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Fraternity & Sorority Life

Virtual Chapter Resources

The Office of Fraternity and Sorority Life has created and compiled resources to help you navigate the era of virtual chapter management and membership engagement. We hope the resources below will help you maintain a strong sense of belonging, connection, and passion as you navigate a virtual fraternity and sorority experience. As the crisis evolves, we will continue to update this page with additional updates, information, and resources. 

Updated as of 4/14/2020. Adapted from FSU OFSL Resources for Virtual Chapter Management

Meetings
  •  1:1 meetings
    • Facetime, Skype, Android Video Calling, & Google Hangouts are great platforms for video interaction in a small group or individual setting
  • Group Meetings
    • WebEx is a video conferencing tool (that you will log in using your Rollins credentials) that allows you to schedule a video call, share your computer screen, and chat.
Member Engagement

New Member Engagement

  • If your chapter had new members this semester, think about how you can intentionally reach out to them during this time. Encourage them to utilize some of the same resources the chapter leadership is using to maintain chapter engagement.
  • Many groups around the country have moved their big/little reveal to virtual platforms such as TikTok. Check out what this group did!
Utilizing Your Leadership Positions
  •  Having a tough time transitioning to online classes? Utilize your academic/scholarship chair and host virtual workshops or study sessions on WebEx. The Studytable app also allows you to connect with others outside your chapter with similar topics.
  • 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.
  • Check-in with your brothers/sisters to make sure they have the resources they need in this time.
    If they are having any issues with access to reliable internet, safe housing, experiencing food insecurity, or need to self-quarantine, you can fill out the Student of Concern Reporting Form or email care@rollins.edu and a staff member of Student & Family Care will reach out.

Practices
  • Work with your advisor(s), headquarters or regional team, council advisor, and/or chapter coach 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.
  • 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 concerns - this is better than communicating information that you then must rescind.
Software
  • The Band application is free and allows for group communication with features like the
    Community Board, Shared Calendar, Polls, To-Do Lists, Private and Video Chat & much more!
  • 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.
  • 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.

Chapter Officers
  • The chapter's executive board should continue to meet regularly via WebEx 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 WebEx meetings with the rest of the executive board.
  • The Greek Awards applications are available now; nominate your chapter/members today!
  • Chapter presidents are encouraged to meet with each executive board officer to discuss plans 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.).
Chapter Management
• 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 connections through strong chapter meetings/programming.
• 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. Your organization may ask that you ratify these votes at your next in-person chapter meeting in the fall.
• Update all chapter websites and social media platforms to reflect the current chapter's life. Incoming students, prospective students, and family members are looking at your websites and social media platforms to see if 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 or social media platform a better idea of what your organization values.
Planning Ahead
• 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.
• 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.
• 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.

• 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.
• Stay up-to-date with Rollins College Emergency Management
• Students also have access to the Well Track app, which is an online interactive self-help therapy tool that provides many resources for stress management.
• The Headspace app is offering some meditations anyone can listen to anytime.
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.
• The Wellness Center also have a number of helpful resources available via their website or social
media @rollinswellness

• 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.
Access the Rollins FSL Advisors page
• Assist the chapter executive board in completing the Greek Awards applications.

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Fraternity & Sorority Life
Rollins College
International House
1000 Holt Avenue - 2793
Winter Park, Florida  32789
T -407.691.1050
OFSL@rollins.edu