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. Acacia Kappa Alpha Order Ask about our new discounts! Alpha Chi Rho Kappa Delta Rho Need more information? Alpha Epsilon Pi Phi Kappa Psi Contact Suzanne Haas Alpha Gamma Rho Phi Kappa Tau Telephone: 800-736-4327, ext. (1)203 Alpha Kappa Lambda Phi Kappa Theta Fax: 800-328-0522 Alpha Sigma Phi Pi Kappa Phi or e-mail [email protected] Alpha Tau Omega Pi Lambda Phi HHR/Kirklin & Co., LLC Chi Phi Psi Upsilon Delta Chi Visit our website at www.kirklin.com Theta Xi Delta Tau Delta Zeta Beta Tau Delta Upsilon Zeta Psi PAGE2 2 house covered with plastic bags and duct Greek Fire Safety tape. by Ed Comeau ires in Greek housing do happen, and Housekeeping helps to reduce the amount Suppression at times with tragic consequences. of fuel, such as trash, that can be A sprinkler system will FWith one exception, all of the fatal accidentally ignited. Also, by following save your life-there is fires at universities in the past 30 years have good housekeeping practices, you can make simply no other way to happened in fraternities. sure your corridors are free of anything that state this. The effective- might serve as an obstruction when you ness of an automatic fire What can you do? are trying to get out of the house during an sprinkler system in controlling or extin- There are three components to a emergency. Doors should not be blocked guishing a fire is unquestionable and has comprehensive fire safety program: by furniture or other items. Also, fire doors been proven time and time again. If your Prevention, Detection and Suppression. should NEVER be propped open because house does not already have a system you By combining these three elements into the this will allow the fire to spread far beyond should talk with your national organization “circle of life” you dramatically decrease where it started. about how you can work together on get- your chances of having a fire that can kill or ting one installed. This may take some time, injure you, a brother or a friend. Detection and it may not happen while you are living Smoke alarms are a key component to in the house. However, it will be a great legacy Prevention detecting a fire. These may be single- to those brothers who will follow you. Preventing the fire before it happens is station devices that detect and sound the best step that you can take an alarm or they may be connected to Know how to prevent a fire, but also know when it comes to fire safety. a fire alarm system. The fire alarm system what to do if one should break out. Take then sends an alarm throughout the house the time to learn the steps that can save Smoking materials are a leading cause of and it may also transmit a signal to a your life and those living with you. There fires in Greek housing. As a matter of fact, monitoring company or to the fire is more you can do to make your house fire- this is the leading cause of fatal fires in the department. safe. Contact your fire department and your United States. If your house is not joining insurance agent to learn what you can do. the growing number that are smoke-free, Whatever type of detection you have in then you should take strong steps to make your house, it is only effective if it can work. Other resources that you might use include sure smoking materials are disposed of Covering smoke detectors so they the Center for Campus Fire Safety properly, especially after parties. Designate won’t go off because of cooking or (www.campusfire.org) and Campus someone to go through the house, the during parties is not the answer. If Firewatch (www.campus-firewatch.com). couch cushions and the trash to make sure you are having problems with Through these websites you will find links there aren’t any cigarette butts waiting to false alarms, work with your fire to a wealth of free material and videos set something on fire. department or fire alarm installer. that you can use in putting together a There are easy solutions - you fire safety program for your house. Candles are another leading don’t have to tamper with the cause of fires. If you do use system and place yourself and everyone Ed Comeau is the director of the them, they should be on a else in the house in danger! A fraternity Center for Campus Fire Safety stable, noncombustible base. house in Massachusetts learned this lesson (www.campusfire.org) and the publisher of Cam- They should not be placed under the hard way when it was completely pus Firewatch (www.campus-firewatch.com). shelves or bookcases or near curtains. destroyed by a fire started by a candle. Fire He can be reached at 413-323-6002 or [email protected]. Candles should not be left unattended or fighters found the smoke detectors in the allowed to burn while you are falling asleep.
7th AnnualMark your calendar Risk for the 7th Management Annual Risk Management College College to be held June 28th -in Indianapolis,June IN.28 The Col- lege is one of the largest, in-depth educational programs tailored to the Greek System. Over 180 individuals attended the 2003 sessions. Their involvment in the system ranged from Greek headquarter’s staff to university professionals to involved alumni. The diverse topics to be discussed at this year’s college will benefit student and Greek affairs professionals, Greek staff members and their active alumni. For additional information, contact Rich Jungman or June Kathy Payne at HRH/Kirklin and Co., LLC., 800-736-4327, extensions 215 and 201 respectively. Kirklin and Co. is always striving to improve the materials presented and welcomes your suggestions. 28 If your company is one that considers the Greek community a valuable customer, you are encouraged to become a sponsor of the Risk Management College. Sponsorship recognition opportunities are available starting at $500. Contact Rich Jungman, [email protected] or 800-736-4327, ext. 215. PAGE 3
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Be Your Brothers’ Keeper! Avoiding A Catastrophic Injury From A Fall Richard Jungman, Manager - Client Services & Claims & Initiate of Phi Sigma Kappa The leading cause of catastrophic and fatal injuries at fraternities is a fall from heights. Drive down fraternity row at any university and it won’t take you long to figure out why. You will see undergraduates, chairs, couches and trash sitting on make shift decks and flat roofs with no railing. Avoiding the possibility of someone falling at your property takes effort, diligence and enforcement. A few simple steps can be the difference in saving a brother or guest’s life.
• If the deck or roof is more than 3’ above the ground and it does not have a railing, people do not belong there. You should restrict access where required by your local fire department. • Allow only professional maintenance contractors and other authorized personnel access to the chapter house roof. • Don’t allow members or guests to sit on the ledge of a window. • If you have a deck or patio more than 3’ above ground with railing, make sure: • The railing height is within your municipality’s building code. • It is a design that does not allow people to use it as a seat. • Restrict access or closely monitor it during social events where alcohol is being served. If not fatal, the resulting injury from a fall is often catastrophic and life altering. Not surprisingly, drinking is the leading contributing factor in cases where an undergraduate has fallen from a high place. To create a safe environment, you only need common sense. While you might not be able to keep your brothers and friends from drinking too much, you can help keep them safe by restricting their access to the chapter’s roof and decks. Be your brother’s keeper! BE YOUR INTERFRATERNAL BROTHERS’ KEEPER The 23 member fraternities of the FRMT, Ltd. program are in business together. Loss experience of any one member fraternity will affect the future insurance costs of all 23 member fraternities. If a member of any FRMT, Ltd. member fraternity, undergraduate or alumnus, is aware of unsafe behavior being practiced by any other member fraternity, please provide this information to the administrative office of your national fraternity. Please forward it to the attention of the Executive Director/Executive Vice President. The FRMT, Ltd. was formed in Fall 1996 in Hamilton, Bermuda and began underwriting operations on October 1, 1996. Its predecessor organization, the Fraternity Risk Management Trust, was formed on October 1, 1992 with four member fraternities: Delta Chi, Kappa Alpha Order, Pi Kappa Phi and Theta Xi. FRMT, Ltd. welcomed its 23rd member, Alpha Chi Rho, on December 31, 2003. PAGE 4