’ homeowners coverage. If it is not, members should purchase renter’s coverage through a local agent to insure their personal property.

The Property Coverage includes:  “ALL RISKS” OF PHYSICAL LOSS OR DAMAGE — Extends protection of physical loss or damage to include vandalism, malicious mischief, burglary, theft, etc. Coverage is included for all causes of loss except those specifically excluded by the insurance contract.  REPLACEMENT COST COVERAGE — Provides for the full replacement of the building and contents owned by the chapter or alumni corporation, if the physical plant is damaged or completely destroyed, up to the limits of coverage purchased for the premises. For example, if the alumni corporation reports building values of $400,000, then suffers a total loss and is in need of $800,000 to replace the structure, the insurance carrier is only responsible to pay up to $400,000—though extra expense and law and ordinance may contribute funds also. Chapters and alumni corporations should assess the replacement cost of their premises annually to make sure the location is properly insured.  AGREED AMOUNT COVERAGE — A chapter must still ensure that the values reported to the insurance carrier are correct, as the policy will only pay up to the values reported.  BUSINESS INCOME (LOSS OF RENTS) COVERAGE — Provides for the payment of rental income to the alumni corporation that would otherwise be lost if the house can no longer be occupied due to a fire or to other extensive damage that prohibits occupancy.  EXTRA EXPENSE COVERAGE — Provides for the payment of additional expenses, such as demolition or debris removal, that a chapter or corporation might incur if a fire or extensive property damage requires extraordinary expenditures.

 EARTHQUAKE AND FLOOD COVERAGE — Provides coverage for both although the deductible is higher. Contact the Fraternity Headquarters for the specifics on the aspect of the coverage.  LAW AND ORDINANCE COVERAGE — Provides the additional funds necessary to bring damaged structures up to current building code requirements following a fire or other extensive damage to a chapter house. Standard property insurance policies only require the insurance company to return the property to its condition prior to the loss and likely will not provide the additional funds needed to bring the property in compliance with current building code requirements.  BOILER AND MACHINERY COVERAGE — Provides protection for losses suffered as a result of accidental damage or mechanical or electrical system failure in a chapter house from boilers, heating and cooling systems, hot water supply tanks, compressors, pumps transformers, circuit breakers, electrical panels, telephone systems, etc.

What is covered?  The property program will pay for property claims, up to the limit of coverage declared by the local chapter or alumni corporation, resulting from a covered cause of loss for damage to or loss of:  Building owned by the local alumni corporation or chapter.  Contents owned by the local alumni corporation or chapter.  Business Income (Loss of Rents) suffered by the alumni corporation.  Extra Expense suffered by the Alumni Corporation or chapter.  Boiler, Machinery or Electrical Apparatus owned by the corporation or chapter.

What is not covered?  Damage to personal property of chapter members, employees or guests.  Losses arising out of pollution contamination or asbestos.

All questions regarding insurance coverage should be directed to the Phi Kappa Psi Fraternity, 5395 Emerson Way, Indianapolis, IN 46226. Telephone (317) 632–1852.

Designing a Risk Management Program to Qualify for Premium Reductions Every chapter can save money by implementing an educational program for its membership. As all members are properly informed of our risk management policies and a support program is in place, the chance for incident or injury is minimized. To qualify for a reduction of the chapter liability premium, chapters must document completion of three components.

Policy distribution — Each member and pledge of the chapter should receive a copy of the FIPG policy and a chapter meeting each year should be dedicated to policy discussion. Consider having the campus Greek advisor or legal counsel attend and answer questions, or the chapter advisor or alumni corporation officers present with their opinions.

The purpose is to ensure that all chapter members know and understand the policies. This will help to minimize the possibility that the chapter gets in trouble because one man wasn’t aware of the expectations. It also makes it easier for chapters to respond to members who do jeopardize the chapter because of their individual actions. In fact, some chapters include the policies in their housing contracts or require each member to sign a form stating that he will abide by the policies. Member Education — In order to qualify for the excellent rating and the subsequent 10% reduction in liability premiums for the year, a chapter needs to conduct a year–round risk management education program. The 10% discount will be granted to chapters which conduct an education program in each one of the areas of the FIPG Risk Management Policy—Alcohol & Drugs; Hazing; Sexual Abuse; Fire, Health and Safety and Overall Education of the FIPG Policy. The 10% discount will be applied to the billing year following the year in which the education programs are completed.

A year-round agenda should feature topics in risk management that address and explain current issues faced by the students. Topics should be reviewed on an annual basis to keep your chapter programming up to date as issues change. Upon completion of each educational program, a report should be submitted to the Fraternity Headquarters to verify completion. (See Resources & Forms— Educational Certification Forms).

Whenever possible, educational seminars held for your chapter should be open to all Greek organizations - or even the entire student body. Specific invitations should be extended to other FIPG members. Promotional and publicity assistance should be solicited from the office of the Greek advisor. Also, university personnel should be invited to attend these programs - and should be used as educational program speakers and panelists.

Every campus has a number of resources available to chapters to do workshops or education seminars on these topics. Most will be eager to come speak with your chapter. You might even consider inviting another chapter or campus group to attend with you, such as a women’s chapter at a presentation on sexual assault and male/female relationships. In this way, you not only educate your members, but also contribute to the education of the campus as a whole.

House Safety & Security — Each chapter must ensure that its facilities are safe and conducive to healthy living. This means that houses should be clean and free of fire or health violations. Regular inspections, in conjunction with the Alumni Corporation and/or advisors can help. To qualify for the house safety credit, chapters should do a full inspection of their facilities once each year. In addition, chapters must hold a fire drill once per term and have a fire evacuation procedure that is provided to members and posted conspicuously in the chapter house (See Resources & Forms—Property Self–Inspection Guide).

Inspections can be done in addition to, or in conjunction with, local or university inspections. As long as the house is properly inspected and the recommendations are addressed, you may apply for the credit. If the university or your landlord takes care of this for you, simply submit their inspection report. If you are a chapter with no group housing, you may omit this component.

An application for credits toward your liability premium is included in this guide and extra copies are available from the Fraternity Headquarters. Documentation must be provided with your application, as well as signatures from your chapter advisor and alumni corporation president. Remember that the credits will be for the next insurance year and that the risk management program is only one factor in performance rating. Violations of Fraternity policy may offset the credit you receive for an active risk management program (refer to description of liability premiums on page 8).

Information on Other Fraternity Coverages

As mentioned earlier, Phi Kappa Psi’s insurance program is one of the most comprehensive in the interfraternity world. In addition to a commercial general liability and property program, the Fraternity has a policy for directors and officers (D&O) and a fidelity bond program for the presidents and treasurers of chapters and alumni corporations.

Directors & Officers — Directors & officers liability coverage is in place to insure against a claim of negligence against the directors, officers, trustees, employees, committee members, and volunteers of the Fraternity, alumni corporations, and undergraduate chapters. A claim would usually arise out of the insureds not fulfilling their fiduciary duty, resulting in another party suffering a financial loss or injury other than bodily or property damage that is covered by the Fraternity’s general liability insurance program.

Coverage also is included for employment practices which could result in an employment related claim alleging: discrimination; sexual or racial harassment; libel, slander or defamation; invasion of privacy; or breach of employment contract, whether oral, written, or implied. The policy covers the named insureds during the discharge of their duties in their capacities as officers or alumni volunteers.

As with any policy, there are exclusions that prohibit coverage if the claim arose from the dishonest or illegal actions of officers or volunteers. However, for those members who may be concerned that working with chapters is an excess liability, this is added insurance, above our liability policy, that should help ease their trepidations.

Fidelity Bond — Fidelity insurance coverage is in place to insure against the embezzlement of funds by the president or treasurer of an alumni corporation or undergraduate chapter. Embezzlement is defined as “any act of fraudulently appropriating money entrusted to one’s care.” This bond is currently set at $10,000 for each officer (president or treasurer only), is written on the standard insurance Form A: employee dishonesty, and carries no deductible.

It is expected that all chapters and alumni corporations have checks and balances in place to minimize the possibility for fraud. Nonetheless, with 80+ chapters and almost as many corporations, it is likely that somewhere one of these groups will encounter fraud. To help avoid a loss from occurring, it is important that all organizational checks require dual signatures. No chapter or corporation check should be able to be cashed without the signature of at least two officers.

Social Programming & Alcohol

In the last decade, over 700 Greek-related accidents and injuries were reported. In many, insurance claims and/or legal action resulted. Of the most serious incidents, alcohol was a factor in 96% of falls from roofs, 97% of sexual abuse, 96% of fights and 87% of automobile accidents. Students in these incidents suffered physical and psychological damage. Others students died.

Clearly, alcohol is the single largest contributor to accidents, injury and death for young men and women of college age. As we value the need for the health and safety of our members and friends, it is important that we establish an atmosphere within our chapters that minimizes the likelihood of alcohol-related problems.

The best method for avoiding a potential crisis involving alcohol is simply to remove it from the chapter house or any chapter function. If totally removing alcohol is not possible, then a chapter must, among other responsible actions, follow all applicable laws and policies. If there is doubt as to a policy’s applicability or implementation, ask an appropriate authority. If there is still some doubt, err on the side of safety and do more than the policy demands.

Currently, the risk management policies of the Fraternity provide for alcohol to be present at parties in one of two forms—with a “Bring Your Own Beverage” (BYOB) event, or through a licensed, insured third-party vendor. Either of these options offers chapters a way to have alcohol present while also minimizing the possibility for problems. Regardless of the option you choose, good event planning and management make all the difference.

Planning a “Bring Your Own” Social Event

Types and amounts of alcohol: Hard liquor (alcohol rated by proof rather than percentage) should be prohibited from all “BYOB” parties. Limits on the amount of alcohol should be one six-pack of beer (or the alcoholic equivalent) per person, per event. Glass containers should not be allowed. Non- alcoholic beverages and non-salty, protein–rich foods should be served throughout the entire event.

Entrance, IDs and wristbands: The entrance to the party is the location to do several things—to make sure all persons entering the party are either a member or a guest on the list, to check IDs and issue wristbands to those of age and to keep track of those who have entered the party. Acceptable identification is a valid photo ID with a birth date. Chapters need to be aware of their host state’s specific requirements for acceptable identification. Wristbands should be of the type that, once clamped, can only be removed by cutting them off. They should not stretch. No one without a wristband should be allowed to possess or obtain alcoholic beverages. 31

Monitors: There should be a minimum of one monitor for every 20 attendees at any event where alcohol is present. Monitors are not to consume any alcohol prior to, nor during, the event. A monitor should be at the door checking IDs, another should be one of the monitors at the bar and the remaining monitors should be circulating throughout the event, on the lookout for potential problems. Monitors should be easily identifiable during the event.

The bar: The bar should be an area where access to alcohol is restricted. A licensed bartender should be hired to supervise control of the bar and to ensure that no one is served if they are visibly intoxicated. While chapter members are not prohibited from serving, it is best to leave that to a licensed, trained professional.

Procedure for BYOB events: Once a person of legal drinking age has entered the party with alcohol and obtained a wristband, he or she should immediately take the alcohol to the bar and exchange it for a ticket. The ticket should indicate the type and brand of alcohol and the number of containers. An individual may only receive one beverage at a time and every time he receives a beverage, his ticket should be hole-punched.

Ending times and alcohol checkout: All parties should have a designated ending time. This time should be in accordance with any applicable rules of the campus or community. No one should be allowed to leave the event with alcohol, either opened or unopened. Any alcohol still at the bar at ending time needs to be secured and stay at the location until the following day when it may be picked up. Any alcohol that is not reclaimed should be discarded.

Prudent practices for safe events:  Require identification (carding) of everyone attending any function where alcohol is present. Never allow underage members or guests to possess or consume alcohol.  Consider hiring professional security staff to assist with: o overseeing the function o identification (carding) of guests o collecting car keys/calling taxis o uninvited/intoxicated guests  Never promote or sponsor an event where you might be interpreted as selling alcohol: o selling drink tickets o selling empty cups o beer vending machines o never charge for “all you can drink”

o never have an event in conjunction with a local bar or alcohol distributor if alcohol will be available  Provide reliable transportation or taxis for members or guests who have had too much to drink. If a function is held away from the chapter house, consider renting a bus or arranging transportation with professional drivers.  Serve non-alcoholic beverages and plenty of non-salty, protein–rich food like fruits, meats and cheeses. Respect an individual’s right not to drink.  Do not promote alcohol as the center of the party or allow members or guests to engage in drinking games. Emphasize a theme or event, not alcohol.  Impose sanctions on any members or pledges who inflict physical damage or cause personal injury. If a party gets out of your control, utilize security or call police to shut it down immediately.  Remember overindulgence of alcohol is dangerous. Keep in mind our policies, including: o no kegs, party balls, trashcans of punch, etc. o dry rush and pledge events o no purchase of alcohol with chapter funds o no open parties with alcohol  Establish a time limit for the party (four hours should be a guideline) and be aware of the noise level and how it impacts your neighbors. Do not advertise parties.  Shut down the bar one hour prior to the established ending time for the party. Provide coffee and other non–alcoholic beverages for the duration of the even.  Prohibit “road trips” involving alcohol during the drive.  Educate your chapter by bringing guest speakers and alcohol awareness literature.

Decreasing your Liability for Social Functions  Have you reviewed the activity plans with your alumni advisor or corporation?  Do the proper campus officials need to be notified?  How will the event affect your neighbor relations? Have you alerted your neighbors that a party will occur? Do you have clean up crews after the event?  What safeguards are in place to ensure that all laws, ordinances and policies will be enforced?  How will the chapter officers maintain control over the function? Have you considered hiring professional security personnel?  Do your officers and members know their responsibilities in crisis management?  Could you convince a jury that the event was not potentially dangerous? Remember that the jury you would face is not a group of college students, but older adults who may have a very different view of what is appropriate behavior.

In the case of accident or injury, the chances that you will be found liable is dependent upon whether or not you have done all that a “reasonable person” could be expected to do to make the event safe and legal. To the extent that you overlook factors that could make the event less 33 dangerous (enforcing the law, hiring professional security, providing free rides home, etc.), you reduce the argument that you did everything you could to ensure the safety of your members and guests. Besides, if you are no longer purchasing alcohol, there should be more funds to cover these types of preventative expenses.

Emergency Procedures for Someone Who Has Had Too Much to Drink Of course, the best procedure is prevention. Don’t allow social functions involving alcohol to get out of control. Pay close attention to the behavior of members and guests.

Look for signs and symptoms  Unconscious, or difficult to awaken  Bluish fingernails, lips, and gums  Slowed, stopped, or irregular breathing

Action to be taken  If there is any doubt as to whether or not he is merely passed out or seriously overdosed, get medical help immediately!  Lay him on his side if he is asleep or passed out. Do not allow him to sleep on his back. Have someone stay with him while he sleeps.  Induce vomiting, if he is conscious and feeling sick. Never induce vomiting in a semiconscious or unconscious person.  Monitor his breathing; proceed with artificial respiration if he is not breathing.  Always keep emergency numbers for ambulance, hospital, and police posted by the chapter house phone.

Other things to remember about alcohol  Black coffee, cold showers, fresh air, or exercise will not sober you up! Only time will eliminate alcohol from your body.  Alcohol exaggerates the mood you are in: i.e. if you’re depressed when you start drinking, you’ll get more depressed; if you’re angry, you’ll get angrier; if you’re happy, you’ll get happier. If you drink enough, you will eventually pass out.  Alcohol is a depressant. It slows down your bodily functions and the ability to respond. It does not increase the sex drive, but will decrease your inhibitions.

Special Events Many chapters sponsor some form of special event for charities, sororities, alumni or just for the fun of it. Typically, these events proceed from year to year without any problems; but extra care should be taken when planning special events.

Special events defined Some general criteria for deciding whether a function is not routine include:

 The event/function will be held away from the chapter house or campus (i.e. beach weekends, hotel parties or athletic events, etc.); or  The event will last longer than six hours; or  A third-party (bus company, taxi service, hotel, caterer, dance hall, etc.) will need to be hired; or  Athletic events/competitions outside regularly scheduled intramural events will be involved; or  Functions where the total attendance exceeds three times the chapter size, members inclusive (100 member chapter = 300 or more attendees = special event).

Planning If any chapter or alumni event or function being contemplated falls under any of the above criteria, the “Special Event Planning Checklist” should be completed and discussed well in advance of the event. That checklist should be reviewed by your alumnus advisor and/or corporation president and your IFC or Greek advisor. Gaining insight and consensus from these individuals should prove most beneficial to your planning process. You also should submit the checklist to the Fraternity Headquarters so that the staff can ensure your event will be in compliance with the risk management policy and to determine whether insurance coverage will be extended to cover the event.

Further considerations for special events...

Certificates of Insurance — are legal documents showing that a certain level of property or liability insurance is in place. Chapters often receive requests for certificates from third parties, such as cities, colleges, hotels, etc. All requests should be relayed to the Fraternity Headquarters. On the other hand, when the chapter hires a caterer, hotel, bus company, etc., the chapter should always require a certificate of insurance from the hired party.

Additional Insureds — Another risk management method to pursue, particularly when organizing an event for charity, involves having your chapter being named as an additional insured under the charity’s liability policy. As a result, your chapter will be protected under the charity’s insurance contract for a specific event. Phi Psi also can add additional insureds to our policy, for specific events. Those requests need to be made in writing at least two weeks in advance to the Fraternity Headquarters. There is no cost for this service.

Contracts — Contracts and agreements should be limited to those directly related to events and directly under the jurisdiction or control of the chapter. To control the number and types of contracts required to support a planned event, the responsibility for reviewing draft contracts should be assigned to the Alumni Corporation and/or legal advisor. All contracts should be carefully reviewed by an attorney prior to signing—no exceptions. Contact the Fraternity Headquarters if you have any questions.

If the chapter does not currently have legal counsel, consider the following options:  An attorney who is an alumnus of the Fraternity  An attorney who is a personal friend of an alumnus advisor or corporation member  An attorney who is the parent of one of your undergraduate members  Campus or community legal services

Leased facility and equipment inspection Prior to leasing, renting, or borrowing any facility for a chapter event, an inspection of the facility should be made by the chapter’s officers and advisors. Conditions that are hazardous to spectators, guest or other participants should be identified and corrected by the owners. The community’s local fire codes also must be known and observed, particularly for the number of guests allowed in the facility, which must not be exceeded. Remember...

DO NOT CONTRACT WITH A THIRD PARTY FOR USE OF AN UNSAFE FACILITY!

The liability for injuries to guests and members can be transferred to the event sponsor (Phi Psi) as a result of the use of contracts that accepted the property in an “as is” condition. Remember to always have legal counsel review contracts before they are signed.

Some examples of liability losses connected to unsafe leased facilities and/or equipment:  fires or fireworks  bleachers  sidewalks  ice rink surfaces  electrical equipment  carnival rides  diving boards at leased pools

Hold harmless agreements, liability waivers and informed consent forms The involvement of third parties (anyone providing you with a facility or services) will, in some cases, require the chapter to provide some form of Indemnity Agreement or Certificate of Insurance to the third party. An indemnity or hold harmless agreement indicates that the chapter indemnifies the third party (i.e. the chapter will not transfer liability for a claim against them, to the third party—sometimes even in the event of the third party’s negligence). The chapter should never sign a contract with a hold harmless clause or indemnity agreement without the advice of legal counsel.

Liability waivers are documents where one party forfeits their rights or privileges in a lease, contract or civil law (i.e. you may sign a waiver to participate in intramural sports, which forfeits your rights to sue the university if you are injured). This type of agreement is losing

36 favor in legal circles, as individuals cannot sign away their rights, nor can it always be proven that the participants were properly informed of risks before signing.

Informed consent forms, on the other hand, are documents that clearly outline the type of event and activity involved, the risks that are present, perhaps some injuries that are possible and the recognition that the chapter has done all that is reasonable to minimize risks. It also declares that the participant is in good health, has no special medical conditions and that he or she freely agrees to participate in the event, having been informed of the potential for accident or injury. These documents are rapidly replacing liability waivers and are far more persuasive in court.

A special note on injuries Phi Kappa Psi provides no form of medical coverage for any chapters, their members, pledges, alumni, friends or guests. When planning events where participants may exert themselves, or where there is the possibility of injury, the chapter should make clear that they hold no medical coverage and ensure that participants have medical coverage through the university or their parents’ health or medical policy.

Single event guidelines There may be occasions where chapters wish to sponsor or co-sponsor events that present risks outside the regular scope of chapter activities. Such events as boxing tournaments, skeet shooting, water or snow skiing, etc. present unique risks of accident or injury. If these events are planned and managed safely, single event coverage may be provided for that specific event, on specific dates, for an additional premium. This premium would extend the normal insurance coverage to your special event, for that one date. Contact the Fraternity Headquarters for more information.

Off-campus or “unofficial” chapter events Each year, there are no doubt events, held away from chapter houses or off campus, which are designed to circumvent the spirit of the Fraternity’s risk management policies. Most of these events occur in the private homes or apartments of members or alumni—perhaps even at the residences of non-members. Chapters often mistakenly assume these events are “unofficial” because they are not at the chapter house.

It should be understood that liability is not removed simply because chapter members are off- campus. If it were, we could have instructed all chapters to have all activities off-campus and ended our liability program. The truth is that courts have held that when a significant number of members are gathered, their gathering might be interpreted as chapter related, especially where it can be shown that the chapter could derive some benefit (rush, social, campus image, etc.) from the event.

Further, the idea that members cannot be held responsible for events at their residences is a myth— it simply isn’t true. Many states have laws that hold the hosts of social events 37 responsible for serving alcohol to minors or for accidents or injuries that may occur as a result of the event. In addition, the member’s parents may be held liable for the activities of their son if he hosts a party at their home and someone gets hurt.

Chapters have been increasingly asked to assume responsibility for events and activities that involve their members. Thus, you should have an interest that all activities which involve a significant number of members, or which might reasonably be associated with or to the chapter, are both safe and legal. In addition, you should ensure that members are educated on the policies of the Fraternity and on the implications their actions may have on the chapter. In this way, we all work to decrease the chance for negative publicity or losses.

All questions regarding insurance coverage should be directed to the Phi Kappa Psi Fraternity, 5395 Emerson Way, Indianapolis, IN 46226. Telephone (317) 632–1852.

Housing

Phi Kappa Psi alumni corporations lease or own more than $65,000,000 in properties nationwide. As these properties grow older and health and safety codes become more demanding, the task of protecting these assets and the safety of our members and guests becomes more challenging. A consistent program of property management and maintenance is important to the success and growth of any chapter.

Phi Kappa Psi’s Constitution, Bylaws and Rules require all chapters to have a legal alumni corporation. However, the Executive Council and Fraternity staff realizes that alumni corporations are locally controlled entities. As a result, the national organization cannot involve itself in the daily operations of the corporation. In addition to the “Property Inspection Forms” and other guidelines that follow, the Fraternity staff is helping chapters and corporations by offering training for advisors, corporation officers and chapters and with the management of a nationwide property insurance program. In addition, Educational Leadership Consultants visit chapters annually to offer advice and recommendations for a stronger organization. A portion of that visit includes a minimal evaluation of the property.

Each chapter and corporation should develop procedures for detecting, reporting and correcting fire and life safety hazards. This is the primary purpose of the forms and guidelines that follow. Although the Fraternity cannot force a corporation to conduct inspections or to comply with other recommendations contained in this guide, there is strong encouragement for voluntary compliance for the well-being of the members using the properties.

Property Inspections Inspections should be done at least annually by chapter officers and alumni corporation representatives to determine any unsafe conditions and discuss appropriate actions to remedy them. Most campuses and communities require such inspections and will have contacts for the fire and health departments who can assist.

Procedure  Walk through the property with a checklist and note pad; note all deficiencies found  Discuss deficiencies and make appropriate recommendations for corrections  Develop final report and circulate it to chapter, advisors and corporation officers  Budget money for necessary work to be done  Correct deficiencies as soon as possible, but take appropriate interim action to prevent an accident from occurring  Strive to eliminate basic reasons for the hazard, not just a one-time correction

Who to involve  Assign people who are familiar with the property 39

 Involve corporation members and appropriate chapter members  Hire professional help, if necessary  Consult local fire department officials for assistance

A “Property Self–Inspection Guide” is included in the resource section. Also, if preferred, the Fraternity can request a professional inspection from our insurer. The cost for this service is usually $200 to $500 (dependent upon square footage of property).

Fire Awareness & Prevention A survey of 260 chapter house fires showed that careless smoking and match disposal, misuse of electricity by overloading outlets, use of inadequate extension cords and defective heating devices were the principle causes of fires. All can be eliminated with proper emphasis by alumni and chapter leaders.

Alumni corporations should discuss, as a group, fire awareness and prevention. A few suggestions:  Devote an entire meeting to fire safety in the chapter house. Have a local fire department official as a guest speaker. Dedicate the chapter toward a fire safety program, even though it may involve some effort, sacrifice and expense.  Designate a member, perhaps the house manager, to coordinate fire safety. Give him the power to act and to enforce fire safety measures.  Require, as a matter of chapter policy, that members support the fire safety program.  Have the house manager inspect the house, individual rooms, alarm systems and fire extinguishers at regular intervals.  Correct any fire hazards as soon as possible after they are recognized.  Encourage your IFC to begin regular workshops on fire prevention for all fraternities.

Key Elements of a Fire Safety Program Most chapter house fires can be prevented through proper care and maintenance. The time involved cannot compare to the assurance that comes from taking precautions to safeguard the lives of our members and the integrity of the chapter house.  Develop a prearranged emergency plan of action, in case of fire.  Hold unannounced fire drills to evacuate the house (the most effective are held at night or early morning).  All chapter houses should keep emergency exits, fire escapes and fire doors clear and ready for emergencies.  New chapter houses should be built well above fire codes.  Chapter house remodeling plans should always be reviewed by local authorities to make certain they are in compliance with building and fire codes.  Do not permit any fire door to be propped or wedged open.

 Fire extinguishers of the correct type and size should be placed on every floor and remain in place. Members should be familiar with effective methods of operation and regular inspections and drills should take place.  Smoke detectors should be strategically placed around the house. Hard-wired systems are preferred. Otherwise, batteries should be changed annually.  Stiff fines ($200 is not excessive) should be enforced for disarming alarms or discharging extinguishers in non-emergency situations.  Party decorations should be nonflammable and should never block exits. Clean up and remove party decorations immediately after the party. Check for cigarette butts behind and in couches and chairs to avoid fires.  Clearly post the number of the fire department by each telephone in the chapter house. Always call the fire department after discovering a fire.  Review your chapter’s property insurance coverage to ensure appropriate levels for replacement value of the property.

Emergency Evacuation Procedures Each alumni corporation and chapter is encouraged to develop an emergency evacuation plan suited for the location of the chapter house. These plans save lives. Emergency plans minimize losses by preventing injuries and saving lives, reducing property damage and providing for quick resumption of chapter operations.

 Recognize that if there is an emergency, a plan of action should be in place to evacuate the premises and account for all individuals.  Prepare an evacuation handout for your chapter and distribute it at a chapter meeting once each term. Discuss it!  Discuss location of equipment such as fire alarms, extinguishers, smoke detectors, etc.  Devise a “buddy system” to account for members and an individual to account for all.  Regroup outside in a prearranged area to make accounting for individuals easier.  Discuss who is in charge and what they are to do about calling for help.  Post emergency phone numbers and names of people to contact.  Have everyone stay in the vicinity. One person, preferably the chapter GP, should meet with emergency personnel.  Determine who will allow people to return to the house and when.  Post plans and diagrams of your evacuation procedures on the inside of residence room doors, in fire exits and other conspicuous locations.  Maintain a well-supplied first aid kit.

Concerns for the Chapter House During Summer and Vacations

Considerations  The Fraternity’s liability insurance does not cover non-members. If you lease to non- student summer boarders or groups, it is prudent, and may be necessary, to secure tenant liability coverage.  Summer rents that you collect from non-member boarders should be reported to the IRS as non-member income.

Guidelines during times of non-occupancy  Contact city or campus police to let them know when the house will be vacant. Request routine patrols to observe the premises for potential break-ins or vandalism. Provide authorities with a contact name and phone to be called in case of problems.  If your house has an alarm system, have someone from the alarm company inspect the system prior to closing and let the company know the dates the house will be vacant.  Remove all valuables from the property. Do not allow anyone to store their personal contents in the building (remember, your property coverage does not insure personal property). Have the building cleaned and have all trash removed.  Secure all exterior doors and windows. Deadbolt locks on doors offer the greatest degree of protection. Window locks, or drilling windows and sliding ten-penny nails into the hole will also discourage illegal entry. Consider leaving all interior doors open: a locked door to a room connotes something of value on the other side. Should the building need to be searched, a locked door slows the process.  Make prior arrangements to ensure the yard is well maintained. Bushes and shrubs should be properly trimmed so windows are visible. Have an alumnus check on the property regularly.  Assure that exterior lighting is adequate. Lights with automatic timers are a good way to deter trespassers.  Discontinue or cut off all nonessential utilities and services; e.g.: newspapers, mail, telephone and especially water during winter months. Accumulation of mail and papers indicate the house is not being occupied or maintained, gas and water lines can rupture and cause a great deal of damage.  Follow all procedures of the Alumni Corporation regarding turning in of keys, key cards, removing personal goods and proper clean up.

All questions regarding insurance coverage should be directed to the Phi Kappa Psi Fraternity, 5395 Emerson Way, Indianapolis, IN 46226. Telephone (317) 632–1852.

New Member Education

The Myths of Hazing  Hazing builds unity...but, then again, so do most prisons. The truth is hazing alienates the Fraternity’s newest members from the initiated chapter and causes hatreds and divisions among the brothers. The success or failure of the chapter will come from your ability to work together as a chapter, not a bunch of pledge classes all bickering between one another.  Hazing motivates pledges. To do what? Hate their brothers, break the law and jeopardize the future of the chapter? If hazing is the means by which a chapter motivates a pledge class, the chapter needs to reevaluate its mission and goals.  We’ve always done it this way. An excuse used by backward–thinking men throughout time to defend their doing nothing. Legislatures and universities are mandating change and we must respond. Like the corporate world; groups that don’t embrace change die.  We only haze a little bit or We haze much less than other chapters. If you haze, you haze— the fact that you’re not the worst hazers doesn’t make it less a violation. Any hazing is unacceptable and a violation of the ideals within our Ritual. In most states, it’s also a violation of the law.  I had to go through it. The sins of the past do not justify the actions of the present. The Marines, the service academies, major college athletic teams, etc. are all working to abolish the hazing of new recruits. The interfraternity world can do no less.  We will have less qualified members if we abolish hazing. No! Members who have never been hazed will be better brothers. Chapters that do not haze prove this fact with each successive pledge class.  The pledges have to learn to respect the members. Agreed... but that respect must be earned through actions which benefit and lead to the success of the chapter. You can’t force respect out of someone through intimidation, harassment or embarrassment.

The Facts  Hazing hinders scholastic achievement, lessens self-esteem and causes emotional strain.  Hazing increases the likelihood of bodily injury and death.  Hazing can land you in jail. It’s against the law in many states.  Hazing threatens your membership, your diploma and your chapter’s charter.  Hazing increases the chance that you (personally) and your chapter will be sued.  Hazing could eliminate your insurance coverage. No liability insurance policy will cover an intentional and/or illegal act.

Every year hazing injures or kills students on college campuses. Dozens of students, including whole pledge classes, walk away from pledge programs because of the abuse. Thousands of men won’t even consider fraternity membership because of the horror stories they’ve heard or the incidents they’ve seen. Hazing is a blight on the name of all fraternities and makes us weak and 43 defensive. Only when hazing has been totally eliminated will we find ourselves once again attracting the best and brightest among students at all campuses.

Phi Kappa Psi’s Six-Week Fraternity Education Program In the summer of 1996, the Grand Arch Council approved an earlier decision by the Executive Council to adopt a maximum six-week pledge education program for the Fraternity. This presents a new challenge and opportunity for chapters. The challenge is in implementing a new pledge education program at your campus. The opportunity comes from providing a quality educational experience to your pledges; one during which they learn the skills and information they will need to become leaders in your chapter. This is the primary role of any pledge education program.

The approved six-week program should be implemented at every chapter. Those who have already implemented the program are finding excellent benefits including greater interest from men who would not normally have considered membership, higher grades for both pledges and members, more time to focus on making the chapter better (since the entire term is no longer consumed by pledge activities) and the ability for pledges with talent to be more quickly involved in helping run the chapter.

The six-week program is working and chapters are reporting positive results...  more men are interested in joining than previously, because they will have time for both school and Fraternity membership;  there is an advantage in recruitment over other chapters on campus who have long or abusive pledging programs;  more men are continuing on to initiation, rather than de-pledging because of excessive demands of their time;  grades are higher for both pledges and members, because the program is over more quickly, allowing all men to put more time and effort into their studies;  chapter events and activities are more successful, with new members getting involved more quickly on committees and in chapter business;  membership can be increased more quickly with three or more pledge classes in a year, rather than one or two;  men who weren’t ready to think about fraternities when they first arrived, are ready six to eight weeks later when most fraternity pledge classes are closed or formal “rush” is over.

At a time when many of our chapters are struggling to recruit the numbers needed to be successful, this program proves it can help address the problems of lower membership and grades nationwide. More scholars and campus leaders are now interested in what Phi Kappa Psi has to offer and that can only strengthen our chapters. Further, you’ll see a change in member attitude when they realize they can spend the term on other things besides just focusing on the pledges and their program.

There is a process for requesting changes and modifications, but until a chapter makes a formal request for change, it is expected to conform fully to the approved six-week program. The program and an explanation of the process for requesting changes are mailed to chapters each term and are available at Phi Psi’s Web site or by request from the Headquarters. The program packet includes the program outline, a meeting preparation list for the Fraternity Educator, the weekly quizzes and answer keys and the handouts and resources used in the program.

Chapters who have not implemented the Fraternity’s Six-Week Pledge Education Program should contact the Fraternity Headquarters for program materials and assistance.

Sexual Assault Sexual assault refers to violations of the rights or privacy of others involving sexual activity, forced or coerced, by one or more persons to another. It’s varieties are known by many names — date rape, acquaintance rape, gang rape, intimidation, etc. Whatever it’s called, it’s not related to sex... it’s related to violence. Each year, hundreds of men and women are victims of some form or another of sexual assault.

Phi Kappa Psi has a strict policy regarding sexual assault. Any type of improper sexual conduct is against the ideals of gentlemen and the precepts of our Ritual to which we have taken an oath and by which we aspire to live. This policy has been in force for years:

The Fraternity will not condone any form of sexually abusive behavior on the part of its members, whether physical, mental, or emotional. This is to include any actions that are demeaning to women including, but not limited to, date rape, gang rape, or verbal harassment.

The Myths about Rape There are lies that surround rape. For some reason, people continue to believe that women provoke attacks, or they believe that rapists are all sexually deranged and not from the mainstream of society. Neither of these is true. If you believe any of the stereotypical images surrounding rape, you’ve run into the number one obstacle facing education on rape: the myth. Only by dispelling the myths can we really begin to understand the trauma experienced by the victim of sexual assault and only by dealing with it on realistic terms can prevention take place.

The number one myth about rape is that it only occurs between strangers. While this does happen, the majority of rapes are given the name “acquaintance rape,” meaning that the victims knew their assailants. In fact, one report states that about 60 percent of victims know their assailants. On the college campus, the number may be as high as 85 percent. Acquaintance rapes are frequently premeditated and as violent as stranger rapes.

The Reality Acquaintance rape is forced sexual intercourse between people who know each other. It is the number one type of sexual assault committed on the college campus. Here are some facts about acquaintance rape, provided by the University of Minnesota Sexual Violence Program:

The victims...  can be any woman or man  may feel betrayed, enraged, ashamed, frightened, guilty  may feel a loss of control over their lives  may blame themselves  may have their judgment questions by themselves and others 46

 may be disbelieved by friends, family or the police

The rapists...  are not particularly different from “normal” men  tend to subscribe to traditional male roles and values  have a mean age of 20.3 years old for college rapes  beat or threaten victims with injury 15-20% of the time  Physically overpower or restrain victims 80-85% of the time  gain trust through a social situation or prior relationship  may be a victim’s... • boyfriend • classmate • teacher • family member • date • doctor • neighbor • friend • employer • any other acquaintance  methods of force may include • threats • physical restraint • economic coercion • beating • emotional coercion • use of a weapon

Occurrence Rate A 1985 Kent State survey of over 7,000 students on 35 campuses revealed the following:  52% of women surveyed had experienced sexual victimization  1 in 8 were the victims of rape; 24% were victims of attempted rape  1 in 12 men admitted to having fulfilled the definition of rape or attempted rape. None, however, considered himself a rapist.

Alcohol and Sexual Assault As with so many problems on college campuses, alcohol plays a prevalent role in sexual assaults. Many campus rapes involve alcohol or, in some cases, drugs. One report estimates that 50% of the women who fall victim to rape attempts and 75% of their attackers have been drinking prior to the incidents. Of sexual abuse cases that have been brought against fraternities, 97% involved alcohol. The Santa Monica Rape Treatment Center puts forth the following statements to consider with regard to alcohol and drugs and their role in sexual assault:

“Being drunk or high makes it more difficult for women to be clear in stating their limits and to sense when they may be at risk. Being intoxicated makes it harder for men to listen carefully to their partners. If a woman is drunk, there is still no excuse for a man to use force, threats or fear. When a woman is drunk, that does not mean she is willing to have intercourse. Being drunk oneself is not an excuse for using force—it does not diminish personal responsibility for violent behavior in either a criminal court or a college disciplinary hearing” (From “Discussion Guide for the film ‘Campus Rape,’” from the Santa Monica Hospital Rape Treatment Center).

In short, drinking is no excuse. Being drunk cannot be used as a defense in a criminal or civil suit. In addition, criminal law doesn’t distinguish between stranger and acquaintance rape. Forced sexual intercourse of any kind, drunk or sober, friend or stranger, is defined as rape and can be punished by various types of penalties, including imprisonment and expulsion from school.

Real Men Don’t Rape (From an Association of American Colleges article, Hughes & Sandler)  It is never okay to force yourself on a woman, even if: • she teases you • dresses provocatively or leads you on • she says “no” and you think she means “yes” • you’ve had sex with her before • you’ve paid for her dinner or given her gifts • you think women want to be persuaded or forced  Do not assume you know what your partner wants; check out your assumptions.  Be sensitive to women who are unsure whether or not they want to have sex. If you put pressure on them, you may be forcing them.  Stay in touch with your sexual desires. Ask yourself if you are really hearing what she wants. Don’t let your desires control your actions.  Tell her your sexual desires honestly and as early as possible.  Your desires may be beyond your control, but your actions are within your control; sexual excitement does not justify force.  Do not assume her desire for affection is the same as a desire for intercourse.  Not having sex or not “scoring” does not mean you are not a “real man.” It’s okay not to “score.”  A woman who turns you down for sex is not necessarily rejecting you as a person; she is expressing her decision not to participate in a single act at that time.  Be aware that a man’s size and physical presence can be intimidating to a woman. Many victims report that fear based on those factors was the reason they did not fight back.

Communication: A Key to Prevention The Santa Monica Hospital Rape Treatment Center says that “probably the single most valuable weapon against date rape is clear communication.” Clear communication means that you let the other person know, as simply and directly as possible, how you feel, what you want and what you do not want to happen.

Just as important is how well you listen... if you suspect the other person is not being direct—is saying one thing, but really means something else—ask for a straight answer. If how a person says something is not consistent with what is said, stop and ask what is really meant. A good response in this kind of situation is to tell the other person, “Look, I’m a little confused. You’re

48 saying no, but you’re giggling and not looking at me. I don’t know if you really mean what you’re saying.” On a date, when neither the guy nor the girl stop to check out whether they know what the other person is feeling, the situation may get quickly out of hand. Communicating clearly can prevent dangerous misunderstandings (From “How It Happens,” the Santa Monica Hospital Rape Treatment Center).

All questions regarding insurance coverage should be directed to the Phi Kappa Psi Fraternity, 5395 Emerson Way, Indianapolis, IN 46226. Telephone (317) 632–1852.

Chapter Resources The following is a list of resources that can help chapters to educate their members on issues of risk management. An asterisk indicates that the resource is available from the Fraternity Headquarters.

Risk Management & Legal Liability  Local attorneys/alumni  Campus student legal services department  Greek Advisor or Dean of Students Office  Fraternity Staff *  “Risky Business” (video), produced by Phi Kappa Psi—video designed to introduce the subject of risk management  Phi Kappa Psi Insurance & Risk Management Guide *  the Sentry—periodic risk management newsletter produced by Phi Kappa Psi *  Fraternal Law *

Alcohol, Substance Abuse & Social Programming  National Interfraternity Conference (NIC)—3901 W. 86th St. #280; Indianapolis, IN 46268 (317) 872–1112. • “Our Chapter, Our Choice” (video) • IFC Alcohol Education Manual • Theme Party Kits #1, #2 & #3 • FIPG Risk Management Manual • BYOB Resource Guide • BYOB (video)  Campus student counseling centers  Chemical Abuse Through Preservation of Peers—Coffman Union; University of Minnesota; Minneapolis, MN 55455. (612) 986-4433  Channing L. Bete Co. (publications)—State Rd.; South Deerfield, MA 01373-0200  BACCHUS—S. Colorado Blvd. #504; Denver, CO 80222  Profile of a Safe Party*

New Member Education  Phi Kappa Psi Fraternity Pledge Education Program & Resources *  The Manual of the Phi Kappa Psi Fraternity *  “Hazing on Trial” (video)*  The Case of Gamma Nu Pi” (video), produced by Alpha Tau Omega  “Liability and Risk Management” (video), produced by Sigma Phi Epsilon  “The Crime of Hazing” (video), produced by Kappa Sigma

 “Hazing: A Greek Tragedy” (video)—Eileen Stevens, founder of Committee to Halt Useless Campus Killings (C.H.U.C.K.)  Brotherhood Building, 1st & 2nd edition. NIC  “Hazing Lies” (video), produced by Phi Kappa Tau

Sexual Assault & Gender Issues “Campus Rape” (video), produced by the Santa Monica Hospital Rape Treatment Center “You’re Not Immune” (video), produced by Kappa Alpha Theta “AIDS: A Decision for Life” (video), produced by Health Visions “Fraternity Men on Date Rape: A Candid Conversation” (video), produced by NIC “Greeks and AIDS: What We Need to Know” (video), funded by Kappa Delta Rho

All questions regarding insurance coverage should be directed to the Phi Kappa Psi Fraternity, 5395 Emerson Way, Indianapolis, IN 46226. Telephone (317) 632–1852.

Incident Response and Crisis Management The focus on risk management within Phi Kappa Psi seeks to minimize the chance that incidents or crises will occur. The insurance program exists to respond when unforeseen incidents occur, despite our risk management efforts. We know accidents will happen... it’s a fact of life. When they do, the chapter should respond quickly and decisively to decrease the chance for greater damages. Each member of the Fraternity should know his responsibilities in the case a problem occurs. Examples of situations that fraternity chapters have faced in recent years are:

 Member(s) arrested for selling drugs  Pledge(s) hospitalized after a hazing incident  Allegations of sexual assault  Fire destroying a chapter house  Fights leading to riots between two fraternities  The firing of firearms at the chapter house  Member(s) dying due to drunken driving

As a planning step, the chapter should invite a representative from the college or university public relations staff to conduct an educational session for the chapter. The program should include discussions of crisis and media management as well as good public relations. This will provide a foundation for effective response.

Procedure for Reporting Claims and Accidents Prompt reporting often prevents minor incidents from developing into major problems and helps to ensure that we are able to properly defend the chapter if lawsuits result. Because of this, it is important to remind all chapter members and alumni volunteers about claims reporting procedures.

Any incident which involves injury to a member or guest, including fires, sexual assault, motor vehicle or athletic accidents, slips, falls and fights, on chapter property, during chapter events, or as a result of a chapter event or activity, or damages to chapter housing or property, should be reported. For the purposes of this document, the term incident will be used to refer to all such occurrences.

If the incident involves any serious bodily injury, make sure that the individual/s receive the appropriate emergency attention immediately. In these cases, emergency agencies (fire, medical or police) should be the very first to be notified. Once any injured parties are taken care of, please follow these instructions:

To report an incident or potential insurance claim, please notify the following persons:  Your Chapter Advisor and House Corporation President  Appropriate campus authorities; i.e. Fraternity Advisor or Dean of Students  Phi Kappa Psi Fraternity • 5395 Emerson Way, Indianapolis, IN 46226. Telephone (317) 632–1852.

1. Do not acknowledge responsibility or admit liability in any incident. Only the insurance company has the right to accept responsibility, or agree to make any payment or repair any damage. 2. While on the scene of an incident, get the names, addresses and phone numbers of all parties involved, as well as any witnesses. 3. It is necessary to submit a written summary within 48 hours of the incident. Summary forms are available from the Fraternity Headquarters by mail or fax, and from the Web site.

Specifically, the summary should include: a) the names of all individuals involved or on the scene of the incident b) the phone numbers and addresses of those individuals c) the exact location of the incident d) an in-depth description of circumstances leading up to the incident, including time of day, whether or not alcohol was involved, whether or not this was during an official activity of the chapter, etc. e) what follow-up action was taken after the incident; was anyone transported to a hospital for medical treatment? Was a police report made? Were there any arrests?

In addition to the summary, you should attempt to get a copy of any emergency report filed by police, EMS or the fire department. This can be forwarded to the Fraternity headquarters after the initial incident report. These items make it much easier to respond to emergencies and protect chapters from frivolous lawsuits.

Note: The Fraternity’s insurance coverage does not make reimbursement for personal medical expenses, therefore members shall not, except at their own expense, voluntarily make any payment, assume any obligation, nor incur any expense at the time of any incident.

It is recommended that, where there will be some risk of physical injury (such as philanthropies which involve athletic competition, cart, bike, or tricycle races, intramural activities, etc.), you require all participants to be insured through personal or university health insurance policies and that they are fully informed of the potential risks of the activity. An informed consent form should be used to document health coverage and an agreement to assume the risks of participation.

Responding To A Specific Crisis Initial steps 1. The chapter President should take charge in every emergency situation. If he is not available, the next ranking officer on the scene should take charge. 2. The chapter President’s first call should be to emergency officials, if necessary—911 in most communities. Make certain emergency phone numbers are located near each telephone in the house. 3. Notify the chapter advisor of the events as soon as possible. Also, as soon as practicable, report the incident to the Fraternity Headquarters. Seek the experience of Phi Psi’s professional staff in managing the remainder of the crisis period.

4. Close the chapter house at once. Permit only members and appropriate officials to remain at the house or on the premises. 5. In case of fire, have a predesignated meeting place away from the building. Take a head count and report any missing members to fire officials at once. 6. The GP should gather the facts of the incident as soon as possible. Never speculate or engage in rumor-mongering. 7. Also, as soon as it is practical, assemble the chapter members. Remind them to: a) stay calm and follow all instructions b) not make statements outside the chapter—with the exception of emergency officials c) not speculate or spread rumors d) be aware that the GP is the chapter’s sole spokesperson and he will keep them apprised of all developments e) do not admit fault or liability for the incident without the advice of an attorney

Subsequent steps 1. Notify campus officials: the greek advisor or the dean of students 2. Complete an incident report form and forward it to the Fraternity Headquarters. 3. Work with the Fraternity staff, campus officials and local alumni to manage the remainder of the crisis period.

Working With the Media 1. As soon as practicable, prepare a statement to be released to the press. This statement should be developed with the input of alumni and campus advisors as well as the Fraternity staff. 2. Instead of “no comment,” try an initial statement such as: “ We can confirm that (describe incident briefly) occurred on (day) at (time) at (location). We will do all we can to provide information as it becomes available. Currently we are working with the authorities. Subsequent comments will be made when we are certain of all the facts. In the interim, feel free to call me or give us your name and phone number. We will forward information as soon as we have more details.” 3. Consider holding a press briefing away from the chapter house. Of course, you should involve your alumni advisors, Fraternity staff and campus Greek advisor. 4. Establish a distribution list for one-page updates or releases—alumni, other campus Greek groups, local media, Fraternity Headquarters, etc. 5. Other considerations— a) Again, have one designated spokesman. Introduce this person to the media and refer all phone calls to the spokesman b) Do not release any names until an alumnus advisor or the Fraternity staff believes the timing to be appropriate c) Seek the advice of the campus public relations staff d) Update the media consistently, yet, only when there is something to say e) Keep the chapter house exterior neat and clean, in case photos or videos are shot of the front of the house

54 f) Try to address all the media—Print: newspapers or newsletters (campus, city daily, wire services, neighborhood weekly, Greek system); Electronic: television, radio, campus or national computer networks (campus-based computer networks get very busy after an incident and are sometimes monitored by news services)

Summary  Make sure chapter officers are ready to handle a crisis before it occurs.  The President, or highest ranking officer if he is not available, should take charge of the immediate situation.  Alert emergency officials, alumni advisors, the Fraternity Headquarters and campus officials in sequence.  Remember to stay calm, protect the health and safety of all members and guests.  The President should be the sole spokesman for the chapter. In turn, he should consult with alumni and Fraternity staff.  Express and convey sympathy; however, never admit liability or fault. Seek the advice of the Fraternity staff and university.

A special note: In the unfortunate circumstance of the death of a chapter member, chapters should not make the first contact with parents. University counselors and representatives of the Dean of Students office are trained to make these calls—never assume that you can do this as capably. Once university officials have made the initial contacts, it may then be appropriate for chapter members to offer their sympathies. This is a very sensitive time, so seek advice and work closely with your alumni advisors.

Housing Corporation/Tenant Lease:

House Occupancy Limits and Recent Construction

First Floor Living Room – 16 Persons

Middle First Floor Living Room – 24 Persons

Back Dining room – 21 Persons

Basement Dining room – 13 Persons

Basement Game room – 17 Persons

New York Kappa House Corporation Review of completed and planned renovations and improvements

The New York Kappa Chapter house, located at 56 Maple St., has gone through many changes in the past year. The biggest improvement to our property was a repainting of the entire house, which appears much brighter then the previously faded and deteriorated exterior. Inside, we have had our old water heater replaced, water damage remedied, and expansion of the laundry room.

Moving forward, the board is looking into new surfacing for the living room and having an independent energy audit performed to determine what can be done to improve the energy efficiency of the house, whether it is installing new insulated windows or replacing our florescent light bulbs with CFL's.

In conclusion, the board is focused on making our house more "green friendly", while continuing to improve aesthetically.

Official By-Laws New York Kappa Chapter of the Phi Kappa Psi Fraternity Last Updated: 04/04/2013

Article I. Meetings

Section I. Regular

Clause I. Regular meetings shall be held weekly on Sundays, or as the GP deems sufficient, subject to a vote of the chapter.

Clause II. The BG shall keep record of chapter attendance. Brothers shall have no more than two unexcused absences for Chapter meetings per semester.

Clause III. For every chapter meeting and committee meeting a Brother does not attend, he will receive the appropriate fine and penalty as per Article V, Section VII.

a. Each unexcused absence will result in the penalty as per Article V, Section VII. b. Privileges will be reinstated as defined in these bylaws. Two unexcused lateness’s or early dismissals will count as one missed meeting. c. The validity of the lateness/dismissal and/or absence shall be determined by the BG and GP. Should either of those officers be late, leave early or absent, the VGP shall serve as the deciding factor of the legitimacy of the excuse.

Section II. Special

Clause I. Special meetings shall be called by the GP or VGP and held upon notice required by the Fraternity by-laws, or any other matter they deem sufficient.

Section III. Order of Business

Clause I. The order of business at an official chapter meeting shall be as follows: 1. Opening ceremony 2. Roll call 3. Words from the Chaplain 4. Approval of the minutes 5. Old Business 6. New Business 58

7. Reports of officers 8. Report of the Inter Greek Council Representative 9. Reports of committees a. Discussion limited to 5 minutes per committee, unless the chair sees that discussion is fit to exceed 5 minutes. 10. Announcements 11. Closing ceremony

Clause II. The GP or VGP shall determine the order of business for any special meeting before the meeting is called to order.

Section IV. Quorum

Clause I. Three-fifths of all active brothers shall constitute a quorum, in the absence of which no business shall be transacted.

Article II. Elections

Section I. Members

Clause I. Members may be elected at any regular or special meeting, and unanimous vote is needed for initiation into the Fraternity.

Clause II. No candidate shall be eligible for initiation or to hold office until he shall have met the requirements of the by-laws of the Fraternity, paid all debts owed to the Fraternity in full, and met the scholastic requirements of the College.

Clause III. No candidate shall be eligible to receive a bid to pledge the fraternity if the candidate does not sign a judicial background check document.

Clause IV. In order to receive a Bid to pledge the Fraternity, 2/3 of those in attendance at the meeting at which voting occurs must approve said candidate.

Clause V. Members are only eligible to run for elected or appointed positions if they hold a minimum 2.5 GPA the semester before elections are being held.

Section II. Officers

Clause I. During the election process, the chapter shall start with the highest vacant position, as given in the order of Article III. Each brother running for a particular office will be given time to speak to the chapter regarding their candidacy, capped at 5 minutes. After all have spoken, the body will hold discussion, and will determine questions to ask the candidates. Further discussion will be up to the discretion of the chair.

Clause II. The SG, BG,Hod, Phu, and Hi will be elected semi-annually by a majority vote. Nominations and elections will be held before the end of every semester according to the limits set in the By-laws

Clause III. The GP, VGP, P, and AG shall be elected annually by majority vote and not otherwise before the end of the fall semester, according to the limits set in the By- laws.

Section III. Elected Chairmen

Clause I. The Inter-Greek Council Representatives shall be elected semi-annually by majority vote before the end of the semester, according to the limits set in the By- laws

Clause II. The Chapter may choose to vote for any appointed positions purely as a recommendation to the GP and VGP for appointment.

Clause III. The House Manager will be elected annually by majority vote before the end of the spring semester, according to the limits set in the By-laws

Section IV. Vacancies

Clause I. Whenever permanent vacancy(s) shall occur in any office, it shall be filled on an interim basis appointed by the highest-ranking officer as stated in the By-laws. A permanent officer will be voted upon at the next official chapter meeting.

Section V. Delegates to Events

Clause I. Delegates to events shall be elected prior to the event convening by majority vote as stated in our By-laws.

Clause II. At the regular meeting immediately following any event, the official delegate must submit to the chapter his report to such event for criticism and approval.

Section VI. Installation

Clause I. Officers and other elected positions shall be installed at the 2nd last meeting of the chapter of the semester in which they are elected.

Section VII. Limitations on Position

Clause I. No member shall simultaneously serve in more than one of the following nine positions: GP, VGP, AG, BG, P, SG, Hod, Phu, and Hi.

a) GP, VGP, AG, P may not serve as New Member Educators simultaneously.

Section VIII. Nominations

Clause I. When a brother is nominated for an elected office, the nominating brother must state a legitimate reason for the nomination. The nominating brother may speak for up to one minute.

Article III. Officers and Elected Chairmen

Section I. GP

Clause I. The GP shall be the presiding officer of the Chapter, and shall have the powers and duties usually appertaining to that office. He shall be an Ex-Officio member of all standing committees, except for the Grievance Committee.

Clause II. He shall have the option of immediately certifying, subject to the later approval of the Grievance Committee, the name and penalty or fine imposed upon any member who unequivocally disregards appropriate brotherly conduct or behaves in an egregiously inappropriate manner during Chapter meetings.

Clause III. GP Discretionary Clause- In the event that the brother is continually disruptive in chapter meeting, the GP has the discretion to remove that brother from the meeting. He will be charged with a full absence for that chapter meeting and any other consequences set forth by the membership section of these Bylaws.

Section II. VGP

Clause I. The VGP shall perform the duties of the GP in his absence or inability to act.

Clause II. He shall administer all chapter oaths, except at trials conducted by the chapter.

Clause III. He shall chair the meetings of the Governing Committee and serve on no other committee. 61

Clause IV. He, in conjunction with the GP, shall appoint all committee chairs and the two New Member Educators.

Section III. P

Clause I. The P shall be the financial officer of the chapter. He shall deposit all chapter funds, immediately upon their receipt by him, in the bank to be designated by the chapter, in an account in the name of the chapter.

Clause II. He shall take vouchers for all payments.

Clause III. He shall keep a receipt book, from which he shall give a receipt for all money received by him, entering on the stub the name, date, and amount, and purpose for which it was paid.

Clause IV. At the Chapter’s request, he shall present a written statement of his receipts and expenditures for the preceding month, together with a statement of the assets and liabilities of the chapter.

Clause V. He shall record all fines at the time of imposition, and all remissions of fines, when made by proper authority.

Clause VI. He shall complete a report each semester on all financial dealings of the chapter.

Clause VII. He shall render to every member an itemized list of that member’s indebtedness to the chapter, not less than twice per semester.

Clause VIII He shall have the option of certifying, pending approval of the Grievance Committee, the name and penalty or fine imposed upon any member who unequivocally misses his operational and damage deposit payments.

Clause IX. He shall serve as an ex-officio member of the Finance committee and of the Governing committee and shall serve on no other committees. He shall not serve as a voting member of the finance committee.

Clause X. The Treasurer will have the power and responsibility of the execution of the chapters’ promissory note. Each undergraduate brother must sign this note at the beginning of each new semester, in order for that brother to be considered a member of the chapter.

a. If the brother refuses to sign he has 3 choices;

(1). Pay his account in full; or

(2). Present his case to the Governing Committee, which may permit him to sign a note for the unpaid balance, subject to ratification by the Governing Committee; or (3). Lose all chapter privileges which includes voting and social privileges.

Clause XI. The P shall provide a budget each semester or as needed. All funds must be allocated and accounted for. Clause XII. The fiscal year of the Fraternity shall be from January 1st through December 31st.

Clause XIII. He shall be presiding officer in the absence of the GP, VGP, and AG.

Section IV. AG

Clause I. The AG shall have charge of correspondence with National Headquarters, and shall fill out all forms demanded of Headquarters.

Clause II. He shall author all Chapter reports to be printed in The Shield.

Clause III. He shall have charge of all correspondence with the campus community.

Clause IV. The AG shall serve as an ex-officio member of the Community Relations committee and of the Governing committee and shall serve on no other committee.

Clause V. He shall be presiding officer in the absence or inability to act of the GP and VGP.

Clause VI. He shall be in charge of the upkeep of the chapter’s website and any other publications.

Clause VII. The AG shall serve as the IGC Accreditation Officer, responsible for assembling and turning in the Standards of Excellence on time.

Section V. BG

Clause I. The BG shall be the presiding officer in the absence or inability to act of the GP, VGP, AG, and P.

Clause II. He shall be the recording secretary of the Chapter and shall keep a full, accurate, and complete record of all proceedings on the Chapter.

a). He shall distribute the minutes of each chapter meeting to the chapter within 72 hours of said meeting’s adjournment.

Clause III. He shall be the custodian of the seal, records, archives, comprehensive brother roster, and committee records of the Chapter, and shall keep the same in a place to be designated by the Chapter.

Clause IV. He shall take an official roll call at the beginning of each chapter meeting. Furthermore, he shall mark any unexcused early dismissals prior to the closing ceremony of the meeting.

Clause V. He shall take an official roll call at every event held by the chapter and issue points accordingly by Article V, Section VII.

Clause VI. He shall be responsible for all aspects of Campus Connections

a. He shall update the Campus Connection roster every semester by verified voting rights and positions in the Chapter. b. He shall upload and apply for events/programs to the Campus Connections website on the Fraternity’s behalf. c. Committee chairs will provide information to the BG in order for proper application of Campus Connection resources.

Section VI. SG

Clause I. The SG shall be the historian of the Chapter, and shall have custody of the library, scrapbook, photographs, composite(s), and similar properties of the chapter.

Section VII. Phu

Clause I. The Phu shall guard the entrance to the Chapter hall during all meetings of the Chapter.

Clause II. He shall act as timekeeper, as needed.

Clause III. He shall serve as the Risk Management chair.

Section VIII. Hod

Clause I. The Hod shall be the messenger of the presiding officer.

Clause II. He shall be the custodian of the Chapter Hall or meeting place, and regalia, and shall have the same suitable prepared for each meeting at least fifteen minutes in advance thereof.

Clause III. He shall collect all secret ballots during elections and deliver them to the presiding officer. 64

Section IX. Hi

Clause I. The Hi shall be the Chaplain of the Chapter and shall perform the duties usually pertaining to that office.

Clause II. The Hi shall be the Chairman of the Health and Wellness Committee.

Article IV. Committees

Section I. Committee Membership

Clause I. All active brothers, except for the GP and the VGP shall serve on at least one committee unless specifically designated in these bylaws.

Section II. Governing Committee

Clause I. The Governing Committee shall exercise general supervision over the affairs of the Chapter, and shall be composed of the following officers: GP, VGP, P and AG, and at least three other voting members whom are not on the executive board, assigned by the GP and the VGP. The VGP shall be the chairman of the committee and the GP may assume the chair in the absence of the VGP.

Clause II. It shall pay particular attention to the relations of the Chapter with the University, other organizations, and of each member of the chapter with his fellow students.

Clause III. No records, archives, or other Chapter property shall be made public without its consent and approval.

Clause IV. All appeals shall be presented to the Governing Committee, and its decision shall be conclusive, subject to the limitations of the Constitution, by-laws, and Rules of the General Fraternity.

Clause V. The AG shall keep minutes at Governing meetings.

Section III. Membership/Recruitment Committee

Clause I. It shall supervise all rushing and control all details thereof, and no Chapter funds shall be expended without its authority for Rush events.

Clause II. It shall be the duty of this committee to plan and execute events that further improve upon the bonds of brotherhood that exist in the chapter.

Section IV. Social Committee

Clause I. Rules of Social Gatherings

a. There will be a guest list, which will be reviewed before each event. b. Any invites other than the ones on the guest list must be handed in to Social Chair at least 24 hours before the party. c. Before getting into the party, all guests must be identified using a legal form of picture identification and then marked by Responsible Brothers accordingly.

(1.) “O” Mark = 21+ (2.) “X” Mark = under 21

d. There shall be a minimum of 3 Responsible Brothers at each Social Gathering (1.) One Responsible Brother shall be stationed at the front door- checking ID's and marking guests. This brother will also collect car keys from all brothers who are drinking at the event. No brother or guest will be driving with any alcoholic beverages in their system. (2.) One Responsible Brother shall be stationed at the door inside and also required to move around the party to let people in and make sure no one takes alcoholic beverages outside of the house. (3.) One Responsible Brother shall be stationed at the refrigerator. (4.) The Responsible Brothers shall rotate positions every half hour, or as deemed necessary by the social chair. (5.) Each Brother of New York Kappa is required to be a Responsible Brother at least once per semester. (6.) If a Brother does not volunteer to be a Responsible Brother, the Responsible Brother duties shall be enforced by the social committee or another delegated Brother. e. Under no circumstances will someone be allowed to leave the party to purchase alcoholic beverages. Any alcoholic beverages purchased by Brothers are for that Brother and his guests that are of legal age. f. Each person will receive one drink at a time. g. Before a person can receive another beverage, the said person must hand back their empty to the Responsible Brother at the refrigerator. h. The Responsible Brothers at each Social Gathering will clean up all remnants of said Gathering. If they do not clean up that night, immediately following the Gathering, arrangements must be made with the person who’s residence we were gathering at. i. All Responsible Brothers will be assigned preceding the Social Gathering and must complete their duties for their assigned event. If brothers neglect their duties

or break any of the rules herein set forth, fines will be imposed as well as possible action taken by the Grievance Committee. j. All other parties, unless deemed otherwise, will be “Bring Your Own Beverage.” Each person will be responsible for purchasing their own beverages. k. All Responsible Brothers will remain sober for the duration of the event at which they are designated to be Responsible Brothers.

Section V. Alumni Relations Committee

Clause I. It shall be the duty of this committee to coordinate activities with alumni of the Phi Kappa Psi Fraternity; at least two functions should be held annually.

Clause II. It shall keep a record of all alumni and undergraduate members of the Chapter, upon which shall be recorded such information about the members as prescribed by the Fraternity by-laws.

Clause III. It shall also be the duty of this committee to produce a newsletter at least once per semester.

Section VI. Grievance Committee

Clause I. The Grievance Committee shall consist of five undergraduate members. a. The members of the Grievance Committee shall not serve on any other committee.

Clause II. The Grievance Committee shall approve and have the power to reduce or remit all fines or penalties imposed by any committee or any officer thereof, and it shall forthwith certify its actions thereon to the P in writing. There shall be no chair. No member of the committee may sit in on his own case. a) In the case that a grievance is brought upon a member of the committee, the GP shall appoint a temporary member to replace him. b) The GP will have the discretion to take matters of serious and/or urgent matter to the governing committee, thus removing grievance from the case.

Clause III. It shall hear and rule upon disputes between brothers. a. A grievance can be placed on a brother by any other brother of the organization, but not more than 10 days after the events leading to said grievance. b. The Grievance Committee will keep the names of those individuals who submit grievances. c. Upon the receipt of the grievance, the committee will notify the brother accused of wrongdoing. He shall meet with the committee to defend himself.

d. The Grievance Committee will deliberate and make a decision on the grievance and report its verdict thereon to the chapter at the next regular meeting. 1. Grievances may be appealed, in writing, within 5 days of the decision to the Governing committee.

Section VII. Finance Committee

Clause I. The P shall serve as an ex-officio member of the finance committee.

Clause II. It shall exercise strict and diligent supervision over all financial transactions in compliance with the semester budget, which shall be prepared at the beginning of each semester by the P and approved by finance committee.

Clause III. It shall take cognizance of all affairs relating to the office of P and see that all requirements of that office are met.

Clause IV. It shall be the duty of this Committee to raise funds for the general use of the Chapter.

Clause V. All funds raised shall be allotted to the discretionary fund of the budget or to a line that the committee and/or chapter see fit.

Clause VI. For funds to be used from the budget, a request form must be filled out and brought to the committee for a vote.

a. The P shall have the power to veto that vote. The veto can be overruled by 2/3 vote of the chapter.

Section V. Fraternity Education Committee

Clause I. The new member educators shall have charge of the new members, and shall formulate and enforce plans and courses for their proper instruction in Fraternity history, organization, and ideals.

Clause II. This committee shall be charged with the continued education of the chapter.

Clause III. This committee shall be involved in deciding all scholarship awards given by the Chapter to members or non-members not serving on the Fraternity Education Committee, monetary or otherwise.

a. In the event that a member of the Fraternity Education committee chooses to apply for a scholarship, he shall be temporarily replaced by a member chosen by the GP and VGP.

Clause IV. All new members must allow for the release of their grades to the Fraternity Education Chairman and Governing Committee at the end of their new member education.

Clause V. A Phi Kappa Psi Scholarship is to be given out annually to a non Greek student. Applications must be submitted by Nov. 15th. All applicants will be voted on by the chapter. An applicant shall win by a majority vote to take place at the second chapter meeting of the spring semester.

Clause VI. Any member failing to maintain or exceed a 2.5 semesterly GPA will be required to adhere to the following:

a. Set study hours for a minimum ten hours a week. b. Reporting a logbook of hours studied to a member of the Fraternity Education Committee weekly. c. Any additional studying requirements deemed necessary by the Fraternity Education Committee, which may include the necessity to receive available free tutoring.

Clause VII. It shall certify, pending approval of the Grievance Committee, the name and penalty or fine imposed upon any member failing to comply with Clause IV.

Section IX. Community Relations Committee

Clause I. There shall be a Community Relations committee. The AG shall serve as an ex- officio member of this committee.

Clause II. It shall be the duty of this committee to actively maintain positive publicity with the University, other campus organizations, and the community.

Clause III. It shall be the duty of this committee to coordinate philanthropic events, whether they are in conjunction with the designated philanthropy of the Chapter or singular events.

Clause IV. There must be a minimum of one brotherhood philanthropic event per month.

Clause V. It shall be the responsibility of the Community Relations committee to log all community service hours for each individual brother through the Center for Social Responsibility and Community. 69

Clause VI. The committee shall be responsible for producing a newsletter for the parents/guardians of the active brothers, at least once a semester.

Section X. Risk Management Committee

Clause I. There shall be a Risk Management committee, which shall consist of one-fifth of the chapter’s membership. The Phu shall serve as the chair of the risk management committee.

Clause II. It shall be the duty of this committee to take preventative measures for reasonably foreseeable risks for the Chapter, its members, and its guests.

Clause III. It shall certify, pending approval of the Grievance Committee, the name and penalty or fine imposed upon any member failing to adhere to the preventative measures established in Clause II.

Section XI. Housing Committee

Clause I. There shall be a House Manager who shall serve as the chair of this committee.

a) The House Manager shall have charge of the Chapter House and grounds, and shall see that the same and furniture thereof are kept in proper order.

Clause II. It shall certify, pending approval of the Grievance Committee, the name and penalty or fine imposed upon any member failing to show proper respect for the property of the Chapter or its members or failing to partake in the required upkeep of the Chapter House.

Clause III. The House Manager shall be in charge of the cleaning brother’s rotation. There shall be 5 brothers per week that will clean the chapter house, chosen from those brothers who have been initiated members of the Fraternity for less than one year. These cleanings shall happen as the House Manager sees fit. Absence from the cleaning rotation will count as half of an absence from a chapter meeting.

Section XII. Standards of Excellence Chair and Committee.

Clause I. There shall be a Standards of Excellence Committee chairman along with a committee to handle the Standards of Excellence process mandated by the Inter Greek Council at SUNY Oneonta.

Clause II. The Standards of Excellence Committee shall handle all proceedings, paperwork, and representation in dealing with the Standards of Excellence program. 70

Clause III. It shall be the duty of the Standards of Excellence Committee to relay all potential Standards of Excellence opportunities to the chapter in order to fulfill the requirements for, “Chapter of the Year.”

Section XIII. Health and Wellness Committee.

Clause I. The Health and Wellness Committee shall be chaired by the Hi.

Clause II. The purpose of the Health and Wellness Committee is to educate and assist brothers in both positive physical and mental wellness.

Clause III. The Health and Wellness Committee will be mandated to hold at least one physical and one mental program per semester to promote physical and mental wellness within the chapter.

Section XIV. IGC Representative

Clause I. The IGC Representative will be elected each semester by the chapter.

Clause II. The IGC Representative will perform the duties stated in the bylaws of IGC and the chapter.

Clause III. The IGC Representative will serve as a member of the Standards of Excellence Committee.

Section XV. Appointment

Clause I. All committees shall be appointed by the VGP, subject to the approval of the GP, within one formal Chapter meeting after their installation.

Clause II. The Governing Committee shall appoint special committees as needed.

Clause III. All committees shall continue until their successors are appointed or their work is complete and they are discharged.

Section XVI. Meetings

Clause I. All standing committees shall hold a regular weekly meeting prior to each chapter meeting and other meetings as may be necessary from time to time, or as deemed sufficient by the VGP.

Clause II. Special committees shall hold such meetings as may be necessary.

Clause III. Committee members shall be notified as to the time and place of all meetings at least twenty-four hours in advance.

Clause IV. All Committee Chairs shall required to hand in committee goals prior to the first chapter of the semester.

Clause V. All committees shall report to the VGP for review once every week, or as deemed sufficient by the VGP. Committee Chairs who do not hold meetings or fail to meet the goals as mentioned in Clause IV, will face the following repercussions: First miss will result in loss of voting privileges in chapter, second miss will result in loss of social privileges, and a third miss will result in loss of chair position

a. If a committee chair feels a meeting is not required at any given time, the chair must notify the VGP.

Section XVII. Notice

Clause I. The names of all committee members shall be kept posted upon Chapter database throughout their term of office.

Article V. Fees, Dues, Penalties, and Fines

Section I. New Member Fees

Clause I. The chapter New Member fee shall be the amount charged by the National Fraternity, payable by the time of formal new member education.

Section II. Initiation Fees

Clause I. The Initiation fee shall be the amount charged by the National Fraternity, payable before initiation.

Section III Local Fees

Clause I. All new members must pay all local IGC and chapter fees in full in order to be initiated into the chapter.

Section IV. Chapter Dues

Clause I. The Chapter dues shall be set by agreement of the P and Finance Committee subject to approval by the Chapter membership.

Clause II. The cost of all social functions and special obligations occurring irregularly shall be met by special assessments laid by vote of the Chapter as they occur.

Clause III. After the P and the Finance Committee formulate a budget, it will be put to the chapter for a vote of approval one week from the presentation of said budget. This vote of approval will not include mandatory debts that the chapter may owe, such as IGC or National Fraternity Dues and fines.

Section V. Penalties

Clause I. Any attendance policy or system of punishment, monetary or otherwise, shall be decided on by a majority vote of the active Chapter, at such a time when is deemed by the Chapter.

Clause II. Penalties for offenses committed at Chapter meetings shall be imposed by the GP and P.

Clause III. The Governing Committee shall impose penalties for all other offenses, except where otherwise provided.

Clause IV. In addition to the penalty herein prescribed, every member guilty of an offense against the Chapter or violation of these by-laws may be duly tried therefore and, upon conviction, may be subjected to such further punishments the Chapter or the Governing committee may determine.

Clause V. Violations of the promissory note or any other payment plan or dues requirements of the chapter will result in the following penalties: a. Loss of all chapter voting privileges while the violation stands b. Prohibited from attending any chapter social functions while the violation stands c. Inability to hold or run for office while the violation stands d. If the violation persists, or there is an outstanding balance exceeding $100 from the previous semester’s dues, the Chapter reserves the right to pursue formal legal action. This may include small claims court or third party creditors.

Section VI. Fines

Clause I. All fines are to be acknowledged by the GP and P before seen by the Grievance committee.

Clause II All fines shall be approved by the Grievance committee before their implantation.

Clause III. All collected fines shall be added to the unallocated portion of the current semester budget if not designated elsewhere. Section VII. Event Attendance and Consequences

Clause I. Prior to the beginning of each semester, the GP and VGP shall divide the members of the chapter into teams. Each member of a team is responsible for attending select mandatory events throughout the semester. Mandatory events may include but are not limited to: community service and IGC mandated events.

a) The amount of teams will be determined based on the number of members of the chapter at the given time. b) The GP and VGP shall, prior to the first day of each calendar month, assign each team the events it must attend for the coming month and notify the teams as such. c) The GP and VGP shall assign each team a captain who shall also serve as a member of the Grievance Committee. It shall be the captain’s duty to take attendance at each event and submit to the Grievance Committee the name of any member who is absent without a valid excuse. d) Chapter meetings are mandatory for all teams.

Clause II. The Grievance Committee shall, according to the scale outlined in Article V, Section VII, Clause III, impose the appropriate fine and penalty on a member who is absent from an event without a valid excuse.

a) The Grievance Committee, upon imposing the appropriate fine, shall notify the P, who shall be charged with the collection of that fine. b) The Grievance Committee shall keep a record of all fines and penalties imposed on a member so that it may accurately rule on a case involving said member in the future. c) Following the conclusion of each semester, each brother’s absence total shall be divided in half, rounding down to the nearest whole number. This new total shall be the starting point for each brother for the following semester.

Clause III. The following shall be the scale by which the Grievance Committee imposes fines and penalties to any member who is not excused from attending an event: Absence Fine Penalty

First $5 No further penalty. absence

Second $10 Social privileges shall be revoked for a period of one week. absence

Third $15 Social and voting privileges shall be revoked for a period of one week. absence

Fourth $25 Social and voting privileges shall be revoked for a period of two weeks. absence

Fifth $25 Social and voting privileges shall be revoked for a period of one month. absence

Sixth $25 The Grievance Committee shall form a Judicial Board to review the offender’s absence membership in the chapter, following all guidelines and procedures outlined in the Constitution, Bylaws & Rules of the Phi Kappa Psi Fraternity.

Section VIII Academic Standards Clause I. All members of the chapter shall consistently maintain a 2.50 grade point average. a) If a brother does not maintain this standard for two consecutive semesters, the Grievance Committee shall form a Judicial Board to review his membership in the fraternity. This judicial Board shall conduct its proceedings in accordance with the Constitution, Bylaws and Rules of the Phi Kappa Psi Fraternity

Clause IV. A member may attend an event that his team is not assigned to in order to reduce his absence total by one full absence. Said brother must notify a team captain in attendance, who shall then submit the brother’s name to the Grievance Committee who shall then record the absence reduction.

a) No member shall be allowed to have less than zero unexcused absences (i.e. attending an event that a member is not scheduled to attend while having zero unexcused absences will not reduce the total to negative one).

Article VI. Decorum

Section I. At Formal Chapter Meetings

Clause I. All officers shall be addressed by their titles, unless they defer the privilege, preceded with the prefix “Brother”; other members, addressed with “Brother” and by their last name. a. A warning will be given for the first violation of this clause in a meeting. b. A fine of $1 shall be imposed for each violation after the initial warning.

Clause II. Members shall conduct themselves in an orderly and dignified manner, and shall refrain from private discussion. 75

a. Profane and inappropriate language will not be tolerated (“profane” and “inappropriate” shall be defined by the GP). b. A fine of $5 shall be imposed upon any and all brothers who violate the aforementioned clause (Article VI, Section I, Clause II, a).

Clause III. Robert’s Rule of Order – Revised shall be the authority on parliamentary procedure to facilitate all meetings.

Clause IV. Brothers shall show proper respect for the Chapter by wearing appropriate attire as designated by the chair. Accessories such as hats, or sunglasses are not proper and the brother who wears such items will be asked to remove them.

Clause V. The eating of food or snacks during an official meeting is prohibited. In addition, no alcoholic beverages of any kind will be permitted at any official meeting of the chapter.

Clause VI. Continued violations will result in the offending brother being asked to leave the meeting by the GP.

Section II. Personal Conduct

Clause I. Any destructive or disorderly behavior caused by consumption of alcohol shall not be tolerated and will result in the offending member being reviewed by the Governing Committee. The Chapter shall promote responsible use of alcohol at all times.

Clause II. No illegal drugs of any kind shall be used, bought, or sold anywhere on any Chapter property.

Clause III. No gambling, in any form, shall be permitted upon Chapter property.

Clause IV. No member, except the AG, GP, or their representative shall open the mail of the Chapter.

Clause V. Every member who has resigned his membership or has been suspended or expelled shall forthwith surrender his badge, and all Fraternity property, including anything with the Fraternity’s name, letters, insignia, etc. in his possession or control to the Governing Committee, and shall not hold any conversation with any member on Fraternity topics; but the suspended member shall be liable for the payment of all dues, taxes, and assessments.

Clause VI. Every member shall realize his first and foremost responsibility, as an undergraduate, is the pursuit of academic excellence.

Clause VII. Every member shall be expected to pay his financial obligations to the Chapter in a timely manner.

Clause VIII. Every member shall be expected to refrain from conduct internally and within the community not becoming of a brother.

Clause IX. Every member shall be expected to participate in the life of the Chapter, at minimum by fulfilling his Chapter obligations.

Clause X Following formal initiation, each new member shall sign the official NY Kappa code of conduct as administered by the VGP.

Clause XI. Every member shall perform, at minimum, 30 hours of community service each semester. a)Community service shall be considered any activity that the Center for Social Responsibility and Community at SUNY Oneonta awards community service hours for, excluding any meetings pertaining to chapter business (i.e. chapter meetings, committee meetings, etc.).

Article VII. Privileges and Restrictions

Section I. Room Preference

Clause I. All Brothers currently occupying the house that are eligible for occupancy for the upcoming semester will be guaranteed residence for the forth-mentioned semester. This shall have no effect on the system set forth to determine priority for room selection.

Clause II. Undergraduate Brothers must maintain an overall GPA of 2.0 to live in the Chapter house.

Clause III. No more than 15 Brothers shall be in residence within the Chapter House.

Clause IV. Priority shall be given to current, active brothers. If capacity is not met, then the option to live in the house shall be given to Alumni members.

Clause V. Time, place and process of room preference shall be determined by the respective House Manager each semester.

Clause VI. If a member is not present at the time his room selection is to occur and, if applicable, his roommate is not present to preference a room in his place and the said member has not notified the House Manager as to the cause of absence and preference choice, the following will occur: a. Room preferencing shall be delayed five minutes, during which time an effort shall be made to locate said member. b. After the allotted time, room preferencing shall continue with unexcused member forfeiting his place in the Preferencing. c. Excuses can be presented to the House Manager for immediate consideration. If found to be a legitimate excuse, the House Manager shall have the authority to make necessary changes according to provisions herein. d. Any member forfeiting his choice in such a manner will preference a room immediately following those members with outstanding debts and before fifth year students. e. Those members with outstanding debts shall preference within their group in Chapter roll call order. Section II. Greek Letters

Clause I. Only initiated brothers of the New York Kappa Chapter of Phi Kappa Psi may have the honor of possessing our Greek letters, ΦΚΨ; meaning that t-shirts, hats, rush cups, etc. which are to be sold or handed out to non-initiated peoples must be made excluding the Greek letters ΦΚΨ. a. Those who have been formally lavaliered by an initiated member of the New York Kappa Chapter of Phi Kappa Psi may possess the Greek Letters ΦΚΨ. b. The only exception to this clause is in the case of official IGC shirts or paraphernalia. Section III. Restrictions of Chapter House Guests

Clause I. The chapter reserves the right to ban and/or remove a guest from the house for any reason that a brother sees fit. a. A 2/3 vote in a formal chapter meeting is needed in order to ban any oneindividual from the house. b. In extreme cases, removal of an individual is up to the discretion of the GP and the Phu prior to making a final decision at a formal chapter meeting. c. Any extreme cases must be discussed at the following formal chapter meeting.

Article VIII. Possession and Revision

Section I. Possession and Revision

Clause I. A copy of these by-laws shall be accessible to all brothers.

Clause II. Any revision to the by-laws as a whole shall be brought before the Governing Committee to submit at recommendation to chapter before submitting revision for 2/3 Chapter approval. 78

Clause III. A member is not considered in good standing and, therefore, cannot vote in Chapter affairs until he certifies in writing that he has read and fully understands these By Laws. New members will be given copies of theses By Laws at least one week prior to their initiation so they may also read and comprehend the laws that govern our noble brotherhood.

Phi Kappa Psi Fraternity New York Kappa Chapter 56 Maple St Oneonta, NY 13820 Men of Excellence Dear Neighbor of 56 Maple St,

Greetings from the Phi Kappa Psi Fraternity. I am writing to inform you that our Chapter will be applying for the Special Use Permit for the city of Oneonta, and to give you a better sense of who we are as an organization and what we strive to continually bring to our campus and the Greater Oneonta community. With 53 active members, we are growing faster than ever, and continue to recruit “Men of Excellence.” With this all-time surge in membership, we are able to accomplish more now than ever.

Established on the SUNY Oneonta campus in 2004, we were the fastest colony to ever be chartered through our National Fraternity. Since then, we have continued to uphold the values of leadership, brotherhood and our motto, “The Great Joy of Serving Others.” When selecting members, we look for the best and brightest that SUNY Oneonta has to offer. We work tirelessly as an organization to make our campus and the community around us a better place, resulting in over 3,500 hours of community service and counting. Many of our members hold positions on our campus such as the Student Association Senators and Directors, Residence Advisors, Orientation Leaders, Executive Board members on SUNY Oneonta clubs, and are in countless honor societies. We also regularly volunteer at the Admissions office on campus and at the Greater Oneonta Historical Society, in addition to donating to our national philanthropy, the Boys and Girls Club. Every year we also volunteer for Into the Streets, our annual Food Drive, and the Punt-Pass-Kick competition, as well as OH-Fest Security. We also participate in the 3rd ward cleaning with Alpha Omicron Pi a Hardwick sorority. In addition in the Winter

I would also like to take this chance to extend an invitation to you as well. If you ever need anything or have any concerns, please do not hesitate to call and e-mail me. I speak on behalf of our entire chapter when I say that we are always eager to help. I hope this finds you well, and we look forward to seeing you around the neighborhood. Sincerely,

Zach Stefunek House Manager Phi Kappa Psi Fraternity [email protected] 845-4162506

Campus and Community Involvement

The Phi Kappa Psi Fraternity is one of the most, if not the most involved Greek organization on campus. Our brothers convey countless leadership roles on campus, as well as leading the way for civic engagement and responsibility on and beyond the bounds of the campus. Phi Psi brothers hold positions as Resident Advisers, where they set up weekly meetings and programs for students in their residence halls to promote safe, healthy, and academically enriching programs (ex. Study tips, resume building workshops, safe drinking habits, exercise programs, etc.) Brothers in our Fraternity have also held a strong role as orientation leaders, where they encourage incoming/ accepted students to embrace the traditions and pride one develops through the school and community. They also provide them with opportunities to meet influential faculty, talk to students about relative and important issues as a college student, and get to know the campus and its constituents; Phi Psi’s reputation for involvement and social responsibility are known to college freshman and transfers before classes even start! Our Student Government, the Student Association, plays a crucial role in allowing clubs and organizations to set up events and programs to assist and educate the student body. It is an unwritten tradition that Phi Psi has a strong presence on the Student Association, and since 2005, there has only been one semester where a brother of Phi Kappa Psi hasn’t sat on the Executive Board of the Student Association; in fact, this year we had 8 brothers on the Senate, and two of our brothers will now be sitting on the Executive Board for the 2013-2014 school year. Brothers are also actively engaged in countless clubs and organizations, from Biology Club and Mountain Biking Club, to Colleges against Cancer and Mask and Hammer (the Theatre Club that puts on shows.) In fact, Phi Psi is so dedicated to the campus and its students, we have two brothers (one incoming and one outgoing) brothers that sit on the College’s Foundation Board, which serves to allocate, invest, and provide scholarships, beautification project grants, scientific research grants to students and the college with a nearly $40 million dollar budget! The brothers of Phi Kappa Psi have also always been deeply rooted within the community of Oneonta. Phi Psi has been constantly involved in the manicuring and refurbishing of the Oneonta High School’s “Memorial Garden” which is dedicated to those passed away in the Oneonta community. Also, in regards to the school, Phi Psi has set up a line in their budget to provide two $200 dollar scholarships for graduating Oneonta High School seniors each spring (the first two winners of these scholarships will be awarded the scholarships on May 10th!) Both scholarships stress involvement in the community and leadership in clubs and organizations, which are two essential and core values that our Fraternity perpetuates and embodies in all its members. The Greater 81

Oneonta Historical Society is another huge organization that Phi Psi has been involved with; from silent antique auctions, their post card shows, and Into the Streets, Phi Psi has become actively engaged in the Historical Society, and we have fostered great relations with the volunteers and Directors that lead the organization. Phi Psi sends teams every year for Into the Streets, we have assisted Hurricane victims in Middleburgh, and were also asked by Dave Rissberger to attend the 3rd Ward district meetings to foster better relations with the community and to also help bridge the student- to- resident relationship that can sometimes be challenged. Needless to say, Phi Kappa Psi prides itself in being an active and engaged organization within Oneonta. Our motto, “The Great Joy of Serving Others” is just as real now as it was back when we were founded in 1852 at Jefferson College. The brothers of Phi Kappa Psi strive to put community first, as it is a core value we all grew up with back home, and desired to reanimate up at school. Oneonta has given so much to us as individuals and as an organization; we look forward to continuing our assistance locally, and tangibly seeing any positive impact towards the campus and city that we provide makes us even more eager to stay involved.

(OPD Criminal Liability & Basic Legal Concepts)

(OFD Fire Safety and Prevention)

(Explanation of Fraternity Insurance & Risk Management Policy)

(Alcohol and Drug Abuse Program)

(Hazing and Fraternity Education)

(Sexual Issues Awareness)