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Acacia Alpha Epsilon Pi Alpha Gamma Rho Alpha Kappa Lambda Alpha Sigma Phi Alpha Tau Omega Chi Phi Delta Chi Delta Tau Delta Delta Upsilon FarmHouse Kappa Alpha Order Kappa Delta Rho Phi Kappa Psi Phi Kappa Tau Phi Kappa Theta Pi Kappa Phi Pi Lambda Phi Psi Upsilon Theta Xi Zeta Beta Tau Zeta Psi Acacia Alpha Epsilon Pi Alpha Gamma Rho Alpha Kappa Lambda Alpha Sigma Phi Alpha Tau Omega Chi Phi Delta Chi Delta Tau Delta Delta Upsilon FarmHouse Kappa Alpha Order Kappa Delta Rho Phi Kappa Psi Phi Kappa Tau Phi KappaFRMT Theta Pi Kappa Phi Pi Lambda News Phi Psi Upsilon Theta Xi Zeta Beta Tau Zeta Psi The FRMT Risk Management Newsletter, prepared by HRH/Kirklin & Co., LLC. Volume 13 Spring 2004 Staying Cool under the Gun: Understanding the Do’s and Don’ts of Crisis Management by Dave Westol - Executive Director Punctuate the rumors and determine what Theta Chi Fraternity actually occurred. This will take time. Take Assume that members will keep the the time to get things right. situation to themselves. Remind everyone The call always seems to come at 2:35 a.m. that now is the time for members to support The voice is anxious, the tone ranging from Hold a meeting of members and new each other, and that means not discussing serious to frightened. Facts are in short members. Unorthodox circumstances call for the situation with those persons outside of supply, but rumor, innuendo and “I heard...” unorthodox responses. Better to meet at 2:30 the chapter. statements are plentiful. a.m., explain what happened and what is going to happen, and answer questions Attempt to hide the situation from new What now? rather than to delay and allow rumors to members. They all will be your sisters or Is it a crisis? Have the executive board of spread. brothers in a matter of weeks. Bring them the chapter use this exercise at a retreat or into the discussions and meetings. Trust meeting: what rises to the crisis level in our Have a contact list ready to go. Who do has a funny way of being reciprocated. chapter? Then, what can we do to plan for you call? Alumnae/i, the Greek Advisor, the that, much as we would like national headquarters, advisors...have the Try to gloss over a serious situation. I often to avoid even thinking phone numbers and e-mails handy. I often tell our graduates that, “This is going to about it. Some officers tell our undergraduates that I would rather get worse before it gets better”. Be realistic. consider a fire, a death, or have a call at 2:30 a.m. from them then a call Prepare for the worst. a serious injury a crisis. at 8:30 a.m. from a reporter that begins with, Others think in terms of “I’m sure you’ve heard that....” Engage in “quote wars” or debates publicity—someone who through the media. As judges often say, doesn’t receive a bid or a prank that goes Identify a spokesperson. This should be “You can’t unring a bell”. What’s done is awry. Regardless, have that meeting and done long before the crisis occurs. One done, and trying to put a review procedures. person—and that can be an alumna or spin on it will only alumnus or someone from your complicate the Do: headquarters—speaks for the chapter. situation. Allowing Freeze the puck. It’s a hockey term usually yourself to be drawn used when a player holds the puck against Remain Calm. As a chapter leader, your into a quote battle in the boards to prevent a cheap goal in a flurry members will reflect your behavior and the campus paper will of play. As used here, it means to prevent reactions. If you are calm, methodical, and not help. more problems...to keep from stable, they will be, too. compounding the felony. Get Forget that members react in different ways control of the members and take Don’t: to tragedy. Some members will grieve and charge. For example, if a fight Use the time honored “No comment” if you move on. Others will suppress their feelings, occurs between members of speak with media representatives. There sometimes for weeks, and let everything go. two men’s fraternities the are three points to make in the initial stage Use chapter meetings every night if needed likelihood is strong that of activity after a serious incident. Those to help members work through their feelings, members of one chapter will are: 1) The situation has stabilized, 2) An along with campus grief counselors. Lean arm themselves with various investigation is underway, and 3) We care on the professionals—that is why they are items and try to confront the about the people involved. Example: A available other chapter. You’re a leader. guest suffers serious injuries during a Don’t let that occur. Get control social event. “We have suspended all No one enjoys thinking about crisis and don’t let a bad situation turn into a activities until an investigation has been situations. But, as good leaders, you must very bad situation. completed, we are working with our national be prepared for anything that can occur. organization and the university in that Preparation = confidence, which means that Get the facts. One of my favorite phrases is, investigation; and we are keeping (name of you can focus upon the next step, rather “What did you see, and what did you hear?” guest) in our thoughts and prayers”. than trying to put together a plan. PAGE 1 WHAT IS MAPP - THE MEMBER ACCIDENT PROTECTION PROGRAM? by Margie Smith, Claims Examiner/ Assistant Account Executive/Marketing Assistant HOW TO FILE A MAPP CLAIM? If your fraternity purchases a Member Accident The injured member will need to report the claim to HRH/Kirklin & Protection Policy for its undergraduate members, it Co., LLC by phone (800-736-4327, ext. 209) . Please reference “MAPP” is an excellent benefit of membership. A list of when calling to report the claim. Kirklin & Co., LLC will then forward participating fraternities is posted on our website, a claim form to be completed by the injured member. If the injured www.kirklin.com, under the Member Accident party has other health insurance, it is required that Protection section. This program is intended to compliment the the expenses be submitted to the primary carrier first health insurance of every undergraduate member for accidents for processing. Once they have processed the claim, incurred during the policy term. the primary health insurance will send an Explanation of Benefits form, hereafter referred to as an EOB, which All eligible undergraduate members, associate members/pledges of will outline the benefits paid on the member’s behalf. The the fraternity are insured for covered injuries. These must occur administrator will process the member’s claim from the EOBs and while the policy is in force. Also, the student must be in good itemized bills by paying any out-of-pocket expense for deductibles standing with the fraternity and enrolled at the institution of higher or coinsurance under the member’s health insurance. To expedite learning where the undergraduate chapter is located. If a covered the reimbursement of these items, the member will need to submit injury occurs during a holiday or summer break, the eligible member any EOB and itemized medical bills they received to will have had to have been enrolled as a student during the prior date for treatment of the accidental injury when school term and continue at the institution of higher learning the returning the claim form. The documents should be following term. Membership will be verified with the (inter)national returned by fax or mail to: HRH/Kirklin & Co., LLC, PO administrative office of the fraternity. Be certain your membership Box 540673, Omaha, NE 68154, (F) 800-328-0522. has been reported and all pledge, initiation, and undergraduate dues as well as risk management/insurance fees have been paid. IMPORTANT NOTES The Member Accident Protection Program is NOT a substitute for The policy will pay the first $500 of covered medical expense incurred health insurance. It provides NO protection for sickness or illness. without regard to other coverage. Additional benefits will be paid Every member of the fraternity must be certain that they obtain only when eligible medical expenses are not recoverable from any health insurance coverage from their parents or other source. other insurance policy, service contract or workers’ compensation Coverage applies to United States students only and does not policy. The policy will reimburse deductibles and co-pays of health apply in Canada. The policy contains specific exclusions and insurance programs. In the absence of any other applicable limitations. You should refer to your policy to accurately determine coverage, the coverage provided is primary for accidental injuries. if your accidental injury is covered under the policy. The injured The following limits of protection are provided: member is responsible for the injury expenses up front. Eligible expenses for a covered accidental injury will then be reimbursed $100,000 Accident Medical and Dental Expense Maximum once the itemized medical bills and EOBs from the primary health $5,000 Accidental Dismemberment Benefit carrier are provided. $5,000 Accidental Death Benefit 52 Week Benefit Period; $500 Primary Coverage - Excess After $500 Exhausted $25.00 deductible applies FRMT, Ltd. A Bermuda Reinsurance Company in parternership with the PROPERTY INSURANCE Royal Globe insurance organization to compliment the risk management programs of each member fraternity, such as the HRH/Kirklin & Co., LLC, sponsors a publishing of this risk management newsletter and providing the property insurance program that in 99% of all following member fraternities with a comprehensive liability cases provides FRMT member fraternities with insurance program: FarmHouse broader insurance coverage at a lower premium.
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