Greek Life

Student Affairs

Resources for Virtual Chapter Management

Updated as of 3/26/2020

It has become clear that we are in uncertain times, and that this will require new responses and new approaches to our daily lives as we adapt to changes associated with the COVID-19 pandemic. As members of the Greek life community, we are accustomed to change and certainly understand the need to evolve to meet the ever-changing demands of our society. Even with that understanding, Auburn Greek Life recognizes the era we are in is unprecedented and challenging. To this end, the Greek Life team has developed a one-stop shop of resources to help you navigate the era of virtual engagement. We hope the resources below will help you maintain a strong sense of belonging, connection, and passion as you navigate your virtual fraternity and sorority experience.  As always, the Greek Life staff and team are available to assist you and your members.  You may contact us directly at Greek@auburn.edu.

 

Student Organizations COVID Guidelines

COVID-19 will affect Student Organizations greatly over the next several months. Guidelines have been created to assist student organizations leaders in successfully leading their organization. All student organizations are expected to conduct their organization business in accordance with these guidelines. To access the guidelines, click here.


Effective September 28, 2020

REVISED EVENT GUIDELINES: SORORITIES, FRATERNITIES AND GREEK COUNCILS

Effective Monday, September 28, 2020 Auburn University will be updating their guidance for activity on and around campus.  These updated guidelines for events will allow events up to 100 attendees, or 50% of the indoor capacity for the event space, accounting for physical distancing.  All events must be registered through the appropriate channels (i.e. AUinvolve or the Campus Event Planning System.

All events are subject to review by Greek Life, Student Affairs, and Auburn University.  The guidelines are subject to change, per adjustments in university, state and CDC recommendations.  Submission of an event does not guarantee an event’s approval.

In addition to these guidelines, all events will be reviewed with the following considerations:

  1. The current health risks within the community.
  2. The current health risks at the location where the event is being held.
  3. The current and past health risks within the registering organization.

*Reviewers reserve the right to cancel or modify an events approval based upon health risks up and until the start of an event.**

Event Guidelines

 General Events

  • Registration for all general should be done through AUinvolve.
  • General events may host up-to 100 attendees, or ½ of the indoor capacity of the event space, whichever is smaller and provides the most opportunity for physical distancing
  • Members testing positive are required to self-isolate per Medical Clinic, Auburn University, and CDC guidelines and are not permitted to attend in-person organization events.
  • Masks required for all in-person gatherings and activities (regardless of location).
  • Events must be submitted and reviewed through AUinvolve and CEPS (per guidelines below) must specify how physical distancing, and sanitation protocols will be utilized.
  • Require use of AUinvolve mobile check-in for day of event, using AUinvolve’s RSVP feature to collect attendee information should contact tracing be needed for a positive outbreak of an attendee.
  • Require confirmation of “Green Pass” on GuideSafe HealthCheck survey (available in AU Access) before admission to event.
  • Event space capacity must be large enough to allow for attendees to maintain 6ft physical distance at all times
  • Food distribution should be done either as “Grab-and-Go” or served by a licensed food vendor utilizing physical distancing service processes
    • Effective September 28, organizations may utilize service-buffets (not self-service) at events through Tiger Catering
  • Prohibit non-Auburn affiliated attendees, except for parents, advisors, or headquarters staff, and require that any outside attendees provide name and contact information in advance of event and sign-in/out during event.
  • Transportation to and from events should be in compliance with AU Risk Management Interim Domestic Travel Guidelines. All travel requests will be evaluated on case-by-case basis and MUST be pre-approved by Greek Life.
  • Events at third-party venues must require a single closed event area and limit outside entrance and exit that ensures event attendees are separated from other patrons.
  • Require access to hand sanitizer and cleaning supplies throughout events

 Social Events

  • Follow criteria noted in this document and the Student Organization Social Event Policy unless noted here.
  • Maximum attendance = 100 people (100 members OR 50 members + 50 guests), regardless of location.
  • Encourage use of outdoor locations.
  • For indoor locations, attendance is limited to 100 people or 50% of indoor capacity, whichever is less and best allows for physical distancing
  • Events with alcohol must use closed containers provided by a licensed vendor (No BYOB)
  • Events at third-party venues must require a single, closed event area and limited outside entrance to ensure that attendee guests.

Registration Criteria

Greek chapter/council events to be registered in AUinvolve:

  • Any regular or reoccurring event hosted by the organization either in-person or virtually.
  • Any on-campus event with fewer than 100 people or any off-campus event regardless of size. (Note – must follow event criteria in General Events/Social Events sections below)
    • Any outdoor event not meeting criteria outlined in the Campus Events Policy, with 100 or fewer people hosted in shifts on the same day or multiple days
    • Any indoor event not meeting criteria outlined in the Campus Events Policy, with 100 or fewer people hosted in shifts over multiple days or multiple venues on the same day

Greek chapter/council events to be registered in Campus Event Planning System (CEPS):

(30 days in advance of proposed Event date is highly recommended)

  • Any on- or off-campus event with more than 100 people.
    • For mission-critical events that include 100-250 people, the chapter must request approval by submitting theCEPS Event Approval-COVID19 form to greek@auburn.edu.  This form will then be routed to the AVP, VPSA, and Executive Vice President for review.  If approved, the signed form will be returned, and the submitter is to upload this document when completed the event request through the Campus Event Planning System (CEPS).
    • Social events with alcohol are no mission critical as described above.
  • Any indoor on- or offcampus event with 100 or fewer people using one room for event on same day, even if hosting in shifts
  • Any on-campus event that:
  • Requires issuance of a permit by the University of governmental authority (e.g. permit under the Policy on Tent Usage, alcohol permit, etc.)
    • Attendees, participants, and/or invitees include individuals who are not university students, faculty, or staff
    • Involves one or more outside vendors, contractors or exhibitors (e.g. caterers)
    • Involves minors (non-AU student under 19, as participants or attendees in any capacity)
    • Involves group physical or other high-risk activities (e.g. Run/Walk events and interactive games)

 **NOTE: All information in current Campus Events Policy applies except attendance maximum is now 100. Events at fraternity houses do not have to apply via CEPS but need to be submitted via AU Involve, per Greek Life and Student Organization Social Event Policy.**

 

 

 

Meetings

Group:

Through Auburn University, all students have access to a pro-level Zoom account, which does not have time limits for meetings and allows up to 300 people to be on a single call. To access, click “log in with SSO” on the Zoom website, and type in “Auburn” for the website then you will be redirected to log in with your auburn credentials or sign in through https://auburn.zoom.us.

One On One:

Facetime, Android Video Calling, Skype, Google Hangout are all great for one-on-one video calls.

Member Management

  • Consider how to adapt the ways your members connect to the current circumstances. For instance, you could hold Zoom calls, use an app like Marco Polo so chapter members can stay up to date with each other, or watch Netflix together with the Chrome extension Netflix Party.
  • If you have a brotherhood/sisterhood/retention chair or committee, you can utilize them to check in on groups of members in the coming weeks. Consider hosting small virtual get-togethers. Split the chapter into smaller groups or even by new member class/line. Assign an executive board member to each of the groups and have them host/create programs for each of those groups based on what people are most interested in doing.
  • If you are reminiscing on your study time at the library, consider hosting virtual study sessions or have a standing open Zoom room specifically catered to study sessions. This will give you that great feeling of being in the library and encourage you to look at your books more than your timeline.
  • If your chapter had new members this semester, think about how you can intentionally reach out to them during this time. Excitement is often high after initiation, and you don’t want them to feel lost. Get them engaged with some virtual committees early on. See if there are any of them that want to continue to lead engagement for their new member class throughout this virtual period. Encourage them to utilize some of the same resources the chapter leadership is using to maintain chapter engagement.
  • Pair each member of the chapter together with someone they did not have a great opportunity to connect with throughout the year. Encourage them to connect at least once within the week either via phone or a video call. Check out this Randomizer to make your life a little easier when randomizing parings or small groups. Rotate groups around every few weeks or so. This would be especially great for newer members the chapter may not know as well yet.

EVENT GUIDELINES (through Oct. 10, 2020)

EVENT GUIDELINES: SORORITIES, FRATERNITIES AND GREEK COUNCILS (through Oct. 10, 2020)

Communication Software

  • Work with your advisor(s), headquarters or regional team, and/or council advisor, when appropriate, to ensure that official updates and communication are vetted and appropriate. Advisors are included on all communication and are great resources to help you manage the chapter and any questions that may be posed to you.
  • Consider free software that can help manage segmented communication. For example, Mailchimp can help you create specific communication to various groups (parents/families, chapter members, executive board members, advisors, etc.). Their free version allows you to create email templates and see who has opened your email and even clicked on the links you are providing.
  • If you want to create graphically stimulating content, Canva.com or even Gimp.org feature free graphic design software with templates to create your next masterpiece to share through social media.
  • Through Auburn University, all students have access to a Zoom account, which does not have time limits for meetings and allows up to 300 people to be on a single call. To access, click “log in with SSO” on the Zoom website, and type in “Auburn” for the website then you will be redirected to log in with your auburn credentials or sign in through https://auburn.zoom.us.

Communication Practices

  • Use preexisting forms of chapter communication (GroupMe, Facebook, email, Omega One, etc.) whenever possible to make the communication as seamless as possible.
  • It’s okay to say that you don’t know an answer or that the update does not address any concern – this is better than communicating information that you then have to rescind.

Chapter Management

  • Keep up to date with your national organization’s expectations of the chapter. These may be shifting rapidly, but be sure to keep your chapter in good standing.
  • Consider hosting virtual chapter meetings throughout this time to have the chapter connect with each other. Remember all of us joined our chapters for human connection. It is even more important in this time to continue to encourage positive connection through strong chapter meetings/programming.
  • Update all chapter websites and social media platforms to reflect the current chapter life. Incoming students, prospective students, and family members are looking at your websites and social media platforms to understand whether or not they are interested in joining your organization. Most websites are outdated and present very little information to the prospective member. Consider giving visitors to your website a better idea of what your organization values.
  • Should the chapter need to conduct a vote for business, consider compiling the information to be voted on and send to all voting members prior to the vote being conducted. Give members ample time to review the information you are sending over, preferably longer than 48 – 72 hours. Your chapter constitution & bylaws might already have a “reading” or “reviewing” period before votes or constitutional amendments can take place. Make sure to review those and stick to those even throughout this virtual period. You should ratify these votes at your next in-person chapter meeting in the fall.
  • Recruitment/Intake are currently scheduled to occur in-person. Chapters should continue to hold their planning meetings to prepare for new members in fall of 2020. Use this time to clean up your processes and hone in on the skills necessary for your chapter to have a successful recruitment period. Consider using Zoom to host recruitment training programs with your chapter.

Chapter Officers

  • The chapter’s executive board should continue to meet regularly via Zoom or other video conferencing software. Chapters are encouraged to establish a set time that works around every officer’s schedule and make sure everyone attends from week to week. Utilize other communication platforms in between video meetings.
  • Chapters should continue to engage chapter advisors in day to day chapter operations. Include advisors in the Zoom meetings with the rest of the executive board.
  • Chapter presidents are encouraged to meet with each executive board officer to discuss plan for completing position duties virtually for this semester while planning for upcoming semesters.
  • If any chapter officers will transition during spring 2020, consider modifying transition documents or creating transition documents for future officers. Contemplate hosting several virtual transition meetings themed to several aspects of chapter management (i.e. finances, marketing & communication, member engagement, etc.).

Planning

  • Think about what are things you always wish you had time to do, but never have the time to do so during the semester. Organizing think tanks, working on transition documents, brainstorming bylaws revisions, and cleaning up chapter files are all things that can now be more feasible.
  • This is a great time for you to research whether your (inter)national organization has an awards process and consider applying for one or all of the awards. Even if you choose not to submit an application for an award, your chapter can learn a lot from reviewing what is considered a great chapter by the standard of your (inter)national organization.
  • Your council advisors continue to be available to assist with chapter needs and goals. They will be reaching out to schedule bi-weekly chapter support calls. In the meantime, please reach out to them to schedule a Zoom call or feel free to contact them.
  • While major operations – like events and programs – have ceased, you can use this time for planning with your executive board or officer team for the fall semester. Start to lay the foundation for how you will engage the chapter within the first month of in-person instruction. You may have new members then and they may have all experienced this virtual period in various ways. Think about how to engage all these various constituents when you are all back in person.
  • Work with your executive board and chapter advisor to sketch out a return plan and priority list when operations resume. Construct your plan to be a day by day format with specific tasks and deadlines rather than specific calendar dates to allow for flexibility while accomplishing the tasks.

Resources

  • The health and wellness of the Auburn community is the Health Promotion and Wellness office’s first priority. Services are available for acute care and via telehealth. Visit http://wp.auburn.edu/healthandwellness/ for more information about services being offered.
  • The Auburn Counseling & Psychological Services will continue to offer services virtually during this time via Zoom, as well as, around the clock crisis, telephone support via 334-844-5123.
  • Headspace is a great app that is offering some fantastic resources involving mindfulness and meditation throughout this period of COVID-19.
  • Maintain, to the best of your ability, a schedule during the day. Tune into online classes at a table, desk, or outside instead of your bed or a couch to help with concentration and information retention.
  • The Campus Food Pantry remains committed to supplementing students’ nutritional needs and preserving food access. To ensure the Pantry can serve as many students as safely as possible, students can fill out this form, and the Pantry will be handing out bags on Thursdays on the concourse. Students can review relevant policies and sign up for an appointment slot by visiting the Auburn Cares website.
  • Campus Recreation wants you to find what moves you wherever you are. Staying physically active, practicing mindfulness or meditation, and spending time outdoors in nature are proven ways to stay healthy and happy. Visit the Rec Website or follow @auburncampusrec on social media for updates.
  • Down Dog is an app that provides yoga workouts at all levels. Down Dog is offering free access to workouts for students and teachers through July 1st when you sign up with your .edu email address.

Resources

  • Students may be feeling anxious, nervous, scared, lost, etc. It is the job of the advisor to be the steadying force for the chapters. This is a chance for all advisors to step in and be that calming force and to support the executive board teams to maintain a “sense of normal” as best advisors can for the students. The advisors should be reaching out to the executive boards to regularly check in and see how they can be helpful.
  • Ensure that you have signed up to receive AU Alerts at http://www.auburn.edu/administration/campus-safety/aualert/. This website provides the most up to date information on Auburn, and the Auburn University Homepage has the most up to date information as it relates to CODIV-19.
  • Your council advisors continue to be available to assist with chapter needs and goals. They will be reaching out to schedule bi-weekly chapter support calls. In the meantime, please reach out to them to schedule a Zoom call or feel free to contact them during their open office hours.

Meetings

One On One:

Facetime, Android Video Calling, Skype, Google Hangout are all great for one-on-one video calls.

Group:

Through Auburn University, all students have access to a pro-level Zoom account, which does not have time limits for meetings and allows up to 300 people to be on a single call. To access, click “log in with SSO” on the Zoom website, and type in “Auburn” for the website then you will be redirected to log in with your auburn credentials or sign in through https://auburn.zoom.us.

Event and Operations Guidelines

EVENT GUIDELINES: SORORITIES, FRATERNITIES AND GREEK COUNCILS (through Oct. 10, 2020)

All events are subject to review by Greek Life, Student Affairs, and Auburn University.  The guidelines are subject to change, per adjustments in university, state and CDC recommendations.  Submission of an event does not guarantee an event’s approval.

 

In addition to these guidelines, all events will be reviewed with the following considerations:

  1. The current health risks within the community.
  2. The current health risks at the location where the event is being held.
  3. The current and past health risks within the registering organization.

*Reviewers reserve the right to cancel or modify an events approval based upon health risks up and until the start of an event.**

 

 

Event Guidelines

 

General Events

  • Prefer use of virtual options for meetings, events where possible. Registration for these should be done through AUinvolve.
  • Members testing positive are required to self-isolate per Medical Clinic, Auburn University, and CDC guidelines and are not permitted to attend in-person organization events.
  • Masks required for all in-person gatherings and activities (regardless of location).
  • Events must be submitted and reviewed through AUinvolve and CEPS (per guidelines below) must specify how physical distancing, and sanitation protocols will be utilized.
  • Require use of AUinvolve mobile check-in for day of event, using AUinvolve’s RSVP feature to collect attendee information should contact tracing be needed for a positive outbreak of an attendee.
  • Require confirmation of “Green Pass” on GuideSafe HealthCheck survey (available in AU Access) before admission to event.
  • Event space capacity must be large enough to allow for attendees to maintain 6ft physical distance at all times
  • Limit any in-person event length to two (2) hours or less.
  • Food distribution should be done either as “Grab-and-Go” or served by a licensed food vendor utilizing physical distancing service processes
  • Prohibit non-Auburn affiliated attendees, except for parents, advisors, or headquarters staff, and require that any outside attendees provide name and contact information in advance of event and sign-in/out during event.
  • Transportation to and from events should be in compliance with AU Risk Management Interim Domestic Travel Guidelines. All travel requests will be evaluated on case-by-case basis and MUST be pre-approved by Greek Life.
  • Events at third-party venues must require a single closed event area and limit outside entrance and exit that ensures event attendees are separated from other patrons.
  • Require access to hand sanitizer and cleaning supplies throughout events

 

Social Events

  • Follow criteria noted in this document and the Student Organization Social Event Policy unless noted here.
  • Maximum attendance = 50 people (50 members or 25 members and 25 guests), regardless of location.
  • Encourage use of outdoor locations.
  • Events with alcohol must use closed containers provided by a licensed vendor (No BYOB)
  • Events at third-party venues must require a single closed event area and limited outside entrance to ensure that attendee guests.

 

Registration Criteria

 

Greek chapter/council events to be registered in AUinvolve:

  • Any regular or reoccurring event hosted by the organization either in-person or virtually.
  • Any on-campus event with fewer than 50 people or any off-campus event regardless of size. (Note – must follow event criteria in General Events/Social Events sections below)
    • Any outdoor event not meeting criteria outlined in the Campus Events Policy, with 50 or fewer people hosted in shifts on the same day or multiple days
    • Any indoor event not meeting criteria outlined in the Campus Events Policy, with 50 or fewer people hosted in shifts over multiple days or multiple venues on the same day

 

Greek chapter/council events to be registered in Campus Event Planning System (CEPS):

(30 days in advance of proposed Event date is highly recommended)

  • Any on- or off-campus event with more than 50 people.
    • For mission-critical events that include 51-250 people, the chapter must request approval by submitting theCEPS Event Approval-COVID19 form to greek@auburn.edu.  This form will then be routed to the AVP, VPSA, and Executive Vice President for review.  If approved, the signed form will be returned, and the submitter is to upload this document when completed the event request through the Campus Event Planning System (CEPS).
  • Any indoor on- or offcampus event with 50 or fewer people using one room for event on same day, even if hosting in shifts
  • Any on-campus event that:
  • Requires issuance of a permit by the University of governmental authority (e.g. permit under the Policy on Tent Usage, alcohol permit, etc.)
    • Attendees, participants, and/or invitees include individuals who are not university students, faculty, or staff
    • Involves one or more outside vendors, contractors or exhibitors (e.g. caterers)
    • Involves minors (non-AU student under 19, as participants or attendees in any capacity)
    • Involves group physical or other high-risk activities (e.g. Run/Walk events and interactive games)

 

**NOTE: All information in current Campus Events Policy applies except attendance minimum is now 50 (vs 100). Events at fraternity houses do not have to apply via CEPS but need to be submitted via AU Involve, per Greek Life and Student Organization Social Event Policy.**

 

 

Resources

  • Clean AND disinfect frequently touched surfaces daily. This includes tables, doorknobs, light switches, counter tops, handles, desks, phones, keyboards, toilets, faucets, and sinks Use disinfectants appropriate for the surface. Options include:
    • Diluting household bleach. To make a bleach solution, mix: 5 tablespoons (1/3rd cup) bleach per gallon of water OR 4 teaspoons bleach per quart of water. Follow manufacturer’s instructions for application and proper ventilation. Check to ensure the product is not past its expiration date. Never mix household bleach with ammonia or any other cleanser. Unexpired household bleach will be effective against coronaviruses when properly diluted.
    • Alcohol solutions. Ensure solution has at least 70% alcohol.
    • Other common EPA-registered household disinfectants. Products with EPA-approved emerging viral pathogens claims are expected to be effective against COVID-19 based on data for harder to kill viruses. Follow the manufacturer’s instructions for all cleaning and disinfection products (e.g., concentration, application method and contact time, etc.).
  • Please continue to monitor http://auburn.edu/administration/housing/ for on-campus residence hall announcements.
  • Prior to returning to your off-campus apartment, please check to ensure they will be open. Many apartments will have certain requirements and expectations for you to move-out.

Auburn University is closely monitoring the developing health concerns related to Coronavirus (COVID-19).  For the most updated information you can find related to Coronavirus and Auburn University’s responses and plans, please follow this link: aub.ie/coronavirus Call 334-844-1304 or email vpsa@auburn.edu with any questions.

The Center for Disease Control (CDC) also offers information and guidance for prevention and treatment as well as precautions and resources.  You may find information from the CDC by following this link: https://www.cdc.gov/coronavirus/2019-ncov/index.html.

Last modified: September 25, 2020