Chapter Operations FAQs
Delegate tasks in Asana
Submit events in ACHIEVE
Start a recruitment plan
Access billing + invoices
Coronavirus resources + FAQs
We understand that continuing the operations of your chapter on campus at this time may seem overwhelming. We hope that these guidelines will assist in easing the stress of returning to campus.
Q: What are the big-ticket items that we need to complete for Chapter Operations?
A: Regardless if you are on-campus, at home, or a hybrid of the two, the biggest items you can focus on are below. (These are also identified as green “milestones” in your 2020-2021 Asana Project…)
Achieve Part 1 can be used as a great tool to assist your chapter in setting operational goals in our Five Areas of Development
Finances Chapters will need to be aware of upcoming billing dates. You can review this information in your Asana Project as well.
Health + Safety Modules Even though social distancing affects our ability to be together, these modules still need to be completed this Fall.
Submitting Membership Rosters - This is total number of active collegiate members vs. those who have graduated or were removed from membership, not a report of who is on campus vs. who is at home
Reporting New Members - If you are bringing new members into the Fraternity, you’ll still need to report them appropriately. Remember that we have online New Member Education modules.
Q: What are the expectations for a chapter or colony operating on a campus that has resumed in-person classes, but has restrictions in place from local/state governments or its institution?
A: First chapters and colonies should always follow CDC, local, state and institutional guidance.
When restrictions on gathering size are in place operations should be adapted to reflect this temporary reality.
Consider meeting and conduct any necessary business through a virtual voting method.
Reserve multiple rooms/spaces or meet at multiple members’ residences for a chapter/colony meeting. Assign members a meeting room and utilize a virtual platform. Have one representative from the Executive Board at each location to count/collect notes if necessary.
Hold meetings through a virtual platform
Occasionally consider holding a paper meeting and conduct any necessary business through a virtual voting method.
Q: What else should chapter leaders consider?
A: Chapter leaders should be even more cognizant about the length of chapter meetings held virtually.
Attention spans are shorter in a virtual environment. Presidents and directors of standards are encouraged to refresh knowledge of Roberts Rules of Order.
Having a functioning board and committees maybe even more critical at this time to ensure the business of the Fraternity is continuing. These also provide additional opportunities to engage members.
Consistent communication with your Performance Coach is even more important.
Think about using your 2020-2021 Asana Project for communication and updates to all members.
Additional Operational Resources
Our Operational Tools
ASANA
Phi Kap utilizes Asana as its main mode of communication with collegiate members and support agents. In your chapter’s Asana team, you’ll find individual projects for each academic semester. These projects contain virtually every administrative task that your chapter needs to complete throughout the term, and these tasks are organized by subject: Operations, Recruitment, Finances, etc. as well as by deadline.
Click here to log into your chapter’s Asana team!
Having troubles? Contact your Performance Coach or our Director of Chapter Services.
Health + Safety
Each year, Phi Kap expects each of its chapters to complete four basic, online training modules. These online modules cover important risk management topics and are built to ensure that brothers understand policies and guidelines in accordance with our Fraternity’s Insurance Policy.
Membership + Reporting
On this portal you’ll be able to:
Submit Chapter Officer Rosters (and appropriate forms)
Submit Chapter Membership Rosters
Report new Associate Members
Report initiations of new collegiate brothers
Report initiations for new alumni members
Update a member’s status (to expelled, suspended, voluntary withdrawal)
Submit Foundation grant requests