Phi Kappa Sigma Internatinal Fraternity Insurance Billing Methdlgy The Phi Kappa Sigma Internatinal Fraternity Executive Bard implres each chapter t thrughly review the attached methdlgy and plan nw t affect any necessary changes. The methdlgy is being distributed early in the prcess s that all Chapters will have time t understand the risk factrs and make the necessary changes in their current peratins t reduce these risks. The infrmatin cntained within this cmmunicatin is vital fr yur chapter t review, understand, and affect as it impacts hw yur Liability Insurance Premium will be cmputed fr the next plicy year (2008-2009). Failure t respnd t this infrmatin culd result in a higher premium being billed. Please review the infrmatin and table belw fr an explanatin (and cmparisn) f next year s billing methdlgy. PROCESS In an effrt t bring mre bjectivity t the Phi Kappa Sigma Liability Insurance Premium prcess, the Phi Kappa Sigma Executive Bard chse specific criteria that, in cnsultatin with ur insurance underwriters, reflected greater r less risk, depending n the behavir f ur chapters. In particular, hw ur premium is allcated amngst the chapters. When we speak f bjectivity in terms f allcating the premium the fraternity pays fr Liability Insurance, we are referring t the varius surcharges (sme that culd be in the frm f credits) that a chapter culd be subject t. It is by way f being subject t ne r mre surcharges that chapters can affect exactly what their ttal premium will be, relative t a certain insurance base rate. These surcharges are intended t reflect the level f risk assciated with the fraternity carrying Liability Insurance cverage fr all chapters participating in the Natinal Prgram. The Executive Bard believes these categries t be bjective measures f the level f risk acrss all chapters. ACTION ITEMS Enclsed in this cmmunicatin are educatinal materials and an ESTIMATE f what the current premium might be fr yur chapter given the infrmatin we have n file at Headquarters tday. Therefre, we need yu t take actin n several items. 1) Review the educatinal materials t ensure yu understand fr each surcharge categry, the Definitin, Risk Element, Surcharge Trigger, and Actins t Reduce/Eliminate the Surcharge. 2) Review each surcharge categry fr applicable impacts t yur chapter. If yu are unsure f why yu are being surcharged in a particular categry, please call HQ fr a current status. If yu believe a surcharge shuld be adjusted, please prvide dcumentatin supprting yur request. 3) Review the estimate fr the number f active brthers yu will have fr the 2008-2009 plicy year (use anticipated Fall 2008 active rster). Please ntify HQ with a crrected rster n later than July 31, 2008! Failure t make any crrectins by this date will result in a higher premium being charged. ==> NOTE: Per ur insurance carrier's requirements, nly active, initiated members n the Headquarters' active rster, and registered new members, are cvered under ur liability insurance plicy! 4) Based n yur review f the prjected number f active brthers, adding 25% t accunt fr prjected future New Members, and surcharge impacts, mdify yur chapter's budget NOW, plus 15% t anticipate the Liability Insurance billing due t be issued in September 2008. This is vital as the premium fr 2008-2009 has NOT been determined/prvided by James R. Favr, LLC. as f this writing. It culd g up depending n the state f the fraternal and insurance markets in general. It is als pssible that yur chapter's surcharges culd change between nw and when the bills are prduced, thus effecting the calculatins An updated impact assessment will be prvided again at least twice, in April and June 2008, befre the bills will be prduced in September 2008. We trust yu will take the pprtunity nw t address all areas f impact as well as t budget apprpriately fr the anticipated liability. Thank yu fr yur attentin t this mst imprtant matter. Phi Kappa Sigma Executive Cmmittee
Phi Kappa Sigma Internatinal Fraternity Insurance Billing Methdlgy Insurance Billing Methdlgy Overview Past Years 1 st Year f Implementatin ( 02-03) Last 5 Years and Next Year (Next = 08-09) Billable Membership # 3 Year Average Actual # f Active Members as reprted by Chapters (r 3 year avg. if nt reprted) plus 25% fr New Member target Actual # f Active Members as reprted by Chapters (r 3 year avg. if nt reprted) plus 25% fr prjected New Members Rate Determinatin (See attached descriptins fr mre infrmatin) 1 rate fr High Risk Chapters 1 rate fr Average Risk Chapters Based n Risk Factrs 5 year Claim Histry Huse / N Huse Level f Risk Based n Risk Factrs 5 year Claim Histry Huse / N Huse Prperty Prgram Inspectin / Lss Cntrl Financial Status GPA Status MCS Status Level f Risk Grand Chapter Attendance (in Grand Chapter Years) Invice Payment Due Date Nvember 1 st (Late Fee $250) Nvember 1 st (Late Fee $250) Nvember 1 st (Late Fee $300) Wh is Cvered Active / New Members Chapter Advisrs Phi Kappa Sigma Executive Bard Active / New Members n the Intl. Headquarters Membership Lists Named Husing Crpratins Named Alumni Bard Organizatins Chapter Advisrs Phi Kappa Sigma Executive Bard Active / New Members n the Intl. HQ s Rster submitted by chapter Named Husing Crpratins Named Alumni Bard Organizatins Chapter Advisrs Phi Kappa Sigma Executive Bard Wh Develped Develped by an Executive Bard Cmmittee (Grand Beta, Grand Sigma, and Grand Thetae) with apprval frm the Executive Bard Executive Bard cmmittee with undergraduate and alumni representatin.
Phi Kappa Sigma Internatinal Fraternity Insurance Billing Methdlgy RATIONALE We are cntinuing t imprve the billing methdlgy fr many reasns. Hwever, fr these changes t be effective, we must rely n yur timely and accurate reprting f active and new member infrmatin and changes. This is critical t the success f this apprach. Once again, nly active members n the Headquarters rster lists, and new members paid fr and reprted t the Headquarters n a timely basis will be cvered. N change fr 2008-2009. Due t the uncertainty arund the number f and when New Members are initiated in any given year, and a need t reflect the cst f New Members in the Insurance Billing Methdlgy, the Cmmittee decided t set a cnservative targeted grwth percentage as representative f the average New Member grwth anticipated amng all Chapters. Hw Chapters in turn recver thse charges frm their New Members is a lcal Chapter decisin. New Member Target remains at 25% fr 2008-2009. Refining the surcharge categries based n additinal bjective measures is always a gal t further imprve the determinatin f which rate a Chapter is billed based n measures that were deemed t crrelate with Risk. N changes fr 2008-2009. The new methdlgy will nt penalize Chapters that are ding the right things t reduce risk (e.g. fllw plicy, manage their peratins prperly, and perfrm well n Mitchell Chapter Standards). Chapters that are nt wrking t reduce risk will incur surcharges and ultimately pay higher per-man premiums. If yu have any questins r cncerns regarding risk management r the insurance methdlgy, please cntact the Internatinal Headquarters at any time by calling 610-469-3282. Frequently Asked Questins 1) Why des ur insurance premium seem s expensive? Data prvided t chapters at Grand Chapter 2002 and thrugh the mail shwed premiums paid frm 1990-2000 in the amunt f $1.2M while the amunt in paid claims/expenses during that same time was $3.5M. In additin, the insurance market fr fraternities as well as the insurance market in general has grwn prgressively wrse t date. This all adds up t psitining us where we are tday. Hwever, it shuld be nted that the Base Rate fr last five years has drpped r stayed the same. ** Since September 1, 2002, the Base Rate has decreased frm $215 t $165 per man currently (a 23% reductin!!) 2) What are yu ding t reduce this cst? The Fraternity's Executive Bard is wrking multiple strategies t affect the cst. First, we have been wrking with ur insurance carrier James R. Favr n an extensive Risk Management prgram that includes the develpment f a Risk Management Manual (see www.pks.rg), the further inclusin f thse chapters wning a huse t jin the fraternity's prperty prgram, and the creatin f a multitude f cmmunicatin materials regarding the inherent risks n cllege campuses tday alng with pssible slutins. Secnd, we have been using an bjective premium allcatin methdlgy with the help f undergraduate vlunteers t better allcate the csts t thse chapters wh exhibit high risk behavirs and reward thse chapters wh are lwering their level f risk. Finally, we are stepping up effrts t manage claims mre efficiently by encuraging prmpt reprting, full disclsure, and wrking t negtiate ptential settlements/restitutins much mre quickly than in the past.
Phi Kappa Sigma Internatinal Fraternity Insurance Billing Methdlgy Of late, we have been recmmending the vluntary implementatin f membership agreements in an attempt t better cmmunicate the expectatins we all have f each ther. We believe these measures will greatly impact ur cllective ability t manage ur risks. 3) What are these s-called surcharge categries and why s many? The insurance premium charged by ur carrier is a fee based n the anticipated level f risk assciated with the cvered entity. Given the nature f ur entity (an Internatinal Fraternal rganizatin), we must devise a way t fairly and adequately cllect that fee frm ur members. While many attempts have been carried ut in the past, sme mre successful than thers, we believe the current methdlgy satisfies all f the desired criteria fr bjectivity, fairness, and equity. Based n the successful implementatin and results f several years f using this apprach, we are nt changing the strategy in the hpes that it cntinues t drive behavirs that we believe are related t lw risk. 4) Why have claim and expense levels been factred in when assessing a surcharge fr "5 Year Claim Histry"? Part f the reality we are faced with is that things can and will happen relative t insurance claims. When these incidents ccur, we want t encurage prmpt and accurate reprting s that we can minimize any eventual cst. Insurance industry data shws that this is ne f the best ways t manage ne's expenses. The questin becmes then at what pint des it warrant surcharging a chapter as a result f a claim. That is a very difficult questin t answer and in fact, there prbably is n perfect answer. Hwever, fr this year's purpse (as was dne in past years), the Bard decided t implement surcharge levels fr indemnity claims ver $1,000, r expense claims ver $5,000 paid within the past 5 years. This is based n ur experience with claims ver the past 15+ years. 5) Why des having a "chapter huse" result in a surcharge? As previusly discussed, the intent f ur prgram is t drive csts based n higher and lwer risk behavirs. Insurance industry data shws that chapters living tgether in a huse have a higher incident rate than chapters that dn't live tgether in a huse. 6) Help me understand why things like GPA, Mitchell Chapter Standards, and Chapter Financial cnditin relate t risk management. We agree that factrs like these dn't immediately seem t relate t levels f risk. Hwever, when ne cnsiders the entire chapter peratin and its effect n the chapter's level f risk, ne can begin t surmise that indicatrs f a "well run" chapter might in fact lead t lwer levels f risk. The thery being that if a chapter manages its peratins efficiently by running prper meetings, fllwing up n actins items, budgeting prperly, cllecting its revenues efficiently, paying it's bills n time, cnducting effective fficer transitins, etc., that in fact the chapter will be mre aware f its respnsibilities and therefre, mre aware f its level f risk. These categries are the Bard's attempt at defining categries it believes might be indicative f thse behavirs. 7) Yu say yu are trying t drive csts based n risk behavirs. S why are thse chapters in an "wned" huse being "encuraged" t jin James R. Favr's Prperty Insurance Prgram? I thught the Internatinal rganizatin nly prvided a Liability Prgram. Isn't this just rewarding that cmpany with mre business?
Phi Kappa Sigma Internatinal Fraternity Insurance Billing Methdlgy Admittedly, this bviusly rewards ur current carrier with additinal business. Hwever, we believe there are als significant benefits t ur chapters. First, upn reviewing many f the prperty plicies ur chapters carried n their huses, we fund mst f them t be wefully deficient in terms f prper cverage s. In particular, we fund many huses with inadequate replacement cst cverage (needed shuld a huse suffer a catastrphic lss.) Secndly, chapters that participate in ur prperty prgram underg frequent huse inspectins. Inspectins dne during the past several years have turned up a number f inadequacies that culd have resulted in ptential lsses t bth prperty and pssibly human life. Participating in ur prgram ensures that all chapters will underg life safety huse inspectins and in turn, remain cgnizant f thse risks. This in turn leads t a reductin in claims n the liability side! In summary, what happens n the prperty side affects the liability side. Therefre, we believe it is prudent risk management t prvide fr and encurage bth prgrams.