Alpha Xi Delta Fraternity C.A.R.E. Manual Handbook for Risk Management Communication*Action*Responsibility*Education

Transcription

1 Alpha Xi Delta Fraternity C.A.R.E. Manual Handbook for Risk Management Communication*Action*Responsibility*Education

2 Alpha Xi Delta Fraternity Emergency Phone Numbers for Chapter Fire Department City Police Campus Police Ambulance Hospital Campus Health Center Other Chapter Advisor Name Phone Number Area Facilitator Name Phone Number Corporation President Name Phone Number Fraternity Headquarters Assoc. Director of Area Development Area 1: Megan Horst, Assoc. Director of Area Development Area 2: Courtney Fluty, Assoc. of Area Development Area 3: Jenny Greyerbiehl, Assoc. Director of Member Services Kristy Baker, Please see the next page for a listing of chapters in each area. fhq@alphaxidelta.org; Web: Willis HRH Insurance: Emergency Situations only:

3 Table of Contents Emergency Phone Numbers... 1 Letter from the National President... 3 Importance of Risk Management... 4 FIPG... 4 FIPG Member Groups... 4 ACTION Insurance Information... 4 Certificates of Insurance... 5 Contract Guidelines... 6 Reporting Risk Management Violations... 8 Risk Management Notification... 8 National Risk Management Support Team... 8 Chapter Risk Assessment... 9 RESPONSIBILITY Chapter Officer Responsibilities for Risk Management... 9 Alpha Xi Delta Policies Regarding Social Functions Alpha Xi Delta Policies Alcohol Chapter Safety Hazing Illegal Drugs Paddles Online Posting FIPG Policies Alcohol and Drugs Hazing Sexual Abuse Fire, Health and Safety EDUCATION Common Questions Answered Hazing and Your New Member Orientation Program Examples of Hazing APPENDIX A. Sample Parental Notification B. Waiver, Release of Liability and Indemnification C. C.A.R.E. Contract CRISIS INFORMATION Crisis Team Roles Crisis Check List for Corporations and Chapters Other Considerations

4 Dear Sister, Risk management is about caring, and most of all, it is about responsibility. Responsibility to yourself and to others. Every individual who chooses to become a member of Alpha Xi Delta has the responsibility to uphold the values and principles of the Fraternity at all times. As we reflect on our Fraternity Ritual and Symphony, we profess to C.A.R.E. about ourselves and about the wellbeing of others. Unfortunately, there are times when fellow Sisters do not live up to these ideals at the expense of those around them. That s why we want to provide education and guidance regarding your central role in risk management. Alpha Xi Delta is providing this handbook because we C.A.R.E. about our members. We want you to have this information readily available. It provides education and guidance regarding emergency procedures for a variety of situations and the planning guidelines for social functions. You will find additional, similar information in your Corporation Manual and the Constitution and Bylaws; however, the chapter and its members are responsible for implementing Alpha Xi Delta's risk management policies as well as those on other matters. If the National Fraternity learns that a policy has been violated, it may discipline the chapter and members, including withdrawing the chapter's charter and suspending membership(s) in the Fraternity. This manual should help you identify dangerous situations and understand the potential consequences of your actions and the actions of others. Most importantly, you will be able to carry out your responsibility to take appropriate action should a situation arise that poses a potential risk management concern. The health, achievements and general well-being of each Alpha Xi Delta depend on your informed and responsible actions. I urge you to C.A.R.E. about yourself as well as the National Fraternity by making risk management a priority. Fraternally, Sandi Edwards Alpha Xi Delta National President 3

5 Importance of Risk Management Alpha Xi Delta cares about the health and well-being of our members. That s why we strive to provide you with education and guidance so that you can make educated decisions about alcohol and substance abuse. This is all done under the umbrella of risk management. We are committed to providing education and support for your risk management efforts. All Alpha Xi Delta chapters and their members are responsible for implementing Alpha Xi Delta's risk management policies. We also support FIPG, Inc. in its efforts to educate men's and women's fraternities about risk management. FIPG FIPG, Inc. is a risk management consortium of men s and women s fraternities that have committed to education about risk management issues and a minimum risk management standard in their chapters. Alpha Xi Delta affiliated with FIPG in 1988 to further its efforts to educate members on risk management issues in cooperation with other fraternities and sororities. This means on many campuses a number of the men s and women s groups have the same or similar policies, making it easier to follow and enforce them at social events, thereby leveling the playing field. In addition, many campuses have adopted the FIPG policies as all-greek social policies, meaning that all groups are to enforce the same policies. The FIPG manual, which includes the FIPG policies, can be viewed and downloaded at It is important to note that although Alpha Xi Delta is a member of FIPG, our policies may differ slightly and be more restrictive. Remember, in the case that Alpha Xi Delta s policy is more restrictive, Alpha Xi Delta policies take precedence over FIPG policies. As a member of FIPG, Alpha Xi Delta adheres to all FIPG policies to the extent they are consistent with Alpha Xi Delta policies. We expect our chapters to support the efforts of IFC and Panhellenic or Greek councils to develop sensible policies to control the use of alcohol. Members of FIPG NIC Groups Alpha Chi Rho Alpha Delta Gamma Alpha Epsilon Pi Alpha Kappa Lambda Alpha Sigma Phi Alpha Tau Omega Delta Chi Delta Sigma Phi Delta Upsilon FarmHouse Kappa Alpha Order Kappa Delta Rho Lambda Chi Alpha Phi Gamma Delta Phi Kappa Psi Phi Kappa Sigma Phi Kappa Tau Phi Kappa Theta Phi Mu Delta Phi Sigma Kappa Pi Kappa Phi Pi Lambda Phi Psi Upsilon Sigma Alpha Mu Sigma Nu Sigma Pi Tau Epsilon Phi Theta Chi Theta Xi Zeta Beat Tau Zeta Psi NPC Groups Alpha Chi Omega Alpha Epsilon Phi Alpha Omicron Pi Alpha Phi Alpha Sigma Alpha Alpha Sigma Tau Alpha Xi Delta Delta Delta Delta Delta Gamma Delta Phi Epsilon Delta Zeta Kappa Alpha Theta Phi Mu Zeta Tau Alpha Our policy is that our members follow state laws. These laws include but are not limited to: Minimum drinking age Purchase, possession or consumption of alcohol by a minor Sale or gift of alcohol to a minor Misrepresentation of age 4 Drinking in unauthorized places Hazing statutes

6 Insurance Information Above and beyond Alpha Xi Delta s policies are the state laws that an individual should take into account before alcohol consumption. These laws include but are not limited to: minimum drinking age; purchase, possession or consumption by a minor; sale or gift to a minor; misrepresentation of age; and drinking in unauthorized places. Hazing statutes are in place in more than 40 states and can involve such charges as misdemeanors or felonies, fines of up to $10,000, expulsion from school and prison terms. Each member should acknowledge her responsibility to follow our Risk Management Guidelines by signing the contract located in the back of this book. Alpha Xi Delta is covered by a Master Insurance Program through our property and liability insurance agent, Willis HRH. In the event of a bodily injury or property damage loss, our insurance agency needs to be contacted. It is important that you also contact: *Chapter Advisor *Corporation President *Area Facilitator *Assistant Executive Director *Greek Advisor *Fraternity Headquarters Certificates of Insurance Willis HRH services include: Response in an emergency involving fire or loss of property. Responses to coverage questions or policy changes needed. Preparation of Certificates of Insurance and direct responses to banks, mortgage companies and other interested parties, or to House Corporations. Supplying a Certificate of Insurance to a Third-Party Vendor In Case of Fire or Loss of Property Contact: Willis HRH Whom to Call: For policy coverage questions, certificates of insurance, contact changes, billing questions, etc, contact: Mandy Craig, mcraig@willis.com, ext. 207 Melissa Chambers, mchambers@willis.com, ext. 222 Fax: To Report a Property Claim: Steve Wilson, Manager of Claim, ext. 209 Advocacy & Loss Control swilson@willis.com Sometimes a third-party vendor will request a Certificate of Insurance from you for a social or philanthropy event, or your school may request to have a current certificate on file. When a Certificate of Insurance is needed, contact Mandy Craig or Melissa Chambers at Willis HRH. They will provide you with the certificate within 24 hours. Willis HRH will also send a copy to the requester of the certificate. Requesting a Certificate of Insurance from a Third-Party Vendor When you rent an establishment or engage the services of a third-party vendor, it is suggested that you obtain a Certificate of Insurance from them to prove the vendor has purchased insurance for their operations. You should always request a Certificate of Insurance when you rent an establishment from or engage the services of a third-party vendor. What Kind of Coverage Should You Look For? Your needs of the third-party vendor will dictate what coverage should be represented on their Certificate of Insurance. For example: 1. If you are renting an establishment, you will need to have evidence of General Liability coverage. 5

7 2. If an establishment is providing alcohol-related services, you will need to have evidence of Liquor Liability and Workers Compensation coverages. 3. If you are hiring a contractor, you will need to have evidence of General Liability, Workers Compensation and Automobile Liability coverages. 4. If you are hiring a bus company for group transportation, you will need to have evidence of Automobile Liability coverage. Insurance Minimums to Request of a Third-Party Vendor As a guideline, the following limits of liability are a minimum that you should require of a third party: General Liability $1,000,000 Liquor Liability $1,000,000 Automobile Liability $1,000,000 Workers' Compensation/ Employers Liability $100,000 (each accident) $100,000 (each employee) $500,000 (policy limit) Explore Alternative Options If the vendor or establishment does not carry these limits of liability, it is suggested that you consider a different vendor or location for your event. Contract Guidelines REMINDER Alpha Xi Delta Fraternity continues to hear about increasing problems that chapters have with contracts, especially composite contracts. The following guidelines and practices should be considered prior to signing any contract. Your contracts should be reviewed in detail by the chapter President before they are signed. Fraternity Headquarters can assist with the review and educate the chapter on best practices. Forward contracts for review to: Lori Holt, Director of Finance and Operations Who Should Sign. Only chapter Presidents should FAX: enter into any contracts on behalf of the chapter; lholt@alphaxidelta.org however, she should do this only after the contract has been reviewed by Fraternity Headquarters. If time does not permit for a copy to be sent to Fraternity Headquarters for review, the Chapter Advisor should review the contract. Contracts Longer Than One Year. You should not enter into a multi-year contract. Composite companies are notorious for including this type of clause. Additional Insured Clauses. This type of clause will call for the service provider to be named as an additional insured on Alpha Xi Delta s insurance policy. Never sign a contract with a vendor who asks for additional insured status. This status is rarely granted and only with the approval of Fraternity Headquarters and Willis HRH. You may see this type of clause in contracts with third-party vendors for social events. This also applies to university relationship statements. If you have a contract with this clause, contact Fraternity Headquarters and Willis HRH for assistance. Termination Clause. Please review the contract for a termination clause. The chapter should have the right to cancel the contract if services are not provided to the satisfaction of the chapter. 6

8 Payment Terms. Be aware of the contract payment terms. Often the terms ask for full payment in advance of the event. If advance payment is requested, negotiate with the vendor for terms to include a deposit to be paid in advance of the event and full payment within 5 to 10 days after the event. This allows the chapter the opportunity to review the bill and reconcile any disputes in the balance due before payment is remitted. Cancellation Policy. Be aware of the cancellation terms in the contract. In some cases, vendors will expect a cancellation fee in the amount of the minimum expenditure guarantee. This could mean a substantial payment. For example, if the minimum guarantee is for 100 $10.95 per plate, the chapter could be liable for $1,095 - with no event. Party to the Contract. Be sure to include the full name of the chapter as the party agreeing to the terms of the contract. The party of the contract should not be Alpha Xi Delta or the chapter officer individually. Terms Regarding the Purchase of Alcohol. If the responsibilities for alcohol distribution found in the FIPG vendor checklist are not already included in writing in the contract terms, it would be a good idea to add these terms to the contract or include the FIPG vendor checklist as an addendum to the contract. Conditions of Agreement and Patron Responsibility. In nearly all contracts, the chapter must agree to be fully responsible for the conduct of its members as well as their dates and other guests. For example, if property damage is caused by a member or guest, the chapter will be responsible for those damages as per the contract. The chapter should obviously try to seek reimbursement from the person. Minimum Bar Purchases. Some contracts set a minimum for bar purchases or give a discount if a certain amount of alcohol is purchased. Please ask that any such language be removed from the contract. This feels too much like promotion of alcohol consumption. Ask the vendor to provide discounts on the room rental or to charge room rental fees, not offer discounts based on alcohol consumption. Damages. Nearly all contracts state that the patron will be responsible for damages. Remember to do a walk-through of the facility with a representative of the facility. Note any damages present prior to your event and put this in writing and initial this along with the facility representative. This assures the chapter that it will only be charged for damages caused at its event and/or by its guests. Rooms. Often social events are held at hotels. There should be no room block reserved for a social event. Independent Contractor vs. Employee Language. Make sure that any contracts for bartending services or security service contain language clearly stating that the bartender/security guard is not an employee of Alpha Xi Delta, but serving as an independent contractor. Then be sure to ask for a certificate of insurance evidencing workers compensation coverage and liability coverage. We do not want to be in the business of employing and insuring these individuals. 7

9 Important. Breach of contract is not covered by our insurance. Reporting Risk Management Violations What Happens When You Report Risk Management Violations Because National Fraternity personnel are not present at the vast majority of chapter functions, they usually do not know that a risk management violation has occurred. Because the local chapter and its members are responsible for adhering to the National Fraternity's risk management policies, the chapter should report the violation to Fraternity Headquarters as soon as possible after it has occurred. If a chapter violates a risk management policy, the following events will occur: 1. Information will be documented as it is received; the Associate Director, Area Facilitator, C.A.R.E. National Director and the Chapter Advisor will be informed. 2. The Area Facilitator will follow up with the chapter to investigate. The investigation may require a visit from a national officer, which may be at the chapter's expense. 3. On receipt of a violation allegation, National Council may issue a Cease and Desist directive to the chapter, which will include what the chapter is obligated to do immediately. 4. Following any investigation, the Area Facilitator, C.A.R.E. National Director and Associate Director will make a recommendation to National Council for specific action to be taken. National Council may choose to place the chapter on probation or place the chapter's charter in suspension. The chapter will be notified by National Council as to what disciplinary action is being taken, why the chapter is receiving the disciplinary action, the terms of the action and when the terms are to be met. 5. Copies of disciplinary action letters are sent to the Chapter Advisor, the Greek advisor, the C.A.R.E. National Director, the Area Facilitator and the Associate Director. It is easier to avoid a violation than it is to clean up the damage after one occurs. Risk Management Notification If Headquarters receives notification from sources other than the chapter of a possible risk management violation, the following events will occur: 1. All information will be documented and the AF and C.A.R.E. ND will be notified. 2. The C.A.R.E. ND will follow up with the chapter and determine if an investigative visit is needed. If so, a National Council member or NC's designee will visit the chapter, possibly at the expense of the chapter. 3. Following the investigation, the results will be reported to National Council to determine whether probation or other action is necessary. 4. If probation or other action is the outcome, the procedure follows the same as indicated by #4 and #5 in the preceding section. 8

10 Chapters may at any time call upon the resources available through the volunteer structure and Fraternity Headquarters, if there are any questions regarding risk management and possible violations. National Risk Management Support Team The National Risk Management Team includes the C.A.R.E. National Director and C.A.R.E. Territory Directors. They understand and emphasize the need for risk management. The primary responsibility of the C.A.R.E. National Director and the Territory Directors is to provide resources and support to college chapters and alumnae associations as they implement strong risk-reduction programs. Members of the team clarify Alpha Xi Delta and FIPG policies, provide support to Area Facilitators, chapter advisors and chapter/association officers on handling member discipline matters when policies have been violated, and offer chapters and associations immediate support in a crisis situation. Chapter Risk Assessment Chapters should conduct a risk assessment by addressing the following points before hosting any function: 1. Is the chapter advisory board aware of this function? 2. How will the chapter and its officers maintain control over this function and the behavior of members and their guests? 3. What city, county or state laws or ordinances have the potential of being violated? 4. What policies, chapter rules or university rules have the potential of being violated? 5. What safeguards are being implemented to prevent the laws and policies from being violated? 6. What liability does the chapter run the risk of incurring? 7. List the possible problem situations that could occur at your function. 8. List how you will prevent each of those situations. 9. What will the officers do if the function gets out of hand? 10. Is the potential liability for the chapter worth the benefits of the function? Adapted from The Phoenix of Alpha Sigma Alpha Chapter Officer Responsibilities for Risk Management The Chapter Life Vice President is responsible for the risk management program of the chapter. She works with the Social Chair to provide education for members of the chapter. The Chapter Life Vice President should be responsible for enforcement, working with the Executive Committee to take disciplinary steps when necessary. Such disciplinary action should be taken immediately with members who have violated risk management policies, in accordance with procedures in the Constitution and Bylaws. Chapter Life Vice President 1. Is responsible for maintaining an effective educational and risk reduction program for the chapter based on Alpha Xi Delta and FIPG policies. Refer to the FIPG Manual for information and ideas. 2. Maintains a notebook with plans for and evaluations of the chapter s risk management program to include: alcohol and drugs; hazing; sexual abuse; and fire, health and safety. 3. Is familiar with all policies concerning risk management and serves as a resource for members. 9

11 4. Ensures that emergency plans are in place and that each chapter member is familiar with the process. 5. Is available to help the chapter President in emergency situations as directed. Alpha Xi Delta Policies Regarding Social Functions Alpha Xi Delta sets forth the following policies to educate its members regarding best practices for social functions. Each chapter is responsible for following these policies and for developing practices consistent with these policies. It is the Fraternity s policy that all Alpha Xi Deltas must abide by federal, state and local laws regarding the consumption of alcohol. We provide the following guidelines. The local chapter is responsible for implementing these policies. Function Guidelines and Vendor Requirements I. Use of Invitations: The chapter should monitor who is legitimately 21 years of age (false IDs are not acceptable) and events should be by invitation only: A. Invitation lists should be limited to the number of individual members of the chapter and no more than two guests additional per member. B. Multi-group functions should include no more than four individual Greek organizations and include no guests. II. Use of Licensed Vendors: Social functions should offer a cash bar with a licensed bartender, who should meet the following vendor requirements: A. The vendor should be properly licensed by the appropriate local and state authority. This may involve both a liquor license and a temporary license to sell on the premises where the function is to be held. B. The vendor should be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed CERTIFICATE OF INSURANCE prepared by the same insurance provider. 1. The certificate of insurance should also show evidence that the vendor has, as part of the insurance coverage, "off-premises liquor liability coverage." C. Sales of liquor should be cash sales only, to be collected by the vendor, during the function. D. The vendor should assume in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to: 1. Checking identification cards upon entry; 2. Not serving minors; 3. Complying with all relevant laws; 4. Not serving individuals who appear to be intoxicated; 5. Maintaining control of ALL alcoholic containers present; 6. Collecting all remaining alcohol at the end of a function (no excess alcohol - open or unopened - should be given, sold or furnished to the chapter or guests). Vendor should remove all alcohol from the premises. 10

12 If the licensed vendor does not meet these requirements, alternative options should be explored. III. Co-Sponsoring Functions in Fraternity Facilities: Alpha Xi Delta chapters may co-sponsor functions at men s fraternity facilities (e.g., house, lodge), only if those functions are alcohol free. This resolution does not change any Alpha Xi Delta or FIPG policies on co-sponsoring fraternity events and functions that are held at off-campus facilities with licensed third-party vendors, nor does it restrict any member s independent attendance at a fraternity event that is in keeping with Alpha Xi Delta and FIPG policies, college or university regulations, and federal, state and local laws. IV. Off-Campus Functions: It is the policy of Alpha Xi Delta that chapters holding functions at off-campus facilities should obtain from the third-party facility a certificate of insurance showing evidence of the facility's general liability coverage. Such an off-campus facility should be located as close to the campus as possible and should not be out of the country. A. The chapter should rent a bus and obtain a certificate of insurance from the bus company showing evidence of the bus company's motor vehicle coverage. B. If the chapter does not rent a bus and chooses to utilize a designated driver procedure, then individuals should follow all state and local laws, as well as applicable university policies. C. For their own protection, members should not rent sleeping rooms for their use before, during or after the off-campus event. V. Off -Campus Social Events at Member Residences: Off-campus social events at apartments or residences of Alpha Xi Delta members should follow these policies as well. VI. VII. Open Parties: No chapter may host or co-host an open party (social function). Individual nonmembers attending a chapter function may do so only by specific invitation of chapter members, who must assume responsibility for said guests. BYOB Functions: No chapter may host, co-host or spend chapter funds on a BYOB function. If individual members of legal drinking age participate in such functions, they should abide by all Alpha Xi Delta and university policies and all applicable laws. Designated Driver and Sober Sister Programs A. Sponsored by the Chapter. Alpha Xi Delta does not endorse chapter-sponsored, mandatory designated driver programs. If individual members choose to act as designated drivers, they should follow all state and local laws, as well as university policies. They also should check their auto insurance policy for any coverage restrictions. B. Sponsored by Others. It is Alpha Xi Delta's policy that members should not participate as designated drivers or "Sober Sisters" for events held by other sororities or by fraternities. 11

13 Alpha Xi Delta Policies Alpha Xi Delta sets forth the following policies to educate its members regarding best practices for member and chapter safety. Each chapter is responsible for following the policies and for developing practices consistent with the policies. Alcohol Alpha Xi Delta members, both new and initiated, are bound by all federal, state, and/or local laws, and by university regulations and policy. Members (new and initiated) are also bound by Alpha Xi Delta standards of conduct. Failure to abide by law, regulation, policy, or Fraternity standards may be cause for membership release, suspension of membership or discipline of the chapter in accordance with such Alpha Xi Delta policies. 1. No chapter should dispense alcoholic beverages. Chapter funds should not be used for the purchase of alcoholic beverages. 2. Personal storage and consumption of alcoholic beverages should be prohibited in the chapter house or suite, or any other recognized chapter facility, including residence hall floors used by Alpha Xi Deltas. 3. No alcohol should be permitted at any recruitment or new member functions, any Alpha Xi Delta ceremonies (pledging, initiation, installation of officers, senior recognition, Founders Day, etc.) or any official functions at which attendance is required. Chapter Safety Security: Concern for personal safety of all members and for the protection of personal and chapter property requires that all Alpha Xi Delta lodges, suites and chapter houses be locked 24 hours each day. Limited or Open Visitation: Rules that allow entertaining in bedrooms are an infringement upon personal privacy and show lack of consideration for others. Each chapter should limit hours for visitation and restrict this visitation to the public areas of the facility. Hazing Alpha Xi Delta members should comply with all college, federal, state and local anti-hazing rules or laws and should uphold Alpha Xi Delta's principles through the elimination of hazing practices. Hazing is defined as any activity which subtly or flagrantly demeans, embarrasses, threatens, frightens, invites ridicule of, or draws inappropriate attention to a member, and has an attitude which implies one member is superior to another or that initiation must be earned through personal services or meaningless activities for initiated members. Disciplinary measures will be instituted by National Council immediately upon receiving information that a chapter has engaged in hazing activities. Any report of possible hazing will be acted upon by the Area Facilitator or Assistant Executive Director, who will call the chapter President, indicating that all chapter activities other than chapter meetings will cease until an investigation can occur. Illegal Drugs The possession, use or sale of marijuana and all other illegal drugs or controlled substances is a crime and is completely incompatible with Alpha Xi Delta standards and is a basis for disciplinary action. If a chapter Executive Committee does not take appropriate action in such a case, National Council shall initiate the procedure in accordance with the National Constitution and Bylaws. 12

14 Paddles The use or representation of paddles in any form is not acceptable. Their strong association with hazing makes them symbols that misrepresent Alpha Xi Delta s mission. Online Posting and Communication As a membership organization, Alpha Xi Delta holds certain standards of conduct to which all members are required to adhere. As technology continues to develop and greatly expand the audience of internet-based communications, these membership standards must extend to the internet and the posting of information related to, and concerning, the National Fraternity and its membership. Individual members who identify themselves as Alpha Xi Delta members and post negative, insulting or threatening information or engage in any behavior that is contrary to the membership standards of conduct outlined in the Alpha Xi Delta Membership Agreement may be subject to discipline at the chapter or national level. FIPG Policies The Risk Management Policy of FIPG, Inc. includes the provisions that follow and shall apply to all fraternity entities and all levels of fraternity membership. Alcohol and Drugs 1. The possession, sale, use or consumption of ALCOHOLIC BEVERAGES while on chapter premises, during an official fraternity event, in any situation sponsored or endorsed by the chapter, or in any event an observer would associate with a 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 the chapter funds, nor may the purchase of same for members and 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 of common sources of such alcoholic beverage, e.g., kegs or cases, is prohibited. 3. OPEN PARTIES, meaning those with unrestricted access by nonmembers of the fraternity without specific invitation where alcohol is present, shall be prohibited. 4. No members, collectively or individually, shall purchase for, serve to or sell alcoholic beverages to any minor (i.e., those under legal "drinking age"). 5. The possession, sale or use of any ILLEGAL DRUGS or CONTROLLED SUBSTANCES while on chapter premises or during a fraternity event or at any event that an observer would associate with the fraternity is strictly forbidden. 6. No chapter may co-sponsor an event with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present. 7. No chapter may co-sponsor or co-finance a function where alcohol is purchased by any of the host chapters, groups or organizations. 8. All rush [recruitment] activities associated with any chapter will be a DRY rush [recruitment] function. 9. No member shall permit, tolerate, encourage or participate in "drinking games." 13

15 10. No alcohol shall be present at any pledge/associate member/novice program, activity or ritual of the chapter. Hazing No chapter, colony, student or alumna/us shall conduct or condone hazing activities. Hazing activities are defined as: "Any action taken or situation created, intentionally, whether on or off fraternity premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities may include but are not limited to the following: use of alcohol; paddling in any form; creation of excessive fatigue; physical and psychological shocks; quests, treasure hunts, scavenger hunts, road trips or any other such activities carried on outside or inside of 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." Sexual Abuse The fraternity will not tolerate or condone any form of sexually abusive behavior on the part of its members, whether physical, mental or emotional. This is to include any actions that are demeaning to women or men, including but not limited to date rape, gang rape or verbal harassment. 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 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. 4. The possession and/or use of firearms or explosive devices of any kind within the confines and premises of the chapter house are expressly forbidden. Common Questions Answered How do we handle the media? If a crisis has occurred, the chapter President should serve as the spokesperson for your chapter during an emergency. However, if she is handling other details related to the incident, she can appoint someone to serve as spokesperson. Only this person should comment to the media. Be mature, brief, dignified, confident and C.A.R.E.ful in your dealings with the media. Do not feel you must answer every inquiry. Have a brief statement prepared to share with the media. First, contact the Director of Communications and Marketing at Fraternity Headquarters for assistance with preparing any responses to the media. Do we use the crisis plan for rape situations? No. First, take the victim to the closest hospital emergency room. Advise her not to change clothes, shower or destroy any possible evidence. The hospital will notify the police. First and foremost, respect the privacy of the member. Call the Chapter Advisor. With the permission of the victim, call the person who is responsible for sororities on your campus or the campus professional (victim s advocate) from the health services center who handles sexual assault cases. Have your Chapter 14

16 Advisor call Fraternity Headquarters. Do not call the victim s parents. Campus Health Services will usually be the ones to call the victim s parents. When is it appropriate to call the victim s parents? (see Appendix A) If I have a fake ID, am I exempt from FIPG Guidelines? No. Now you re breaking the under 21 law AND carrying a fake ID. That s two laws broken. We are simply asking you to obey the law. What if the function we are co-sponsoring with a fraternity has uncontrolled alcohol (kegs, etc.) at our mixer? It is important to take all steps necessary to avoid this situation. If this happens, it is your responsibility as a knowing participant to either get rid of the alcohol or leave the premises. Can we spend the night at a hotel with our dates? See the Fraternity's policy under "Alpha Xi Delta Policies Regarding Social Functions, IV. Off-Campus Functions." What should we do if a member attempts or threatens suicide? Encourage her to seek professional help for her sake and the chapter s sake. Chapter members are not trained to handle this situation and it is unfair to expect Sisters to do so. Contact campus health services for advice or counseling. They may also be very helpful in supporting or assisting the chapter in dealing with this crisis. Look in the phone book for a suicide hotline number for immediate assistance. Hazing and Your New Member Orientation Program Considering the pride you should have in your new members, and the fact that good public relations is important, new members should be treated with respect. They should always be allowed to show their Alpha Xi Delta pride by wearing our letters on clothing. Initiated members reserve the right to wear the crest, but ANY member may wear letters. A new member does not need to earn the right to be initiated; she need only meet the initiation requirements as stated in our Constitution and Bylaws. Hazing is contrary to our values and mission as a national women s Fraternity. Hazing has no place in our Sisterhood. As you think about some of your chapter traditions, ask yourself: 1. Does this activity reflect the values inherent in Alpha Xi Delta s Ritual? 2. Would you be willing to tell your Chapter Advisor about the activity? 3. Would you be willing to perform this activity in front of the university president? 4. Would you be willing to send the parents of the new members involved a snapshot of this activity? 5. Would you be prepared to go to court to defend the merit of this activity? Would you feel ridiculous doing so? 6. Would you be willing to share a written description of this activity as a suggested new member activity for other chapters to use? 15

17 7. Does this activity contribute to the member s love and respect for Alpha Xi Delta and her members? If you answered No to any of the questions above, your chapter may be guilty of hazing. Remember, ALL hazing, in any form, is illegal and the National Fraternity cannot protect you if you are breaking the law. 16

18 APPENDIX A. Parental Notification I understand that Chapter of Alpha Xi Delta Fraternity and the National Fraternity reserve the right to notify my parents with respect to all matters concerning my membership or physical, mental or emotional well-being when the chapter or the Fraternity, in their respective judgment, believes it is in my best interest or in the chapter s or the Fraternity s best interest to do so. In such a case, I request that the following individual(s) be contacted: Name Relationship Phone Name Relationship Phone Member s Name (print) Signature Date 17

19 APPENDIX B. Waiver, Release of Liability and Indemnification Please prepare your own chapter form. In exchange for my being allowed to participate in (the activity), I, (being at least 18 years old [strike if inapplicable]), agree to be bound by each of the following: Assumption of Risk. I assume all risks, known and unknown, in any way connected with my participation in the Activity. Waiver and Release. I waive and release Alpha Xi Delta Fraternity, the chapter identified above, any affiliated organizations of either of the foregoing and their respective directors, officers, employees, agents and volunteers (collectively, the Fraternity Parties ) from all claims that I may have for any liability, injury, loss or damage in any way connected with my participation in the Activity, including but not limited to any injury or loss caused in whole or in part by the negligence or misconduct of any of the Fraternity Parties. Indemnification. I agree to indemnify and hold harmless (in other words, reimburse and be responsible for) the Fraternity Parties from all claims, liability, loss, damages, costs and expenses in any way connected with omissions of my guests or invitees, including but not limited to any injury or loss caused in whole or part by the negligence or other misconduct of any of the Fraternity Parties. Miscellaneous. This instrument shall be binding upon my heirs and/or personal representatives and shall inure to the benefit of the Fraternity Parties and their respective heirs, personal representatives, successors and assigns. If any provision of this instrument is held to be invalid or unenforceable, this instrument shall be construed as if such invalid or unenforceable provision was not contained herein. Applicable Law. In view of the fact that the Fraternity s national headquarters is located in Indiana, and in order to provide certainty in the law to be applied to the construction and enforcement of this instrument, this instrument shall be construed and enforced in accordance with the law of the state of Indiana. I have read this waiver, release of liability and indemnification. I understand that I have given up substantial rights by signing it. I am signing this waiver, release of liability and indemnification voluntarily. Printed name Signature Date If the person participating in the Activity is not yet 18 years old, the signature of a parent or legal guardian is required. As a parent or legal guardian of the above-named person, I permit the above-named person to participate in the Activity upon subject to all terms and provisions of this waiver, release of liability and indemnification. Parent of Legal Guardian (print) Signature Date 18

20 APPENDIX C. - C.A.R.E. Contract As a member of Alpha Xi Delta Fraternity I promise to accept the responsibilities of lifelong membership in the Fraternity. I have read, understand, and agree to abide by the Constitution and Bylaws, basic expectations of membership, my chapter s housing policies, and the Fraternity's policies as set forth in this manual. I further agree to abide by all federal, state and local laws, and all university/college policies. I understand that I have the responsibility to uphold all university/college, Fraternity, FIPG and state law by obligation. I understand that a violation of any of these may result in disciplinary action, up to and including suspension of individual membership by the chapter Executive Committee, the active chapter, Chapter Advisor, national officers or National Council following the procedures of Alpha Xi Delta Fraternity, as well as in withdrawal of the chapter's charter. Signatures of Every Chapter Member: 19

21 Crisis Team Roles The TEAM Approach to Social Functions: Chapter President Responsible for monitoring chapter behavior and enforcing social policy. 1. Informs Chapter Advisor of crisis situation. 2. Contacts the Area Facilitator and Associate Director. 3. Calls Panhellenic advisor. 4. Calls an emergency chapter meeting if necessary. 5. Serves as a representative to fellow members families. 6. Assesses level of need and team s response. 7. Convenes the crisis team. 8. Oversees the team. 9. Keeps the university updated on situation. 10. Educates and coordinates the press; may conduct news conference. 11. Makes official statements and releases. Chapter Life Vice President Incorporates risk management education into chapter programming and works closely with the Social Chair to help the President enforce social policy. 1. Takes on President s duties if not present. 2. Gathers factual data; convenes a house meeting; shares data; clarifies protocol in dealing with members of the sorority; clarifies line of communication. 3. Supervises building climate. 4. Serves as information source for members of the sorority. Programs Vice President 1. Serves as a mediator for the possibility of assistance from a counselor, clergyman or hospice. 2. Secures community social services or medical help when warranted. Public Relations Vice President 1. Selects a phone team and uses them to inform members of decisions and facts. The phone team will also be in touch with other chapters as needed. 2. Documents questions asked by other Greek houses. 3. Forwards or directs media calls to the Communications and Marketing Department at Fraternity Headquarters. House Manager Responsible for working with the chapter and corporation to ensure physical safety. 1. Monitors security issues. 2. If necessary, calls a representative from the police department for further security. Recording Secretary 1. Keeps a record of teams activities. 2. Is a constant resource in keeping information straight and clear. 3. If needed, calls on Corresponding Secretary for help. Advisory Board Responsible for establishing and maintaining open communication with chapter officers and other members at all times. Corporation Board Responsible for the physical property and its use (not chapter behavior). Social Chair Responsible for developing practices consistent with ALL social policies. Initiated and New Members Responsible for personal behavior. 20

22 Crisis Checklist for Corporations and Chapters Follow this checklist when facing a crisis situation, whether a housed or an unhoused chapter. Call the appropriate emergency service - (911) Police Fire Rape Crisis Center Suicide Hotline Call the Chapter Advisor Name Phone If not available, call Name Phone Associate Director Name Phone Call Fraternity Headquarters Daytime: (8:30-4:30 EST) Evenings & Weekends: /Voic Call the Area Facilitator Name Phone Call the Greek Advisor Name Phone See Crisis Team Roles for officers' responsibilities. Call Willis HRH For policy coverage questions, certificates of insurance, contact changes, billing questions, etc., contact: Mandy Craig, mcraig@willis.com, ext. 207 or Melissa Chambers, mchambers@willis.com, ext. 222; Fax: To Report a Property Claim: Steve Wilson, Manager of Claim, ext. 209, swilson@willis.com Advocacy & Loss Control 21

23 Other Considerations 1. If a sexual assault has occurred: Take the victim to a hospital first. Advise her not to change clothes, shower or destroy any possible evidence. The hospital will notify the police. With the permission of the victim, call the person who is responsible for sororities on campus or the campus professional from health services who handles sexual assault cases. For immediate assistance, contact your local Rape Crisis Hotline. 2. If an attempted suicide has occurred: Take the member to the hospital or get her counseling from Campus Health Services (CHS). CHS may also have counselors available to help chapter officers deal with the situation. For immediate assistance, call your local Suicide Hotline. 3. If a bodily injury has occurred: Call 911 or the medical emergency number for the campus or city if a bodily injury of unknown extent has occurred. 4. Do not contact parents in either situation above. Wait for further instruction from the medical service, police, Greek advisor or AF. (See Appendix A) 5. Assign a member to handle incoming calls. 6. Do not permit outgoing calls. 7. Share the facts and discourage gossip within the chapter. If only the President knows about the incident, respect the member s right to privacy. If the incident is public knowledge, assemble all members to advise them that the house is closed except to official medical and police personnel. Share the facts and discourage gossip. 8. Prepare a limited statement for the media. Do not give extended interviews or mention names. Contact the Communications and Marketing Department at Fraternity Headquarters for assistance with preparing a media statement. 22