Updated as of May 20, 2020
Please keep in mind information may change daily, which will impact previous decisions and statements. Staff will add updates and additional information regarding support for our members and chapters throughout the summer for the upcoming year.
North Carolina Governor Roy Cooper has modified North Carolina’s Stay at Home order and announced a transition to Phase 1 of slowly easing certain COVID-19 restrictions effective Friday, May 8, at 5:00pm.
Out of a commitment to the health and safety of staff and constituents, Senior Leadership has made the decision to keep the office closed through the entire month of June. Staff will continue to monitor state and federal recommendations for a safe and phased plan to return to work and open the office.
While essential personnel may go to the office for a limited amount of time each day, the office will not be staffed to receive package deliveries (FedEx, UPS, etc.); however, incoming mail will be monitored daily. In addition, there will not be a live operator on duty so all incoming calls will be directed to dial by directory for staff and callers can leave voicemails as needed.
As leaders within your chapter and local communities, practicing courageous leadership, focusing on the health and safety of your chapter brothers and their families, and continuing to uphold Personal Responsibility and Responsible Citizenship is of the utmost importance during this time. As each day presents new information and new opportunities to lead, we encourage you to follow all national, state, local, and university guidelines in your decision making.
We are grateful for the support and understanding of our constituents during this time. We will get through this as a fraternity, city, state, country and world. Most of all we will be better because of it in the things that really matter: compassion, self-sacrifice, benevolence and love — one for another. Whether you are an initiated member or not, this is what our Ritual calls us to do.Coronavirus FAQ as of May 20, 2020
Chapter Support & Operations
Chapter Relationship Managers (CRMs) will continue regular video calls and support as needed throughout the summer to prepare for a successful fall semester and a variety of possible scenarios. Please communicate any and all updates to your CRM regarding university meeting practices, updated timelines for the fall term, and impacts to any chapter operations and recruitment.
Seven Objectives of Chapter Excellence (SOCE) and Chapter Operating Expectations (COE) for the spring term should have been turned into your CRM. Any updated SOCE information for the fall term will be communicated later during the summer.
As states and localities begin to enter into opening phases, we recommend you stay up to date on current university recommendations and follow their direction. These guidelines should be followed for any chapter gatherings, including recruitment events that may be planned over the summer either on or off campus.
We strongly encourage the chapter to plan and prepare for a fall budget season, fall recruitment, and other chapter programs and events that will need to be rescheduled for fall. All of these committee and chapter meetings can be held through FaceTime, Google Meet, Zoom, and other platforms. Look into pricing options for one master account to be premium to avoid time limits or participant limits.
It is important that during this time and throughout the summer we continue to keep our brothers engaged and involved with each other and the chapter.
Please see the FAQ above for some suggestions and opportunities to continue brotherhood through virtual connections.Complete information on Chapter Operations
Chapter Billing, Dues & Fees
Please refer to the FAQ for updated and detailed information on chapter billing, dues and fees.
Chapter Relationship Managers will continue to work with chapter leadership to collect member dues and fees as billed from the 2019-2020 year. All chapters should have a cleared balance by June 30, 2020, to avoid any possible disruption to chapter operations for the 2020-2021 year. Please continue to collect dues to cover your chapter’s national dues and fees.
RISK MANAGEMENT & INSURANCE PROGRAM
While some outlooks seem unclear right now, we do know that for our chapters and the Greater Fraternity to successfully continue, there are basic business operations that must continue even during these unique times. One of these is our risk management and general liability insurance program.
Chapters were billed for the 2020-2021 risk management and general liability insurance program on Thursday, April 16, at the rate of $300 per member. Chapters that pay in full by June 30 will receive a 10% discount. The deadline to pay the invoice in full is September 21, 2020. We will accept good faith payment plans in the fall for those chapters unable to pay by the September 21 deadline.
Chapter leadership received the invoice, billing roster, and additional details from Mark E. Timmes and national staff. Please speak with your chapter leadership for any questions regarding local dues. Chapter leadership and advisors should work with the Chapter Relationship Manager for payments, roster adjustments, and general information and additional questions regarding the program and billing.
SUPREME CHAPTER BILLING CREDIT
Student chapter registration paid fees from 2019 will be automatically applied to the chapter’s Pi Kapp College for Chapter Officers 2021 registration due to the cancelation of this summer’s Supreme Chapter.
Associate Member Education & Ritual of Initiation
Chapters should have completed all of the Associate Member Education curriculum virtually during the spring term. The National Council has approved the expectation that all spring associates should be initiated by Sept 10 (semester schools) and Sept 30 (quarter schools). Chapters should plan to hold ROI for the spring associates prior to starting a fall associate member education program.
Ritual of Initiation should not be held virtually in any manner. Because the Ritual is esoteric, please reserve all Ritual materials and scripts for in-person interaction only, to be held upon return to campus. Please use this time to have your Chaplain and Ritual committee meet virtually to plan, practice, and prepare to hold Ritual of Initiation and debrief with your spring associate members.
Staff are currently reviewing the Ritual of Initiation and will have recommendations for chapters that may need to hold ROI virtually in the future. Any updates regarding revisions to holding ROI will be communicated to all chapter leadership later this summer.
Please see the FAQ above for information on Ritual of Initiation.
Spring Formals & Social Events
We understand many states and localities are reopening in various phases; it is vitally important that all members, regardless of location, continue to follow all university, local, and state guidelines in regard to gatherings of any kind and social events.
Please know that during this time there will be increased scrutiny from your neighbors and community members that will involve increased reporting if there is a concern. While it may be tempting to gather in larger groups as your local communities open up, we encourage all members to exercise caution and follow all recommendations and guidelines for a specific area.
While this may be challenging to manage given the copious amounts of free time your members may now have, should individual members take action to host social gatherings in the chapter’s name against your direction you have a few options:
-Issue an interim suspension of the individual member(s) by 3/4th vote of the chapter’s executive board prior to the event happening, along with clear communication and expectations about not attending or hosting these events to your membership. These votes can and should be taken by video call, conference call, or email.
-Your chapter can hold Standards Board hearings virtually (Zoom, FreeConferenceCall.com and FaceTime are some free options.) Please remember that Standards Board meetings need a five-day notice prior to the hearing.
Your Chapter Relationship Manager and the Prevention & Accountability team are working remotely during normal business hours and will assist you in any challenges you may have with individuals or questions on chapter activities. Our regular chapter accountability protocols are still in place to hold chapters accountable for chapter behavior. Should our team find out about any event that would not be in compliance with our Risk Management Policy, an interim suspension will be issued. This is the time for us to be responsible citizens and to take precautions that keep your members and your community healthy and safe.
The Archon or Treasurer should contact Brooke Kingsley Isbell (email@example.com) for assistance in contract review for upcoming events.
If you have an alumni event currently planned, please refer to your local government guidelines and recommendations for holding events during this time.
Please inform Mary-Michael McClure (firstname.lastname@example.org) with any changes to your upcoming events and with any further concerns.
Sessions I and II for Pi Kapp College for Emerging Leaders is canceled. The Training & Development Team will reach out to any admitted students and facilitators with additional details. If you have specific questions, please contact Rebecca Curtis at email@example.com.
As of May 14th, The National Council and Headquarters staff have been closely monitoring the pandemic, redirecting support for our undergraduate chapters, and preparing for the fight yet to come. Due to the COVID-19 pandemic, the National Council has made the difficult decision to cancel the in-person 57th Supreme Chapter meeting experience scheduled for mid-July in Baltimore. We ultimately came to this decision with an abundance of caution and concern for the well-being of our members in mind. Please visit the Supreme Chapter page for frequently asked questions and updates.
Please see below for updates on The Ability Experience events.
Housing & Properties
If your chapter operates or you reside in chapter housing, contact your local institution to learn about policies and procedures that might affect access, resources, and support.
Begin to develop a plan for the upcoming year, should the institution move to online learning, to ensure your living space and chapter members are safe, secure, and adequately accommodated.
In the case that an individual within one of your housing facilities becomes ill and/or is diagnosed with COVID-19, follow the recommendations made by your educational institution immediately for next steps.
We ask that all Housing Corporation Board officers communicate with the host institution to learn more about any precautionary measures or steps that should be taken.
If you reside in a Pi Kappa Phi Properties operated facility, please work closely with your designated live-in House Director or Property Manager for any updates and impacts to the house and brothers who reside there.Housing & Properties FAQ
Please partner with your Chapter Relationship Manager for anything the chapter and Executive Council needs for support. We want to ensure our students follow all directions, focus on student health and safety, and continue to offer ways to engage the membership in new ways during this time.
Chapter Advisor Symposium and Chapter Advisor Convocation have been moved to a virtual experience for 2020. Chapter Advisor Convocation will be held throughout the month of July on various days with intentionally selected topics. Chapter Advisor Symposium will be held in early August. Additional details will be sent directly to chapter advisors in the coming weeks. For questions, please contact Christy Harrison.
This extended time away from your campus community and need to social distance can bring up anxiety and other feelings. Counseling Resources are provided by Health Management Systems of America. You can call 866.227.3834 or log in online at www.cap.hmsanet.com. This is free, 24-hour-a-day access to 13,000 behavioral health counselors across the country.
It is also a good practice to make sure that you stay in touch with brothers during this time to make sure they are all healthy and safe. Be aware of their travel plans, encourage them to stay quarantined if they are not feeling well, and create a system to check-in with everyone on a regular basis. Please do not hesitate to reach out to our staff if you have any additional questions or concerns.A Conversation with Ross Szabo on Mental Health & Coronavirus
The Ability Experience
The Ability Experience has canceled Gear Up Florida, Journey of Hope and Build America, and will communicate any and all updates directly to team members and parents. For more information specific to these events, please visit The Ability Experience COVID-19 page.
As always, stay in contact with your Regional Director of Chapter Services to receive support for all your efforts tied to The Ability Experience.The Ability Experience Updates