COVID-19 Questions & Guidance
We recognize this is a unique and challenging time for our chapters. While we are not public health professionals, we have provided some guidance below, based on publicly available advisories, position papers and other documents and online resources. As you plan for an uncertain Fall term, please keep the following in mind:
1. Find and Follow campus, city and state policies. These are the best resources to guide citizens within their jurisdiction and you will be measured by those expectations.
2. Alumni and Actives need to work together to overcome challenges. Students will know their campus and alumni will understand the expectations of parents, administrators and local authorities.
3. Plan as well as you can for all possibilities. No one knows exactly what the fall will look like, but we do know it will not be like last fall.
4. When in doubt, contact hq@triangle.org. If we can’t solve your problem, we’ll do our best to connect you with someone who can. DON’T assume you know the answer and DON’T ignore a problem.
The best and most updated COVID-related information can be found here:
Center for Disease Control COVID-19 Website and American College Health Association COVID-19 Resources
We also recommend the following: JR Favor & Co. COVID-19 Resources and NIC Think Tank Site.
GENERAL GUIDANCE
We get that it will be difficult to have a conventional fraternity experience with the limitations that are expected in fall, but you will need to set the tone early that fall will be different and make the best of it. Campuses, cities and states will have specific expectations related to cleaning/disinfecting, social distancing and attention to physical and mental health. Find and follow those policies and focus on a future when we will find a new normal.
Here are some questions we’ve been asked and guidance for each:
What’s happening and trending in terms of COVID-19, as it relates to chapter membership and Fraternity, in general? |
After review and synthesis of dozens of articles, webinars and discussion groups, here’s what we think we know and what we suggest: 1. Things WILL be different for fall. Expect lower total enrollment, continued social distancing, wearing of masks and significant differences in campus residence space and dining services. More here: https://nicfraternity.org/considerations-for-reopening-institutions-of-higher-education-in-the-covid-19-era/ 2. Recruitment will most likely be virtual, so start NOW to identify and contact students via social media and online “events” (gaming, movie nights, trivia, etc.). Campuses can’t tell you that you cannot contact students online. If they do, contact hq@triangle.org. More here: https://vimeo.com/408077160 3. Re-think all that you do. Housing and food service will need to change, recruitment will need to change, social and other events involving groups should be suspended through fall, communications with members and parents should be improved. The landscape has changed; how will you adapt to still meet your needs? More here: https://vimeo.com/411515257 4. Connect with your campus health services to get their help in preparing your chapter for fall and supporting you through it. They will be the best source of information on what’s going on and their policies and expectations will be best suited to your campus and students – and the most likely to be the expectations you will be held to in any dispute/incident. Learn about legal issues here: https://vimeo.com/407722036 5. Plan, Plan, Plan. No one can tell you exactly what will happen in September until September, so make plans based on several models: a) no organized recruitment, no structured fraternity/sorority life (FSL) activity; b) disorganized recruitment, some FSL structure to help chapters, but not much; c) FSL-structured recruitment process, but no in-person events or activity or; d) strong FSL structure and leadership in recruitment and ongoing support and education. If you plan for each possibility – or plan for worst-case scenario – you will be ready regardless of what plays out. |
How do we start dealing with this? It feels overwhelming! |
Yes, this is overwhelming – mostly because no one can tell you with any certainty what will happen in fall. That makes it very difficult to plan effectively. So, you have to consider all the possibilities and plan as best you can for each. It’s a tedious and slow process, but the men who take the time to go through it, will be much more prepared for whatever situation they find themselves in this fall. A good first step is to go to the NIC Think Tank webpage. They’ve already had webinars on every part of fraternity operations – recruitment, housing, finances, meetings, legal issues, etc. – and they’ve recorded all their webinars and discussions for your use. Just by reading and watching their resources, you will be better prepared than 90%+ of your peers, to lead your chapter through this crisis. Second, reach out to your alumni chapter leadership and get them involved and working with you. They can take the lead on housing and legal issues, alumni and parent communications, or in fundraising to offset expected budget deficits. They can be an invaluable resource if you get them involved early on… don’t wait until you’re in crisis mode. Third, follow our “3-Cs for Summer” document to communicate and organize. Keep your members in the loop, communicate about your plans and their role, and connect with them to keep them energized and to watch for mental health concerns. It’s been a tough few months and many members need to connect to keep up their spirits. Lastly, if you need help, ASK! Contact us at hq@triangle.org. We’ll get your message to someone who can respond. There are lots of resources out there to help, so you’re not alone – but there’s a lot still to do! |
Should I even bother applying for jobs when I graduate (or internships before that)? |
Don’t give up! Despite the unprecedented numbers of unemployed, firms still are hiring in STEM fields. You just have to be patient and persistent in getting your application out there. Check with your campus career center, talk with your alumni leaders, sign up on TriangleConnect,org and network with alumni in the fields in which you want to work. There always are things you can do to move yourself forward. Learn more here: https://theamericangenius.com/business-news/covid-19-job-hunt/ |
Parents of PNMs, in particular, but also current members’ parents, are concerned with their son’s health, particularly physical health, in Fraternity life/activities. What should we tell them? |
We recommend every chapter have: a) a letter to parents reaffirming how important student health and safety is in the coming fall; These are the things parents and campus administrators will expect and ask for. We have examples from some chapters we can share, but your policy will depend upon your specific situation. If you need help, contact us at hq@triangle.org. Do this now… don’t wait until August/September! Learn more here: CDC Guidance for Shared or Congregate Housing and here: Cleaning & Disinfecting Decision Tool or Reopening Guidance for Cleaning and Disinfecting |
How are The Fraternity, TBHC, TEF handling the situation? |
All three Triangle groups are working together to respond to the situation. The Foundation provided dozens of emergency loans and grants to students in need and TBHC has been working closely with chapter housing and plans for cleaning and operations. The Fraternity staff has been hard at work developing guidance and resources for summer recruitment, reworking the budget to accommodate the pandemic and make chapter returns in fall more affordable, and building resources to guide chapters through the fall. We have kept staff employed and focused on the challenge, where other fraternities have let staff go and suspended many support activities. Moving forward, chapters are encouraged to contact hq@triangle.org if you have any questions, concerns or challenges. We will get your message to the appropriate person to help. That said, we are not public health professionals, but will do our best to get you to the person, organization or resources that can help you. You are better served when we can connect you with answers from those trained and experienced in pandemic issues. Learn more here: https://nicfraternity.org/covid-19/ and https://nicfraternity.org/thinktank/ |
HOUSING
For chapters with housing facilities – whether owned, leased or shared rentals – create your plans with the following in mind…
1. Think like a parent of your members. What will they want to see and know before they allow their son to move in? Design around their concerns and you will have more men return and live in.
2. Whether you like it or not, the fall will not be the same as previous years. You must plan to eliminate group events, increase cleaning and disinfecting efforts, practice social distancing, and respond if students are exposed or symptomatic of COVID-19.
Here are questions we’ve been asked and some guidance for each:
Can chapter properties be sublet during COVID? |
If it is another group and not individual students at large, you have some options. We will need to work with our insurance provider to review the contract and assure we are not liable for COVID-19 exposure or the actions of the sub-leasing group. The lessee should have insurance coverage of their own and the house owner should be listed as an additional insured under that policy. No chapter should be renting rooms to non-member students while the chapter also is in the property, without advanced approval from our property insurer. |
What risk management policies and practices should be evaluated and/or adjusted during COVID? |
Adopt/Observe all campus and community policies regarding steps to limit COVID-19 infection. Chapters should postpone or cancel any group events, including social, philanthropy, alumni, chapter meetings, etc. so long as campuses are limiting group events. All policies that help limit infection (social distancing, cleaning, masks, etc.), should now be considered part of risk management. Read these Five Questions for Fall 2020 from Fraternal Law. |
How should a chapter property be temporarily shuttered if no one is living in the building? | If you will not open the doors this fall, please contact HQ. There is a vacant housing condition in our property insurance policy that may increase the premium if no one will be living in. We can help you plan for or avoid that, and our insurer can provide guidance on the best steps to close the property. |
Do rental agreements need to change, to deal with potential impacts during the COVID situation? |
While it may not be practical to try to change contracts already signed, you may want to issue a special announcement of any new policies or expectations you will have of residents to comply with all COVID-19 restrictions of campus and community. One or two members can jeopardize the health and safety of all members and that may result in severe repercussions to housing, including quarantine or closure of the building. Learn more here: NIC Housing Discussion Webinar and NIC Legal Affairs Discussion Webinar |
Is there anything related to safety that we need to consider, in terms of the property? |
We recommend following whatever policies are in place for campus residence halls. CDC and ACHA have proposed expanding cleaning and disinfection efforts and increasing the number of cleanings of the property. Check HVAC systems to see how you can improve air filtration. Keep cleaning products in stock. Consider adding foot catches to allow opening doors without using hands. Increase cleaning of kitchens and health checks on staff or opt to cater meals. Learn more here: Cleaning & Disinfecting Decision Tool and Reopening Guidance for Cleaning and Disinfecting |
How do we maintain our chapter house and property if: · We are not there to do it? · We cannot do so in groups? |
If there will be no one in the property, do a thorough cleaning just before closure and make sure to secure all access points. Check to make sure all alarm services are working properly and set HVAC to keep the temperatures within safe ranges. You should have someone walk the property at least once a week and report any break-ins or vandalism to local authorities and to HQ and/or our insurer. Should you need guidance, our insurer can provide a checklist for closing properties. If group cleaning is not practical, schedule cleaning duties on a rotating basis, assigning duties to specific members according to their schedules of availability. The house manager should help to coordinate and confirm completion of duties, with appropriate response for those who do not perform. Alternatively, you may wish to contract for professional cleaning services that have more experience in deep cleaning and disinfection. These may be more reliable than using student labor and the work will be done to specific standards. If in doubt, we recommend going with a proven, professional contractor. Learn more here: CDC Cleaning & Disinfecting Guidance |
Is there anything specific we can/should be doing in terms of property maintenance? |
Relative to maintenance (as opposed to cleaning), we recommend you look closely at HVAC to ensure regular changing of filters and improving filtration, as well as what other updates you might make to minimize shared surface infections. For instance, installation of foot “grabs” to eliminate using hands to open doors for bathrooms, installation of hand sanitizer stations, modifications to the food preparation/delivery areas to add screens or barriers. Also look at sleeping areas. Many campuses are moving to one student per sleeping room. Can you accommodate that and, if not, how can you modify the property to move in that direction? Those with “sleeping porches” or bunk rooms are looking at ways to place dividers between bunks and then put one student to a bunk. Others are looking at ways to separate people in large showers, providing semi-private shower areas. These may involve some construction or changes to floor plans, so should be considered early enough to have the work done in time to welcome students in fall. Learn more here: CDC Guidance for Shared or Congregate Housing |
What are your policies for students who are exposed to COVID? |
Contact your school’s health services. Report to HQ. Suggest the student contact his parents. We recommend you follow the policies used in the residence halls for your campus. Contact the Office of Residence Life to get a copy. CDC recommends a period of isolation for 14 days. Do you have a spare room to accommodate a student in quarantine? Does the campus have a room available for this purpose to any students? Do you have a means of communicating with parents to let them know? Learn more here: CDC Recommendations for Community-Related Exposure |
What are your policies for students who test positive for COVID? |
Contact your school’s health services. Contact parents. Report to HQ. Whether symptomatic or not, the campus will likely have clear policies for how to handle and whether or not they can remain on campus or in your property. Work with parents for the best solution. Communicate clearly with all parents to keep them informed of the situation. Learn more here: CDC Recommendations for Community-Related Exposure |
Are you ready to provide policies to parents who want to know if their son will be safe in your house? |
Your preparation for fall and your ability to have and execute policies to reduce the risk to students will have a direct impact on how many students will return and be willing to live in. Parents will have a major role in that decision. Prepare a full list of the steps you are taking to improve health and safety in the property, how you will continue to minimize risk and how you will respond to exposure or COVID-positive students. This information should be available to all members and their parents as early in the summer as possible. Do not wait until August to deal with this. Learn more here: CDC Guidance for Shared or Congregate Housing |
How do we develop a plan for everyone moving their belongings into (and eventually out of) the chapter house, so that we limit exposure to the members and others they have helping them? |
CDC and ACHA recommend scheduling these activities so that there are no more than ten people present and so that everyone can properly distance. We recommend setting up one- or two-hour windows and taking reservations to limit too many people in close quarters. If there is more than one person per room, consider having roommates take different appointments. Learn more here: CDC Guidance for Shared or Congregate Housing |
If we have meal service, how should we change things to be safer? |
We suggest contacting your campus office of dining services to get a copy of their policies regarding food and staffing. CDC and ACHA recommend doing away with buffet and service from shared containers and moving to boxed or bagged individual lunches. Bulk beverage containers of milk, water or tea should be replaced by individual cartons or cans. Any staff involved in food preparation should be checked regularly for any symptoms, should observe increased cleanliness guidelines and wear masks and gloves at all times. This all may increase costs for many chapters, so that catering meals may be a more affordable option. Learn more here: CDC Guidance for Shared or Congregate Housing |
What is your improved plan for cleaning and disinfection? |
We suggest every chapter create an outline for increased cleaning and disinfecting. Contact your campus office of residence life to get a copy of their plan. Work with the alumni/landlord to build a plan. Find out what local vendors specialize in deep cleaning and disinfection. Many are emerging as a result of the crisis. Consider working with the campus or IFC to purchase supplies in bulk to reduce costs. Learn more here: Cleaning & Disinfecting Decision Tool and Reopening Guidance for Cleaning and Disinfecting |
What role do you play in monitoring/limiting group events in the house? Current liability coverage does not protect against lawsuits for COVID exposure at the house. |
Be ready and willing to implement the policies of the campus or community, which may include a limit on gatherings of groups of more than a certain size. Alumni and Actives must work together to educate members on the need for safety and the expectations for all members. This may require that you postpone or cancel any events that would involve too many attendees, including chapter meetings or philanthropy events. You may wish to create a temporary “emergency standards” list that outlines all expectations and then allows you to handle any infractions within your standards board. Just one incident that results in student exposure to COVID could result in members moving out or a quarantine placed on the entire house. Learn more here: CDC Guidance for Shared or Congregate Housing and read these Five Questions for Fall 2020 from Fraternal Law. |
Do you have/Would you consider a Parents’/Moms’ Club to build a line of communication and support? | Parents Clubs are popular ways to involve parents in the life of the chapter. Whether a Mom’s or Dad’s Club, Parents’ Club or combination, these organizations can assist you in communicating with all parents and helping you to understand parent concerns that should be addressed. They also can help you with policies or projects to improve the health and safety of students within your group. Contact hq@triangle.org for additional information. |
How are you rebuilding trust with any tenants who might have been disgruntled by having to move out early in Spring? Have you refunded fees or provided credits for fall? |
Financial and contractual issues are the decision of the landlord, though students are encouraged to communicate clearly when they have concerns. Here again, you may wish to follow closely the policies of the campus residence halls as those, most often, are you competitors. Contact your campus office of residence life to determine their policies on refunds or credits and consider what you can do to stay competitive. Learn more here: NIC Housing Discussion Webinar and NIC Legal Affairs Discussion Webinar, also read these Five Questions for Fall 2020 from Fraternal Law. |
Are you able/willing to provide rooms for quarantine for students who need it? Will you be able to accommodate one student per room, as residence halls are discussing? |
These both are issues rising to concerns for Fall opening. Whatever campus residence halls are doing, you should consider following if at all possible. If not, what can you do to be as close to those practices as possible. Houses that cannot accommodate distancing or quarantine may be less attractive to renters than other options, so may find that fewer students will choose to move in. Learn more here: CDC Guidance for Shared or Congregate Housing |
How do we need to change chapter food service practices? · If we have a caterer · If we have a cook on staff · If the members do the cooking and serving |
Houses with food service will need to plan carefully to accommodate new expectations. Contact your campus office of dining services to see what their policies will be and replicate what you can. At minimum, increased cleaning and disinfecting is expected at all times. Other expectations are an end to buffet and community dining and a move to individual packaged meals with disposable utensils. That will likely mean more expense, so you may need to run numbers to determine whether catering meals may be more affordable for a term or two. Learn more here: A Fresh Look at Food Service from CollegeFresh, or here NIC Housing Discussion Webinar |
We have dorm sleeping rooms at our chapter house. How far apart do we need beds, etc. to be from other men’s beds, etc.? |
Chapters with “sleeping porches” or bunk rooms should look at ways to place dividers between bunks and then put one student to a bunk. This may require spacing out the beds in the area, like restaurants are doing with tables. If you also have study rooms, you may wish to move some men there to free up space in the dormer. Additional concerns are ways to separate people in large showers, providing semi-private shower areas, shutting down stalls in bathrooms, to ensure six feet of separation, or requiring scheduling for use of study rooms. Some of these may involve some construction or changes to floor plans, so should be considered early enough to have the work done in time to welcome students in fall. Learn more here: CDC Guidance for Shared or Congregate Housing |
If we have living room furniture like couches, how do we ensure that people sit an adequate distance from each other, instead of right next to each other as they normally would have? |
First, you can move furniture in the room to ensure the expected distancing. Then, you could add signs on some furniture asking users to not sit in that space. Generally, you’re going to need to talk with your members at move-in to discuss the expectations and ask for their cooperation. The best possible solution is education of and agreement from your membership to do their best to conform to new distancing standards. Learn more here: CDC Guidance for Shared or Congregate Housing |
How do we need to clean surfaces, and how often, that people touch in public areas, when people have occupied a public room, etc.? |
There is good guidance on this from CDC. You also might check with your office of residence life to get a copy of their policies for the residence halls. Learn more here: Cleaning & Disinfecting Decision Tool and Reopening Guidance for Cleaning and Disinfecting |
Our school owns our chapter house. Whose rules do we need to follow – the school’s or Triangle’s – for COVID-19? | The best recommendation is to follow the most restrictive policies. That way, you should always be in compliance with the less restrictive. Review your lease or rental contract. This may specify whether campus, city or state policies – or all – must be observed to remain in good standing with your landlord. |
Do we need a sick room set aside for people who need to quarantine in the house? How many people can be in it? |
There is a difference between those who may have been exposed and need to isolate and those who test positive for COVID. Isolation can be done in a private room for the required 14 days, but you should consider limited access to common areas and only with a mask during that period. For some, they may prefer to return home to isolate. For those who test positive, there may be specific campus policies already about quarantining. If so, follow those. Otherwise, we are being told that up to two students who are COVID-positive can quarantine together. For anyone testing positive, work with the parents and campus to find the best solution for the student and for the chapter. Learn more here: CDC Recommendations for Community-Related Exposure |
Our chapter already had men sign a lease agreement for Fall. Can we change the terms, to deal with new requirements from COVID-19? If so, what do we need to do to make that happen? Will we need to give back deposit money that we’ve taken in, if we make changes to the lease agreement? |
While it may not be practical to try to change contracts already signed, you may want to issue a special announcement of any new policies or expectations you will have of residents to comply with all COVID-19 restrictions of campus and community. It will be best to have that signed by all residents and active chapter members. This could be done as an addendum or update to the signed agreements or could be adopted as chapter standards by the active chapter. If done by the chapter, these do not change the housing agreement, so there should be no contract or payment adjustment needed. If it is an addendum to the lease, it would usually require agreement of the lessee. How you handle deposits should be in your lease agreement, so any change to your lease may or may not require an exchange of funds. Keep in mind, one or two members can jeopardize the health and safety of all members and that may result in severe repercussions to housing, including quarantine or closure of the building, so an addendum to the contract may be worth the effort. Learn more here: NIC Housing Discussion Webinar and NIC Legal Affairs Discussion Webinar, also read these Five Questions for Fall 2020 from Fraternal Law. |
There is a member of our current active chapter that has a known issue with compromised immune system? Should we ask him not to return to the chapter for purposes of managing liability and personal concern? |
This is probably a discussion you need to have with the student and his parent/s. Parents certainly want what’s best for their son and that may be finding other housing arrangements or holding him back for a term. It’s not just living in the house that is a challenge, it’s all the other situations that may be involved in membership, campus events, classes, etc. If the chapter feels a student’s presence may compromise his health or safety, they should discuss options. Can he be assigned a single room? How will other members be willing to change behaviors to accommodate him? Will your cleaning and distancing practices be sufficient to limit exposure? Learn more here: CDC Guidance for Shared or Congregate Housing |
CHAPTER OPERATIONS
We get that it will be difficult to have a conventional fraternity experience with the limitations that are expected in fall, but you will need to set the tone early that fall will be different and we’ll make the best of it. Campuses, cities and states will have specific expectations related to cleaning/disinfecting, social distancing and attention to physical and mental health. Find and follow those policies and focus on a future when we will find a new normal.
Here are some questions we’ve been asked and guidance for each:
What do chapters do if one or more officers don’t return to campus (or to school at all)? | Your chapter bylaws should have some provision for vacancies in office. This usually allows an appointment by the president until the chapter can either confirm the appointment or hold new elections for the position. Check your bylaws to determine what is allowed or required. |
What if alumni board members resign out of COVID caution? | The alumni organization bylaws should have some provision for vacancy, like the active organization does. If there is no clear process, the head of the alumni board should appoint a new member to fill the vacancy or, if it is not a critical position, may wish to wait until the next official meeting to nominate and vote upon a replacement. The Triangle Constitution and Bylaws require all Alumni chapters to have a president, secretary and treasurer. |
How do chapters elect officers if not open on campus? |
Use your online channels to hold “virtual” elections. Zoom and other online meeting services allow “polls” for participants or allow members to “raise their hands” during an online meeting. Otherwise, social media channels may allow participants to IM their vote once candidates are named. If these are not available/practical, the chapter can accept email votes from each member, as a reply to a list of candidates emailed to the membership. More than one chapter officer should be able to review the results to assure validity and transparency, though individual votes do not need to be made public. |
What can a chapter bill members for (ethically) if all classes are online?
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This is an answer each chapter will need to develop for their particular situation and will depend on a number of variables. You will need to look at what costs you have, such as rent, insurance, fees/dues, equipment, staff, etc. It may not be practical to give discounts more than what you need to cover fixed operational costs, unless you have reserve funds or your alumni contribute to cover the deficit. For instance, fees such as Chapter Fees, rent, property taxes, internet, cable or other ongoing contracts are “fixed” costs – they have to be paid. Other costs are variable costs and will depend on how many members are active. These could include things like Triangle National Active and Risk Management Program fees, pledge and initiation fees, food services, utilities, etc. Then there are discretionary costs, such as social events, intramurals, etc. These are items that are not essential, so could be eliminated to save money. A budget takes into account the fixed costs, then estimates variable costs based on how many members you expect will return. Discretionary costs can be added once you are sure to meet the needs of the other two cost areas. If you have housing, you should check local landlord laws to see if there is guidance on what may be required. Because the current situation is so unique, it is unlikely there will be clear direction for pandemic situations. Therefore, you should work with your alumni board to determine what funding you have available (including active fees), what costs you absolutely must cover, what fundraising may be possible from alumni, and from there design a budget to cover all expected costs and make some allowance for discounts or rebates to members. Most chapters operate on a very tight budget, so without additional revenues to offset any losses or discounts/credits, it may be unlikely that any significant discounts are possible – but that’s a decision you should make after careful review of your budget with your alumni board. If you need assistance, contact hq@triangle.org. We have alumni who can help you with developing a budget. |
What is the chapter’s policy for rebates, should school start in the fall, everyone comes back, and then all goes back to 100% online? | See the answer above. Unless you already have something in your bylaws regarding rebates or discounts, you should only make a decision after careful review of your budget. You should only consider adjustments if you can generate sufficient income to cover all expected costs. |
How to plan for active chapter social events during COVID?
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Whether you have housing or not and, if so, whether it is full or only partially full, our recommendation is to postpone/cancel any and all plans for events that might place members at risk because of close proximity with others – and especially events which propose to include those from outside the chapter. There is no way this fall will look like previous fall terms, so just accept that and plan to do things differently. Most campuses, and the cities and states they’re in, will require social distancing and other safeguards to prevent transmission of or exposure to COVID-19. This will probably mean, no groups more than 10 or 20 people and, even with that size, a requirement that six feet of separation exist at all times between all participants. This effectively eliminates a large number of traditional social options. Your campus Greek Life office or office of residence life should be able to provide you with clear guidance on the policies related to group events or activities. Know and follow their guidelines, as that is likely the expectation you will be held to. |
What kinds of social events are available during COVID? | Many of our chapters are moving to online events, such as gaming, movie nights and other socializing made possible by platforms such as Zoom or Discord. It’s not the same as being together, but there is some satisfaction in the interaction with others and the ability to see one another online. Otherwise, you should postpone or cancel any group events until your campus, city or state policies begin to allow group gatherings. |
What kinds of brotherhood building activities are available during COVID? |
See the answer above… anything you can do online can be adapted to brotherhood events. The goal is to have fun as a group. The fact that it’s not in person may diminish some of the impact, but the ability to see each other, talk and joke, maybe compete or work together – these are the things that build closeness, even if it’s virtual. That said, you should be able to meet in small groups and may choose to have several events at once, each below the acceptable limits. Brotherhood events don’t have to involve everyone at once in one location. |
What risk management policies and practices should be evaluated and/or adjusted during COVID? |
Knowledge of and adherence to all COVID-19 related policies and rules must be a part of the risk management work of the chapter. Know and follow your campus, city and state expectations. That may require additional work on the part of officers and members to be educated and to change behavior to accommodate those expectations. As a minimum, you will need to put more time and effort into cleaning and disinfecting any chapter facility or meeting place, expecting masks and proper distancing whenever members gather, and restricting the size of gatherings. Most campuses will provide good guidance through their office of Greek Life. HQ has examples if you need them. If you have housing, you may also be required to make a room available for isolation of those exposed to or symptomatic of COVID-19. If you have food service, you will need to change from community service to individual boxed or bagged meals with disposable tableware and single-helping beverages. Get a copy of policies from your campus office of residence life and/or dining services to see what expectations are in place for those areas and follow as closely as you can. |
What kinds of social events should be canceled or modified to allow social distancing during COVID? | See answers to previous questions regarding social events. We recommend you postpone or cancel any in-person group gatherings until after social distancing rules begin to soften. |
How will the Ritual be held if social distancing is desired or required due to COVID? | National Council has approved a short-form of the Initiation which can be done virtually. Information is here: https://www.triangle.org/hqupdate-052520/ Reporting requirements and payment of fees are the same, but men using the short-form initiation will be considered full members with all rights and privileges until such time as they can be properly initiated in a full ceremony once social distancing rules soften. |
How will new members be educated/oriented during COVID, given desired/required social distancing? | Much of the new member education program can be done via virtual meetings with forums such as Zoom, Discord, etc. If you need assistance on how to make this work, contact drew@triangle.org. |
Do rental agreements need to change, to deal with potential impacts during the COVID situation? |
See earlier answers related to housing. One thing that many are recommending is that the chapter create, approve and share policies related to increased health and safety expectations and your policy for if students are exposed to or symptomatic of COVID-19. These can be chapter policies, not a requirement of the lease agreement, but lease agreements should indicate you must be a member in good standing or must follow all appropriate laws and policies to stay in the property. There is more discussion in the section on housing, but generally you should have a planned response to anyone exposed to or symptomatic of COVID-19. Parents will want to know how their son will be treated and how he’ll be protected if another member is symptomatic. Discuss this and have a policy sooner than later. It may have a direct impact on how many students will agree to return or live in the property. |
What’s important for us to think about and do with relation to finances? (e.g. ensuring that we’re watching cashflow management, making sure that check-signers are updated and have backups) | See questions above regarding discounts and budgeting. The main change is you will need to factor in additional expenses, like individualized meals vs. community, extra cleaning and disinfecting, extra cleaning supplies, etc. If you are expected by campus and community to do more, you should take that into consideration as you review your budget. If you need assistance, contact hq@triangle.org. We have alumni who can help you with developing a budget. |
In what ways do we need to manage member physical health, and how? |
We recommend you make contact early in the term with your campus office of student health. They will have lots of resources tailored specifically to your campus and students. Utilize their guidance and expertise to help you plan. Confirm the proper contact person for questions and services. Other than that, you need to make sure the areas you use are clean and that you do not put members at risk of exposure. If you follow your campus policies, you should be in pretty good shape. If you have questions about whether policies apply, send a copy to hq@triangle.org and we can review and provide guidance. |
In what ways do we need to manage member mental health, and how? |
Evaluating mental health may be a challenge, as you may not be seeing each other as much as usual. Chapters should work to pair members up to look in on each other from time to time. Regular calls, online hangouts or other contacts can help you determine if a member is having difficulty. A significant change in attitude, attention to grades, involvement in the chapter, or outbursts of anger or frustration can be signs there is something wrong. Your campus office of health services will have additional resources dedicated to mental health awareness and response, as this is a primary concern for students at this time. Make contact with them early in the term to determine the appropriate contact person and understand what services they can provide. Maybe invite a representative to join you virtually for a chapter meeting, so all members can hear about their support services. Learn more here: https://www.cdc.gov/coronavirus/2019-ncov/daily-life-coping/managing-stress-anxiety.html |
Our membership has shrunk, or might shrink, because of this COVID situation: do we need to down-scale our chapter officer structure in some way? If so, how do/should we do that? |
For chapters below 20 to 25 members, you may want to try a two-committee structure. One committee is the internal committee and involves brotherhood, finance, scholarship, standards, etc. – everything internal to the chapter. The other committee is external, for things like recruitment, alumni affairs, philanthropy, intramurals, etc. The members of these committees are the men who would normally serve as individual officers/chairs for those areas. In this way, you can handle the bulk of activity required of the chapter with fewer elected/appointed officers and only two primary committees. Triangle Regulations expect only a president, vice president, treasurer and secretary, so other than that chapters have great flexibility in how they structure their offices and committees. If you need assistance in this, contact drew@triangle.org. |
We all live together (assuming we’ve been allowed back on campus), so how do we do social distancing in the chapter? How do we run the chapter when everyone needs to be physically separated? |
That’s a question I’m sure many faculty and administrators ask as well, about providing an education on campus. The most honest answer is, you’re just going to have to adapt to virtual meetings and events – at least for the fall term – even if you live in the same house together. It is very likely most campuses will not allow group events, that sports and other gatherings common in the fall simply will not happen or not happen in anything like the past experience. The upside, if there is one, is that current students are among the best in the world and doing things digitally. We have full faith that you will come up with creative and interesting ways to attack these problems. There is no lack of services (Zoom, Slack, Discord, etc.) to help make meetings and events possible online. You just need to plan carefully and maybe make an extra effort to get men connected. If you can make it fun, your members will participate. |
How do get, and then keep, our chapter premises clean?
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You will need to create a plan before arrival to campus and stick to it. Cleaning, distancing and the ability to isolate/quarantine are the strongest ways to battle the virus. If you can’t do a capable job with just members, you may need to hire a professional cleaning company to get the job done regularly… it’s not a one-time thing. A number of vendors like ServePro and others are expanding into deep cleaning and disinfecting of community living units. Learn more here: Cleaning & Disinfecting Decision Tool |
What resources are available to me/us at an active chapter level, and how do we find them? |
Right now, this website may be the best one-stop shop for what you need. If you have questions unanswered on this site, contact us at hq@triangle.org. Additional more detailed information is available on the CDC and ACHA sites below. CDC COVID-19 Website: https://www.cdc.gov/coronavirus/2019-nCoV/index.htm ACHA COVID-19 Website: https://www.acha.org/COVID-19 You may also benefit from the NIC COVID-19 website with information and webinars more focused on fraternity life here: https://nicfraternity.org/covid-19/ |
What resources are available to me/us at an alumni board level, and how do we find them? |
Right now, this website may be the best one-stop shop for what you need. If you have questions unanswered on this site, contact us at hq@triangle.org. Additional more detailed information is available on the CDC and ACHA sites below. CDC COVID-19 Website: https://www.cdc.gov/coronavirus/2019-nCoV/index.html ACHA COVID-19 Website: https://www.acha.org/COVID-19 You may also benefit from the NIC COVID-19 website with information and webinars more focused on fraternity life here: https://nicfraternity.org/covid-19/ |
Do we need to change anything about how we manage risk (of various kinds), in this new situation? | Yes. Understand that all health and safety expectations of your campus, city or state now become part of your risk management program. Your chapter and/or risk management officer must be aware of those expectations and committed to abiding by them. To do less could expose individuals to the virus and the chapter could be found responsible for that exposure. |
Will our relationship with our school need to change in some way(s)? Why? |
In some ways, yes. You may need to rely more on their resources to help you prepare for the fall, implement and abide by all health and safety expectations, and support any students that need assistance with physical or mental health issues. Your campus is designed to provide these services and the staff is building up to handle the COVID-19 challenge for Fall. They’ve already built most of what you need, but you should connect and request their support before or immediately upon your return to campus. Also utilize your office of Greek life, as most are building support services and resources specifically for fraternity/sorority chapters. If they have made the decision to open campus, they also will have built the support system for doing that. |
What are are our media options, and what are the recommended best media choices, for speaking to parents of PNMs and parents of current members? |
We recommend all chapters contact parents before the fall to reinforce the importance of member health and safety and share any policies related to COVID-19, whether that’s housing, food service, cleaning and distancing, or how you will respond if their son is exposed or symptomatic. Get in front of their concerns. HQ has a couple chapter letter examples you can use to create your own. Contact drew@triangle.org. Clear and regular communication via email, website, live webinars, or a phone call if there is a specific emergency, will help keep parents supportive of their son’s participation. Failure to speak clearly to these safety issues may reduce the number of men who will return to campus and/or live in the house. Similarly, you may have parents who want to see your policies and response plan before they allow their son to be involved as a new member. |
Do we need to do anything different about communicating with HQ/TBHC during COVID? | Our only request is that you keep us informed if any students are exposed to or symptomatic of COVID-19. Just as we ask for any emergency situation, contact us, contact the university, contact your alumni advisory team and, in most cases, contact the parents. |
Do we need to do anything different about communicating with our school during COVID? | See answer above. Your campus administration will want to know when any students are exposed to or symptomatic of COVID-19. Further, they will have an emergency response policy they may want you to follow, so utilize their resources and expertise. |
Traditions are a huge part of what makes fraternity Fraternity, and a major amount of those traditions involve personal interaction. Since we can’t really interact at all, or at least not as much, what does that all mean? Won’t this change the fundamentals of what it means to be in a Fraternity? How do we change, especially so rapidly? Can we at least just go back to the way things were before, once this is all blown over? |
While we don’t deny that traditions – Homecoming, Founders Day, etc. – are important, we challenge the idea that these are the fundamentals of Triangle. Instead, Triangle is about Brotherhood, shared Ritual, and the Code of Ethics. Recognize your obligation to “Help create in my chapter home an environment in which enduring friendships may be formed”. Triangle will persist through COVID-19, and we, too, look forward to returning to the traditions that further enrich the member experience. |
I’m a chapter officer – do I need to change how I lead now that we’re in this crisis? |
Perhaps. Health and safety now become a priority over most all other things (social, intramurals, etc.). Your job is to lead the way by adhering to policies, even when inconvenient, by encouraging your members to step up in this time of crisis, and by responding quickly but with concern to those who may be putting others at risk. Work closely with your alumni advisory team to help support your efforts and find ways to recognize and reward those doing what it takes to keep the chapter safe. Perhaps things will change after the Fall, but everyone needs to pitch in and make it work for now. |
How do we need to change chapter food service practices?
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Houses with food service will need to plan carefully to accommodate new expectations. Contact your campus office of dining services to see what their policies will be and replicate what you can. At minimum, increased cleaning and disinfecting is expected at all times. Other expectations are an end to buffet and community dining and a move to individual packaged meals with disposable utensils. That will likely mean more expense, so you may need to run numbers to determine whether catering meals may be more affordable for a term or two. Learn more here: A Fresh Look at Food Service from CollegeFresh, or here NIC Housing Discussion Webinar |
Is there anything specific we can/should be doing in terms of management related to the property? |
Relative to maintenance (as opposed to cleaning), we recommend you look closely at HVAC to ensure regular changing of filters and improving filtration, as well as what other updates you might make to minimize shared surface infections. For instance, installation of foot “grabs” to eliminate using hands to open doors for bathrooms, installation of hand sanitizer stations, modifications to the food preparation/delivery areas to add screens or barriers. Also look at sleeping areas. Many campuses are moving to one student per sleeping room. Can you accommodate that and, if not, how can you modify the property to move in that direction? Those with “sleeping porches” or bunk rooms are looking at ways to place dividers between bunks and then put one student to a bunk. Others are looking at ways to separate people in large showers, providing semi-private shower areas. These may involve some construction or changes to floor plans, so should be considered early enough to have the work done in time to welcome students in fall. Learn more here: CDC Guidance for Shared or Congregate Housing |
What if a reporter wants somebody from the chapter to give information about our preparations for the COVID situation? Do we need to do an update to (or create) a media policy and procedure? If so, what should that contain, how to ensure everyone knows how to follow it, etc.? |
Whether generally or during an emergency, the chapter president should be the only member responding to media inquiries. HQ also should be notified if the media is calling you about anything. We work closely with the NIC to develop media responses for all fraternity groups and have a public relations firm ready at all times to assist. We recommend you have policies in place before the start of classes. If you make those available to parents, it’s probably not going to hurt for the media to see them. You may even have a policy that is created and adopted by the IFC or other governing group for all its member organizations. The difficulty comes when you’re asked and don’t have any policies. Then you appear as if you’re either unprepared or refusing to address the obvious concerns for the health and safety of your students. If you ever are in doubt about how to handle media requests, contact us at hq@triangle.org. |
Our chapter has a cleaning service that comes in to keep the common areas clean. What new things do we need them to do to take care of COVID-related needs? |
We suggest every chapter create an outline for increased cleaning and disinfecting. Contact your campus office of residence life to get a copy of their plan. Work with the alumni/landlord or current cleaning service to build a plan. Find out what local vendors specialize in deep cleaning and disinfection. Many are emerging as a result of the crisis. Consider working with the campus or IFC to purchase supplies in bulk to reduce costs. Specifically, you need to request disinfection, in addition to the usual vacuuming and dusting. This requires extra products and chemicals and will take more time than the usual cleaning. Disinfection should be done for doorknobs, water fountains, faucets, toilets and any other area that is commonly accessed by multiple people a day. Vendors may charge more for this, so you will need to look carefully at the budget to evaluate. Learn more here: Cleaning & Disinfecting Decision Tool and Reopening Guidance for Cleaning and Disinfecting |
Do we need to do anything more careful about members and others posting things on social media that might show us out of compliance with requirements related to COVID-19? |
Yes. First, we expect you will abide by whatever rules are communicated by your campus and community. But, just as you should be concerned about posting anything that may imply lack of compliance with other risk management policies, you don’t want online documentation of a group gathering that may violate the policies. Discussions should be held with chapter members at the beginning of the term and reinforced during the fall, regarding all social media posting. If possible, have one member as the media “officer” and make sure all postings go through him – or at least have his review. Generally, we have found members to be aware of what they post and to keep posts appropriate. It may only require a discussion to make sure they include COVID-19 related items as additional concerns. |
Our chapter house is owned by the school. Whose rules do we need to follow – theirs or Triangle’s? | When in doubt, always follow the most restrictive rules and you should be compliant with others. Your campus, city and state rules are the ones you will be held responsible to if there is any exposure or other COVID-19 incident. If you ever feel that Triangle expectations are in conflict with those of your campus/community, contact us at hq@triangle.org. |
What do we do if a member doesn’t follow rules related to COVID-19:
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What do you do now when any member doesn’t meet expectations? Most chapter have a standards board and some form of judicial response for violations that put the chapter/members at risk. This is just an additional expectation, but one with much greater implications than most. Keep in mind, one member refusing to follow safety expectations could expose all members to COVID-19. The result of a group exposure or infection could lead to a full quarantine or closing of the chapter/property. That’s a pretty hefty consequence from not limiting groups or properly distancing, so this really is important. |
RECRUITMENT
In the current environment, year-round continuous recruitment – much/most of it online – has to be embraced and implemented as the norm moving forward. We simply can no longer depend on IFCs and formalized “rush weeks” to provide a limited scope of exposure to PNMs. Use this crisis to build a new norm of online recruitment to find, connect and build relationships with prospects. You will have greater control of your success moving forward.
Here are some questions we’ve been asked and guidance for each:
How do we find PNMs when we cannot “meet him” in classes, on campus, etc. anymore? |
The most promising resources are online. Almost every campus will have Instagram, facebook or other groups for new students and most colleges of engineering will have student groups online. Check regional high schools that have graduating senior pages and show where they’re attending and what majors. Several chapters now are making connections with students through these groups, building relationships, promoting the idea of Triangle and even pledging men – all online! Some chapters are contacting counselors at their own or other regional high schools to determine what students are attending their school and have a STEM major. Others are offering STEM student scholarships to attract dozens of applicants who all will give you their total history and contact info. Still others are reaching out to alumni to request recommendations of relatives or sons of friends who will attend their school. The goal is to have at least 10 names in hand for every new member you want to pledge. More than that is always better. Then you use the summer to connect, inform, build friendships and recruit. Chapters already are doing this with success! Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/, watch this recorded webinar: Social Media and Recruitment Think Tank, and/or download this flyer: https://www.triangle.org/wp-content/uploads/2020/05/Using-Social-Media-to-Recruit.pdf |
Even when we find PNMs, how do we interact with them on any personal, meaningful way/level, when we can’t be physically together with them, so that we can “make him a friend?” |
See the answer above. Social media is a primary means of connection and building friendships. Jackbox games on Zoom, Discord game tournaments, online movie nights all are very popular ways to gather. Since you’re online, guys may be less stressed about answering invitations to connect than they would if it were an event or in-person meeting. New students are focused now on how they’ll fit in, what campus will be like, how they can get oriented quickly, etc. – and that’s just the type of information you can help them with. Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/, watch this recorded webinar: Social Media and Recruitment Think Tank, and/or download this flyer: https://www.triangle.org/wp-content/uploads/2020/05/Using-Social-Media-to-Recruit.pdf |
What recruitment resources can we access to help us rethink how we recruit during COVID, and social distancing? |
You’re in luck! We’ve spent a lot of time in March/April developing a website dedicated to providing Recruitment Resources. It has info on restructuring recruitment, documents to help, and recorded webinars talking about how to succeed doing things differently. We will keep adding resources through the summer and, if you can’t find what you need there, contact Jim Phillips (jim@triangle.org), our Chapter Growth Specialist. Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/ |
Is there a way to actually *plan* for recruitment during this time? Seems like we ought to “just do it,” rather than worry about planning anything. |
Every activity should have a plan… that’s one of the few ways your members will know what role they play and how you will measure success. We have resources to help, including an online target “calculator” to help you define specific recruitment goals based on your situation and needs. A good start is this Recruitment Plan Outline. Officers, members and alumni get more excited and become more supportive if you have a logical plan to succeed. If you don’t have goals and a plan to achieve them, you are far more likely to have substandard performance and far less likely to achieve your goals. Especially this year, where we have no idea what fall will look like on most campuses, you need to plan carefully for every option. What if they don’t have any form of recruitment process? What if IFC doesn’t have any list of interested men? What if recruitment is cancelled for fall? What will you do in each possible situation that still will move you toward your goals? If you need help thinking through this, contact Jim Phillips (jim@triangle.org), our Chapter Growth Specialist. Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/ |
Since we can’t wear our letters on campus, can’t leave messages on classroom whiteboards, and such, how do we do marketing promotion now? |
Social media and other online options still are the best options – and vehicles your members should be very comfortable using. Wear your Triangle gear on Instagram or facebook with a “Triangle Tuesday” campaign. Post a note on a famous alumnus every Wednesday. Show a photo of early chapter days on Throwback Thursdays. Profile a member who is a chapter leader or involved in the community every Sunday. Develop a regular schedule of online promotions and activity to represent who you are and what you offer. Then push links out to those men you’ve connected with through online recruitment. Every chapter should update its website and make sure to have a strong presence in social media most common to students. Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/, watch this recorded webinar: Social Media and Recruitment Think Tank, and/or download this flyer: https://www.triangle.org/wp-content/uploads/2020/05/Using-Social-Media-to-Recruit.pdf |
Recruitment seems like a chore normally, but even more so now. Can’t we just let it fall to the side until this whole COVID thing blows over? |
Only if you don’t need any new members in fall. We assure you that other fraternities on your campuses are working social media right now, because they want new members. Don’t ever put off recruitment because it’s not convenient or fun for you. EVERY member is on the recruitment team and they should be making friends and telling the Triangle story every day of the year. It’s very likely that the changes you’re forced to accept in fall will continue through some or most of the Spring, so get used to doing things differently. At worst, you’ll be able to continue connecting with PNMs on social media while also adding men from real contacts on campus as the COVID limitations lighten up. Now you’ve got two great processes in place to recruit new members. Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/ |
Does “closing the deal” with a PNM need to change during COVID? Seems like we can’t really do personal bids anymore, for instance… |
Chapters already are offering bids and having them accepted online. We adapt as needed. Sure, it’s not as personal, but a video connection on Zoom, Google or Facetime can be one-on-one. You can do bids in-person, you just need to social distance, so in that respect, a virtual bid may actually feel more like the real thing that if you were standing six feet away in a mask. If you’ve developed the friendship you need to feel comfortable offering an invitation to membership, our guess is that he won’t be offended you’re not doing it in person. PNMs understand the COVID limitations and shouldn’t hold that against you – and you can always deliver a bid card in person as a memento after. |
How do IFC school rules regarding recruiting contacts apply to our approach to recruitment during remote learning and social distancing during the COVID-19 pandemic? |
The NIC has been very vocal in a position that IFCs and schools have no right to prohibit students from connecting with each other online. Even private schools, that usually have a lot more control in student policies, don’t have a right to forbid you from casual online contact. If you are getting messages that you cannot have virtual “contact” with new students, contact us at hq@triangle.org and we will help. Otherwise, you ARE responsible to campus, city and state policies regarding group events and gatherings, social distancing, etc. These are health and safety concerns and you’ll be bound by those all fall. But no one can remove the freedom of association rights that allow you to connect with new students in a virtual environment online. If you need help on this, contact Jim Phillips (jim@triangle.org), our Chapter Growth Specialist. |
Will there be an official formal recruitment period at my campus? |
That will be the decision of your fraternity/sorority life staff and/or IFC and should be communicated to all chapter presidents/recruitment chairs well before the academic year begins. If you don’t hear anything, call them and ask. But you can’t wait until September to figure out what you’re going to do! Chapters should be focused during the summer on getting names and making initial contacts. That’s the only way YOU can control recruitment and make a difference in your success. Don’t wait around for what the school or IFC MAY do. Move forward to build a list of contacts and follow through. If you need help on this, contact Jim Phillips (jim@triangle.org), our Chapter Growth Specialist. |
Can alumni provide PNM recommendations? How? |
Absolutely! All chapters should contact their alumni regularly to request recommendations of relatives or sons of friends who may be STEM students attending their school. You also should have a form on your website that allows visitors to “Recommend a Future Triangle” or similar. If you need help planning an annual schedule for reaching out to alumni and requesting recommendations, contact Jim Phillips (jim@triangle.org), our Chapter Growth Specialist. |
How do we do a marketing campaign, especially on social media? |
Social media and other online options still are the best options – and vehicles your members should be very comfortable using. Wear your Triangle gear on Instagram or facebook with a “Triangle Tuesday” campaign. Post a note on a famous alumnus every Wednesday. Show a photo of early chapter days on Throwback Thursdays. Profile a member who is a chapter leader or involved in the community every Sunday. Develop a regular schedule of online promotions and activity to represent who you are and what you offer. Then push links out to those men you’ve connected with through online recruitment. Every chapter should update its website and make sure to have a strong presence in social media most common to students. Download a PR Campaign outline here and customize for your chapter. Learn more here: https://www.triangle.org/actives/chapter-officers/recruitment/, watch this recorded webinar: Social Media and Recruitment Think Tank, and/or download this flyer: https://www.triangle.org/wp-content/uploads/2020/05/Using-Social-Media-to-Recruit.pdf |
Should we say on our website that all events are at our house or how/what should we say? |
We recommend you suspend or cancel any group events for recruitment or otherwise, that may risk your members or others to COVID exposure – especially those that might involve non-members. This actually is an opportunity, because we know the best recruitment comes from individuals connecting with others and creating friendships. People join because of people, not events. So, design your recruitment “events” to be small one-on-one or two-on-one meetings that are more conducive to talking and getting to know each other. If the PNM seems interested and a good fit, connect him to another couple of guys who match his interests, major and/or goals. Overall, that is a better recruitment strategy and will reduce costs and the health and safety risks. As for the website, since you won’t be publicly advertising events, you should have instructions for how to connect with the chapter officers and recruitment chair – maybe even a form an interested student could fill out that goes directly to your recruitment chair. For fall particularly, you’re going to have to take the initiative and make direct contacts with students… you can’t depend on the idea that you’ll just have an event and guys will show up. That’s the laziest and least successful way toward a quality new member class. If you need help thinking through this, contact Jim Phillips (jim@triangle.org), our Chapter Growth Specialist. |