Alpha Chi Omega. House Director Guide

Transcription

1 Alpha Chi Omega House Director Guide

2 Table of Contents Welcome/Introduction Welcome Letter... 1 Position Overview... 2 Glossary of Terms... 7 Overview of Alpha Chi Omega History of Alpha Chi Omega The Big Picture of Alpha Chi Omega National Headquarters Staff Structure National Headquarters Staff Directory Working Relationships Communicating with the National Housing Corporation or Local House Corporation Collaborating with Collegiate Chapter Advisors Working with the Chapter Officers Cooperating with University Professionals Collegiate Officer and Committee Structure Collegiate Officer Diagram Introduction to ΑΧΩ Volunteers NHC Volunteer Diagram Fraternity Volunteer Diagram Foundation Volunteer Diagram Creating a Healthy Environment Understanding Today s College Woman Establishing a Healthy Environment Introduction to Hazing & Bullying Sustaining Positive Relationships Providing a Living Learning Community Education on Eating Disorders & Substance Abuse Collaborating with the National Organization and the University Fraternity Policies Facility Operations Opening the Chapter House Winter Break Checklist Closing the Chapter House Suggested Facility Maintenance Emergency Evacuation Plan Fire Prevention Crisis Management Plan Guest Agreement Safety Inspection Form... 60

3 Alpha Chi Omega Room Inspection Form Reducing Safety Risks Housing Accident Report Alpha Chi Omega Room Search Best Practices Money Saving Tips Vendor Information Form Storage Liability Waiver General Liability Claims Incident Claim Reporting Form Kitchen Operations Start Up Activities Dining Management Menu Planning Food Purchasing The Basics of Kitchen Sanitation Supervising Employees Introduction to Employee Supervision Sample Cook Agreement Sample Housekeeper Agreement Sample Time Sheet Your ΑΧΩ Chapter (inserted by chapter) Utilizing Chapter Specific Resources Greek Chapters on Campus University s Commitment to the Fraternity/Sorority Community Commonly Used Phone Numbers Chapter Bylaws Chapter Contracts Resources

4 welcome/ introduction

5 Welcome Home to Alpha Chi Omega We are so pleased you have joined the Alpha Chi Omega team. As you begin to learn all that is involved in being a house director, you will discover many things highlighting the uniqueness of this position. For instance: There is no such thing as 9 to 5; in fact, there probably won t be two days alike throughout the entire academic year. Living where you work and working where you live invokes a sense of pride and ownership not only in your position but in the facility, the chapter and its members as well. We hope you love hats! You will be wearing a lot of them. On the worst of days you may find yourself being an authority figure, a cook, a maid, a carpenter. And on the best of days, you will be a mentor, a role model, a confidante, a friend. We believe the best of days will far outnumber the worst. Working with college students, you will witness tomorrow s leaders becoming the person they dream of being. In fact, you will probably do a lot to help them along the way. This experience will be one of the most rewarding experiences of your life! Alpha Chi Omega is committed to providing the tools necessary to get the job done. This guide was assembled with that commitment in mind. There is a lot of information between these covers. Some of it you will need right away. Some you may need down the road, and some, like what to do in an emergency, we hope you won t need at all. It is important to become familiar with each section of this guide as it will be a handy reference as questions arise. As with all positions, there are rules and policies that are important for you to know. You will find them here. If you have questions, please don t hesitate to ask your chapter president, chapter advisor, housing advisor or house corporation representative. Thank you in advance for all you will do to make a difference in the lives of Alpha Chi Omega women this year and in the future. We look forward to working with you! Introduction 1

6 Position Overview The house director plays a very important role in house operations and the general welfare of chapter members who live there. Because your position requires you to live among the collegians, you will be the most consistent adult role model the women come to know. It is imperative that you lead by example, establish a good rapport and develop a mutual respect between you and the chapter members. House directors must demonstrate mature judgment as a property manager and consultant to the chapter. A house director is sometimes described as a resident advisor. She is responsible for fostering and maintaining a living and learning environment which positively contributes to the health, happiness and personal development of chapter members. The house director is an employee of the chapter, supervised by the housing advisor. With direction from a National Housing Corporation regional property manager or the local house corporation, the house director serves as the primary manager of the local chapter facility. Introduction 2

7 Responsibilities The house director responsibilities are seemingly never ending! And yet there is never a day the same as the one before. Some responsibilities might include: assisting in setting up inspections as required by university, local, state and federal laws, making recommendations on facility maintenance and repair needs, assisting in locating local vendors and contractors for general facility repairs and maintenance, conducting room check-in and check-out procedures for chapter members, conducting annual house inspections and maintaining inventory of facility property. Generally, the responsibilities of a house director fall into six categories: 1. Risk Management for the Facility The house director should have a manual readily available to assist her in handling emergencies. She should keep a list of the house rules and actively assist the chapter advisor, housing advisor and the chapter s executive officers in enforcing compliance with the policies by the occupants of the facility and their guests. If inappropriate behavior occurs, the house director is obligated to report the incident to the chapter advisor, housing advisor and chapter president. 2. Opening and Closing of Facility The house corporation president or designee, the chapter advisor, housing advisor and chapter president work to establish a calendar of dates that parallel the opening and closing dates for university housing during the academic year. The house director maintains the calendar to ensure the opening and closing procedures are timely. 3. Supervision of Employees The housing advisor, sometimes working with the chapter advisor, typically hires employees. The house director supervises the employees. Should the house director feel the employee is not doing the job, it is her responsibility to document the employee s behavior and meet with the housing advisor. 4. Food Purchasing and Meal Planning The house director will be given a monthly budget to follow. She will work with the cook to provide meals for the chapter members. The house director, the VP facility operations and the steward, if applicable, should work together to determine the meals to be provided. The cook works with the group to plan the meals, order the food and maintain a clean sterile food preparation area meeting health codes. Special events requiring food preparation should be determined at the start of each school year. A budget should be established for each event and shared with all parties involved in the event planning. 5. Annual Inventory of Kitchen Equipment and Food Supplies The house director works with the cook to inventory the kitchen equipment and food supplies. Any requests for kitchen equipment should go through the housing advisor. 6. Facility Maintenance and Upkeep The house director monitors the condition of the facility. She is the tenant s (the chapter) voice in communicating to the landlord maintenance and repairs needed during the academic year. The house director should make herself available to assist the landlord in meeting vendors at the house to prepare quotes or conduct the actual repair work. Vendors should be scheduled to address repairs on a timely basis. Introduction 3

8 Listed below is a more comprehensive breakdown of responsibilities: Environment Maintains homelike atmosphere Oversees dining room activity during meals Assists in teaching good manners and social graces Serves as official hostess as required by the chapter Maintains friendly relationship with chapter members, both alumnae and collegians Provides guidance when requested Kitchen Operations Works with the housing advisor and VP facility operations to establish a meal plan and menus for the chapter on a weekly and monthly basis Oversees the open hours for the kitchen and ensures the kitchen is properly cleaned prior to closing each night Campus and Community Relations Establishes rapport with other fraternity/sorority house directors Participates in campus activities directly involving house directors Knowledgeable about university resources for crisis management which include emergency situations and wellness related issues facing the chapter members Chapter Relations Attends all house meetings as requested by chapter Reports any housing problems or concerns to the appropriate housing advisor, chapter advisor, chapter officer and/or house corporation representative Assists in implementation of house rules Serves as a positive role model for building good chapter and house corporation relationships Maintenance and Housing Operations Responsible for cleanliness of house Purchases necessary supplies for housing operations Reports mechanical failure and needed repairs Oversees the opening and closing of the chapter at the beginning and end of the academic year and during university holidays Personnel Management Trains and supervises kitchen, dining room and housekeeping staff Works with vendors and maintenance workers Food Operation Works with the chapter representative to establish a meal plan and menus for the chapter on a weekly and monthly basis Oversees the open hours for the kitchen and ensures the kitchen is properly cleaned prior to closing each night Works with a meal service or catering service (when applicable) to ensure proper compliance with written agreement between the chapter and the service provider Financial Operations Keeps necessary records and inventories Works with the housing advisor and VP finance to operate within set budgets for kitchen operations, maintenance and repair Property Management The house director will work with the local house corporation or National Housing Corporation to establish the expectations for maintaining the property. Listed below are some suggestions for what some of those expectations might include: Assists the house corporation representative in locating local vendors and contractors for general repairs and maintenance needs for the facility. The list of vendors/contractors and their certificates of insurance are to be held by the house corporation. Introduction 4

9 Assists the house corporation representative in overseeing current year capital improvement projects approved by the house corporation for the local facility. Makes recommendations to the house corporation representative on maintenance and repair needs for the facility. Receives written approval from the house corporation representative before making any purchases or initiating any new projects or repairs. Verbal approvals are given only in emergencies. Works with the housing advisor and the VP facility operations to identify the chapter s wish list for capital improvements during the next academic year. Once the list is made and the housing needs are prioritized, the house director and the VP facility operations convey the information to the house corporation. Immediately informs the house corporation representative of any damage to the facility s common areas or any damage which may need to be filed as an insurance claim. Serves as the chapter s representative at any house director meetings and shares relevant housing information discussed at such meetings with the housing advisor. Attends any campus housing meetings and reports any information gathered at the meetings to the housing advisor. The house director will consult with the fraternity/sorority life office on university rules pertaining to the facility, if applicable. Sets up inspections as required by university, local, state and federal laws. Informs the housing advisor and the house corporation representative of any inspections conducted along with reports from those inspections. Reports to the housing advisor and the VP facility operations any tenant violations of the house rules established in the lease agreement between the house corporation and the chapter. Conducts room inspections with the housing advisor and the VP facility operations using the chapter s room inspection report. The room inspections will be conducted when each member moves into her quarters and again when she moves out of her quarters. Works with the house corporation to complete and maintain a housing inventory listing for insurance purposes. Works with the housing advisor and VP facility operations to establish a key distribution and collection procedure for each member who obtains keys to her room and/or entry devices to the house. Secures the facility and oversees lockup and closing procedures for the house. Notifies the housing advisor of her summer address and contact information prior to the closing of the facility for the summer, if applicable. Profile of a Successful House Director The successful house director has many different qualifications and is willing and able to learn. She should be able to respond to various situations she will encounter with a professional demeanor. An understanding of today s college students and college life is key. Previous experience working with young adults is extremely helpful. Displaying care, tolerance, sympathy and pride in chapter members accomplishments is very important. A successful house director is able to keep confidences and does not participate in campus gossip. Additional knowledge of fraternity/sorority life including traditions and terms is an asset. An understanding of the campus and educational offerings also helps. While previous experience is helpful, it is not required. All Alpha Chi Omega chapters are unique and a learning curve is expected to determine what works best for a specific chapter. Introduction 5

10 Helpful Hints for House Directors Ask about the scholastic standing of the chapter, and encourage enforcement of quiet hours. Be firm, friendly, and fair never dictatorial and aggressive. Show appreciation to the chapter members when they do something nice. Stay away from chapter politics. Understand the pressures of college, educational goals and career planning. Learn every member s name and use them often. Have frequent conferences with chapter officers. Have tolerance and understanding in times of tension. Understand the chapter facility is their facility. Work with the cook to have goodies for study breaks during final exams. TO DO: Plan meals for week Assemble first-aid kits Schedule staff interviews Organizational Tips for House Directors Useaplanningcalendartoschedule Chapter Informal: allchaptereventsandactivitiesasfarin October 12th! advanceaspossible.scheduleblocksoftime eachdaytoaccomplishitemsona todo list. Avoidunnecessaryinterruptionsbyspecifying certaintimeswhenyouareavailablefordrop-invisitors. Useformsandchecklistsforasmanyjobsaspossibleincludingstaffschedules,mealsign-up,foodand householdinventories,etc. Prioritizeallresponsibilities,andtacklehighpriorityitemsfirst. Dividemajorprojectsintosmaller,moremanageabletasks.Recruitotherstohelp. Usevoic oranansweringmachinewhenyouarenotavailable.Ashortmessageiseasiertorespond tothanalongconversation. Use tocommunicateinformationaboutthemaintenanceandupkeepofthefacility.Thisisagreat methodtoensurelive-inmembers gettheword onhousingnews. Puttogether toolkits forvariousresponsibilitiessoeverythingisavailablewhenneeded.thiscaninclude afirstaidkit,akitchensupplykit,amendingkit,amailkit,etc. Introduction 6

11 Alpha Chi Omega/Greek Terminology Alumna: The feminine form of alumnus which is only used in reference to a member of an all-female organization who no longer qualifies as a collegiate member Alumnae: Plural of Alumna Alumnae Chapter: An organized group of alumnae members in a city or town that meets regularly, collects dues and participates in Alpha Chi Omega celebrations and ritual Badge: A golden lyre adorned with pearls worn by initiated members of Alpha Chi Omega Bylaws: Rules made by the local chapter or colony in conjunction with national policies to administer chapter/colony affairs Chapter: The name applied to a local group of a national fraternity or sorority Chapter Advisor: An Alpha Chi Omega alumna offering her time, talents and expertise to a collegiate chapter Chapter Consultant: A member, typically a recent college graduate, who travels to a specific region of the country to provide guidance and resources to collegiate chapters. A chapter consultant is a member of the Alpha Chi Omega headquarters staff. Chapter Relations and Standards Board: The judicial board of each collegiate chapter which enforces the standards and values of Alpha Chi Omega through recognizing members who consistently meet and exceed standards, and holding accountable those members who do not Coat of Arms: Alpha Chi Omega s coat of arms is composed of a square shield, the crest and a scroll. College Panhellenic Association: The cooperative campus organization of collegiate members of sororities belonging to the National Panhellenic Conference. Collegian: An Alpha Chi Omega who is regularly enrolled at a college or university where there is an active Alpha Chi Omega chapter Colony: A group preparing to become an active Alpha Chi Omega collegiate chapter Continuous Open Bidding (COB): Also called informal recruitment, COB bids may be extended and accepted at any time during the school year other than formal recruitment. Convention: Biennial meeting of delegates who form the convention body, which is the supreme legislative power of the Fraternity and has the power to transact Fraternity business Foundation: A separate corporate entity that relieves pressures on the Fraternity budget by providing fellowships, scholarships, and other educational and philanthropic programs Founders Day: October 15, 1885 the day Alpha Chi Omega was founded by seven women; members of Alpha Chi Omega celebrate this date annually Fraternity: A body linked together by similar interests and values Fraternity/Sorority Life: Sometimes referred to as Greek Life/Greek Affairs, it is the name of the university department responsible for overseeing fraternities and sororities. Hazing: To persecute or harass with humiliating tasks or practical jokes Headquarters: The building which houses Alpha Chi Omega s Fraternity, Foundation and National Housing Corporation offices and archives; located in Indianapolis, Indiana Introduction 7

12 Hera: Greek goddess and patron goddess of Alpha Chi Omega Hera Day: March 1, a day recognized by Alpha Chi Omegas to give personal service for the happiness and well being of others Initiation: The formal ceremony where new members become full members of the organization Invitation to Membership: A formal written invitation to join a fraternity or sorority Legacy: A sister, daughter, granddaughter or great-granddaughter of an initiated Alpha Chi Omega Lifetime Member: A collegian who has participated in the Second Degree of Initiation Local House Corporation (LHC): a nonprofit corporation formed to hold the title to real estate and personal property, therefore serving as landlord of the property; formed by the laws of the state in which the property is located; offers chapters support by providing a facility that is competitive with other Panhellenic groups on the local campus Lyre: 1) The instrument of the Greek gods; 2) The symbol and badge of Alpha Chi Omega; 3) Quarterly publication of the Fraternity MacDowell Month: February, named in recognition of the organization s first altruistic project, an artist colony in New Hampshire; a month distinguished by Alpha Chi Omega s support of fine arts Membership Recruitment Counselor: A Panhellenic representative who has no contact with her own chapter during membership recruitment and guides women through the recruitment process Membership Standards: Alpha Chi Omega s five membership criteria, used to score potential new members during the recruitment process: academic interest, character, financial responsibility, leadership ability, personal development Motto: Alpha Chi Omega s open motto is Together, let us seek the heights. Mystagogue: An initiated member assigned to a new member to be her guide and counselor in all matters pertaining to the Fraternity National Council: The governing body of Alpha Chi Omega, consisting of one National President and five National Vice Presidents, who are elected every other year at the biennial convention National Housing Corporation (NHC): A separate corporate entity which owns and manages collegiate facilities and supports housing related issues to the Fraternity National Panhellenic Conference (NPC): The conference comprised of twenty-six women s Greek organizations PACE: Acronym reminding members to Promote Alpha Chi Every day Potential Member: Any woman interested in becoming a sorority member who is eligible according to the college Panhellenic association requirements Province: A designated Alpha Chi Omega territory administered by a province officer Province Alumnae Chair: Alpha Chi Omega alumna who is elected by both alumnae and collegiate chapters in a specific province to oversee the alumnae chapters in a given province for a term of two years Introduction 8

13 Province Collegiate Chair: Alpha Chi Omega alumna who is elected by both alumnae and collegiate chapters in a specific province to oversee the collegiate chapters in a given province for a term of two years Quota: The number of women going through formal recruitment divided by the number of sorority chapters Ritual: The Fraternity ceremonies observed by every chapter. Total: The allowable chapter size, as determined by the college Panhellenic, including both new members and initiated members Outdated vs. Preferred Terminology There are many terms and phrases that are outdated and not consistent with Alpha Chi Omega s mission and values. It is the duty of the chapter officers to educate new and lifetime members on the preferred terminology. However, as house director you are able to serve as a role model for these young women. By familiarizing yourself with and using the preferred terminology, you can help to encourage a positive change in the chapter. Outdated Terminology Pledge Pledge Class Mom Daughter Pledge Educator Pledge Week Active Member Rush Bid Preferred Terminology New Member New Member Class Big Sister Little Sister VP Education Initiation Week Lifetime Member Recruitment Invitation to Membership Introduction 9

14 overview of alpha chi omega

15 History of Alpha Chi Omega In the fall of 1885, Professor James Hamilton Howe, dean of the School of Music at DePauw University, invited seven young women from the school to attend a meeting for the purpose of forming a society. Dean Howe had sensed a feeling of unrest among his female students, which he surmised was due to a lack of social opportunities on campus. He hoped this organization would be similar to the literary societies already existing on the campus. (Membership in the two existing women s fraternities at DePauw was not open to music students.) The seven young women chosen to attend this first meeting were Anna Allen, Olive Burnett, Bertha Deniston, Amy DuBois, Nellie Gamble, Bessie Grooms and Estelle Leonard. While they favored the dean s idea in principle, they felt that such a general organization would not give them the close companionship they needed and desired. As they debated the course to pursue, a welcome suggestion came from their friend and associate James G. Campbell, an undergraduate member of Beta Theta Pi, who acted as librarian for the School of Music. James suggested they form a fraternity. It was decided such a group would benefit the students, the University and the musical arts. On October 15, 1885, Alpha Chi Omega was founded. Rumors of a new women s fraternity spread throughout the campus, but the group chose to be fully organized before making its first public appearance. A constitution and bylaws were drafted, the fraternity s name, colors, flower and motto were chosen, and their badge was designed before Alpha Chi Omega was introduced to the DePauw University student body at convocation in Meharry Hall. On October 23, 1885, Alpha Chi Omega s Founders and their new members, adorned with scarlet and olive green ribbons, made their presence known. Membership was limited to students enrolled in the music school in the beginning, but within a few months this requirement was changed to include liberal arts students, provided they were registered for some course in music. Today, the music course requirement no longer exists, but collegiate and alumna members appreciate the link to the fine arts and support the arts in many ways. Alpha Chi Omega s open motto is Together let us seek the heights. The flower is the red carnation and the Fraternity s colors are scarlet and olive green. The badge is a Grecian lyre, which celebrates the musical heritage. Alpha Chi Omega was the first collegiate fraternity to require the attainment of a specific scholastic average for initiation as well as the first to publish a convention newspaper. It was also the first women s fraternity to establish a central office with a paid executive secretary, now called an executive director, to oversee the day-to-day operations. The Alpha Chi Omega Foundation, which is supported by members and friends of the Fraternity, provides scholarships, fellowships, student loans and educational programming. Alpha Chi Omega also supports victims of domestic violence, Easter Seals and the MacDowell Colony, where funds from the Fraternity support an artist studio. The National Housing Corporation was established in 1996 to promote, support and develop appropriate, desirable and safe facilities for collegiate chapters. Together Let Us Seek The Heights AlphaChiOmega sheadquartersofficeislocatedinindianapolis, Indiana.Therearemorethan130activecollegiatechaptersandover 200alumnaechapters.Morethan225,000womenhavebeeninitiated since1885.mostwomenareinitiatedascollegians,butovertheyears womenhavealsobeeninitiatedintomembershipasalumnae.many sistersserveasvolunteerstocollegiatechapters,housecorporations andthefraternityatlarge,withalphachiomegasservinginmany non-fraternityvolunteerpositionsallovertheworld. OverviewofAlphaChiOmega 11

16 The Big Picture of Alpha Chi Omega The driving force behind Alpha Chi Omega has always been, and always will be, our members. From seven Founders to more than 225,000 women today, Alpha Chi Omega has evolved into a relevant and integral part of each member s life. Who would have thought in 1885, when a woman s place was in the home, that more than a century later a woman in the home was there because she chose to be. Our members today are business owners, authors, CEOs, entrepreneurs, doctors, scientists or any one of a long list of possibilities. No matter her year of initiation, or her life s course, an Alpha Chi Omega is bound to her sisters by a common thread which stands the test of time in an ever-changing world. At her very core, an Alpha Chi Omega is confident, purposeful, strong, inspiring, courageous, genuine and real. It is evident in each Founder who had the courage to attend college in an era where women were not encouraged to do so. It is evident in each Founder who had the determination to create an environment of sisterhood where none was available to her. And today, it is evident in each member who is driven by those same characteristics to make a difference in the world around her and the world at large. As an organization, Alpha Chi Omega is grounded in its mission, vision and guiding principles. Through the collective efforts of the Fraternity and its counterparts the Alpha Chi Omega Foundation and the Alpha Chi Omega National Housing Corporation the organization strives to offer programming and opportunities that will enhance each member s journey through her collegiate years and beyond. The Fraternity s mission is to enrich the lives of members through lifetime opportunities for friendship, leadership, learning and service. It is supported and complemented by the mission of each of the other two corporations. The Foundation exists to support the educational and philanthropic purposes of Alpha Chi Omega through effective fundraising and stewardship of financial resources. And, the National Housing Corporation seeks to enhance the experience of Alpha Chi Omega s collegiate members through the promotion, support and development of appropriate, desirable and safe facilities. Since 2005, the national boards of all three entities have collectively defined the strategic initiatives of the organization by using knowledge-based methodology. While this plan is developed in five-year increments, it is evaluated, reviewed and reaffirmed every year to ensure that it remains a viable and realistic tool to guide the organization into the future. It currently serves the mission of each corporation by focusing on five main goals: 1. Ensure RELEVANCE 2. Grow REPUTATION 3. RECRUIT members 4. RETAIN members 5. Maximize RESOURCES It is with this values-driven strategic plan and ensuing goals in mind that programs are developed. It is also with this plan in mind that each structure you will learn about on the following pages - headquarters, volunteers and collegiate officers is designed. And it is with this plan in mind that Alpha Chi Omega can move into the future without compromising the standards that were established so long ago. Overview of Alpha Chi Omega 12

17 Alpha Chi Omega Staff Structure OverviewofAlphaChiOmega 13

18 Alpha Chi Omega Staff Directory (Staff photos can be found at alphachiomega.org) The staff at Alpha Chi Omega s headquarters office is structured around the needs of the membership. Below is a summary of each department along with an overview of specific positions in both the housing and collegiate experience departments, as these are the individuals with whom a house director is most likely to interact. HOUSING DEPARTMENT The housing department focuses on meeting the mission of the National Housing Corporation which is to enhance the experience of Alpha Chi Omega s collegiate members through the promotion, support and development of appropriate, desirable and safe facilities. The housing department is responsible for supporting all areas associated with the Alpha Chi Omega housed experience. The housing department offers support and guidance dealing with housing employees, chapter lease agreements, the housing section of the chapter budget, kitchen operations, facility operations, house rules and all other housing related issues. The housing advisor and the VP facility operations are two key positions directly supported by the department. The housing department supports its local house corporations (LHC) by providing resources, educational materials and one-on-one support through the staff and housing volunteer structure. The department offers an administrative oversight agreement to LHCs which provides financial management services and property management services. The housing department also serves as the property manager for the National Housing Corporation s owned, leased and custodial properties while supporting unhoused chapters in tracking potential housing opportunities on their campus. Director of Housing Oversees new housing initiatives Supports LHC operations Resolves conflict between LHCs and chapter Answers questions regarding the LHC housing volunteer structure Assistant Director of Housing Develops housing advisor/housing manager job descriptions roles and responsibilities Resolves house director position issues Answers housing questions Housing Finance Administrator Oversees and manages budgets as related to the housing department Regional Property Manager (2) Supports LHCs as well as owned, leased and managed properties for all things housing Manages housing operations for assigned chapters COLLEGIATE EXPERIENCE DEPARTMENT The collegiate experience department oversees all areas of chapter operations, support and development. The department works to support all volunteers and chapter members involved with collegiate chapters. The staff oversees chapter recruitment, ritual, finance, risk management and general chapter operations. Chapter leaders and volunteers in need of resources for chapter support can contact the collegiate experience department for these tools. Collegiate Experience Director Manages collegiate experience staff Monitors mass billing Reviews sanctions/probations Oversees chapter health letter OverviewofAlphaChiOmega 14

19 Associate Director Chapter Operations and Finance Interacts with Chapter Relations and Standards Board o Provides training and tools o Handles individual member behavior issues o Responds to chapter issues concerns from members and advisors o Addresses academic issues Develops and implements policy Initiates disciplinary suspension Addresses housing issues Creates chapter health reports Assists with bylaws, billing issues and questions Assistant Director Chapter Operations and Finance Manages Billhighway (day-to-day questions) Reviews chapter statements Assist with budgets (when needed) Answers general finance questions Responds to IRS 990 forms/tax questions Generates 30/60/90+ day notification in regards to chapter statements Generates financial suspensions Generates resignations owing money Membership Coordinator Creates Lyre Links Orders badges Orders certificates Assists with login and password Maintains alumnae lists Creates sisterhood packets Enters university grade reports into chapter files Changes chapter addresses and websites Answers billing questions Chapter Operations & Communications Coordinator Coordinates and distributes The Flyre the newsletter for collegiate chapters, officers and advisors Handles resignations & reinstatements Fields status questions Handles affiliations Handles bylaws Maintains chapter advisor list serv Responds to election questions Associate Director Consultant Training and Volunteer Support Schedules chapter visits Supervises chapter consultants Serves as contact for province volunteers Assistant Director Recruitment Answers recruitment recommendation questions Answers legacy questions Trains staff and volunteers in the area of recruitment Schedules recruitment visits Coaches chapters in need of recruitment help Assists chapters in developing continuous opening bidding plans Assistant Director Risk Management Creates risk management and prevention education programs Conducts investigations of chapters Works with chapters on benchmarks/ sanctions/probation including outlining expectations, tracking progress and following up Reviews new member education plans Reviews initiation week planning Chapter Consultants Build and maintain relationships with collegians, alumnae volunteers and university staff Assist chapters with various aspects of member recruitment Meet with chapter officers to evaluate how each office operates, helping the officer to set goals and evaluate chapter operations Make presentations and facilitate chapter discussions Train chapter officers and alumnae advisors OverviewofAlphaChiOmega 15

20 EDUCATION & LEADERSHIP INITIATIVES DEPARTMENT The education & leadership initiatives department oversees the development, implementation and assessment of Fraternity programs focused on training, education and leadership. FINANCE DEPARTMENT The finance department is responsible for all accounting functions of the three entities of the organization. FOUNDATION DEPARTMENT The mission of the Alpha Chi Omega Foundation is to support the educational and philanthropic purposes of Alpha Chi Omega through effective fundraising and stewardship of financial resources. The Foundation offers grants and scholarships to collegians and alumna, as well as funding chapter programs. LIFETIME ENGAGEMENT DEPARTMENT The lifetime engagement department develops and maintains programs and initiatives for alumna members. The volunteer program, Life Loyal Alpha Chi Omega and the Fraternity archives are all coordinated within this department. MARKETING DEPARTMENT The marketing department is responsible for ensuring that a consistent external message is conveyed to all audiences as dictated by any given situation, incorporating the brand of Alpha Chi Omega. This includes overseeing publications, electronic communications and media relations. EXECUTIVE DEPARTMENT The executive department serves the Alpha Chi Omega enterprise by leading the operations of all three corporations: Fraternity, National Housing Corporation (NHC) and Foundation. This department serves as the staff partner to the three boards: National Council, NHC Board of Directors and Foundation Board of Trustees. ADMINISTRATIVE SERVICES DEPARTMENT The administrative services department keeps headquarters running smoothly from the front desk to the mail center to the maintenance room. They also make certain our operation is staffed with qualified individuals to support our membership. INFORMATION SYSTEMS DEPARTMENT The information systems department maintains and enhances all in-house technological systems at headquarters such as the computer network and database. OverviewofAlphaChiOmega 16

21 working relationships

22 Communicating with the National Housing Corporation or Local House Corporation It is important to learn the staff of the National Housing Corporation (NHC) and understand the role each person fulfills. You can then gain an understanding of how you will work with them. Housing staff roles and responsibilities are listed in the overview section of this manual. Once you know who you are working with and how, you will begin to recognize that communication is vital. Sorority life dictates that there are many people involved in any given situation. Therefore, communicating with the right people is key to your success as house director as well as the chapter s success in general. To make your job easier, always involve those who need to be. If you are unsure, it s better to ask than to inadvertently omit someone who needed the information. Ask the chapter president or chapter advisor if you are working with a local house corporation (LHC), the NHC or both! Once you have determined who you need to communicate with, you can begin working with them! Alpha Chi Omega Properties There are many different types of spaces, landlord situations and properties among Alpha Chi Omega chapters. Chapter facilities are either owned/leased NHC properties, LHC properties or university owned/ leased properties. Services offered by the NHC can be segmented into three categories: management (either by ownership, lease or agreement), assistance and support. Management The NHC provides financial and facility management to chapters where it serves as property manager. It also offers contract management services to local house corporations for financial or facility management of their properties. Assistance The NHC offers informational tools to assist with corporate documents, facility budgeting, long-range planning, renovation, redecoration and board/chapter roles and relationships. Support The NHC offers support and assistance to local house corporations, property management teams and collegiate chapters in all areas related to housing financial management, facility management and the promotion of positive working relationships between the landlord and the tenant. National Housing Corporation Properties There are five different types of NHC properties. There are separate chapter and NHC responsibilities outlined for each of the different types of properties. Administrative Oversight Agreement Properties The NHC enters into a management agreement with a local house corporation to serve as its property manager overseeing financial and physical management of the facility. The housing department is the NHC s property manager. Owned Properties The NHC has ownership of the facility and its contents. As the landlord, the NHC has established the housing department to serve as its property manager. Leased Properties The NHC is the lessor for the property. The NHC subleases the property to the collegiate chapter. The housing department serves as the property manager. Custodial Properties The chapter has some type of facility provided to them by the university or college. The housing department serves as the chapter s property manager. The facility requires only periodic interior remodeling. Transitional Properties These are properties of which ownership is being transferred to the NHC. WorkingRelationships 17

23 Local House Corporation Properties or Property Management Teams Properties owned and/or operated by a LHC are the responsibility of the LHC. The LHC oversees the physical management and the financial management. The chapter is responsible for honoring the terms of its lease agreement with the LHC. The Property Management Team (PMT) serves as the property manager for the chapter. The funds used to maintain the facility are reported within the chapter s budget for tax purposes. The PMT manages the housing funds to ensure the facility is well maintained and sets aside reserves for future facility needs. The NHC provides support to collegiate chapters in all areas related to housing financial management, facility management and the promotion of positive working relationships between the landlord and the tenant. University Leased/Owned Properties Alpha Chi Omega facilities that are university leased or owned vary by institution. Many LHCs and the NHC sign the agreement with the university and sub-lease the property to the chapters. In these situations, the LHC and the NHC collect the lease payment and work with the university and the chapter to maintain the facility. Working with a Local House Corporation A local house corporation is a board made up entirely of Alpha Chi Omega alumnae. The board is elected and consists of a president, vice president, treasurer, secretary and members at large. The chapter is represented by the chapter advisor or the housing advisor and two collegiate members designated by the chapter. The LHC should have meetings to discuss housing issues, house projects and other concerns with the facility. While house directors are hired by the chapter, you may work closely with the LHC. They might request you to meet vendors on site, follow up with vendors, collect quotes, etc. You should talk with the LHC to determine your working relationship with them and what they envision your responsibilities to be with respect to facility assistance. When working with the LHC, determine with whom you need to communicate and directly interact. This may be the same person or may be two different people. Remember, the LHC is the landlord, so any changes within the facility need to be approved by them prior to beginning a project. Working with the National Housing Corporation The National Housing Corporation owns some facilities and leases others from universities and private landlords. If the NHC has ownership of the facility and its contents, it is the landlord. The housing department at Alpha Chi Omega headquarters will serve as its property manager. With a NHC property, the house director will be assigned a specific regional property manager. This person oversees the facility, the budget and any other facility concerns or projects. The house director works closely with the regional property manager and should be in close communication with her. The house director will meet vendors, gather quotes, call and report problems and upcoming projects. The house director will confirm what projects are needed, as well as keep the facility safe for the collegians. Working with a Local House Corporation with an Administrative Oversight Agreement The NHC enters into an administrative agreement with a LHC to serve as the LHC s property manager. The NHC oversees the financial and physical management of the facility. The house director communicates with both the LHC and the regional property manager. Remember, it is important to communicate with all parties. The bottom line to working with either the NHC or LHC is communicate, communicate, communicate! Be sure you understand your role and how you can help. Too much communication never hurts! WorkingRelationships 18

24 Collaborating with Collegiate Chapter Advisors As the infamous African proverb states, It takes a village to raise a child. The same concept can be applied to each collegiate chapter of Alpha Chi Omega. It takes a team to nurture and inspire a chapter. Support of a chapter is essential to ensuring a well-run operation. While this can be challenging at times, it is almost impossible to do alone. Therefore it is vital that each chapter have an active advisory board, house director and chapter members. When organization, communication, collaboration and trust are priorities, the resources will be in place, and a chapter can achieve a satisfying level of success. As the house director, you are in the unique position of working and living with the collegiate chapter. You will spend more time with members than other advisors and mentors have an opportunity to do. The relationship you build with the chapter and individual members will provide you with a distinct perspective when communicating with chapter advisors as they work to guide and mentor officers. Organization It s important that you and the advisory board are organized. Create and discuss expectations, calendars for the year, and goals. How will you communicate with each other? Who will you coordinate with on specific items? To whom will you direct questions regarding various matters? Once you have organized your game plan, it s important to share an update with the VP facility operations. She is a collegiate member and chapter officer who will be a liaison between you and the chapter. Each chapter advisory board has members who coordinate with specific chapter officers. Advisors are in place to help ensure that the chapter and officers abide by national and campus policies, follow the Ritual of Alpha Chi Omega, conduct educational programming for members, and develop women who incorporate the values of Alpha Chi Omega: wisdom, devotion, achievement. Advisors also ensure that the officers and chapter are utilizing campus and national resources. As stated above, you will have a different view into the chapter s current state. As advisors work to guide the chapter and officers, your insight will be of great help. Advisors cannot always identify areas for improvement or areas needing to be addressed. As you communicate with the advisors, you can provide information based on your observations of where the chapter is excelling and where there are concerns. Communication Communication is an integral component of working together; it s important to communicate regularly with the chapter advisor(s), local house corporation and VP facility operations. Communication will help ensure that the chapter is thriving, safe and providing a positive experience for all members. Continuity Continuity is important in two ways: being consistent in our messages to collegiate members and providing smooth transitions. While opinions certainly vary, it is important that advisors and house directors agree on a message and share that message consistently with chapter members. The college years are a time of transition in an individual s life. So, it s only natural that transition within a chapter is a continual occurrence. New members join each year, new officers serve each year, new advisors volunteer their time each year, and the chapter may experience changes in policies and programs. As an employee rather than a student member, the house director is often the common link from year to year and individual to individual, reinforcing the critical nature of communication and messaging. Adapted from Guide to Fraternity & Sorority Advisement at Carnegie Mellon University WorkingRelationships 19

25 Working with the Chapter Officers As the house director, one of your most important roles is to provide guidance and support for the elected chapter officers and their respective committees. Although we request the house director to serve as official hostess of the house and coordinate house operations during social and chapter events, we also expect the collegiate chapter to be self-governing and take responsibility for their own actions and social programs. This dual-leadership can cause confusion and frustration within the relationship. The house director should develop and maintain a healthy relationship with the chapter president and officers, discussing both major and minor situations with them. However, the house director should never get directly involved in disciplinary actions. If something needs correcting, the issue should be brought to the attention of the chapter advisor and VP facility operations. The Chapter Relations and Standards Board handles all problems arising among members of the chapter. In addition, the house director does not participate in committee meetings. Although the house director should build a relationship with all chapter officers, she will work more with some than others. A good starting point is to meet with the chapter president and chapter advisor during the first week of school each semester/quarter to outline expectations. This is a great time for the house director to express her understanding of the position and to ask questions. The first meeting of the year is a great time for the chapter advisor and chapter president to provide the house director with updated materials including contact information for all chapter members, the university calendar and a copy of the chapter s house rules. The house director will also work closely with the VP facility operations, the liaison between the house director and chapter members. She assists the house director in many different roles such as implementing and enforcing house rules, and providing fire safety information to chapter members. She will assist the house director in developing a plan for upkeep of the facility including allocating chores to members or working with a cleaning service, if the chapter utilizes one. In addition, the VP facility operations may help plan meals for the chapter. While it is the house director s responsibility to work with the cook and establish a food budget, the VP facility operations meets with chapter members for input on the menu including food preferences, allergies and vegetarian alternatives. The social chair is another officer with whom the house director will closely work. The social chair should meet with the house director after each chapter meeting to inform her of dates for upcoming events. At this meeting, the social chair should communicate the responsibilities for the house director at each of these functions. For instance, the house director should know the locations of social events, table decorations for special meals or banquets, and whether or not food will need to be ordered and prepared. Maintaining a close relationship with the social chair will ensure that all social events run as smoothly as possible. During the course of the year, most chapter officers will plan at least one event that may be social, educational or recruitment-based. The house director should meet with any officer planning an upcoming event to understand what preparations need to be made and to determine her role at the function. Ultimately, it is the responsibility of the officer in charge of the event to arrange a meeting with the house director, and the house director should be given ample notice prior to the event. In general, the house director needs to get acquainted with each of the chapter officers, and meet with them regularly. Doing so will ensure there is an effective line of communication between the house director and members of the chapter. This communication will help create a cohesive and positive living environment, which will benefit chapter members, chapter officers and the house director. WorkingRelationships 20

26 Cooperating with University Professionals Alpha Chi Omega chapters are guests on individual campuses. This provides the organization a unique opportunity to partner with university professionals in development of our members within the organization. The campus provides resources for our members including fraternity and sorority advisors and staff who focus on student development. As house director, establishing and maintaining relationships with university professionals helps ensure a strong relationship between the university and the chapter. House directors can help promote positive campus and community relations in a variety of ways, many of which are simple. As the hostess of the chapter, one of your roles is to maintain the chapter house and show consideration to neighbors, who may include campus administration or members of the community. When hosting special chapter events, such as scholarship dinners, awards banquets or community service projects, you might invite the fraternity and sorority advisor(s), Panhellenic Council or members of the university administration. By including members of the campus community at chapter events, you are able to demonstrate the many positive contributions the chapter makes every semester. The house director may also find it beneficial to build relationships with other fraternity/sorority house directors. Establishing a rapport with other house directors helps you stay updated on campus and Panhellenic issues. You are encouraged to participate in campus activities directly involving house directors. You need to be careful, however, not to engage in gossip with other house directors. Private information about members of the chapter should not be shared with other chapters on campus. The house director should be knowledgeable regarding campus policies and procedures. You should be able to locate university resources for crisis management including emergency situations and wellnessrelated issues facing chapter members. Ensuring you have the necessary information on many different subjects will make you an excellent resource for the chapter members. WorkingRelationships 21

27 Collegiate Officer and Committee Structure As the house director, you will work closely with chapter officers and members of their committees. It will be helpful to become familiar with the responsibilities assigned to each officer, as you need to know to whom you should direct specific questions or concerns. Likewise, in the event of an emergency, it is important to understand the chain of command. The executive board and committee structure was developed to maximize efficiency while recognizing the realities of how a chapter operates on a day-to-day basis. When changes are made to the structure, it is the result of careful evaluation and input from volunteers, headquarters staff and others who work within the structure. In the event of a change, chapters are given ample notice through updated information including officer handbooks. Below, you will find a list of officers and their key duties, in order by chain of command. You will also find a diagram illustrating the executive board structure. All of this information has been updated to reflect the new executive board and committee structure which took effect after the November 2011 elections. Chapter president Oversees all functions of the chapter; serves as chair of the chapter s executive board. Vice president chapter relations and standards Promotes adherence to chapter bylaws and National Fraternity policies; chairs the Chapter Relations and Standards Board; conducts annual bylaw review; and administers positive recognition for chapter members. Vice president finance Oversees chapter budgeting, invoicing and bill payment; manages chapter s Billhighway account; and oversees all financial accountability of members. Vice president risk management Ensures that sound risk management planning and practices are implemented at all chaptersponsored or co-sponsored events; serves as a resource to the chapter when planning events; educates the chapter about risk management topics; and serves on the Chapter Relations and Standards Board. Vice president ritual and fraternity appreciation Develops and implements chapter programming related to Fraternity Ritual; educates the chapter on Fraternity holidays; and plans alumna/collegiate programming. Vice president recruitment Oversees, promotes and develops all formal and continuous chapter recruitment activities; educates the chapter on membership standards; and attends all Panhellenic recruitment meetings on campus and reports back to Panhellenic delegate. Vice president new member education Implements new member education program for all new members; provides ongoing education to chapter about correct terminology and hazing; and addresses other questions and concerns related to new members and the new member period. Vice president public relations and marketing Develops, maintains and publishes chapter calendar; coordinates all data in Lyre Links; collaborates with other executive board officers on communication efforts such as newsletters to alumnae and parents; develops and oversees chapter PACE plan. Vice president membership programming Administers all chapter educational programming (including MyJourney); plans and executes sisterhood and Chi Connections events for the chapter; assists in the planning of social events for the chapter; and implements parent programming. WorkingRelationships 22

28 Panhellenic delegate: Represents Alpha Chi Omega in the college Panhellenic association; represents the association to the chapter; assures chapter adherence to the binding agreements of the National Panhellenic Conference; promotes relationships between chapter and other groups on campus; manages and encourages the chapter s participation in community service; and oversees chapter philanthropy initiatives as well as participation by the chapter in fraternity/ sorority community philanthropies if the chapter does not have a VP philanthropy on their executive board. Vice president intellectual development Creates and promotes chapter scholarship program; consults with Chapter Relations and Standards Board regarding members academic issues; and compiles and promotes campus and chapter resources relating to academics. Vice president facility operations (if applicable and necessary due to the size and needs of the chapter facility) Oversees chapter facility operations in conjunction with house director; assists in meal planning; and serves as a member of the finance committee. Vice president philanthropy (optional position if applicable and necessary due to the size and needs of the chapter) Plans, promotes and executes chapter philanthropy events; educates the chapter on the Alpha Chi Omega Foundation; and researches and promotes other organizations philanthropy events. WorkingRelationships 23

29 Collegiate Officer Diagram WorkingRelationships 24

30 Introduction to ΑΧΩ Volunteers As you learned earlier in this guide, Alpha Chi Omega consists of three entities that make up the Enterprise. You may not know, however, that each entity is governed by a board of volunteers. The National President is the highest-ranking volunteer position. Elected every two years at the biennial convention, the National President, along with five National Vice Presidents make up the National Council. These six women set the direction of Alpha Chi Omega by defining organizational priorities. The executive director, who leads the organization s paid staff, is the primary liaison between staff and the National Council. The Board of Directors of the National Housing Corporation, appointed by the National Council, and the Alpha Chi Omega Foundation s Board of Trustees are also made up of qualified volunteers who devote countless hours to serving the membership and maintaining relevance in today s world. Working together with staff, the three boards determine the strategic vision, goals and objectives that underline each endeavor whether chapter programming, marketing, volunteer structure and training, etc. The voluntary leadership of Alpha Chi Omega does not stop at the national level. Operational volunteers at every level play an integral role in meeting the goals and objectives outlined in the strategic plan. The charts on the following pages illustrate the volunteer structure of Alpha Chi Omega. However, it doesn t stop there. There are special committees and task forces formed to analyze or provide input with respect to a specific and timely need. Whatever the assignment, however many hours are devoted, whether serving an ongoing need or one-time opportunity, Alpha Chi Omega s volunteers get it done! WorkingRelationships 25

31 NHC Volunteer Diagram WorkingRelationships 26

32 Fraternity Volunteer Diagram Director of Collegiate Experience Volunteers Director of Education and Leadership Initiative Volunteers Director of Province Collegiate Chairs Director of Province Alumnae Chairs Director of Lifetime Engagement Volunteers Chapter Programming Specialists Leadership Development Specialists Alumnae Engagement Specialists Alpha Chindness Specialists Technology Specialists Lead Specialist Chapter Programming Lead Specialist Leadership Development Lead Specialist Alumnae Engagement Lead Specialist Alpha Chindness Lead Specialist Technology Chapter Management Specialists Finance Specialists Recruitment Specialists Ritual Specialists Chapter Advisors Alumane Chapter Presidents Lead Specialist Chapter Management Lead Specialist Finance Lead Specialist Recruitment Lead Specialist Ritual Province Collegiate Chairs Province Alumnae Chairs WorkingRelationships 27

33 Foundation Volunteer Diagram WorkingRelationships 27 WorkingRelationships 28

34 creating a healthy environment

35 Understanding Today s College Woman Today s college students want to have fun while being both challenged and respected. They are interested in being part of a group; they want to make a difference in the community and the world. They have positive attitudes, good manners and a high degree of respect for themselves and others. They desire feedback regarding their personal development and want someone who will mentor them through their college experience and life in general. When people refer to today s college students, they often refer to the millennial generation. Millennials were born in or after Millennial students exhibit different characteristics from those students just a few years older. Diana Oblinger states in Educase Review July/ August 2003 that Millenials: Gravitate toward group activity Identify with their parents values and feel close to their parents Believe it s cool to be smart Are fascinated by new technologies Are racially and ethnically diverse Millennials prefer teamwork, experiential activities, structure and using technology for learning. They are great multi-taskers who are goal-oriented and demonstrate positive attitudes and a collaborative style. In The Millenial Muddle Neil Howe and William Strauss describe these young people as: Extremely focused on grades and performance Respectful of social norms and institutions Very involved in extracurricular activities Eager for community activities Demanding of a secure, regulated environment More interested in math and science, less interested in humanities This current generation of college students has been raised on interactive technology and entertainment-style communication. Experiences which involve the students and require them to interact as a part of their own learning are more likely to capture and retain their interest. According to Tad Lichtenauer, Fraternity News, June 2007, the experts refer to this generation as social, skeptical, talented, stressed, giving, global, inexperienced, multicultural, influential and team/goal oriented. Experts predict this generation is going to be drastically different from its predecessors. Here are some interesting observations: Their parents are their heroes and also their primary influence on values and views; The roles of these helicopter parents often leave the Millennials inexperienced; Many come from small, close families and even though they have high self-esteem, they are known for poor scheduling and lean heavily on older adults for help while in college; They are multicultural and globally aware, but the experts say they are not very knowledgeable; They are pessimistic about the direction of the world; They are environmentally friendly; They are health-conscious; Among their top 10 concerns are education, poverty and equal rights; They feel personally responsible for making a difference in the world; They are known for their volunteer work and interest in participating in club activities; They are technologically savvy instant connectivity and response; They prefer the internet to telephone for interpersonal communication, even socialization; They are multi-task oriented, which can sometimes be mistaken for rudeness; They have a high stress level and sometimes short attention spans; Most think it is cool to be smart but intellectually disengaged; CreatingaHealthyEnvironment 29

36 This generation is not known for supporting organized religion, but does have an increased sense of morality and honesty; They gravitate toward group activities, seeking family-like support and structure. Millennials have a can-do attitude about tasks at work and look for feedback about how they are doing frequently even daily. Millennials want a variety of tasks and expect to accomplish every one of them. Positive and confident, Millennials are ready to take on the world. They seek leadership, and even structure, from their older and managerial coworkers, but expect you to draw out and respect their ideas. Millennials seek a challenge and do not want to experience boredom. They are used to balancing many activities such as teams, friends and philanthropic endeavors. The priority students affix to their education is often usurped by increasingly demanding and time-intensive life priorities such as work, family or emotional/psychological needs. This generation of students continues to live in an age of convenience and consumption. A college education has become commoditized, understood as yet another acquisition to be made rather than a process in which you engage. Respecting the power of relationships is critical to student motivation. Today s college students appear to be the recipients of a great deal of family involvement and attention. It is not unusual for the expectation of this involvement to continue after they enroll in college. Many students continue to have regular, sometimes daily, contact with their parents, calling to provide updates or seek consultation. As an active adult working with the chapter, understanding the current college student is critical in our ability to meet them where they are so we can create a positive working relationship. Students increasingly seek someone to provide structure, direction and praise in a way previous generations of students did not. Today s students often ask what to do before thinking through their own plans. It seems they want things to be fixed or done so they can move on to the next project. Experience tells us the most successful advising style is to ask questions which help lead students to formulate their own ideas. By implementing this style, college students can reflect on the challenges at hand and develop a solution. They will learn to take ownership in their educational experience, whether it s in the classroom or a leadership opportunity outside of class. CreatingaHealthyEnvironment 30

37 Establishing a Healthy Environment A chapter s environment is the thread which connects a multitude of activities. In many respects this thread is almost invisible, yet everyone experiences its influence. Positive social relationships and attitudes toward academics and the chapter are as important to the environment as are safe and well-kept buildings and grounds. A safe, clean and well-maintained chapter house with a positive climate and culture can foster connectedness, which in turn boosts the members interpersonal relationships as well as their educational achievement. A chapter s physical environment, including noise, temperature and lighting as well as physical, biological or chemical agents, includes the facility and the surrounding area. The psychosocial environment encompasses the attitudes, feelings and values of the members. The combinations of the physical and psychosocial environments have an incredible impact on the members attitude and ability to succeed as students and productive members of the organization. It is important to keep these aspects in mind when creating the living/learning environment for members, so their home may reflect the purpose of their membership in Alpha Chi Omega. Creating a healthy environment requires the involvement of everyone members, officers, advisors, house corporation and staff. As with any organization, change takes time. Tips for establishing a healthy environment: SUPPORT the chapter as they create and establish measurable goals, objectives and activities centered on improving the physical and social environment of the chapter house. CREATE and utilize positive, frequent communication with the staff, advisors, National Housing Corporation or local house corporation and chapter. ENFORCE policies as set forth in the chapter house rules and the house director s position description. WORK in collaboration with the house manager to educate members on safety. EMPOWER students by involving them in planning, creating and sustaining the chapter house. Years ago, students seeking help from college counseling centers presented problems clearly related to their college experiences such as roommate issues, career indecision, academic difficulty or relationship problems. Today, students present very different problems. According to the International Association of Counseling Services, Inc., counseling center directors report continuing wait lists for treatment. There has been an increase over the past five years in learning disabilities, severe psychological problems, problems related to early sexual abuse and an increase in alcoholrelated problems. Physical health problems are also increasing and often closely linked to mental health problems. Eating disorders may result from psychological problems; however, they can quickly become serious physical problems. Alcohol and other drug abuse can also create significant physical as well as psychological problems, as can various kinds of violence such as date rape. An alarming trend is an increase in sexually transmitted diseases among students. Students express almost as much anxiety about finding supportive friends as they do about succeeding academically. There is evidence that establishing effective interpersonal relationships is an important element in college success (Terenzini, et al., 1994). All first-year students, regardless of background and experience, must develop an interpersonal support system with their fellow students. This includes finding friends and participating in activities which require cooperation and good interpersonal skills. They must, perhaps for the first time, relate to students, faculty and staff of different cultural backgrounds, sexual orientations, life experiences, physical disabilities and ethnicities. CreatingaHealthyEnvironment 31

38 In the collegiate environment, the influence of friends or a peer group is well established. In particular, the peer group influence on such issues as alcohol attitudes and behaviors greatly affects student development during college. The collegiate environment has a powerful impact on students attitudes, values and needs. Students, particularly traditional aged, have a need to identify and affiliate with other students. Living and learning environments provide an opportunity to express these needs because of the optimal physical facilities and students' commonality of purpose. While environments affect people, people also affect environments. Some students are very susceptible to the influence of the environment, while others seem almost immune to it. Similarly, some environments are weak, unstable and rapidly changing, while others are strong, stable and less likely to change. Providing congruence between members and their living, learning environment leads to members who are happier, well adjusted and more likely to achieve their personal and educational goals. CreatingaHealthyEnvironment 32

39 Introduction to Hazing & Bullying Hazing and bullying can take place within any peer group. Alpha Chi Omega does not support any form of hazing as it is conduct which does not promote human dignity. Hazing is defined within the national policies of Alpha Chi Omega. Members are to uphold the values of the national organization and to promote the development of women. Hazing refers to any activity expected of someone joining a group, or to maintain full status in a group, which humiliates, degrades or risks emotional and/or physical harm, regardless of the person's willingness to participate. Long ago, hazing practices were considered harmless pranks or comical antics. Today, hazing extends far beyond athletics and fraternity/sorority life. It is experienced by other social and professional organizations. Hazing is a complex social problem shaped by power dynamics operating in a group and/or organization and within a particular cultural context. Hazing activities are generally considered to be mentally and/or physically abusive, hazardous and/or sexually violating. The specific behaviors or activities within these categories vary widely among participants, groups and settings. While alcohol use is common in many types of hazing, such as binge drinking and drinking games, other examples of typical hazing practices include personal servitude, sleep deprivation, restrictions on personal hygiene, yelling, swearing and insulting new members, being forced to wear embarrassing or humiliating attire in public, and consumption of vile substances. Hazing can be a chapter culture or a chapter activity, while female bullying has the ability to be a negative aspect of the chapter while practiced by a small group. Female bullying can consist of a variety of behaviors such as intimidation, disgusting pranks and obstruction of ability to be comfortable within your surroundings. Unlike the male bully, implied threats of physical violence are less common of the female bully, though they can occur. More common behaviors include forming groups from which some people, typically other females, are excluded, spreading malicious gossip to others who have power to make decisions about a targeted person, over-emotionality, yelling, screaming and finding other comparatively covert means to degrade another person. Female bullying is often passive-aggressive and non-verbal. Bullying within a chapter involves socially isolating and ostracizing others through verbal means such as teasing, rumor spreading, threatening harm and cruel practical jokes. Cyber bullying is online social cruelty which takes place on Facebook and other social media outlets. It can also be stealing or destroying property. Bullying is not so different from queen bee behaviors in cliques in junior high and high school. If bullying is successful, a person may lose selfconfidence, choose to no longer live in the chapter house or feel forced to quit her membership within Alpha Chi Omega. As a national organization, we strive to create a safe environment to promote the positive development of real, strong women who will be successful in the community, classroom and chapter. We encourage our chapters to utilize educational sisterhood activities for member education, sisterhood bonding and chapter development. Each chapter is responsible for the safe behavior of individual members. If the chapter or individual members conduct themselves in a manner not in alignment with our national values and policies, the chapter officers and advisors should address the chapter or member immediately. If actions are taking place and have not been addressed, please discuss matters with the chapter advisor. In the case where a chapter does not have a chapter advisor or the chapter advisor has failed to address the matter, please contact the collegiate experience department immediately at Alpha Chi Omega headquarters. CreatingaHealthyEnvironment 33

40 Sustaining Positive Relationships Many responsibilities and skills fall under your position as house director; some are tangible and some focused on creating a home for the chapter. As you collaborate with the VP facility operations, advisors and members to create a healthy environment, often you ll find supporting the communication and relationships among the members is one of the most challenging and rewarding elements of the position. Supporting healthy behaviors, communication and member conflict is a gray area of the position. We encourage and direct chapters to be self-governed. There is also chapter protocol, established for members to utilize when there are needs the chapter would like addressed. It is important for all who interact and care for our chapters to address and support members in a developmental manner. What to do When Conflict Arises Disagreements are normal and, if constructively resolved, can actually strengthen interpersonal relationships. It is inevitable there will be times of sadness, tension or outright anger within the chapter house. This may occur between members or between a member and other friends. Resolving conflicts requires honesty, a willingness to consider other people s perspectives and communication between those involved in the conflict. Healthy communication is critical. Following are some guidelines for successful communication and conflict resolution you can provide if your advice is sought out: Timing matters. Contrary to previous notions, the best time to resolve a conflict may not be immediately. It is not unusual for those involved to need time to cool off. This "timeout period can help members avoid saying or doing hurtful things in the heat of the moment and can help members clearly identify what changes are most important. Agree to disagree and move on. Members will encounter issues on which they will never completely agree. Rather than continuing a cycle of repeated fights, sometimes it is best to agree to disagree and negotiate a compromise. Clarify the message. A clear message involves a respectful but direct expression. Discuss one thing at a time. It can be tempting for the chapter to list concerns or grievances; however doing so will likely prolong an argument. Do your best to support the chapter as they focus on resolving one concern at a time. Listen. You might suggest the process start with, "I think you are saying..." or "What I understood you to say was..." This step alone can prevent misunderstandings which might otherwise develop into a fight. Adopt a "win-win" position. This means the goal is for the overall health of Alpha Chi Omega, rather than for either member to "win" in a conflict situation. Social Norms Social norms are people s beliefs, attitudes and expectations about the behaviors and practices normal or acceptable in a certain social environment. Members may regulate their behavior based on their perceptions of the chapter s social norms. The environment within the chapter influences members decisions about alcohol and other drug use. Many times, students perceptions of their peers drinking and other drug use are exaggerated. Research has shown social norms marketing campaigns media campaigns designed to correct misperceptions of social norms can reduce highrisk drinking when implemented correctly. Promoting Healthy Norms As a team, we can help create a social, academic and residential environment that promotes healthy norms. This leads to healthy behaviors and lifestyles. Focusing on academics, sisterhood, chapter activities, leadership and community involvement helps members focus energy on positive outlets. Adults and mentors can greatly influence students campus experience by becoming more involved with the students. CreatingaHealthyEnvironment 34

41 Providing a Living Learning Community The living environment may be the most important area when fostering a place for academic growth in students. If a student is unhappy at home this is no longer a place conducive to studying, academic work and being able to feel at ease. Building a thriving living and learning environment is purposeful work which will have many positive outcomes. There are many components to creating a learning environment. The most important are categorized below with ideas for ways to implement these in your specific chapter facility. Physical Space The physical space is extremely important to creating a learning environment for students, but can also be one of the hardest to implement depending on funding and how much attention you are willing to devote to this task. The physical space should have many kinds of environments for many types of students such as good lighting, soft seating in clusters, tables and chairs, private study space options, areas away from the flow of traffic, as well as areas more conducive to group projects and group study sessions. Students need variety to be productive in their academic work, and the more options created for them, the better. A chapter facility which boasts a wide variety of study environments will best serve the academic needs of the students. Because the physical space contributes greatly to the living, learning environment, Alpha Chi Omega has an expectation that chapter facilities are alcohol and substance free. Ensuring the space in which our women live is free of negative distractions goes a long way in creating a better learning environment. Getting Everyone on Board The physical space will mean nothing and be of no benefit if the students do not understand the nature of the area. Having discussions early in the semester with the students to highlight different environments will be of great help. The best way to accomplish this is to get the executive members on board with the design of these areas in order to communicate its importance to all members. Sticking by these rules (quiet space, group work space, no music or TV allowed, hours of quiet time, etc.) as decided by the women and the chapter will allow the facility to maintain an environment conducive to study. The house director, along with the VP facility operations, should host a meeting at the beginning of the semester/quarter to ensure all women living in the facility understand the established rules as well as discuss a set of common expectations for members living in the facility to respect the facility as well as each other s personal needs, space and belongings. Bringing Outsiders Into the Space to Help Support Goals The best part about building thriving learning environments is bringing people and programs in to support this atmosphere. If the students are the only ones using the space for studying and group projects, they might not make the full connection between their coursework on campus and their coursework in the chapter facility. As the house director you could explore working with the VP intellectual development to discuss opportunities to engage individuals outside of Alpha Chi Omega in the chapter facility while focusing on the intellectual development of members. The easiest way to bridge this gap is to invite faculty into your chapter facility. What better way to build a thriving learning community than by having the professors interacting in the academic chapter space with the women? This initiative can begin small and easily develop into a regular series of programs. Work on establishing a connection with one or two faculty members who are well-liked and respected by the women in the chapter. This can easily be determined by having the women nominate one or two of their favorite professors at a chapter meeting. Work with the most popular vote on coming into the chapter facility one evening to have desserts and discussion. The faculty can CreatingaHealthyEnvironment 35

42 pick the topic of choice or talk about a current event they feel passionately about. This can be an informal way to foster great one-on-one connections between the women and the professor outsideof the academic classroom and solidify your thriving learning community. Working with faculty can be challenging at times because many feel uncomfortable with an off the cuff discussion. One way to prevent this is to communicate with the professor about clear ideas you have regarding interacting with the women. Ask them to bring a print-off of a current event or the excerpt of a poem they want to discuss. Handouts are great for prompting conversation. A popular medium right now is YouTube. If the faculty member had a particular clip they would like to discuss, this is a great way to get people talking about broader concepts. When working with faculty, another idea is to invite them to have a demonstration about something they want to share with others. This can open the door to cooking demonstrations, hobbies, crafts, book clubs, etc. The possibilities are endless when the faculty members are at ease enough in this environment to share this passion. CreatingaHealthyEnvironment 36

43 Education on Eating Disorders & Substance Abuse House directors may be faced with members of the chapter who demonstrate concerning eating habits or who are overly obsessed with weight, which may be associated with an eating disorder. Eating disorders do not lead to an overall healthy woman or chapter and therefore should be addressed when a concern arises. The role of the house director in this situation is to identify when a problem might exist and report the problem to the chapter leadership to address. The largest role is to ensure that members are referred and seeking the appropriate treatment when necessary. Eating disorders are defined as any of several patterns of severely disturbed eating behavior, especially anorexia nervosa and bulimia, seen mainly in female teenagers and young women. Overall, women with eating disorders typically are obsessive with food and their weight to an unhealthy level. Anorexia nervosa is an eating disorder affecting adolescent girls and young women, characterized by pathological fear of becoming fat, distorted body image, excessive dieting and emaciation. Essentially, individuals that have anorexia typically obsess with being thin focusing on the calories and fat grams being consumed as well as not wanting to eat or eating very limited amounts of food. Furthermore, these individuals tend to exercise too much and may take diet pills. Bulimia is an eating disorder characterized by uncontrolled rapid ingestion of large quantities of food over a short period of time followed by self-induced vomiting, fasting and other measures to prevent weight gain. It is most common among young women and teenage girls. In other words, women that are bulimic binge by eating a lot of food at once and then throwing up or using laxatives to purge the food from the body. Steps to Take Individuals can recover from an eating disorder; however, doing so typically requires professional help. As a house director, you should not take on the role of therapist/counselor. A house director can be supportive of a member who has an eating disorder, but should leave the majority of the work up to a professional who is equipped with the educational credentials to work with these individuals once they are diagnosed. A house director, in collaboration with the chapter advisor, chapter president, VP chapter relations and standards, and/or VP facility operations could explore developing an action plan, considering who the most appropriate person might be to have a conversation with Warning signs Warningsignstoidentifyaneatingdisordermightinclude: Unnaturalconcernaboutbodyweight Distortedimageofbody Obsessionwithcalories,fatgramsandfood Useofmedicinestokeepfromgainingweightsuch asdietpills,laxativesorwaterpills Throwingupaftermeals Refusingtoeat,lyingabouthowmuchfoodwas consumed,avoidingsituationsthatinvolvefood Fainting Overexercising Nothavingperiods Increasedanxietyaboutweight Denyingthereisanythingwrong CreatingaHealthyEnvironment 37

44 the individual about the concern, and then speaking with the individual member privately to express the concerns for her safety and wellbeing. At this time the person designated to meet with the woman should provide campus and community resources to the individual to allow her to explore available options. The house director and officer(s) should always make sure to approach the conversation from a position of care for the overall health of the member. In addition to addressing individual members, the chapter might consider working with the VP risk management to explore educational opportunities to educate the entire membership about eating disorders. This might come in the form of inviting a speaker from campus or the community to a workshop, creating a newsletter for members, hanging up a bulletin board in the chapter facility or sharing facts at a chapter meeting. CreatingaHealthyEnvironment 38

45 SUBSTANCE ABUSE The four progressive phases of substance abuse are: 1. Learns mood swing (experimentation) experiences the effects of transferring from normal feelings to euphoric feelings; 2. Seeks mood swing (compulsion) growing anticipation of effects; preoccupied with experience effects; desires regular use; develops tolerance; 3. Negative reactions (delusions) experiences depression after euphoria; rationalizes all negative behavior and feelings; experience blackouts; 4. Uses chemicals to feel normal (dependent) reality is distorted to the extent that continual use is required to cope with day-to-day living. Who is abusing or misusing drugs? You may be surprised to learn drug abuse or misuse is prevalent throughout society. For instance, the problem may be found in adolescents, housewives, businessmen, young adults (including fraternity and sorority members), senior citizens, all ethnic groups and all social classes. What drugs are being abused? Alcohol, stimulants, marijuana, narcotics, hallucinogens, sedatives and inhalants are all substances commonly abused. Some of these are legal and some are illegal. For those which are legal, there is a propensity for misuse because they are more easily available. The most commonly abused drugs today are known as club drugs, such as ecstasy and GHB. They are labeled feel good drugs, but their effects can be deadly. Why are drugs being abused? There are numerous reasons for people abusing drugs. Many people abuse drugs for their psychoactive (mind-altering) properties. Others hope or believe drugs can solve their problems. They are pressured by peers to experiment. They want to experiment. They derive enjoyment from taking the drug. Aiding and abetting the abuse is the ease with which drugs can be obtained. Options available for someone who is chemically dependent include: University counseling services Narcotics Anonymous Alcoholics Anonymous CreatingaHealthyEnvironment 39

46 Progressive Symptoms of Alcohol Dependency and Recovery Alcoholism is a disease with predictable symptoms or phases. The chart below helps pinpoint where an alcoholic is in this process and will help you to be aware of the symptoms of this devastating disease. Dependency Occasional relief drinking continues Constant relief drinking commences Increase in alcohol tolerance Onset of memory blackouts Surreptitious drinking Urgency of first drinks Increasing dependence on alcohol Feelings of guilt Unable to discuss problem Memory blackouts increase Decrease of ability to stop drinking when others Drinking bolstered with excuses Persistent remorse Grandiose and aggressive behavior Promises and resolutions fail Tries geographical escapes Loss of ordinary will power Loss of other interests Work and money troubles Tremors and early morning drinks Unreasonable resentments Decrease in alcohol tolerance Neglect of food Onset of lengthy intoxications Physical deterioration Moral deterioration Impaired thinking Drinking with inferiors Indefinable fears Unable to initiate action Obsession with drinking Vague spiritual desires All alibis exhausted Recovery Group therapy and mutual help Increasing tolerance Contentment in sobriety Care of personal appearance Confidence of peers Appreciation of real values Increase of emotional control Rebirth of Ideals Facts faced with courage New interests develop New circle of stable friends Adjustment to needs of others, family and friends Desire to escape goes Natural rest and sleep Return of self-esteem Realistic thinking Diminishing fears of the unknown future Regular nourishment taken Appreciation of possibilities of new way of life Start of group therapy Onset of new hope Improved physical condition Right thinking begins Takes stock of self Meets normal and happy former addicts Stops taking alcohol Told addiction can be arrested Learns alcoholism is an illness Honest desire for help TOTAL DEFEAT ADMITTED *Recognition is provided to Care Unit for making this information available. CreatingaHealthyEnvironment 40

47 Resources for Information on Drug Abuse and Treatment For information on drug abuse and treatment look in your local Yellow Pages under Drug Abuse Treatment. However, your primary source should be your local campus counseling or crisis center. Organization Hazeldon Foundation Box 176 Center City, MN (800) (U.S.) 1-(800) (MN) National HelpLine 1-(800) The Johnson Institute 7151 Metro Blvd. #250 Minneapolis, MN (800) (U.S.) 1-(800) (MN) Narcotics Anonymous (See local White Pages of telephone directory) Alcoholics Anonymous (Use local telephone directory) Al-Anon Family Groups (Use local telephone directory) Nar-Anon Family Groups (Use local telephone directory) National Clearinghouse for Alcohol Information P.O. Box 2345, Dept. #10 Rockville, MD Look under "Drug Abuse" in local telephone Yellow Pages PRIDE (Parents Resource Institute for Drug Education) NIDA (National Institute on Drug Abuse) 1-(800) Alcohol & Drug Abuse Education Program U.S. Office of Education 400 Maryland Ave., SW Washington, DC Remarks World's largest source of educational materials on chemical dependency. Counselors on duty 24 hours a day staffed by professionals. Provides reference to appropriate agencies in your area. Self-help treatment program modeled on successful AA program. Well-known for a very successful treatment program for alcoholics. Support program for family and friends of alcoholics. Support program for family and friends of narcotics users. Write to obtain a listing of counseling and treatment centers in your state. Lists many local organizations that work with alcoholics and drug abusers. Provides information on how to deal with abuse problems. Gives information on local treatment facilities. Write to obtain information on education and treatment materials. Substance use and abuse information section retrieved from the FIPG manual found at CreatingaHealthyEnvironment 41

48 Collaborating with the National Organization and the University In the instance that a risk management concern arises, the house director should communicate with the local chapter officers to address the behavior exhibited by individual members or the chapter as a whole. It is imperative that the house director also communicate concerns to the chapter advisor. The chapter s Chapter Relations and Standards Board (CRSB) has the authority to hold individual members accountable for behavior inconsistent with Alpha Chi Omega policies, local chapter bylaws and the expectations of membership. The house director does not have a role in CRSB; however, the house director should provide detailed information to the appropriate officers and advisors (chapter president, VP chapter relations and standards and chapter advisor) about the concern that may lead to addressing a member s behavior. If the concern is a possible threat to the emotional or physical well being of members of the chapter, the house director should alert Alpha Chi Omega headquarters immediately. An Alpha Chi Omega headquarters staff member will collect information from the house director regarding the risk management concern and will follow up with the chapter and the university. In order to ensure Alpha Chi Omega members are having a positive and vibrant collegiate experience, all individuals that may touch a chapter should be prepared to intervene when necessary as well as partner with the appropriate individuals to address behavior whether individually or collectively. CreatingaHealthyEnvironment 42

49 fraternity policies

50 Fraternity Policies Alpha Chi Omega chapters and facilities are governed by a number of policies established by the National Council and Alpha Chi Omega headquarters staff. These policies must be followed by all local chapters. The policies are set up to ensure the safety and well-being of our members as well as outline membership rights and responsibilities. Included in this section are a few highlighted policies relevant to your role of house director. In most cases you should not enforce these policies, but be aware of them and inform the appropriate chapter leadership or advisors when you observe a violation. In instances when additional intervention may be needed, you might seek assistance and support from the collegiate experience staff at Alpha Chi Omega headquarters. The primary role of the house director is to ensure the safety of our members and guests in the facility. RISK MANAGEMENT POLICIES Fraternal Information & Programming Group (FIPG) Alpha Chi Omega belongs to FIPG, Inc. and as such follows the risk management policies of FIPG. If there is a conflict between FIPG and Alpha Chi Omega policies, Alpha Chi Omega policies shall take precedence. The FIPG policy states as follows: Alcohol and Drugs 1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES while on chapter premises or during a fraternity event, in any situation sponsored or endorsed by the chapter, or at 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. No alcoholic beverages may be purchased through or with chapter funds nor may the purchase of 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 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 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 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. However, a chapter may rent or use a room or area in a tavern as defined above for a closed event held within the provisions of this policy, including the use of a third party vendor and guest list. An event at which alcohol is present may be conducted or co-sponsored with a charitable Statement of Position: Alcohol and Drugs AlphaChiOmegaexpectsmemberstoabidebyallfederal,state,localandcollege/universityregulationswith regardtotheuseofalcoholicbeveragesandpossessionand/oruseofanyandallillegaldrugs.alcoholic beveragesandillegaldrugsmaynotbestored,servedorconsumedonanypropertydesignatedforregular usebyalphachiomegachaptersandcolonies. FraternityPolicies 43

51 organization if the event is held within the provisions of this policy. 7. No chapter may co-sponsor, co-finance or attend or participate in a function at which alcohol is purchased by any of the host chapters, groups or organizations. 8. All recruitment activities associated with any chapter will be non-alcoholic. No recruitment activities associated with any chapter may be held at or in conjunction with an alcohol distributor a tavern as defined in this policy. 9. No member, associate/new member or novice, shall permit, tolerate, encourage or participate in drinking games. Drinking games include, but are not limited to, the consumption of shots of alcohol, liquor or alcoholic beverages, the practice of consuming shots equating to one s age, beer pong, century club, dares or any other activity involving the consumption of alcohol which involves duress or encouragement related to the consumption of alcohol. 10.No alcohol shall be present at any 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-little sister events or activities, family events or activities and initiation. Hazing No chapter, colony, student or alumna shall conduct nor condone hazing activities. Permission or approval by a person being hazed is not a defense. 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 public 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. Alpha Chi Omega Statement on Bullying AlphaChiOmegaprohibitsactsofharassmentorbullying.Harassmentorbullyingisanygestureorwritten, verbal,graphicorphysicalact(includingelectronicallytransmittedacts i.e.internet,cellphone,personaldigital assistant,orwirelesshandhelddevice)thatisreasonablyperceivedasbeingmotivatedeitherbyanactualor perceivedcharacteristic,suchasrace,color,religion,ancestry,nationalorigin,gender,sexualorientation,gender identityandexpression;oramental,physicalorsensorydisabilityorimpairment;orbyanyotherdistinguishing characteristic.alphachiomegamembersshouldpromoteasafeandwelcomingenvironmenttoitsmembers. FraternityPolicies 44

52 Sexual Abuse and 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 premises or off-site locations, 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 or incendiary devices of any kind within the confines and premises of the chapter house is prohibited 5. Candles should not be used in chapter houses or individual rooms except under controlled circumstances such as initiation. Education Each fraternity shall annually instruct its students and alumni/alumnae in the Risk Management Policy of FIPG, Inc. Additionally, all student and key volunteers shall annually receive a copy of the Risk Management Policy and a copy of the policy shall be available on the fraternity website. ALPHA CHI OMEGA The FIPG policies above appear in the Alpha Chi Omega policy manual. Below are policies that have been implemented by Alpha Chi Omega in addition to those above. As stated previously, if there is a discrepancy between an FIPG policy and an Alpha Chi Omega policy, the Alpha Chi Omega policy takes precedence. Chapter Events Event Planning Proposal Collegiate chapters must complete the Event Planning Proposal prior to each event, and keep it with their chapter records. Policy Clarification: The chapter is required to fill out Event Planning Proposals for all events that the chapter hosts not just ones that are social or involving alcohol. Therefore, if the chapter is hosting a parent or alumnae event, or a chapter event that requires the house director s participation, the chapter may request assistance with portions of the Event Planning Proposal from the house director. Guests Hours of Visitation Alpha Chi Omega facilities may be open to guests between 7:30 a.m. and 2:00 a.m. However, a chapter may provide for more restrictive hours in its bylaws, provided a majority of the members living in the chapter facility approve. A chapter may vote to expand the hours of visitation, provided 100 percent of the members living in the chapter facility approve. In no instance may the hours of visitation be expanded beyond 7:30 a.m. and 2:00 a.m. The VP facility operations must record any votes to change visitation hours in the minutes of the next chapter meeting. FraternityPolicies 45

53 Areas of Visitation The chapter may designate the areas of the facility that are available for guests, provided a majority of the members living in the chapter facility approve. Policy clarification: At a minimum, the chapter facility must be closed to guests between 2 a.m. and 7:30 a.m. However, the chapter has the option to make these hours more restrictive. Additionally, areas of the house may be restricted at different times. When visitors are at the house, they must be escorted by a chapter member, volunteer or the house director at all times. Overnight Guests Members requesting guests to stay in the house overnight must have the approval of the house director or housing advisor. FACILITY POLICIES Alcoholic Beverages Alcoholic beverages may not be stored, served or consumed on Alpha Chi Omega property, owned, rented or otherwise designated for regular use by the collegiate chapters and colonies of the National Fraternity. Emergency Procedures All collegiate chapter facilities must post emergency numbers, have evacuation routes from chapter houses, common areas and sleeping rooms, and conduct at least two fire, earthquake and tornado drills each academic year. Policy Clarification: The house director and VP facility operations should work together to promote emergency procedures within the chapter facility. Additionally, the house director should work with the VP facility operations to plan the required drills. All members should participate in the drills. Fire and Health Standards All collegiate chapter facilities must meet all local fire and health codes and standards. All collegiate chapter facilities must be smokefree environments. Policy Clarification: Members may smoke outside the chapter facility within a distance that is permitted by city, county or state law. No smoking may occur within the chapter facility. All collegiate chapter facilities are required to have no pets. Exceptions may be allowed for service animals. Alpha Chi Omega Statement on Human Dignity AlphaChiOmegasupportsthestatementonhumandignityandsexualharassmentendorsedbytheNational PanhellenicConferencemembersgroups thatcollegewomenshouldhaveapositiveinfluenceinthedirection andachievementsoftheuniversitycommunityandthatactivitiesshouldpromoteself-worth,humandignityand apositivegreekimage. Thedignityoftheindividualisabasicelementofacivilizedsociety.Individualself-worthisanecessaryfactorin establishinghealthyrelationships. Allactivities,includingactsofhazing,activitiesbasedinanegativemannerongender,race,color,religion,national origin,age,disabilityorsexualorientationandcompetitivegamesthataredestructive,demeaningorabusive, promoteanegativeimageofthegreekcommunity. Participationinsuchactivitiesthataredemeaningtotheindividualdonotpromoteasenseofself-worthnorapositive Greekimage,anddonotreflectthehighstandards,corevaluesandidealsmaintainedbyAlphaChiOmega. Therefore,AlphaChiOmegadoesnotendorseorsupportactivitiesthataredemeaninginnature,donotrespectthe dignityoftheindividual,causedisharmonyamongnpcgroupsorwhosepurposeiscounterproductive. Further,AlphaChiOmegaadvocateseducationontheFraternityandchapterleveltopromotepositiveself-esteem. FraternityPolicies 46

54 Candles The use of open-flame candles in the chapter facility is prohibited. Policy Clarification: Members are prohibited from using candles for decorative purposes or in chapter ceremonies. The chapter may opt to use batteryoperated candles instead. This policy is in opposition with FIPG s policy; Alpha Chi Omega policy supersedes FIPG policy. Firearms/Weapons The possession and/or use of firearms/weapons or explosive devices of any kind within the confines and premises of the collegiate chapter facility is prohibited. Illegal Drugs 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. Policy Clarification: Members who have a prescription for a controlled substance such as Adderall, Ritalin, and Vicodin are permitted to use the substance in the chapter facility. However, members with prescriptions are forbidden from sharing the substance with anyone else, whether on the chapter premises, at a Fraternity event, or at any event that an observer would associate with the Fraternity. Although medical marijuana may be legalized in some states as a prescription, Alpha Chi Omega does not permit such substances on chapter premises or during Fraternity events. Insurance Engineering Reports Engineering recommendations for Alpha Chi Omega collegiate facilities reported by Alpha Chi Omega Fraternity s national insurance company must be met and documentation provided to the insurance company. Non-Members as Residents Non-member women or alumnae may live in the chapter house with the approval of the chapter advisor. According to the IRS, the revenue the chapter receives from non-members may not exceed 15 percent of the chapter s gross receipts. Policy Clarification: The chapter (or university, if the facility is university-owned) may opt to extend boarder contracts to non-members or alumnae members. This is done at the discretion of the chapter and will be based on the availability of space and chapter need. Non-members and alumnae who may be of concern do not have to be extended a boarder contract. Employees The policies in this section apply to collegiate chapters and local house corporations that hire employees for the health and safety of the women served by the chapter facility. Equal Opportunity Alpha Chi Omega is an equal opportunity employer. Religion, age, sex, national origin, race, color, handicap, marital status, height or weight have nothing to do with hiring, pay or benefits. Employment opportunities are open to all qualified applicants solely on the basis of their experience, aptitude and ability. Annual Employment Agreements The Alpha Chi Omega house director employment agreement must be used as the model for a chapter who hires a house director. The agreement is to be signed annually. An employment agreement between each employee and the collegiate chapter must be signed annually. The chapter president and VP finance sign employment agreements on behalf of the chapter. House Directors Collegiate chapters with a housing capacity of 11 or more must employ a house director. All other chapters (capacity of ten or less) are encouraged to employ a house director. If this requirement conflicts with university requirements, headquarters staff shall be consulted. FraternityPolicies 47

55 Responsibility for Hiring a House Director The housing advisor is responsible for interviewing, hiring, evaluating and dismissing a house director. Policy Clarification: If the chapter does not have a housing advisor, the chapter advisor will assume these responsibilities. It is recommended that the housing advisor chair a committee with the collegiate chapter president, VP facility operations and the house corporation board president or designee as members to select a house director. Personal Property of House Directors House directors should obtain insurance coverage for personal property and liability protection for leisure-time activities. Policy Clarification: The insurance provided by the National Fraternity will not cover any personal belongings for house directors. Therefore, house directors will need to arrange for insurance coverage. National Property Insurance Program Participation All collegiate chapters and house corporations participate in the National Fraternity s national property insurance program that covers buildings, furnishings and other collegiate chapter possessions. Exemptions require Fraternity approval. Notice of Claim Collegiate chapters and house corporations immediately contact the insurance representative who handles the National Property Insurance Program when a claim needs to be filed. National General Liability Insurance Program Alpha Chi Omega s local house corporation boards who lease their facilities to Alpha Chi Omega Fraternity s collegiate chapters are covered under the Fraternity s general liability program. Alpha Chi Omega s local house corporation boards who lease their facilities to other than Alpha Chi Omega Fraternity s collegiate chapters must acquire their own general liability through Alpha Chi Omega s national insurance company. Personal Property Chapter Members The personal property of individual members (including automobiles) kept in or on any Alpha Chi Omega property owned, rented or otherwise designated for regular use by a collegiate chapter is not included in the National Property Insurance Program. Individual members are encouraged to carry private insurance covering their property. MEMBERSHIP POLICIES New Member An undergraduate new member is an active collegiate member upon completion of the First Degree of Initiation. Undergraduate new members attend collegiate chapter meetings and are entitled to vote on chapter business. Participation in closed ceremonies by new members is at the invitation of the lifetime members currently active in that chapter. Lifetime Member A new member becomes a lifetime member upon completion of the Second Degree of Initiation. A lifetime member is afforded all of the privileges and responsibilities of membership for the remainder of her life so long as she remains in good standing. Special Status A special status makes an active member temporarily inactive for a specific period. Responsibility for Granting a Special Status The National Fraternity authorizes collegiate chapters to grant a special status to an active collegiate member for a defined period of time. FraternityPolicies 48

56 Collegiate chapter bylaws shall include a list of situations that may justify a special status and procedures for obtaining a special status. Expectations Related to a Special Status A member shall continue to meet her financial obligations until her request for a special status is granted. The period of special status shall not exceed one academic year. Policy Clarification: Members on special status are still considered members in good standing with the chapter. If a member is on special status, she may continue to live in the chapter facility as long as she is current on her financial obligations to the chapter. Alumna Member Undergraduate Student as an Alumna An undergraduate member becomes an alumna: [a] When she completes her undergraduate education; [b] When she is no longer enrolled in the institution where she was initiated; or, [c] When her undergraduate education extends beyond four years and she does not wish to remain a collegiate member; Undergraduate Student as an Alumna in Extraordinary Circumstances An undergraduate member may be granted alumna member status in extraordinary circumstances with the approval of Headquarters. Policy Clarification: Alumna members are members in good standing with the national organization, but are not active in the chapter. Alumna members that are not chapter advisors or volunteers are not encouraged/permitted to attend chapter events with the exception of Fraternity and campus holidays and celebrations. In some cases, alumna members may live in the chapter facility if they have been offered a boarding contract from the chapter. An alumna s ability to live in the chapter facility depends on her relationship with the chapter members and her ability to be a responsible tenant. Financial Suspension Active Collegiate Member A lifetime active collegiate member is placed on financial suspension automatically by the VP finance when full payment of all monies owed to the chapter are not received within thirty [30] days after written notice that a payment is past due. Policy Clarification: When a member is financially suspended, she is not a member in good standing with the chapter. However, she may continue to live in the chapter facility if she is current on her room and board payments. Disciplinary Suspension Members placed on disciplinary suspension are not members in good standing. An active collegiate or alumna member may be placed on disciplinary suspension if she violates the Member Code of Conduct, National Fraternity standards and policies, or chapter bylaws. Policy Clarification: When a member is disciplinary suspended, she is no longer a member in good standing. It is usually not recommended that she continue to live in the chapter facility; however the chapter may extend her a boarder contract. Expulsion An active collegiate or alumna member may be expelled from Alpha Chi Omega if her behavior makes her unworthy ever to be allowed the privileges and responsibilities of membership. Policy Clarification: When a member is expelled, she is no longer a member in good standing. It is never recommended that she continue to live in the chapter facility. Resignation Resignation is the only change in member status that can be initiated by the member. FraternityPolicies 49

57 Undergraduate Member To initiate a resignation, an undergraduate member may request a Request for Resignation form from the chapter advisor of her chapter of initiation, any executive board member, the Chapter Relations and Standards Board, or Alpha Chi Omega headquarters. The form must be completed and submitted per its instructions. Alternatively, a member may send a written statement of her desire to resign her membership to Alpha Chi Omega headquarters or to any chapter officer. This includes electronic mail ( s). The chapter must attach her statement to the completed resignation form verifying any remaining financial responsibilities. Policy Clarification: When a member resigns, she is no longer a member in good standing with the chapter. Resignation is the only membership status change initiated by the member. The member may continue to live in the chapter facility if the chapter chooses to extend to her a boarding contract based on her history as a tenant. FraternityPolicies 50

58 facility operations

59 Opening the Chapter House Work with the local house corporation (LHC) or National Housing Corporation (NHC) to prepare for the women to move into the facility! The more that is accomplished beforehand the easier move in will be. Below are suggestions to prepare the facility. Four to six weeks prior to opening the chapter house: The chapter or local house corporation should notify residents of procedures for checking into the facility. The residents should receive a move in packet or an explaining the process. As house director, you should receive the same information and know how you are to assist during the actual move in days. The information should include: Date and time facility opens for move in Procedures for key distribution Procedures for initial room inspection Procedures for storage of items such as luggage and winter clothing List of items acceptable for use in rooms such as microwaves, computers, minirefrigerators, etc., as well as a list of items not acceptable House Rules The house director should work with the housing advisor and the LHC or NHC to determine what needs to be done to the facility prior to move-in. Items to be done might include: Painting rooms, hallways, bathrooms Cleaning windows - inside and out Cleaning floors and carpets Sprucing up the landscaping Pressure washing exterior Deep clean of bathrooms, kitchen and common areas Replacing burned out light bulbs and shower curtains as needed Repairing any bedroom furniture Requesting additional dumpster or more pickups One to two weeks prior to opening: Work with the LHC or NHC to ensure the facility is ready for the residents to occupy. This might include: Arranging mail delivery Arranging garbage pickup Arranging recycling pickup Arranging newspaper delivery Ensuring the security system is activated Testing kitchen equipment Arranging electrical, plumbing and mechanical equipment service Arranging laundry equipment cleaning Work with the VP facility operations to schedule a meeting to review the semester housing needs. You should also schedule a meeting with the housing advisor and the LHC or NHC to go over additional needs. At Move-In Conduct room inspections and have occupants of each room sign the inspection form. The house director, VP facility operations, housing advisor and LHC/NHC representative should assist with this task. Attend the first house meeting to meet the residents of the facility, introduce yourself, review house rules and answer any questions about the care, maintenance procedures and use of the facility. FacilityOperations 51

60 Winter Break Checklist!""#!$%&&'($)(*''(+$),-('$.$ /&010+$2%$34!35$!!!46678#375#"8$!$$$$$$$56" $ $$!$$$$$$$4667#"476.""$ "$$$:::;<-==->)C*C*-(A;BC&$ $ Winter Break Checklist Please request that a house mother/director, local house corporation or property management team volunteer or collegiate chapter officer complete the steps outlined in the checklist, sign it and return it to the appropriate individual to confirm preparations have been made for the school break. This form was developed as a premise risk management tool; please do not return this form to Willis North America. # Complete routine maintenance on furnace/boiler $ HVAC Contractor: $ Date Completed: # Ensure furnace is on and thermostat is set at or above 60 degrees # Ensure all hoses are removed from exterior water spigots/faucets # Drain water lines in lawn sprinkler system where appropriate # In extreme cold weather, open the indoor faucets slightly to allow water to trickle, as moving water does not freeze as easily # Leave the doors to cabinets that contain water lines open, this will allow heat to enter the area # Inspect all rooms # Ensure all non-essential appliances and electronics have been unplugged # Caretaker selected or hired to complete daily inspections: Name: Telephone #: Requirements: # Caretaker provided with: 1. A Master Key $ Daily walk-through to confirm no loss has occurred $ Ensure furnace is operating $ Ensure premise is secure $ Remove any snow, ice or debris which may create hazard The key should allow access all areas of the house including individual rooms. 2. Alumnae/Alumni House Corporation Contact Name: Telephone #: 3. Emergency Response Contact Name: Telephone #: 4. Emergency Repair Company options Service Master RESPOND ServPro SERVPRO -Continued on next page- 5. Insurance Claim Reporting Information Insurance Agent: Insurance Company: Policy #: Contact Information: If insured with the Fraternal Property Management Association property insurance program underwritten by RSUI Indemnity Company: Insurance Broker: Willis North America, or Office Hours Contact: Steve Wilson, Manager, Claims & Loss Control, swilson@willis.com, ext. 209 After hours contact: (800) ! Secure Chapter house and lock all valuables! Contact the local police department or campus security to check on the chapter house periodically! Thoroughly clean Chapter house prior to extended break! Confirm that heat registers are not blocked and combustible materials are safely stored. Not next to or in the same room as the hot water heater and HVAC system! Remove all perishable food! Lock and inspect all windows and repair all broken glass! Ensure that exterior doors are well insulated and close and latch completely! Inspect the hot water heater and exposed water lines and drain pipes for slow leaks! Attach and secure downspouts with extension from foundation to prevent water damage, ensuring that they fully displace water away from foundation and other walking areas without draining onto the driveway, sidewalks, or patios! Clean gutters and downspouts to ensure proper roof drainage. Improper roof drainage can cause ice damning to occur, which can cause interior water damage! Clean exterior of chapter house, removing any yard debris or materials that could be used to start a fire, as well as any items stored next to the chapter house. Debris can provide an opportunity for an arsonist! Check security/safety lighting! Service and clean fireplace and chimney and check for defects or debris! Check tenants rooms for the following:! Unnecessary damage. Any damage discovered should be documented! Unplug all nonessential appliances and electrical devices! Ensure heat registers are not blocked by personal belongings! Lock room/suite door for security Completed by: Date Completed: For further information or questions regarding risk prevention and educational resources or materials, please contact Willis North America Emmet Street, Suite 5 Omaha, Nebraska 68164! " # # *This form may be copied and is included in the Resources section. FacilityOperations 52

61 Closing the Chapter House Two Weeks Prior to Closing Meet with the VP facility operations and housing advisor to review closing procedures; Post date and time the facility is to be vacated; Begin cleaning storage areas, closets and cabinets; work out a plan with the VP facility operations to ensure that all personal property is removed from the premises during the summer months if the house corporation and chapter agree to allow members to store personal property, it should be properly stored and identified; Create inventories of furnishings and kitchen items; Create a list of repairs, replacements, needed items/equipment; Set up summer treatment schedule of entire house with exterminator; Arrange for summer care of plants and yard maintenance; Arrange for mail holding/pick up; Contact: Police department to check on house Sanitation department to stop garbage collection Recycling department to stop collection Newspaper offices to stop delivery; Meet with all the members living in the house with a timeline for moving out of the facility; identify times for each room inspection prior to the member leaving the facility the room inspections should be done by a team composed of the VP facility operations, housing advisor, you and a representative of the LHC/NHC; Meet with the VP facility operations to collect room keys; Meet with staff about ideas, supplies and equipment needed; collect staff keys. At Closing Change combinations to lock systems and keypad systems; Close and lock all doors and windows; ensure house is safe; Leave utilities, appliances, TVs and stereos, etc, off; Set thermostats at 55º F for heat, 78-80º F for A/C, or as instructed; Check faucets and toilets for leakage; Leave blinds, curtains and draperies open; Leave some lights on or use timers; Set telephone answering machine; Ensure the entire house is cleaned; Store outdoor furniture and portable items; Remove all trash and recycling from inside and outside the house; clean and sanitize garbage cans; secure and store properly; Discard all perishable food and supplies; have vendors check stock in storage room for shelf life until fall. FacilityOperations 53

62 Suggested Facility Maintenance A successful maintenance program for the chapter facility requires a cooperative effort of the house director, the local house corporation, the chapter advisor and the VP facility operations. Through this relationship, there will be less likelihood of accidents and potential hazards existing in the chapter house. 1. Schedule Regular Inspections Thoroughly inspect the chapter house at least once a month with the VP facility operations. As you conduct the walk-through of the house, write down any needed repairs to give the house corporation. 2. Pay Attention to Traffic Areas Maintenance attention should be directed to doorways, fire exits, railings, stairways, carpet, floors and windows. Regularly inspect outside fire escapes to make sure they are in good working condition and clear of obstacles. 3. Keep Halls and Stairways Cleared All halls, stairways and exits should be kept clear and well-lighted at all times. 4. Service Heating and Air Conditioning Equipment Schedule annual service and inspection of these and other major mechanical systems. 5. Service Kitchen Equipment Schedule regular cleaning, service and inspections of all kitchen equipment, paying particular attention to stoves, deep fryers, exhaust hood filters and fire extinguishing systems. 6. Restrict Access to Dangerous Areas Limit or prohibit access to certain areas of the house such as roofs, furnace rooms and fuse boxes as necessary. FacilityOperations 54

63 Emergency Evacuation Plan Each house corporation/property management team should have an emergency evacuation plan for the chapter facility. Emergency plans help minimize injury and loss, reduce property damage and provide for a return to normalcy after the emergency has passed. All residents and members should be advised of proper emergency evacuation procedures, clothing and behavior at the beginning of each term. A written emergency evacuation plan should be handed out to members and posted in fire exits and other conspicuous locations. The plan should include: Emergency fire procedures Facility evacuation plan Exits to use from all areas of the facility The location for residents to assemble after exiting the facility, and who is responsible for check-in to ascertain that everyone is safely out of the facility Assistance for handicapped persons Location of handicapped residents rooms Assignment of members/officers to assist in case of an emergency, even for temporary handicaps such as broken bones Special assistance for members with visual or hearing impairments Emergency phone number guide Location, type and training for fire extinguishers use FacilityOperations 55

64 Fire Prevention Each house corporation/property management team should assist the chapter in establishing basic fire safety chapter policies. The house director will likely be a part of this process. Below is a listing of suggestions for establishing fire safety policies for the chapter: Establish a strict smoking policy, limiting smoking to specific areas outside the facility. Members should not be allowed to smoke anywhere throughout the interior of the facility. Adequate ashtrays must be provided in designated smoking areas. Remind members not to overload circuits, use multi-outlet devices or install their own custom wiring. Expect members to keep the chapter house clean, including removal of trash and boxes. Bikes, boxes or trashcans cannot be stored in exit doorways or stairwells. All emergency exits, fire escapes and fire doors need to be kept clear, unlocked and ready for emergencies. Fire doors should not be propped open at any time. Establish a policy which does not allow the use of candles or other open flames. Remind members about the risks of leaving small appliances, such as curling irons, turned on. Establish guidelines for holiday or special event decorations. Educate the members on fire safety procedures, equipment and detection systems. Establish penalties for tampering with fire extinguishers or alarm systems. Distribute emergency evacuation procedures and post emergency phone numbers and diagrams of evacuation procedures. In addition, the house corporation/property management team must assume responsibility of the overall maintenance of the property for a comprehensive fire prevention program. The property must comply with all fire codes. FacilityOperations 56

65 Crisis Management Plan The following procedures are utilized by the chapter president in the event of an emergency or tragedy. She has detailed emergency procedures in the chapter president s manual. Although the chapter president is the go-to person in the event of a crisis, it is important that the house director is familiar with the crisis management plan. There are several steps to follow in the event of a tragedy, with additional steps in the event of a death of one of the chapter s members. Who is in Charge During an Emergency? The chapter president is in command of every emergency situation involving serious injury or death. In the chapter president s absence, a ranking order of officers is established (VP chapter relations and standards, VP fraternity relations, VP education) and the chapter president will make sure they know where to find the written procedure. She will also make the advisory board, house corporation president and house director aware of these procedures. If a Tragedy Occurs If a tragedy occurs, immediately limit access to the chapter house or facility. Instructions cannot be given if members are leaving and strangers are entering. Permit only chapter members and appropriate officials including police, fire, medical or university personnel to enter. Media Contacts Do not speak to media representatives unless and until you have received permission from Alpha Chi Omega headquarters to make an appropriate statement. The chapter president should instruct members and employees to make no statements to the media. Emergency Phone Calls The chapter president (or ranking officer) will make several phone calls and contacts immediately and in the following order: Call the university s emergency number and/or the local emergency number. If the emergency situation is a fire, the fire department should be called, even if you have alarms. The alarms may or may not automatically bring a fire truck. Call campus police. Call the chapter advisor. Notify the house director. Call the campus fraternity/sorority advisor. This person will discuss the situation with the chapter president and in serious cases will be at the house or chapter facility in a matter of minutes. Call Alpha Chi Omega s headquarters at Call the liability insurance carrier. Informing Members; Making Public Statements The chapter president will assemble chapter members in a group. Depending on the situation, out-of-house-members may need to be called to the facility. It is important that all members remain calm during the crisis. Explain to them there is an emergency situation and the house is closed. Ask them to cooperate in not making outgoing phone calls until the situation is under control. Do not discuss the situation until the fraternity/sorority advisor, chapter advisor or housing corporation president arrives. Instruct members to make no statements to anyone other than the school or Alpha Chi Omega officials, law enforcement and medical personnel. The chapter president may make any appropriate statement to the media after the situation is under control and permission to make such a statement has been obtained from Alpha Chi Omega headquarters. IMPORTANT NOTE: Do not call the parents or family of the victim. This is the responsibility of trained medical, police, university or fraternity personnel. FacilityOperations 57

66 When a Member is Injured, Becomes Seriously Ill, or Dies Do not notify the parents or family. In the event of a serious accident or illness, the medical personnel will notify the parents or family and advise them of the student s physical condition. In the event of a death, the appropriate university or Alpha Chi Omega official should notify the parents or family. If the situation is a death outside the house, do not announce it until an Alpha Chi Omega staff member or official has arrived to help. Be very careful about this information. If the member was living in the house, do not move any of the deceased student s personal possessions. If there is a roommate, move her out of the room temporarily. When permission is received from the appropriate authorities, the chapter president may call the family to offer sympathy on behalf of the chapter. She should ask what their wishes are with regard to possessions. If a Member Attempts Suicide In the case of a suicide attempt, with or without serious injury, do not assemble your members or call parents or family. Do not try to handle this situation without professional assistance. The chapter president should call the counseling center on campus as soon as possible Everyone hopes no chapter president will have to use these procedures. Sadly, however, that hope is not realistic. Tragedies do occur and are unpredictable. The situation will be less traumatic when preparations are made and procedures and guidelines are followed. FacilityOperations 58

67 Guest Agreement ALPHA CHI OMEGA GUEST AGREEMENT For Chapter Guest Name: (Guests must be female) Host Name: (Host must have a lease agreement with chapter and an assigned room.) Arrival/Departure date and time for Guest: Emergency Information for Guest: Name of Emergency Contact: Phone Number: Doctor and Phone Number: AGREEMENT GUEST I,, as a guest of agree as follows: (1) I will adhere to the chapter s housing policies and rules; (2) if I violate the chapter s housing policies and rules I will leave the chapter house immediately find alternative housing; and (3) I hereby release Alpha Chi Omega Fraternity, Inc. and the Chapter from any liability related to my being a guest of the chapter. HOST I,, as a member of chapter and a resident at the Chapter house for the current academic year, agree as follows: (1) the above named person is my guest; and (2) I will to inform my guest of the chapter s housing policies and rules and ensure that she abides by those rules while she is my guest at the chapter house. GUEST and HOST Guest and Host further acknowledge and agree as follows: (1) if the guest violates the chapter s housing policies or rules the host will be held accountable for the guest s behavior and will be subject to possible disciplinary action through the Chapter Relations and Standards Board; (2)the chapter house director serves as the agent for the landlord in monitoring the guest s behavior and if the house director determines that the guest is violating the housing policies or rules, the house director will make certain that the guest leaves the chapter house immediately (3) no illegal substances or alcohol are permitted on any Alpha Chi Omega premises; (4) men are not allowed to stay overnight at the chapter house. (See the male visitation hours found in the chapter s bylaws for visitation hours.) SIGNATURE: DATE SIGNED: Guest: Host: House Director: *This form may be copied and is included in the Resources section. FacilityOperations 59

68 Safety Inspection Form HOUSE DIRECTOR PROPERTY SAFETY INSPECTION This form is used as a tool to identify possible areas inside the chapter facility and on the property itself in need of repair or could be a possible safety hazard. The house director should use this tool at least once a month when conducting a walk through of the interior and a walk-about of the exterior of the property leased to the chapter. Upon completion, this form should be passed onto the housing advisor to share with the landlord who has leased the property to the chapter. (The house director should maintain a copy for future reference.) Chapter Date University House Director THE INSPECTION-Note in writing comments on recommended improvements to be addressed to improve the safety of the residents and guests. If an area is considered to be in good condition, please note in the corresponding box. INSPECT THE FOLLOWING AREAS OF THE INTERIOR: *Additional Comments may be included at the end of this document.!"#!$!"##$%&'( ( %&'()$ %&)*+,-$./0&)*+,$1$23,456 73)8&9($"&&*9$ :5/5/;$"&&*$ <54=>(/$?4+5)@(,,9$ A+,,@+'9$ B+4>)&&*9$?4&)+;($!)(+9$ 2(=>+/5=+,$"&&*9$ %,&&)5/;$ %3)/59>5/;9$ ( ( ( ( ( ( ( ( ( ( INSPECT THE FOLLOWING AREAS OF THE EXTERIOR *Additional Comments may be included at the end of this document.!"#!$ %&''#()*$!"#$%&'#()*($+,-,.#$*/$'"#$ $ /,0)1)'2$ 3,(4)56$1*'$*5$'"#$ $ 7(*7#('2$ 8'*(,6#$95)':$*5$'"#$ $ 7(*7#('2$ ;,<5$=$;,5.:0,7)56$ $ %&''#()*$+!*#,$&($)-#$.(*/#%).&(0$$ >?1#,(12$1):'@$)'#A$B2$)'#A@$,52$0*50#(5:$/*C5.DE$ *This form may be copied and is included in the Resources section. FacilityOperations 60

69 Room Inspection Form Room Inspection Form Room #: Member: Date: Checked By: No. Items Item(s) *Condition Description Rugs A B C D Carpet Bed(s) Mattress(es) Desk(s) Dresser(s) Desk Chair(s) Mirror(s) Wardrobe(s) Bookcase(s) Chest(s) Lamp(s) A/C(s) Fan(s) Heating Unit(s) Radiator(s) A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D A B C D *Circle the appropriate letter A=Excellent B=Good C=Fair D=Damaged *This form may be copied and is included in the Resources section. FacilityOperations 61

70 Reducing Safety Risks Interior Doors should be kept shut and locked at all times do not prop doors open; Windows should be shut and locked at night; Keep halls and exit doors are clear at all times; Post escape routes in all areas; Make sure exit signs are functioning and lit; Area rugs should have non-skid mats underneath; Post emergency numbers in all areas; Have fire extinguishers inspected and up to code yearly; Make sure any mats in kitchen area are safety approved; Have kitchen inspected as required ansul system, appliances, etc.; Do not allow open flames in any area of the house; Vendors must always check in with authorized chapter personnel upon arrival; Review house rules with entire chapter at least once a term; Review safety rules with entire chapter at least once a term; Make sure electrical system is up to code. Exterior Make sure security system is functioning at all times; All points of the facility should have ample lighting; If there are security cameras, make sure they are functioning properly; Post emergency numbers for police, fire and campus security on waterproof signs in parking lot area; Post signs indicating cars without passes will be towed; Keep vehicles locked and secured at all times; Make sure vendors know where to park and how/where to enter facility; Keep security codes confidential and change periodically. Emergencies Make sure entire chapter is aware of emergency evacuation plans for: o Tornadoes o Fires o Hurricanes o Earthquakes o Any other disasters not mentioned above FacilityOperations 62

71 Housing Accident Report This report must be used to document all accidents occurring in the house or on the property. This report serves as a tracking mechanism for accidents which may or may not be reported to the Fraternity s insurance agent as a claim. Should the person(s) involved decide to file a claim at a later time, accurate information will have been recorded and maintained by the landlord for easy reference. DIRECTIONS FOR CREATING A REPORT Step One: In a separate document, type the following information in the order it appears below: 1. The date and time of the accident; 2. Location of the accident; 3. Name(s) of individual(s) involved in the accident; 4. Name(s) of witness(es) present at the time of the accident; 5. Description of what caused the accident; 6. Description of what assistance and support was given to the individual at the time of the accident; 7. Additional information considered relevant to further explain the incident; 8. Provide pictures if the accident is property related. Step Two: Verification of Information Reported: Provide signatures, telephone numbers and addresses for the person(s) involved in or witness to the accident on the document containing the information requested in step one. Signatures should appear similar to the following: I verify the above information accurately describes the accident. Date: (House director signature and printed name) NOTE: Person(s) involved in or witness to the accident make the same verification as the house director. I verify the above information accurately describes the accident. Date: (Signature, printed name, telephone and ) Date: (Signature, printed name, telephone and ) Date: (Signature, printed name, telephone and ) FacilityOperations 63

72 Alpha Chi Omega Room Search Best Practices This process is based on the chapter using the residential service agreement form H138 from Alpha Chi Omega. 1. Searches may be conducted without prior notice at reasonable times unless some emergency at an unusual time (e.g. very late at night) requires immediate action at such an hour. 2. The search should be performed by a responsible individual who is available at the time of the search including, but not limited to, an officer of the house corporation, the house director, chapter advisor, chapter president, VP chapter relations and standards, VP facility operations, a representative from headquarters or a designee of one of the above. 3. It is best for the person conducting the search to be accompanied by another individual. 4. The specific rooms or areas that may need to be searched and the extent and nature of the search will depend on what led to the need for the search. Accordingly, the areas searched may include individual rooms, common areas, dressers, beds, refrigerators, totes, shoeboxes and other places and things depending on what led to the need for the search. 5. All items found while conducting the search that violate house rules, chapter bylaws or National Fraternity policies or which are suspicious should be taken to the house director s apartment, a private room in the chapter facility such as the chapter president s room or another designated room. 6. Each member whom you suspect has violated house rules should be called into the designated room individually. The items found in her room or believed to be associated with the individual member should be shown to her. 7. If you find suspicious items, such as a water bottle that may contain a substance other than water, have the member explain the item and its contents. If she admits the item or its contents are in violation of applicable policies, the item should be discarded. If alcohol is found, have the woman immediately dump it out for you or dump it out yourself. If items are found that are against applicable policies such as candles or drug paraphernalia, the woman should be asked to dispose of the item immediately. 8. Responsibility of items found in rooms is shared by roommates; therefore, both members should be called in. 9. Document the items found, the location the item was found and any information collected through conversations with individual members. 10.After you have questioned each member about what was found, make sure they know they will be called into CRSB during the next scheduled meeting. FacilityOperations 64

73 Money Saving Tips Be aware of needed repairs and address them in a timely manner (i.e. bathroom drips/leaks can be easy fixes; however, when ignored can become major repairs); Keep track of repairs which occur frequently on appliances, furnaces/boilers, water heaters, etc. to determine if it is better to replace than repair; Obtain 3 bids on large projects to have a good comparison of the scope of work and cost; Carefully read contracts before signing to make sure there are no hidden clauses or expenses; Request Certificates of Insurance from any contractor/vendor working at the property; Determine ways to go green such as the following: o Energy saving light bulbs o Sensor lighting o Insulation o Recycling, composting o Water saver toilets o Hand dryers o Keep thermostats at a set temperature (not too hot, not too cold) o Use cleaning products which are eco-friendly o Perform an energy audit; Set up maintenance contracts for kitchen appliances which include cleaning; Keep and file warranties so they are convenient to for everyone including the staff and VP facility operations. FacilityOperations 65

74 Vendor Information Form VENDOR INFORMATION SHEET Name of Company: Address: City/State/Zip: Contact Name: Telephone: Cell Phone: Fax: Beeper: PRODUCTS/SERVICE: Ordering Schedule: Delivery Schedule: Average Delivery Speed: Billing Arrangement: COMMENTS: *This form may be copied and is included in the Resources section. FacilityOperations 66

75 Storage Liability Waiver!! "#$%&'(!)*&+*)*#,!-&*.(%!!!! By signing this Storage Liability Waiver, you are releasing the (landlord), and the chapter of Alpha Chi Omega, from any liability or responsibility for items you leave in storage at. It is not recommended that you leave items of significant value (e.g. computer, stereo, etc.) in storage. I, (print name), release the (landlord), and the chapter of Alpha Chi Omega, from any and all liability or responsibility for items I have chosen to leave in storage at (print address). By signing this, I agree that the (landlord) and its employees will not be held responsible for any fire or water damage, theft or any other damage that may occur. Signed Date *This form may be copied and is included in the Resources section. FacilityOperations 67

76 General Liability Claims General liability claims can be numerous and usually arise from activities of a chapter causing bodily injury, property damage or personal injury to an individual. These claims will likely involve damage or injury to someone other than an employee or an officer of Alpha Chi Omega. When an accident occurs, get names, addresses and phone numbers of all parties involved, as well as any witnesses to the accident. Complete an incident reporting form and submit to Alpha Chi Omega immediately. What should be reported? Report bodily injury for anyone other than an employee and third party property damage for which there may be a claim made against Alpha Chi Omega. Complete the incident reporting form to provide the needed information regarding the claim. If you question whether to report a potential claim, report it! It is imperative all losses or incidents are reported immediately to Alpha Chi Omega (see phone numbers and address below). The associate executive director of Alpha Chi Omega is responsible for providing the initial report of the claim to Willis North America. Once the claim report is sent to Willis North America, you will likely be contacted directly by a Willis North America representative or an insurance company representative to discuss the incident. If you are unable to obtain all necessary details when first notified of an incident, report what facts are known. The success of the Alpha Chi Omega insurance program and the ability to obtain reasonably priced insurance is contingent upon accurate and timely reporting. It is incumbent upon you to report, in a timely manner, all known facts regarding bodily injury, property damage, or personal injury as a result of Alpha Chi Omega activities. INCIDENT/CLAIM REPORTING The incident report should be sent to: Alpha Chi Omega Attention: Associate Executive Director 5939 Castle Creek Parkway, North Drive Indianapolis, IN 46250, Telephone: , Ext. 242 Facsimile: bconder@alphachiomega.org The associate executive director will, in turn, provide the report to: Willis North America Attention: Steve Wilson Manager Claims Advocacy and Loss Control Emmet Street, Suite 5 Omaha, NE Telephone: , , Ext. 209 Facsimile: (402) or swilson@willis.com Alternate: Mick McGill, Vice President Client Advocacy Ext. 229; mmcgill@willis.com FacilityOperations 68

77 Incident Claim Reporting Form Alpha Chi Omega Incident/Claim Reporting Form When an incident occurs causing bodily injury or third party property damage to any person, the following information must be obtained immediately. (This report is being prepared for submission to Alpha Chi Omega s counsel, so please be thorough.) Do not withhold reporting an incident to obtain all required information as time is of the essence. Report it immediately and send a copy within 24 hours to: Alpha Chi Omega Attention: Associate Executive Director 5939 Castle Creek Parkway, North Drive Indianapolis, IN 46250, Telephone: , Ext. 242 Facsimile: bconder@alphachiomega.org If the bodily injury is of a serious nature, a telephone call should also be made to headquarters at Chapter Name: Date of Incident: Address: Injured Party: City, State, Zip: IP Address: Phone IP City, State, Zip: Chapter President: IP Phone #: Chapter Advisor: House Corp President: CA Address: HC Pres: Address: CA Phone#: HC Pres. Phone #: Witnesses & Phone #'s: Did Incident Happen Off Premises? (Leased or Rented) Yes or No If yes, Owner's Name Owner's Phone #: Owner's Address: Police Report Filed? Yes or No Name of Agency & Case #: Description of Injury Was Injured Party Transported? Where: Description of What Happened (What, When, Where, How): Form Completed by (Name, Title, Telephone #, Address): Please utilize the back side of this form if you should run short of room.! *This form may be copied and is included in the Resources section. FacilityOperations 69

78 kitchen operations

79 Startup Activities House Director Responsibilities: 1. Have the cook inventory all equipment. 2. Have the cook verify everything is in operating condition. 3. Work with the cook to inventory all food and supplies. 4. If the chapter advisor delegates, hire all necessary housing personnel. Note: Cleaning services are preferred over hiring a housekeeper. 5. Make sure the kitchen is cleaned thoroughly at least once a year and consistently maintained during the academic year. 6. Establish kitchen rules (e.g. the commercial kitchen is closed to members for casual use.) 7. Set hours for the chapter meal plan working within the cook s employment agreement. 8. Work with the chapter president, VP facility operations and steward on the meal being served, getting in-house input on menu suggestions. 9. Establish a plan for late plates for in-house members. 10.Meet with chapter officers to put together a complete chapter calendar for special events where the cook is asked to prepare special food items or meals. Check the university calendar for holidays, game days, open house, parents weekends, etc. 11.Plan the first two weeks menus, and order the necessary food items. 12.Encourage the cook to choose vendors based on company reputation, quality of products, cost, ease and flexibility of ordering procedures, delivery procedures, billing procedures, availability of needed items vs. minimum order sizes, services and extras (e.g. sample menus, recipes, special promotions, knowledge of sales people, etc.) KitchenOperations 71

80 Dining Management Dining management greatly varies among chapter houses. In some instances, the cook is in charge of all kitchen duties. In this case the house director needs to ensure kitchen operations are free of confusion. In other situations, the house director is responsible for planning menus, ordering food and supervising kitchen staff. Regardless of the arrangement, the house director should maintain a good rapport with the cook, ensuring courtesy and consideration from chapter members at all times. Friction in the kitchen reverberates throughout the entire house. Because good cooks are hard to find, it should be a priority of the house director to keep things running smoothly in the kitchen. Dining room supplies and maintenance are generally the house director s responsibility. Table linens, silver and china require periodic inspection and replenishment. Important repairs can escape the notice of even the most capable student VP facility operations. While the maintenance of an orderly, neat house is primarily up to the chapter and its members, the director should let it be known she takes great pride in the appearance of the house. This will allow the house director to give a little prompting when necessary without being resented. The management of a large house cannot be left to inexperienced young people. It is important that the house director be able to act quickly and on her own judgment in an emergency (such as heating problems or defective plumbing) without having to locate the VP facility operations, who may be in class, at home for the weekend or otherwise unavailable. A job description of the duties and responsibilities of food service and housekeeping might include the following: 1. Plan menus; 2. Supervise the preparation and serving of meals; 3. Coordinate with appropriate chapter personnel to budget for and provide quality food service as well as hire and compensate other chapter employees; 4. Purchase food and household supplies as efficiently and economically as possible; 5. Maintain control over the consumption and utilization of all purchases, establishing and maintaining adequate inventories; 6. Maintain records of expenditures, costs and cash outlays; 7. Participate in the development of the chapter budget; 8. Coordinate with chapter financial managers and alumna advisors on required house maintenance and on the purchase of major equipment items; 9. Ensure the cleanliness and orderliness of common areas of the house; 10.Train, supervise and evaluate other employees (i.e. cooks, housekeepers and serving staff); 11.Monitor utility costs and recommend and/or implement energy conservation measures; 12.Advise and/or consult on purchases of major furniture items and on the overall appearance, tastefulness and livability of the house. As always, communication is important. The chapter should have a clear understanding with the house director as to who is handling each kitchen and dining responsibility. Also, if the chapter has given the house director a budget, you should do everything possible to stay within its guidelines. Ideally, the chapter and the house director work out a budget together. KitchenOperations 72

81 SUGGESTED JOB DESCRIPTIONS FOR KITCHEN EMPLOYEES Morning Cook Employed from 6:00 am to noon, Monday through Saturday; Set up breakfast: o Cereals; o Juices; o Bread; o Bagels and muffins (Saturday only); o Toasters; o Omelets; o Milk, coffee, tea, hot chocolate; After breakfast is set up, begin setting up lunch; Keep counters clean; Keep salad bar fresh as needed; On Saturday, do miscellaneous chores (wash windows, clean top of stove, clean storeroom, wipe down cupboards, inventory supplies, refill catsup and mustard, refill salt and pepper, etc.) Kitchen Assistant Employed from 9:30 am - 3:30 pm, Monday through Friday; Wash all breakfast dishes/pots/pans; Put food away; Make juices for the next day; Set up salad bar for lunch and dinner; replenish as needed; Set up for lunch; Wash all lunch dishes/pots/pans; As supplies arrive, check off inventory and put things away; Assist cook(s) as needed. Servers Employed from 4:30 pm to 6:30 pm (may vary depending on the special event) Monday through Friday, and from 11:30 am to 1:00 pm on Sunday; Set tables; Put water pitchers on tables; Place food on tables when serving family style or serve plated meals; Put food away, clean kitchen, wash dishes, empty garbage, mop floor and secure kitchen; Recycle as many things as possible; consult with the university s recycling office for information. Afternoon Dinner Cook Employed from noon to 6:00 pm, Monday through Saturday; Prepare evening dinner; Bake pastries, breads, desserts, etc. as needed; Prepare condiments for Saturday morning breakfast (e.g. cream cheese, jam, etc.); Do routine cleaning as time permits (i.e. stove top, counters, cupboards, floors); Work with house director on menus and food purchasing; Lock kitchen cupboards and kitchen door when leaving. KitchenOperations 73

82 Appropriate Interview Questions The following questions are appropriate and will provide useful information about the candidate. 1. Begin by clarifying any questions resulting from your review of the candidate s resume and application. 2. What is your reason for leaving your previous position? 3. How would your previous employer/supervisor describe your skills and work ethic? 4. Describe your responsibilities in your previous position. 5. What about this job appeals to you, or why are you interested in this position? 6. Please describe the types of job responsibilities that interest you. 7. Have you worked with collegians before? Where and under what circumstances? 8. Please describe a situation from your past when you had a task, but were given no explanation of how to accomplish the task? What did you do? 9. If I have a problem with your work, how would you like for me to approach you? 10.What do you hope to gain from this job? 11.Please describe the worst conflict or hardest task you faced in the past year and how you handled it? 12.If you were a health inspector, describe what you would look for in terms of excellent standards? 13.What hours and days are you available to work? Always do a background check before hiring an employee. Willis Insurance has the ability to do background checks. You will need the potential employee s full name, birth date and social security number. KitchenOperations 74

83 Sample Head Cook Evaluation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his form may be copied and is included in the Resources section. KitchenOperations 75

84 Menu Planning How to Begin The responsibility for compiling menus should be delegated to one person. However, it is a good idea to utilize chapter members and the cook(s) for ideas and suggestions. Planning menus in advance produces good results in many ways, including better use of the food budget, more efficient purchasing, more attractive and varied menus, less chance of repetition, savings of time and labor in planning and preparing meals, and less worry about what to serve. Flexibility is important in order to take advantage of good buys (seasonal fruits and vegetables) or use foods on hand. It is helpful to set aside a certain time one day each week to do menu planning. Find a quiet place to concentrate and where space is available for recipe books, recipe files, previous menus and other necessary items. Remember, the internet has many resources. To begin, plan menus for one week at a time. You will need the following items: Blank menu sheet Copy of food inventory Copy of staff work schedule List of factors affecting the menu (e.g. special events, weather, guests, etc.) Blank food order forms Plan the meals in this order: Dinner entrees, followed by lunch entrees Vegetables Salads Breads Desserts Beverages Start with the most important meal (e.g. chapter night, exchange dinner, etc.) then build the rest of the week around this meal, taking into account the following: Will there be leftovers? Should these leftovers be used this week, or can they be frozen? Can an expensive item this week be compensated for next week? Is the staff s work load balanced for each day? Is the equipment available to produce the meals? Write in the accompaniments to the entrees (e.g. biscuits, dressings, sauces). Write in the breakfast and lunch entrees before completing the whole dinner menu. You are planning a whole day to blend into a week of meals. Breakfast and lunch should complement the dinner menu. Do not plan to serve meals from the same meat group on the same day. When you are satisfied with your selection of entrees, write in the other items in the prescribed order, using the aforementioned factors for menu planning. Be sure to work with the food inventory to use items in stock. Check the staff work schedule to be sure you have the staff on duty who can prepare the meals. When you re satisfied with one week s menus, check for controls: Can the cook prepare the food? Is the workload balanced over the week? When the dinner or lunch meal calls for extra sauces or a special dessert, is the other meal s preparation balanced to compensate? Do you have the equipment to produce the meals, serving hot food hot and cold food cold? Can the meal be served easily? Will the cost be within the budget allowance? KitchenOperations 76

85 Finally, write out the menu IN DETAIL. Give instructions where necessary, including the quantity to be prepared. If you are unsure about the quantity, consult a good cookbook - experience is a great teacher! Write the menu with explicit instructions so the meal can be served as you visualize it. When you have prepared one week s menus, write up three more weeks without repeating an item used in the first week. You now have a four-week cycle which can be produced over a semester; however, don t just repeat menus automatically. Vary the pattern and introduce at least one new item in each week s cycle. Post the completed menus as early as possible for everyone to read them. At the end of the week, file the final copy with comments on menu item popularity, cost, variety, difficulty of preparation, nutrition, etc. This is not busy work; it is the foundation of your food service. Ultimately, it will be a time-saver and a budget-cutter. Above all, you will have happy, satisfied chapter members. Ordering Food Check the weekly menu against the food inventory and make a list for the food vendors, including the date for delivery. Remind the cook when items are to be taken out of the freezer for thawing. This should always be done by placing in the refrigerator not on the counter. Allow two to three days for thawing, depending on the density of the product being thawed. Cost Check the cost of raw food items or work with the whole meal costs to determine if you re living within the budget. A comparison to last year s invoices can be helpful. It is also good to chart the fluctuation of food costs. Keeping a meal count of how many meals are actually served will be useful in future planning. Make the necessary adjustments with your next set of menus. Helpful Hints Beacreativemenuplanner.Donotbeafraidoftryingnew items.beobservantofthemembers eatinghabits,andwithout panderingtothem,bringtothetableattractivedishestomake mealtimesanenjoyableexperience. It sagoodideatoplanemergencymenusincasethecookcalls insick,thereisasnowstorm,oradeliveryisnotmade.alistof phonenumbersforlocalrestaurantsprovidingdeliverymaybe theanswer! Youmaywanttoconductanoccasionalsurveytohelpdetermine menupopularity.listenforcommentsaboutthemealsand observeplatewaste.chaptermembers(andparents)are especiallyhappywhenyouaskforrecipesfromhomeand adaptthemtolargequantities. KitchenOperations 77

86 ERRORS IN MENU PLANNING Flavor All bland flavors Too many strong or distinctive flavors Repetition of similar foods and flavors No tart or acid-flavored food Too many sweet or sour foods Too many highly seasoned foods Color Too many foods of the same color no contrast or variation Clashing or unpleasant color combinations Size, Shape and Form Too many mixtures Too many small pieces, especially same size and shape Too many similar shapes Preparation and Type of Food Too many foods prepared the same way, such as fried, creamed or with sauces No main dish More than one main dish Too many starchy foods Too many of the same type of fruits and vegetables Too many high protein foods Not enough low-carb foods Too many food items prepared using the same piece of equipment, such as the oven Temperature Too many foods of the same temperature Identity Food items, such as mystery meat, that are unidentifiable Texture Lack of variety in texture or mouth feel Too many soft foods Too many crisp or crunchy foods LUNCH ENTRÉE SUGGESTIONS Beef Chili Spaghetti Tacos Sloppy Joes Roast beef on a bun (hot or cold) French dip sandwich Hamburger or cheeseburger Veal cutlet on a bun Burrito with chili Pizza BBQ beef on a bun Pork Cavatini BLT sandwich Grilled ham and cheese sandwich Chili dog, corn dog Pork cutlet on a bun BBQ pork on a bun Deli ham on a bun Egg roll Poultry Chicken tetrazzini Chicken cutlet on a bun Turkey club Grilled turkey and Swiss cheese Chicken and dumplings Chicken salad Fish & Cheese Fish on a bun Grilled cheese Tuna salad Macaroni and cheese Baked potato with broccoli and cheese Garden pasta Tuna noodle casserole KitchenOperations 78

87 DINNER ENTRÉE SUGGESTIONS Beef Beef stroganoff Spaghetti with meat sauce/meatballs Lasagna Mexican (tostada, enchiladas, fajitas) Roast beef Steak Chicken fried steak Pork Baked ham Pork chops Ham roast Sweet and sour pork Pork loin BBQ ribs Poultry Fried chicken Baked chicken Turkey Chicken nuggets Chinese (sweet and sour chicken, chow mein) Fish Fish filets Shrimp Fish platter combo Baked fish MENU SUGGESTIONS SPECIAL OCCASION (e.g. Scholarship Dinner) Lemon pepper chicken breasts Spinach salad Mixed grilled vegetables Twice-baked potatoes Home style rolls and butter (or butter substitute) Iced tea and lemonade Brownies and ice cream OR Sliced turkey breast Sweet potato casserole Mixed peas and carrots Salad bar or tossed salad (with Sysco pre-made dressing) Homemade rolls with cranberry jelly Strawberry shortcake OR Punch (served in living room while staff prepare tables) Mixed green salad Cordon bleu Wild rice pilaf Vegetable medley Homestyle rolls and butter (or butter substitute) Dessert bars (served with coffee in living room so staff can clear tables) Chapter Dinner Beef brisket (chopped and sliced) Salad (paella, pear, mixed greens, or green bean) Bread Dessert (angel food cake, ice cream, yogurt, toppings) OR Lemon pepper chicken Spinach casserole Corn on cob (half) Fresh veggies with dip Homestyle rolls and butter (or butter substitute) Jell-O poke cake or seasonal fruit Parents Day Brunch Bread assortment (muffins, croissants, sweet breads, bagels) Platters (fruit, cheese, vegetables) Entrees Quiche Scrambled eggs Sausage Miniature waffles Beverages Juices (orange, cranberry, apple) Coffee and tea Desserts (assorted miniatures) KitchenOperations 79