To better serve your role as Chapter Prevention and Wellness Chairman, this document is to serve as a guide for you along the way. Look to this for any questions you may have, if there is not an answer to your question simply refer to your chapters Chapter Services Consultant for an answer.
Job Description
The Prevention and Wellness Chairman will work to educate the entire chapter in the areas of risk to help the chapter move towards a focus on prevention rather than reaction. The Prevention and Wellness Chair will work with other Officers and Chairs to ensure that events are safe and follow the policies of Phi Kappa Tau.
Tips For Success
•Learn About your Role. Take the time to review this manual. This will allow you to have a clear understanding of the role and what you will be working on during the year.
•Plan Ahead. Failing to stay organized and not planning ahead is the biggest cause for challenges. Take the time to review the “Semester To-Do List” items in your manual and map out what you need to accomplish your goals for the semester. This will allow you to be successful in your role while creating distinct levels of change within your chapter.
•Ask for help. Reach out to your BOG, Chapter Services Consultant, and past officers if you are struggling. Being a chapter officer is hard work and you are not expected to do it alone. Utilize this manual as a resource but if you need additional support, do not be afraid to reach out for help.
•Form a Committee. Your role requires a lot of time, a committee can be a useful tool to help you manage your workload and complete tasks.
•Model the Way. Holding a position in your chapter means you are a role model for your chapter brothers. You are expected to model the way for your brothers, and they will mirror the behavior you model. At times, you must make difficult decisions that might not be popular. Serving in this role means your brothers have trusted you to make those decisions for the chapter. Do not be afraid to make the hard decisions and to challenge your brothers to be better.
•Set Expectations. As a leader, make sure your chapter has very clear expectations for membership. This will allow your chapter to thrive and allow you to better support your brothers who are not meeting set expectations.
Officer Specific Role
Review of Policies with the Chapter- It is important when you are reviewing the policies that you are also explaining the why behind each policy. Having a full understanding of not only the policy but why it is there can help your chapter have a greater understanding of the policy and be more likely to work with you to make sure everyone is following it
Reporting Policy Violations/Concerns- It is up to you to report any violations of your chapter. It is important to report violations to the Executive Offices, your BOG, and your Campus Fraternity/Sorority Advisor. Do not wait to get caught or wait and hope that you do not get caught. Reporting a violation will allow you to get help and support to address any issues within your chapter before it turns into a major crisis.
Understand the Prevention and Wellness Philosophy- At our 2016 National Convention, Phi Kappa Tau recognized the need for a philosophical shift among fraternities regarding some tough topics. We realized it was not enough to just manage risk – we needed to prevent it.
Risk Management Workshops- Plan these workshops far enough in advance so that you can invite any experts that you would like to come promptly. If you have any questions, reach out to the Executive Offices for help.
Crisis Management Plan- Make sure your chapter has a current crisis management plan and that all members have knowledge of what it is and what is in it. This allows for your entire chapter to remain calm and for any crisis to be handled quickly and safely.
Hazing Prevention Week- Hazing Prevention Week usually takes place towards the end of September each year. Work with your campus Fraternity/Sorority Advisor, IFC, and other groups on campus to plan and host events to have open and honest conversations on your campus. You can find more information at hazingprevention.org.
Working with Officers and Chairs- For Officers and Chairs who plan events for the chapter or work with associate members, make sure you are working closely with them during the planning process to ensure that you will have events that are fun and safe. You can use the Social Event Planning guide and other resources to help with the planning process.
Semester To-Do list Items
Prior to the Semester Starting
Meet with Outgoing Officer.
Ensure that all Risk Management Phi Kappa Tau Portal reports have been filed.
January
Review Phi Kappa Tau policies to make sure you have a basic understanding. If you have questions, reach out to your Chapter Services Consultant and BOG to get clarification. You can find our policies on our official website.
Start planning and reaching out to complete the mandated Risk Management Presentations for the Semester.
Review chapter’s crisis management plan and make sure phone numbers are updated and the plan makes sense. Share with the Chapter and BOG to make sure everyone has a copy and then do a big review in the first chapter meeting of the semester. Practice the plan with the chapter.
Reach out to Membership Orientation Officer, Social Chairman, Vice President of Alumni Relations, and any other officers/chairs who may be planning events to make sure they are aware of the policies and know they can work with you to make sure all events follow policy.
Plan out when you will be delivering Risk Management workshops for the semester and put them on the calendar.
Host a chapter review of all policies with brothers at the first chapter meeting of the semester.
Work with Membership Orientation Officer to make sure all Associate Members understand Phi Kappa Tau Risk Management policies.
February
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
March
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
April
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
May
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
July
Start thinking about Hazing Prevention Week (which takes place in September) and what activities you will host as a chapter.
August
Review Phi Kappa Tau Risk Management policies to make sure you understand all policies. If you have questions, reach out to your Chapter Services Consultant and BOG to get clarification. You can find our policies on our official website.
Start planning and reaching out to complete the mandated Risk Management Presentations for the Semester.
Review chapter’s crisis management plan and make sure phone numbers are updated and the plan makes sense. Share with the Chapter and BOG to make sure everyone has a copy and then do a big review in the first chapter meeting of the semester. Practice the plan with the chapter.
Reach out to Membership Orientation Officer, Social Chairman, Vice President of Alumni Relations, and any other officers/chairs who may be planning events to make sure they are aware of the policies and know they can work with you to make sure all events follow policy.
Host a chapter review of all policies with brothers at the first chapter meeting of the semester.
September
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
Host activities for Hazing Prevention Week. Make sure you share with the Executive Offices what you are doing on your campus to prevent hazing!
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
October
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
November
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
December
Work with other officers and chairs to plan an officer transition for incoming officers and chairs. Make sure you make notes of best tips and practices to pass on to the incoming Risk Management Chair. If your chapter is not having a formal transition retreat, make sure you take the time to set up a meeting to help transition the incoming chair.
Reach out to any officers/chairs who are hosting events to make sure proper planning is happening so that your chapter is prevention focused.
After any social event or major chapter event, conduct a debrief with those involved in planning to learn the risk management successes and challenges.
Crisis Management Procedure(s)
General Procedure
Remain calm.
The president oversees any emergency situation, but he should consult other members who may possess more expertise or insight when making decisions.
If the president is absent, the next ranking officer assumes control.
Dial 911. In nearly all cases the president should briefly and calmly explain the situation.
Notify the chapter advisor and board of governors (BOG) chairman. The BOG chairman or advisor must contact the executive offices using 1-800-PKT-1906 ext. 600
Close the chapter house at once. Permit only members, alumni, and appropriate officials to enter. Assign a few responsible members to calmly control access to the chapter house.
Assemble the membership for a chapter meeting. Explain that there is an emergency, and the house is closed.
Do not discuss details; speculate on events or otherwise project consequences until the police, your advisor or school officials have arrived. Members are not to speak with anyone outside the chapter.
The president is the official spokesperson for the chapter. If the news media should contact the chapter, only the president or the advisor should speak for the chapter. NO STATEMENT OR COMMENT SHOULD BE GIVEN. Release no names until an investigation is completed.
Serious Injury or Death of a Member
Do not notify the parents. Medical personnel or the police will notify the family.
Provide parental contact information to the authorities.
Do not remove any personal items from the deceased member’s room.
Do not let members enter the room. Temporarily move the deceased member’s roommate (if applicable) Iand keep the door locked, if possible.
In an emergency, use extreme tact and caution in your actions and statements to members, the media, and others. Where possible litigation may follow, be extremely cautious about jumping to conclusions or speculation.
The Breakdown
The Borradaile Challenge is the fundamental way that chapters have their performance evaluated over the course of a calendar year. Encapsulating 10 categories, chapters can fall into one of three standings for each: Meets Expectations, Exceeds Expectations, or Outstanding.
You can access more information on the Borradaile Challenge here: àhttps://www.phikappatau.org/borradailechallenge