Guidance for Chapters & Colonies
Fraternity Headquarters operations will not change. Staff members will continue work from the headquarters office in St. Louis and/or from their remote offices. Any changes in hours or staffing will be announced if they become necessary. Fraternity Headquarters staff are committed to supporting our members and chapters. Please direct questions to your contact at Headquarters.
Advisors and volunteers should stay in touch with chapter officers, assisting with the adjustment of schedules and other tasks as needed.
ASSOCIATE MEMBER EDUCATION & INITIATION
Initiation of current associate members should have occurred earlier in the semester. In the event that your chapter/colony was unable to perform the initiation ceremony for associate members, you should develop a plan for initiation as soon as your campus re-opens. The Grand Lodge will continue to monitor the situation, and make decision to accomodate as needed.
If your university procedure did not allow for spring initiation of associate members, please advise Headquarters as soon as possible. You should report this to Emilee Danielson-Burke. You should also consider the following to keep your associate members engaged virtually, so that initiation can occur at the earliest possible date:
- Identify any opportunity for remote learning for new member meetings that would traditionally take place in-person. Please reach out to your headquarters contact to discuss running remote meetings or gaining access to remote video conference software.
- If your institution moves to online learning for the remainder of the semester, consult with your advisor, alumni association, or Headquarters staff on how to best keep your new members engaged.
The chapter/colony is still required to report all new members pinned and any initiations that have occurred on the roster to Fraternity Headquarters.
CHAPTER MEETINGS, PHILANTHROPY EVENTS, AND SOCIAL FUNCTIONS
Follow the recommendations made by your educational institution on regular gatherings for all registered student organizations.
If your school recommends canceling all in-person meetings/gatherings or has moved instruction online for a period of time, look to utilize programs for group phone calls or online meetings. Other chapter-sponsored events such as social events, brotherhood events, and philanthropy events should be considered non-essential.
Ritual Meetings should be suspended during this time. Out of respect for our traditions, please refrain from capturing our Ritual practices and symbols through virtual meeting platforms. When students are able to return to campus and authorities inform that it is safe, you may reincorporate the practice of our Ritual in person.
Founders Day events (both chapter and alumni sponsored) should also be reconsidered. In accordance with CDC Guidance regarding group gatherings, the Grand Lodge strongly encourages all Founders Day activities be postponed or cancelled. The event that a Founders Day event can be postponed, chapters, alumni associations, and alumni clubs may consider hosting it around Theta Xi’s second holiday, Emblem Day on September 23. Emblem Day commemorates the founding of Kappa Sigma Kappa, and Theta Xi honors the merger with KSK on this day.
At this time, many State and local authorities have restricted group gatherings of more than 50 people. Consult with your advisors and/or alumni association regarding any existing contracts for space and events. Contracts should be reviewed by the booking party to review any “act of God” clause or otherwise to mitigate cost.
Dues: Whether you are affected by a campus closure or not, dues collection should continue as planned. Chapter/colony treasurers should consult with your advisor or alumni association if you need to consider prorating dues because of a campus closure, but make sure you are collecting enough to cover any fixed expenses.
Billing: Payments to the Fraternity Headquarters, including dues, risk management assessments, associate member fees, and initiation fees continue to be owed as planned. The Fraternity will work with chapters and colonies impacted by campus closures. Contact Amy Collins if you have any questions.
ACCREDITATION & NATIONAL AWARDS
The deadline to submit the annual report for accreditiation and awards remains May 1, 2020. Contact Emilee Danielson-Burke if your campus closure impacts your ability to collaborate on your awards packet.
Chapters/colonies living in Theta Xi-owned houses must work with their alumni association (or house corporation) to determine appropriate measures for brothers and residents.
Chapters/colonies living in university-owned housing must follow the guidelines announced by the university. Questions about and procedures that might affect access, resources, and support should be directed to the appropriate department on your campus.
Chapters/colonies who rent housing should follow university guidelines for classes and should contact the landlord or property manager for guidance.
We ask that all Alumni Association/Housing Corporation officers communicate with the host institution to learn more about any precautionary measures or steps that should be taken.