FARMHOUSE
QUESTIONS OF THE WEEK
(From recent Inside FH newsletters)
Risk Management
- "Is it true that having empty liquor bottles as decorations in our rooms in the chapter house could void our insurance coverage?"
- "What's wrong with having theme parties?"
- "How do we handle it when an alum brings a beer into the yard or house on a football game weekend, Homecoming, etc."
- "We recently held an off campus social event with alcohol on a farm. We followed all the appropriate risk management steps and fully complied with the FarmHouse & FIPG rules. The event went great, we had a great turnout and everything ran very smoothly. However, one of our alumni asked if we had taken out an extra insurance policy for the event. I told him no, that that is what FRMT was for. I guess my question is, do we have to take out an additional policy for events held off campus? My understanding is that any event we hold is covered under FRMT, assuming we follow all guidelines. Can you clear this up for me?"
- "If we have an alumni tailgate at the stadium before a football game and one of our alumni provides alcohol for alumni and the brothers in attendance, is that a violation of our alcohol policy since the alumnus was the one who bought it?"
- "When a party takes place at an out-of-house members' house, does it need to be registered with IFC? If they aren't registered, are these parties a violation of the International policy?"
- "This past weekend hearing Linda Wright speak about risk management and FRMT she said we should consider special events coverage for events that we do. How do we decide what events we need extra coverage for and how does that work?"
- "How did the 5 members of FH at any given place or time be considered an FH function come about? Our chapter was wondering how that rule can truly be enforced. And why the number is (only) 5? Could you help better explain it to the chapter why/how the rule is there?"
- "We've kind of had a tradition with some other chapters that we take different plaques or awards from their house and it gets them to make a roadtrip to come and see us. It's really all in good fun. But after attending the RLC this month, I'm beginning to wonder. Can this get us in trouble with International?"
- "We've heard that another chapter has a gentlemen's agreement allowing alcohol in the house at selected times. If the chapter and association both approve of it, can that take the place of the FH International policy?"
- "We've been working on developing a risk management program but nothing has really come of it. I was wondering if you could provide some information on how to create a better program?"
- "We heard something recently about a bill being proposed to Congress where students involved with hazing could lose their financial aid?"
- "We just received a brochure about this Member Accident Program, what is it?"
- "We've really worked hard on getting guys to follow our risk management policy, but we're having trouble with the part in the FIPG policy about not allowing hunting rifles in the house. With as many guys hunting as we have, how do you suggest we approach this?"
QUESTION OF THE WEEK? --- "Is it true that having empty liquor bottles as decorations in our rooms in the chapter house could void our insurance coverage?"
* RESPONSE --- An empty liquor bottle isn't going to void our liability insurance, however if I'm a plantiff's attorney representing a young lady who died or had a serious injury from an incident that happened at a Fraternity house or at an event sponsored by the Fraternity, I'd try to get a subpoena to search the premises of the property. If I was able to show that 20 of 25 rooms had a large number of empty hard liquor containers, then I'd have a better shot with a jury of showing that this is a chapter that puts too much emphasis on alcohol and may very well be able to sway a jury that the chapter bears responsibility for creating and accepting an alcohol dominated culture.
Having a couple alcohol bottles on your shelf is not a violation of our FarmHouse alcohol policy but is it really the message you want to portray to rushees, parents and ladies who come over? In our chapter houses, each person has only a limited amount of space to express himself. When you have brothers who have empty alcohol bottles take over 50 percent of that empty visible space, it sends a message that I don't think any of us are too proud of...
Bottom line - it's probably not going to effect insurance coverage, it's more of a moral and values based issue, more one of public perception and how you want to have others perceive who you are as a person and who you are as a chapter. --- JG
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QUESTION OF THE WEEK? --- "What's wrong with having theme parties?"
* RESPONSE --- Ideally, there's nothing wrong with coming up with a clever theme party. But all to often chapters push the limit when they come up parties with themes such as "Bikers & Babes," "Heaven & Hell," "Pimps & ..." And of course, Halloween costume theme parties can cause a risk management chairman to start sweating.
A recent "Come as You are Bizarre" party put on by the Oklahoma State Alpha Gamma Rho Chapter has landed the chapter in extremely hot water - based on the stupidity of a few. A photo that is now crisscrossing media outlets throughout the country shows some members sporting Ku Klux Klan robes and blackface.
From the website http://www.tolerance.org/news/article_hate.jsp?id=617 --- "In one picture, a member in blackface wears a prisoner's costume. Smiling, he stands sandwiched between two fraternity brothers -- one dressed in a Klan costume and other clad in overalls and a Confederate flag bandanna -- as a mock noose dangles above his head."
Certainly, this horrific, offensive act of stupidity is an extreme example of how a theme party can get out of hand. We challenge you - how would your chapter react if one of your less refined brothers shows up after having a few beers in what he perceives is a funny costume?
Hopefully, you'd have every other brother racing to that guy, yanking that offensive clothes off of him, end membership - immediately! If you ignore it, laugh it off and let such actions happen, your chapter better be prepared for the media onslaught and multitude of problems that will follow. Just ask the Beta Theta Pi Chapter and Delta Sigma Phi Chapters at Auburn that had similar incidents happen last spring and were kicked off campus.
All it takes is one photo to circulate and get your chapter closed and kicked off campus for a year or more.
With this latest incident happening so close to home - with one of AGRs top chapters, it should serve as a wake-up call to all of us. We'd strongly encourage every chapter to make a close review of all of your theme parties and consider making changes as appropriate. Would any of the titles for your events be offensive to someone? Do these theme parties portray the kind of image we want on our campus? Would your mother cringe when she hears the theme party your chapter has planned?
Maybe you never thought of "theme parties" as being a risk management issue, but it clearly is. Chapter presidents, risk management chairs, social chairs and executive boards need to be well aware of what your parties will entail, what the themes will be and what activities are being planned, particularly if you're having a joint event with another fraternity. --- JG
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QUESTION OF THE WEEK? --- "How do we handle it when an alum brings a beer into the yard or house on a football game weekend, Homecoming, etc."
* RESPONSE --- It's important to keep in mind that while FarmHouse has had a long history of alcohol-free living and had the alcohol policy of no alcohol in the house or on property since 1974, we had a 2-year period in the late 1980s when the policy allowed alcohol before it was changed back to present form. So attitudes, memories and understandings of what's allowed can vary by generation.
At the same time, chapter leaders must be vigorous in ensuring that anyone bringing alcohol onto the property or into the house is stopped immediately, informed of the policy and asked to either dispose of the alcohol or leave - in as polite a way as possible (as you would with any other guest who tries to bring alcohol in your house or property).
Remember to treat your alumni with respect. The problem that often arises is many of the campuses where we're located allow tailgating in university parking lots before games. Chapter leaders might consider directing alumni to locations in those parking lots where other FH alums are gathered, as a means of keeping them off the lot or house with beer in hand.
Does our approach change if it's an alum who recently donated $50,000 to a building project? It shouldn't - be reminded that each of your alums pledged themselves to the same values, ideals and standards that we each did and that whether the policy was different when they were in school or not, this is how we live our lives and the rules that guide us.
Should chapter leaders have problems, seek out your housemother, any association officers or any chapter advisors in attendance at the gathering. It would be helpful for chapter leaders to have a complete list of home and work phone numbers and cell phone numbers of these key resource people for instances like this and others in which you need to get a hold of one of them immediately.
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QUESTION OF THE WEEK? --- "We recently held an off campus social event with alcohol on a farm. We followed all the appropriate risk management steps and fully complied with the FarmHouse & FIPG rules. The event went great, we had a great turnout and everything ran very smoothly. However, one of our alumni asked if we had taken out an extra insurance policy for the event. I told him no, that that is what FRMT was for. I guess my question is, do we have to take out an additional policy for events held off campus? My understanding is that any event we hold is covered under FRMT, assuming we follow all guidelines. Can you clear this up for me?"
* RESPONSE --- Guess that FarmHouse Leadership Academy and all those risk management workshops you've attended have paid off. You're correct - no additional policy is needed for an event that is held off property with alcohol - assuming the FIPG risk management policy and FH alcohol & drug policy guidelines were followed. Of course, because of the way our policy is set up, every function that involves alcohol requires a 3/4 vote of chapter and all events approved must be held off FarmHouse property - be it at a sports bar, dance club, hotel ballroom, alum's farm, hayride, etc.
Assuming the event was BYOB and you had proper things in place to ensure that only those of age were consuming alcohol (wristbands, stamps on hand, security guard, guest lists, etc.), along with a safe ride home program and designated drivers, you should be fine. The FRMT policy covers any chapter, association, advisor and members who follow policy and state/local/federal laws. - JG
Remember, if you have a question you'd like answered that you feel would be helpful to the general membership, email us that question and we'll do our best to tackle it through our Inside FH Question of the Week.
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QUESTION OF THE WEEK? --- "If we have an alumni tailgate at the stadium before a football game and one of our alumni provides alcohol for alumni and the brothers in attendance, is that a violation of our alcohol policy since the alumnus was the one who bought it?"
* RESPONSE --- "Good intentions" or not, the above case can have far reaching consequences for a chapter and the alumni who provide the alcohol. Oftentimes, such events occur because alumni are either not aware of current Fraternity policy and/or they have no idea of what kind of liability and legal issues they might face if something goes wrong.
The event described above is a risk management mess waiting to happen.
To start with, such an event likely would violate the following parts of the FarmHouse alcohol & drug policy: assuming underage drinking occurs (and in this case, it's pretty likely), at least four parts of the FarmHouse alcohol & drug policy have been violated - underage drinking, use of bulk quantity of alcohol, alcohol provided to minors, event that is not BYOB or cash bar (plus 3/4 vote of chapter is required prior to).
A group of alumni gathering on their own in a football stadium parking lot for a tailgate is one thing, but when it becomes an officially sponsored and promoted event by the FarmHouse Association and/or Chapter and/or chapter members are invited or attend, it's entirely different.
Regardless of who bought the alcohol, the chapter's involvement with the event is a clear violation of the policy and can make the chapter and association liable for problems that occur.
Consider the recent case in Pennsylvania. A 19-year, whose BAC was .20, lost control of his SUV on April 29, 2001. It rolled over, killing him and two 18-year-old passengers. Judith McCloskey, 43, had no contact with the young man the night he died. She did not buy the beer he and his friends drank. She did not even serve them. She also did not go into her basement, where the young men and dozens of other teens had gathered for a party hosted by their two daughters. She claimed that she did not know alcohol was being consumed. Yet, a jury found her guilty of three counts of involuntary manslaughter. She was convicted not for what she did, but for what she failed to do - stop the underage drinking in her home. She faces 15 years in prison. She'll also likely face multiple civil lawsuits from the deaths.
Whether it's supplying underage students with alcohol at a tailgate, retreat or get-together, or simply looking the other way when underage students consume alcohol in your home, lakehouse or cabin, the stakes have definitely gotten higher. As leaders of our chapters, associations and as advisors we must be prepared to combat and stop events like this from occurring and educate our members and alumni to become more aware of our policy and the potential jeopardy that they can put themselves and our organization into with such events. - JG
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QUESTION OF THE WEEK? --- "When a party takes place at an out-of-house members' house, does it need to be registered with IFC? If they aren't registered, are these parties a violation of the International policy?"
* RESPONSE --- Within FarmHouse circles, this may be one of the most common violations of our FarmHouse International alcohol policy. What often happens is a member moves out of the chapter house following his senior year. Although he is usually still listed as an active member, he is not as involved in the day-to-day happenings of the house. And more often than we'd like to think, his place (and those brothers who moved into the apartment with him) becomes the place for the chapter to party.
Is it a violation of FarmHouse policy? That depends, but 9 times out of 10, yes. IFC rules vary from campus to campus about whether events with alcohol need to be officially registered. Chapters, advisors and associations need to be aware of what your campus IFC rules are for events, to avoid inadvertently violating them.
As for FarmHouse policy, the FarmHouse International policy outlines that parties involving alcohol must be approved by 3/4 vote of the chapter, must take place away from chapter premises and must be BYOB or cash bar. Ideally, they're held at a 3rd party vendor location, in which the bar and bartenders/carders are licensed, insured and bonded.
What often happens is a group of out-of-house guys decide to throw a party at their apartment and call members of the chapter to attend. Although there's a fine line regarding what is a function and what is not a function, the FarmHouse alcohol policy notes that 5 FH men together constitutes a function. The event becomes a FarmHouse event when a message about it gets posted on a bulletin board in the chapter house, sent out to the brothers via email, gets announced at dinner or at a chapter meeting, etc. Once it's announced, it needs to be voted on by the chapter as an event and a 3/4 vote is required for members to attend.
Common sense should be used to determine what is an event and what isn't an event. Ultimately it comes down to whether it's an event that an outsider would consider a FarmHouse event or not. If three out-of-house brothers call 6 or 7 brothers individually to join them at the party, then the event needs to be approved by the chapter. If 5-8 brothers go out to the bars on their own, it need not be voted on.
Technically, a party at an out-of-house members' house can take place that is entirely within the bounds of our alcohol policy (IFC rules may differ). Unfortunately, it rarely happens. Out-of-house members who throw the party need to think about:
--- their own personal liability. Numerous fraternity lawsuits and judgments have occurred in which those renting the apartment and throwing the party (not just the chapter) end up being sued for upwards of a million dollars and/or thrown in jail for what occurs at the events - whether it be a guest causing a drunken driving accident on the way home, minors in possession or providing alcohol to minors.
--- ensuring that underage drinking doesn't incur. Once it's deemed a chapter function, proper carding needs to take place, a guest list must be maintained and other IFC rules need to followed.
--- how they may be jeopardizing the future of the chapter
- if it's not controlled and set up within the bounds of FH policy. It's not just the out of house members who rent the apartment who will be liable. Whether they're aware of the event or not, the chapter president and entire officer team also are liable for what happens. Therefore, it's important for an officer team to be aware of any scheduled or unscheduled events that may be occurring - and make sure that events are properly voted on. Accountability measures need to be in place to hold one another to our policies - and to help brothers understand the consequences of our actions. - JG
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QUESTION OF THE WEEK? --- "This past weekend hearing Linda Wright speak about risk management and FRMT she said we should consider special events coverage for events that we do. How do we decide what events we need extra coverage for and how does that work?"
FRMT, Ltd. provides up to $6 million in liability insurance coverage to protect the chapter, advisors, associations and members who are within bounds of Fraternity policy and local and state laws. Any time an incident occurs, the first $2,500 in costs is assuming by the chapter/association as a deductible.
As for special events coverage, special events should be defined as any event/function (1) where alcohol will be present, and the guest to member ratio exceeds three-to-one; (2) involving major at risk athletic events or competition; or (3) that involves any activity that is deemed to be potentially hazardous by the chapter advisor, association, executive director, or our insurance broker.
Chapters should contact the FarmHouse International Office at least two months in advance of major proposed events that may bring about added risk - such as a rock concert bringing in Pat Green, a community-wide festival with bands, a water slip-and-slide philanthropy, etc. The fraternity's insurance provider needs at least 30 days to help you apply for the coverage, you must pay for the insurance premium in advance (typically $400-500 minimum) and complete a checklist of risk management steps beforehand.
For smaller more routine events such as socials, service projects, less risky philanthropies (basketball tourneys, sand volleyball, small flag football tournaments) and such, the coverage we have within FRMT should be adequate, provided the chapter follows risk management policies and laws.
Nonetheless for sports-related events sponsored by the chapter, chapters should have every fraternity or sorority participating sign a waiver and each chapter president of those groups sign a release stating that their fraternity and the individuals participating will be responsible for any injuries that may be sustained by their members.
For all events, ask yourself the basics (Who, What, When, Where, How, Why). If your chapter leaders, association or advisors feel the event is questionable or one that could force FRMT to deny coverage (for operating outside your scope as chapter), you'd better give us a call to discuss it beforehand and we can run it past the insurers to determine whether additional insurance coverage is needed. - JG
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QUESTION OF THE WEEK? --- How did the 5 members of FH at any given place or time be considered an FH function come about? Our chapter was wondering how that rule can truly be enforced. And why the number is (only) 5? Could you help better explain it to the chapter why/how the rule is there?
For some international fraternities and campuses the number is as low as 2 or 3. The language for the FarmHouse policy was originally crafted by an attorney who was volunteering as legal counsel for FarmHouse in the late 80s and early 90s and approved by past Conclaves.
I'm sure there's probably been lawsuits where events an outsider might consider being an event of the Fraternity with only 2 guys present has resulted in a lawsuit and some liability exposure for that Fraternity.
The rule can be easily enough enforced. When the chapter catches wind of an event, whether planned or impromptu at an out of house members' house, any type of pre-party, etc., the chapter should call a special meeting to vote on the event (requires 3/4 vote) and to ensure that proper risk management steps are followed for the event. If the vote fails and members go to the event anyway, the chapter needs to hold those brothers accountable, just as you would for other violations of the policy. These members also need to be aware that they have violated policy and thus, will not be covered under our liability insurance program should problems occur.
There is no such thing as an "unofficial" function - not to a court of law anyway. Chapters need to be aware that it doesn't matter whether the event has been formally planned by the chapter in advance or thrown together at the last minute.
Once the event has been publicized through the chapter house, over a chapter email list, announced at a chapter meeting, at dinner, a sign posted, or spread through word of mouth to the chapter, it becomes an event that an outsider might consider a FarmHouse event.
We know events with alcohol take place at out of house members' apartments. What's important is for the host of the event to know what risks he assumes by having that event, allowing minors to drink on his rented property or providing the alcohol or charging people at the door for it. The chapter must realize that whether you like it or not, the chapter shares responsibility for such an event.
The chapter has to be deligent to make sure that any event a reasonably minded outsider would view as a FarmHouse event is being properly run, with risk management rules being followed.
As for the 5 or more number, don't let the chapter get caught up with that. Think in terms of what a reasonably minded person would think: - say 10 guys decide to go out to a bar together, assuming it wasn't announced at chapter or posted, etc. there's no need to vote on that. It's merely 10 guys going to a bar. The bar and the individual will assume primary liability in this case. That doesn't mean that you shouldn't be your brothers' keeper and make sure that they get back home safely and conduct themselves in a responsible way. - as another example, consider 12 guys are invited to a sorority's formal. It's not a FarmHouse event, nor an event an outsider would consider being an FH event - so there's no need to vote on it. In this case, the sorority and the 3rd party vendor would assume primary liability.
It's important to use reasonable judgment and have your risk management chair and exec board think through proposed events to determine if it's an event an outsider would consider a FarmHouse event. - JG
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QUESTION OF THE WEEK? --- We've kind of had a tradition with some other chapters that we take different plaques or awards from their house and it gets them to make a roadtrip to come and see us. It's really all in good fun. But after attending the RLC this month, I'm beginning to wonder. Can this get us in trouble with International?
Let's assume for a minute that it's 1 a.m. at your chapter. Six half-intoxicated brothers from another FH chapter show up at your house and sneak in through a back door without anyone realizing they're there. They load up the truck with a couple of old composites, the charter, some plaques and a few old trophies and take off. Several guys from the chapter come downstairs as they hear the door slam and a group of guys laughing. A chase ensues - and add your ending... Any number of risk management violations & major potential problems could arise...
Rather than any car accidents, arrests for careless and inprudent driving, DUIs or DWIs, let's just say that the glass gets broken in one of the composites, the top of the trophy comes off, one of the plaques falls out of the truck when you stop for gas and/or the very fragile charter falls out of the truck and cracks.
While some chapters may view this as "good clean fun," the fact is most chapters have very little patience for such pranks and see it as a downright nuisance. It's undoubtedly a great way to alienate yourselves from another chapter and label your chapter as one to stay away from visiting or being visited by.
The issue of stealing another chapters' composites, charters, plaques and such is one that can be extremely costly - costly to your image with other chapters, alumni from that chapter, your reputation with the FarmHouse International Board and staff and costly to your pocketbook.
Fortunately, the International Board has never closed a chapter for stealing items from another chapter, but there have certainly been times when alumni, housemothers and chapters have suggested to the Board and Staff that another chapter be closed for such actions. While you may wonder if taking a chapters' composite is a risk management violation, the International Board clearly has the responsibility to review acts which violate the bylaws, policies and position statements, state or school laws or policies, and any acts that result in negative publicity for FarmHouse.
The fact is stealing is stealing - plain and simple. Chapters have every right to press charges against members of another FH chapter if items of significant value have been stolen from their chapter house. What you may not realize is replacement composites often cost $500-800 and replacement charters cost at least $250 (and some are irreplaceable - since it's impossible to get another signature from D. Howard Doane and other past Board Presidents who are deceased). In most states, a theft of something in value of $200 or more is a felony. And if convicted of a felony, you can bet in today's economy that your chances of landing a job with a good company are pretty much nil.
While another FH chapter may not press charges for taking composites, plaques and such, you can almost count on other fraternities on your campus or the campus you're visiting to file charges and go forward to authorities if you take items from their houses. That is, if a fight doesn't occur instead.
Rather than chance not being welcomed back to another FarmHouse chapter, why not consider one of these ways to make visits to another FarmHouse chapter as productive as possible:
* More and more chapters are taking advantage of our FarmHouse Chapter Visitation Program, in which chapters can receive partial gas reimbursement for visiting another FH chapter, having officers share ideas and making the visit productive and fun at the same time;
* Chapters have had some very successful joint formals, canoe trips, parties, pledge events.
* Some chapters make roadtrips to attend sporting events between their university football or basketball teams, stay at the FH chapter and get a chance to learn about how the other house operates.
* Before planning a trip to another chapter, presidents should make sure the chapter is familiar with the "Fraternity's Procedures for Visiting Other FarmHouse Chapters" on Page 81 of the Chapter Planning Guide - http://www.farmhouse.org/planning_guide.htm
If you find something in your possession that is not yours, please take the "high road" and return the items to your fellow brothers. - JG
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QUESTION OF THE WEEK? --- We've heard that another chapter has a gentlemen's agreement allowing alcohol in the house at selected times. If the chapter and association both approve of it, can that take the place of the FH International policyl?
The short answer, no.
Even if a FarmHouse Association looks the other with a chapters' local "policy," the fact is the FarmHouse Chapter is still violating our FarmHouse alcohol and drug policy. The courts would quickly tell you that there's no such thing as a local policy. Every chapter is technically a subordinate of the International Fraternity. That means that the FarmHouse alcohol drug policy would supercede any kind of policy that local groups might have secretly crafted.
The FarmHouse alcohol and drug policy is very clear in stating that no alcohol may be stored or consumed on FarmHouse property (Page 66 of http://www.farmhouse.org/planning_guide.htm). That means 365 days a year (and yes, 366 in a leap year), 24 hours a day, 7 days a week. That means that any borders, summer tenants, brothers, pledges, alumni who come by for the weekend, 5th year guys and any and all guests need to follow it. It's the responsibility of the local chapter and its leaders to enforce it and hold brothers accountable who violate it.
The gentlemen's agreement of allowing alcohol behind closed doors or the idea of "opening the house up" for parties with alcohol at selected times can seriously jeopardize the future of your chapter. Chapters who violate the policy can sometimes get around the system, until something bad happens - a brother is injured, a guest is taken to the hospital or something more tragic occurs. That's when - the university can pull your recognition, on some campuses they can prohibit you from allowing freshmen to live in the house with alcohol violations, your charter could be pulled from FarmHouse International, you could be suspended from the university or from FarmHouse International, you could lose the chapter house (because insurance coverage likely won't cover a chapter that knowingly violates such a major part of its own policy) and individual members could be sued and/or get jail time.
The question becomes, Is it worth it? Is it worth going against what we say we stand for? Is it worth putting your neck on the line and your chapters' future on the line? Is it worth making recruits and their parents question the collective character of our organization for saying one thing during recruitment and doing another thing when they join? Is it worth the headaches your chapter leaders and advisors face having to lie or try to avoid the alcohol topic when they attend conferences, visit with a consultant and other chapters? Is worth giving FarmHouse a bad name Internationally when IFC advisors get together and talk about their chapters?
The short answer and the long answer is no.
Gentlemen's agreements are a clear violation of policy. Whether it's storing beer in your fridge, having a beer behind closed doors, hiding a flask with bourbon in your dresser or having a party with alcohol in the basement, any way you look at, it's a violation of our policy and what we stand for to have alcohol in the chapter house or store it on FarmHouse property (or property your FarmHouse Association owns or rents). - JG
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QUESTION OF THE WEEK? --- We've been working on developing a risk management program but nothing has really come of it. I was wondering if you could provide some information on how to create a better program?
Unfortunately many chapters don't take risk management seriously until there's a fire in the chapter house, a brother flips a car during a pledge activity or hazing allegations are made by someone who de-pledges.
The key to any risk management program is being proactive and focusing on how the chapter can best minimize its risk and provide for a safe environment for its members. It's also important for chapters to understand that there's far more to risk managament than just hazing and alcohol awareness. Many campus speakers come in and give you the worst case scenarios to scare your members - but's it's often the little things that can bite us.
Here are some suggestions that might help chapters with building a strong risk management program:
1. create a risk management chair - elect someone who's at least 21 years old and make this office part of the Chapter Exec Board. He'll be responsible for developing your risk management and crisis management plans, coordinating risk management educational programs, working with social chair, recruitment chair, pledge educator, house and kitchen managers to make sure activities, events and the house are in compliance with risk management procedures and chair a committee on risk management.
2. as a chapter risk management session, have a local alum who is an attorney or a county prosecuting attorney come in and break down the case on Page 1 of the latest FRMT newsletter (it's attached). It's a scary lawsuit in which individual members were named in the lawsuit, denied coverage from the FRMT insurance program for their illegal behavior, had to hire their own attorneys, their parents' home owner's insurance had to be used to pay out claim, officers ended up in jail, members charged with improperly caring for a brother who was excessively drunk, chapter that violated its dry alcohol policy, and attorneys finding photographs on chapter websites glamorizing drunkenness. It's a case that can really open your members' eyes.
3. create an interactive role play workshop with a sorority in which each member has to determine what responsibilities your officers, advisors, members should do in the event of a death, serious accident, etc. (we can provide the scenario used at the 2002 RLC).
4. contact your local fire department to come in and put on a workshop on fire safety, help develop an evacuation plan and have the fire department commit to putting on a surprise fire drill for the chapter.
5. ask your IFC advisor or FH alumni leaders for someone to come in and share their personal experience with how alcohol/drugs have affected their lives (maybe you have a FH alum who would be willing to come in and give a real life personal testimonial). Check with some of your advisors or association leaders for suggestions.
6. develop a Crisis Plan of Action - who's responsible, emergency contacts, etc.
7. develop firm guidelines for fines/disciplinary actions for various risk management violations. Commit any fine money to future risk management programming.
8. make copies of the risk management quiz we included with the March Flash newsletter. Have an advisor give the quiz at chapter, collect everyone's quizzes afterwards, score them and give them back to everyone the following week. The quiz is located at - http://www.farmhouse.org/flash/MAR2003.pdf
9. make sure every officer understands his responsibilities related to risk management. The Jan/Feb 2003 Flash included a thorough breakdown - http://www.farmhouse.org/flash/JAN2003.pdf
10. hold members accountable with your pledge program - and make sure everyone is aware of how to understand what's hazing - see videotape test explanation at http://www.farmhouse.org/flash/NOV2002.pdf
11. Develop a zero tolerance approach to illegal drug use. See the Flash for info on approaching drug use topic at http://www.farmhouse.org/flash/OCT2002.pdf
12. Take a look at Iowa State's award-winning risk management application for the 2001-02 year for ideas at http://www.farmhouse.org/conpics/risk_man_green.pdf --- JG
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QUESTION OF THE WEEK? --- We heard something recently about a bill being proposed to Congress where students involved with hazing could lose their financial aid?
The last we've heard is that the bill (H.R.1207) was referred to the US Committee on Education and the Workforce in mid-March. The bill as proposed to the 108th Congress would amend the Higher Education Act of 1965 to withhold Federal student financial assistance from students who have engaged in hazing, and for other purposes.
The proposed bill should make those who think that people will look the other way to hazing think twice. The bill has been designed to not only address hazing that might occur in fraternity or sororities, but also in the many other walks of campus life - such as athletic teams, bands, other clubs, etc.
We've copied the bill in its entirety below...
***
IN THE HOUSE OF REPRESENTATIVES
March 11, 2003
Ms. WATSON (for herself, Ms. EDDIE BERNICE JOHNSON of Texas, Ms.
MILLENDER-MCDONALD, Mr. OWENS, and Ms. JACKSON-LEE of Texas)
introduced the following bill; which was referred to the Committee on
Education and the Workforce
------------------------------------------------------------------------
A BILL
To amend the Higher Education Act of 1965 to withhold Federal student
financial assistance from students who have engaged in hazing, and
for other purposes.
Be it enacted by the Senate and House of Representatives of the
United States of America in Congress assembled,
SECTION 1. SHORT TITLE.
This Act may be cited as the `Hazing Prohibition Act of 2003'.
SEC. 2. LOSS OF STUDENT FINANCIAL AID ELIGIBILITY FOR HAZING.
Section 484 of the Higher Education Act of 1965 (51 U.S.C. 20 U.S.C.
1091) is amended by adding at the end the following new subsection:
`(s) LOSS OF STUDENT FINANCIAL AID ELIGIBILITY FOR HAZING-
(1) SUSPENSION OF ELIGIBILITY REQUIRED- A student who has been
subjected to an official sanction for hazing, or for being an
accessory to hazing, shall not be eligible to receive any grant,
loan, or work assistance under this title during the period beginning
on the date of such sanction and ending after an interval of one year.
`(2) DEFINITIONS- For purposes of this subsection:
`(A) The term `hazing' means any assumption of authority by a student
whereby another student suffers or is exposed to any cruelty,
intimidation, humiliation, embarrassment, hardship, or oppression, or
is required to perform exercises to excess, to become sleep deprived,
to commit dangerous activities, to curry favor from those in power,
to submit to physical assaults, to consume offensive foods or
alcohol, or the threat of bodily harm or death, or the deprivation or
abridgement of any right.
`(B) The term `official sanction'--
`(i) means expulsion, suspension, probation, censure, condemnation,
reprimand, or any other disciplinary, coercive, or adverse action
taken by an institution of higher education or administrative unit of
the institution; and
`(ii) includes an oral or written warning made by an official of an
institution of higher education acting in the official capacity of
the official.'.
SEC. 3. REPORTING OF HAZING CRIMES TO STUDENTS.
(a) AMENDMENT- Section 485(f)(1)(E) of the Higher Education Act of
1965 (20 U.S.C. 1092(f)(1)(E)) is amended--
(1) by striking `and' at the end of clause (vii);
(2) by inserting `and' after the semicolon at the end of clause (viii); and
(3) by inserting after clause (viii) the following new clause:
`(ix) hazing;'.
(b) DEFINITION- Section 485(f) of such Act is further amended by
adding at the end the following new paragraph:
`(7) For purposes of this subsection, the term `hazing' has the
meaning provided in section 484(s)(2).'.
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QUESTION OF THE WEEK? --- "We just received a brochure about this Member Accident Program, what is it?"
The Member Accident Protection Program (MAPP) is a new program that FarmHouse officially signed on to as of October 1, 2003. The program is intended to compliment the health insurance program of every undergraduate member of the fraternity for accidents incurred during the undergraduate term. The cost of the premium has been figured into the 2003-04 FRMT premiums that each association/chapter has recently paid.
FRMT believes so strongly in this program that the company subsidized the cost of the premium for each FRMT member organization this year. Our cost is only $2.40 per man for the year. In a nutshell, here's what it includes:
- Program has a 52-week benefit period for current active dues-paying members and pledges.
- Provides $500 in primary coverage (less a $25 deductible that the individual pays) for injuries that occur to members (for example, broken leg while playing intramural basketball, broken ankle from slip and fall in chapter house, etc.). For expenses over $500, parents/invidual's health insurance would become primary from $501 to the maximum of the policy (deductibles/co-pays of health insurance paid by MAPP). The MAPP program would then provide coverage for the excess of expense beyond the individual's health insurance up to a maximum $100,000 accident medical expense and/or dental accident injury.
- Provides $5,000 accidental dismemberment (loss of hand, foot, sight, etc.) and/or accidental death benefit.
Claims need to be reported to Hobbs Group/Kirklin & Company, LLC at 800-736-4327. When you call to report a claim, you will need to reference that you are reporting a claim as a member of the FarmHouse MAPP program. Log on to http://www.kirklin.com/ and click on the Member Accident Program link to learn more about exclusions to the policy (tackle football, attempted suicide, eyeglasses, injuries on 2 or 3 wheel vehicles, sickness or disease in any form, etc.).
Note that the MAPP program is not a substitute for health insurance (and provides no protection for sickness or illness). We see it as a valuable benefit of membership in FarmHouse.
We've recently learned that the MAPP coverage only applies to students in the United States, thus we will be reimbursing our Alberta and Guelph chapters/associations for $2.40/per man on their premiums. FRMT's full amount of liability insurance coverage extends to chapters in Canada, but this new MAPP program does not. The reason being that Canada has socialized medical care and there's little need for such added protection for students living in Canada.
For questions about this coverage, please log on to the web site above and/or contact us at Jim@FarmHouse.org ...
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QUESTION OF THE WEEK? --- "We've really worked hard on getting guys to follow our risk management policy, but we're having trouble with the part in the FIPG policy about not allowing hunting rifles in the house. With as many guys hunting as we have, how do you suggest we approach this?"
RESPONSE --- This is perhaps one of the most difficult and challenging aspects of FarmHouse being a part of FIPG and FarmHouse having adopted the FIPG Risk Management policy as our own. Due in large part to several chapters/associations calling for change, the FarmHouse International staff has engaged in recent discussions with the FIPG Board of Directors about proposing a change to the FIPG policy that would allow unloaded hunting rifles to be stored in a securely locked gun case in the chapter house. However, we won't be able to vote on this proposed change until the July 2004 Summer FIPG meeting.
In the meantime, we must continue to adhere to the FIPG risk management policy (http://www.fipg.org) , which states, "The possession and/or use of firearms or explosive devices of any kind within the confines and premises of the chapter house is expressly forbidden."
As for where chapter members might store their hunting rifles:
- many university police stations have a separate area where they will lock and store hunting rifles for students for free;
- some chapters have been able to identify an alumnus or advisor in town who is willing to allow chapter members to store hunting rifles in a gun case in his/her home;
- or you might contact your university fraternity affairs advisor for suggestions on where to house hunting rifles.
The problem with chapters that look the other way and allow brothers to store their guns in the chapter house is that we could potentially risk loss of insurance coverage should something go wrong (especially if it's determined that a chapter or association knowingly allowed the policy to
be violated). While members possessing guns are undoubtedly well trained in gun safety, FIPG has chosen to ban guns in chapter houses altogether due to a host of potential liability concerns (most university residence halls and university student housing also prohibits gun).
The FarmHouse International Headquarters plans to lobby for a compromise to this policy as noted above, but for the next 9 months chapters must continue to follow and uphold the FIPG policy as written to avoid jeopardizing our liability insurance coverage.
As we prepare to argue our case to FIPG, we'd like to hear whether this is an issue that other FH chapters/associations have been grappling with. Please respond to Jim@FarmHouse.org ...
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