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MINERVA’S SHIELD

TH E H EALTH & SA F E T Y PO L IC IE S O F S IGM A ALPHA EPS ILO N REVISED 2026

Copyright © 2025 Sigma Alpha Epsilon Fraternity, Inc. The information contained in this publication is for general guidance on matters of interest only. The application and impact of laws can vary widely based on the specific facts involved. Given the changing nature of laws, rules and regulations, and the inherent hazards of publishing, there may be delays, omissions or inaccuracies in information contained in this publication. Accordingly, the information on this document is provided with the understanding that the authors and publishers are not herein engaged in rendering legal or other professional advice and services. As such, it should not be used as a substitute for consultation with professional legal or other competent advisers.

TABLE OF CONTENTS

INTRODUCTION

Congratulations on Joining a Chapter Collegiate Your Chapter Collegiate Membership Agreement

YOUR GUIDE TO REDUCING YOUR RISK & INCIDENT REPORTING Hazing Alcohol Drugs, Controlled Substances & Firearms Sexual Assault & Misconduct Designated-Driver Programs Roofs Indemnification Property Management & Loss Prevention Health & Safety Fine Structure

EVENT PLANNING

6 9

11 12 14 15 18 18 19 19 20

Defining a Chapter Event Event Types Event Policies

22 22 24

CRISIS MANAGEMENT

Crisis-Management Guidelines Responsibilities of Members Crisis-Management Protocol Protocol for Serious Injury or Death of a Member or Guest Amnesty Policy

27 28 29 31 32

OUR FINAL ADVICE TO AVOID YOUR RISK

APPENDIX: CHAPTER COLLEGIATE MEMBERSHIP AGREEMENT

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INTRODUCTION This educational manual is intended for Chapters Collegiate and their members and is published by the Fraternity Service Center as part of its educational services to the Sigma Alpha Epsilon Fraternity, a Fraternal Association, and its Fraternal Entities. If you made a list of policies and guidelines that you follow on any given day, you’d quickly realize that most are put in place to keep you safe. To live and function well, undergraduate Chapters Collegiate and their members need policies and guidelines too. Some are common sense; others are mandated by the law or the terms of insurance coverage. For this reason, all Chapters Collegiate and their members are respectfully requested to follow all these policies and guidelines for the health and safety of all Chapters Collegiate and their members. To qualify for coverage under SAE’s insurance program, Chapters Collegiate and their members must follow the policies and guidelines that are contained in this manual. If you don’t, you may void your ability to seek insurance coverage for any event or occurrence. Of course, anything illegal, like hazing or sexual assault, is not covered by insurance. Your personal insurance is always primary and stands ahead of any other layer of insurance. No Chapter Collegiate or Fraternal Entity can contract or act in the name of Sigma Alpha Epsilon Fraternity, Inc. All Fraternal Entities can only act and contract in their own name. For more information, see section one of the Fraternity Laws. You should also be aware that the Chapter Collegiate membership agreement is a requirement of any individual joining a Chapter Collegiate. The agreement requires that you defend and indemnify (pay back) the Fraternity Service Center, the Fraternal Association, and all Fraternal Entities for any expense incurred if your conduct does not comply with the agreement. The Fraternity Service Center has attempted to write this handbook in plain English and avoid “legalese.” That’s harder in some instances than others. For ease of reading, we often use “you” and “your chapter” interchangeably. Understand that these rules apply to “you” as an individual member of a Chapter Collegiate and “your chapter” to mean the Chapter Collegiate you joined.

SIGMA ALPHA EPSILON

WITH WHOM HONOR IS

SACRED

CONGRATULATIONS ON JOINING A CHAPTER COLLEGIATE OF THE SIGMA ALPHA EPSILON FRATERNITY, A FRATERNAL ASSOCIATION. Congratulations! You have been offered membership in a Chapter Collegiate which is a Fraternal Entity within a Fraternal Association containing over 220 Chapters Collegiate at host academic institutions throughout the nation. As a requirement of accepting membership in the Chapter Collegiate you are joining, you are required to execute a Chapter Collegiate Membership Agreement. Joining a Greek Fraternal Association comes with a completely new set of vocabulary words since our organizational structure and governance date back to 1856. So just a few initial key concepts to understand.

ORGANIZATIONAL GOVERNANCE & LEGAL STRUCTURES SIGMA ALPHA EPSILON FRATERNITY, INC. A/K/A FRATERNITY SERVICE CENTER

THE SIGMA ALPHA EPSILON FRATERNITY, A FRATERNAL ASSOCIATION A/K/A THE “FRATERNITY”

BOARD OF DIRECTORS

Biennial Fraternity Association Convention Supreme Authority of the Fraternal Association

CEO

Voting Members: Past full-term ESAs, Fraternity Officers, one delegate from each Province Council, Chapter Collegiate, and Alumni Association.

CEO serves as the Fraternity’s custodian of records, editorial supervisor of the Fraternity’s publications, financial custodian, general administrator, supervises the administration of the general business of the Fraternity, is responsible for any duties prescribed by the Fraternity Laws, CEO of Fraternity Service Center, governance of Association Volunteers, responsible for hosting and organizing John O. Moseley Leadership School, DeVotie Ritual Institute and Fraternity Convention. Fraternity Service Center provides direct administrative services and general resources, education and guidance to Fraternal Entities and their members in exchange for fees. Legal Custodian of all Property, IP, Assets, etc.

INDEPENDENT, DISTINCT, AND SEPARATE LEGAL ENTITIES

Vote for: Fraternity Officers and Amendments to Fraternity Laws. The Supreme Council represents the Fraternal Association between Conventions.

FRATERNAL ENTITIES GOVERNED BY FRATERNITY LAWS STUDENT ORG. CHAPTER COLLEGIATE, INC. EACH AN INDEPENDENT, DISTINCT SEPARATE LEGAL ENTITY

CHAPTER ALUMNUS

ALUMNI ASSOC.

CHAPTER QUIESCENT

ALUMNI VOLUNTEERS

CHAPTER ETERNAL

UNDERGRAD STUDENT

The Sigma Alpha Epsilon Fraternity is a Fraternal Association primarily comprised of undergraduate Chapters Collegiate and post-graduate Alumni Associations (individually “Fraternal Entity,” collectively “Fraternal Entities”). The Fraternal Association has no individual members and is not a custodial or parental association. The Fraternal Association has no legal duty to a Chapter Collegiate or its members nor does it exercise any day-today control or supervision over the Chapter Collegiate or its members. Each Chapter Collegiate is an independent, distinct and separate legal entity existing within the Fraternal Association. All Chapters Collegiate operate independently from each

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other. Chapters Collegiate do not exercise any day-to-day control or supervision over other Chapters Collegiate. The Chapter Collegiate you are joining has complete control over, and is solely responsible for its own day-to-day governance, actions, events, operations and activities in conformity with the Fraternity Laws. You are only joining the Chapter Collegiate which extended you a membership invitation and you are exclusively a member of that Chapter Collegiate. At no time do you ever become a member of the Fraternal Association which is exclusively made up of Fraternal Entities and has no individual members. The Sigma Alpha Epsilon Fraternity, Inc. is an Illinois nonprofit corporation (“Fraternity Service Center”) that provides general educational and administrative services to the Fraternal Association and its Fraternal Entities as set forth in the Fraternity Laws. While the names are similar the Sigma Alpha Epsilon Fraternity, i.e. the Fraternal Association, is separate from and not to be confused with the Sigma Alpha Epsilon Fraternity, Inc., i.e. the Fraternity Service Center. The Fraternity Service Center is a legal entity independent, distinct and separate from the Fraternal Association and all of the Fraternal Entities comprising the Fraternal Association including the Chapter Collegiate. The Fraternity Service Center has no legal duty to the Chapter Collegiate or its members and neither the Fraternity Service Center, the Fraternal Association nor other Fraternal Entities contemporaneously monitor or control the day-to-day governance, actions, events, operations and activities of any Chapter Collegiate and its members. At no time do you ever become a member of the Fraternity Service Center which is not part of the Fraternal Association, is not a Fraternal Entity, does not possess or control any Fraternal Entities or their members and has no individual members. Your Chapter Collegiate experience begins the minute you are extended an invitation to join your particular Chapter Collegiate. There are a lot of Chapter Collegiate events and activities unique to your Chapter Collegiate which you may choose to participate in. All matters involving day-to-day security, safety and risk management including event security, alcohol management, hazing prevention, premises liability, member events, athletic events, social events, member relations, guest relations, etc., are under the sole and exclusive control of the Chapter Collegiate you are joining and not the Fraternity Service Center, the Fraternal Association nor any other Fraternal Entity. Each Chapter Collegiate, its members and guests are in the best position to assess the risk inherent in any action, event, operation or activity and thus are in the best position to mitigate, avoid or accept any such risk. Neither the Fraternity Service Center, the Fraternal Association nor other Fraternal Entities owe any legal duty of care to the Chapter Collegiate, its members and guests for any Chapter Collegiate related action, event, operation or activity. At all times you are legally responsible for your day-to-day actions, conduct, behavior and activities. You agree you shall not engage in any conduct or activities which are inconsistent with or would otherwise violate the Fraternity Laws, the Recommended Educational Resources and Materials, any applicable county, city, state or federal laws as well as any rules and regulations of your Chapter Collegiate’s host university or college. Finally, you have no doubt heard stories of fraternity hazing. Be advised that the Fraternity Laws prohibit any actions, events, operations and activities by a Chapter Collegiate and its members which constitutes or could be construed as hazing. If you encounter any act of hazing you shall promptly report any instances of hazing first to local law enforcement then

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to your host institution only after which the Fraternity Service Center shall be notified. You understand that the Chapter Collegiate and its members are solely responsible for the monitoring, education and prevention of hazing within the Chapter Collegiate. The Fraternity Service Center, the Fraternal Association and any other Fraternal Entity do not have any day-to-day control nor any contemporaneous monitoring of the Chapter Collegiate and its members and thus the Fraternity Service Center, the Fraternal Association and any other Fraternal Entity have no duty or legal obligation to prevent any Chapter Collegiate-related hazing actions, events, operations and activities. It is critically important for you to understand that you are never to permit yourself to be subject to any act which you consider to be hazing, with which you are personally uncomfortable or with which you believe jeopardizes your physical safety or mental well-being. If you have ANY doubt about participating in ANY Chapter Collegiate related actions, events, operations and activities YOU ARE INSTRUCTED TO LEAVE IMMEDIATELY.

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YOUR CHAPTER COLLEGIATE MEMBERSHIP AGREEMENT Your Chapter Collegiate expects you and all of its Chapter Collegiate members to comply with these health-and-safety policies and guidelines and crisis-management procedures. You also have other obligations you took as an oath in a ceremony as a new member of your Chapter Collegiate in addition to those found within your Chapter Collegiate Membership Agreement. The Chapter Collegiate Membership Agreement contains your legal obligations to your Chapter Collegiate and all intended third-party beneficiaries. Your Chapter Collegiate Membership agreement is to be electronically signed upon your entering the SAE Portal. It is a condition of your Chapter Collegiate membership and your Chapter Collegiate Membership Agreement is a legal document which needs to be read carefully and understood before you electronically sign it. New Chapter Collegiate Members are required to read and agree to the Chapter Collegiate Membership Agreement online at portal.sae.net when claiming a membersonly account upon acceptance into Sigma Alpha Epsilon. Returning Chapter Collegiate Members are required each fall to sign the most recent version of the Chapter Collegiate Membership Agreement.

A copy of the most recent version of the Chapter Collegiate Membership Agreement is found at the back of this publication for easy access and reference.

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YOUR GUIDE TO REDUCING YOUR RISK Over the many decades since SAE’s founding, we’ve learned that a little precaution is far more desirable than lots of remediation after a crisis. While the Fraternity Service Center acts as an informational and educational resource for Chapters Collegiate and their members, the Fraternity Service Center does not control or supervise the daily activities of Chapters Collegiate and their members. As adults, your Chapter Collegiate expects you to follow all health-and-safety policies, as well as the Fraternity Laws as a material condition of your continued Chapter Collegiate membership. If you elect to ignore these, you risk chapter and/or individual disciplinary action and loss of any general liability insurance coverage that may be available to you under any available insurance program. If you have any questions about any guideline or need clarification, never hesitate to contact the Fraternity Service Center. Staff contact information can be found on our website at www.sae.net/about/leadership. NOTE: If your university has a stricter policy than those set forth in the manual, you must always follow the stricter policy. If there is a direct conflict between a university and any policy or guideline in this manual, please contact the Fraternity Service Center. As a general rule, Sigma Alpha Epsilon endorses adherence to the strictest policy or guideline available.

INCIDENT REPORTING Any time there is an incident or someone is injured, both you and your chapter must promptly report the incident to the appropriate local authorities and your host institution. Once the incident has been reported then complete an incident report within 24 hours and submit the same to the Fraternity Service Center for processing. This is for your protection and helps preserve potential insurance coverage for the incident in the event of a claim or lawsuit. If you’re unsure if you should complete an incident report, you probably should, but feel free to contact the Fraternity Service Center to double-check. Common examples of times you should complete an incident report include: bodily injury to a member or guest, citation by your host institution or law enforcement, and property damage. To complete an incident report form, visit https://sae.guardianconduct.com/incidentreporting.

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HAZING Hazing is illegal, morally wrong, conduct unbecoming of a True Gentleman, and contradicts the founding precepts, principles and mission of the organization, the Fraternity Laws, all local and state laws, the rules and regulations of your host institution as well as your Chapter Collegiate Membership Agreement. Hazing in any form is forbidden and your Chapter Collegiate is to be free of hazing at all times. If you have to ask if an activity is hazing, then it probably is. No member should ever feel he must prove his worth to be welcomed as a member of his Chapter Collegiate. Punishments for hazing can range from member expulsion to the closure of the Chapter Collegiate in question. Anyone who chooses to engage in or permit acts of hazing will not be covered in any general liability insurance policy. If you know hazing is taking place, your Chapter Collegiate Membership Agreement requires you to reach out to report the act of hazing to local law enforcement, then your host institution, and only then report the act of hazing to the Fraternity Service Center. Additionally, you are encouraged to call our anonymous hazing hotline at 1-888-NOT-HAZE or through our anonymous RealResponse hotline at 1-(888)-464-1856. In doing so, the Fraternity Service Center will then refer all such anonymous reports to the proper channel within the Fraternal Association’s disciplinary process for investigation. Hazing is defined as any action or situation, with or without the consent of the participants, which recklessly, intentionally, or unintentionally endangers the mental, physical, or academic health or safety of a member or guest. Hazing activity includes, but is not limited to, examples such as: • • • •

Strenuous Physical Activity (i.e., calisthenics, required workouts) Physical Abuse (i.e., beating; paddling; branding; forced or coerced consumption of food, alcohol and/or illegal substances) Emotional Abuse (i.e., promoting humiliation and/or embarrassment; taunting; ridiculing; belittling; undermining; prejudicial or discriminatory remarks on one’s culture, cultural practices, race, ethnicity, nationality, disability, sexual orientation, etc.) Psychological Abuse (i.e., sleep deprivation, threatening remarks, mocking)

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ALCOHOL 1. THE POSSESSION, USE, AND/OR CONSUMPTION OF ALCOHOLIC BEVERAGES MUST BE IN COMPLIANCE WITH ANY AND ALL APPLICABLE FEDERAL, STATE, AND CITY LAWS AND UNIVERSITY REGULATIONS. Within every Chapter Collegiate, it is each Chapter Collegiate’s member’s responsibility to familiarize themselves with the drinking-age laws, regulations-of-sale laws, open-container laws, and other laws pertinent to the local jurisdiction, specifically social-host liability. a. a.

Chapter Collegiate Members or guests under the legal drinking age may not consume, possess, or be provided alcohol. The Chapter Collegiate cannot use funds to purchase or provide any alcohol, regardless of age.

2. “SLUSH FUNDS,” “PASSING THE HAT,” OR ANY COLLECTION OF MONEY FROM CHAPTER COLLEGIATE MEMBERS TO PAY FOR ALCOHOL, WHICH INCLUDES CASH APPLICATIONS SUCH AS CASH APP, VENMO, PAYPAL, ETC. IS PROHIBITED BECAUSE IT FALLS UNDER THE RULE AGAINST USING CHAPTER COLLEGIATE FUNDS TO BUY ALCOHOL. BAR MINIMUMS MAY NOT BE COVERED USING CHAPTER FUNDS. 3. THE SALE OF ALCOHOL DIRECTLY THROUGH THE CHAPTER COLLEGIATE TO ANY INDIVIDUAL IS PROHIBITED. THIS INCLUDES SELLING TICKETS OR CHARGING ADMISSION TO ANY SOCIAL EVENT OR ANY OTHER DIRECT OR INDIRECT MEANS OF DISTRIBUTION.

The Chapter Collegiate exposes itself and all of its members to a high level of risk if it sells alcohol, and many problems can arise. The insurance that bars carry is very expensive, even though they have hired security and have all necessary permits. Your Chapter Collegiate is not insured to sell alcohol. More importantly, your Chapter Collegiate does not have a license to sell alcohol and would be breaking state and local laws by selling alcohol. If a tragedy does occur, and if the Chapter Collegiate and/or any of its members purchased the alcohol, the Chapter Collegiate and every individual member may be held responsible in a criminal action or civil lawsuit, which can lead to jail time and/or fines. In addition, all parties responsible for purchasing the alcohol will likely not be covered under insurance.

4. ALCOHOL ABOVE 15% ABV (30 PROOF) OF ANY VARIETY IS PROHIBITED AT ANY CHAPTER COLLEGIATE EVENT OR ANY CHAPTER COLLEGIATE -RELATED FACILITY OR PROPERTY, WHICH INCLUDES EVENTS INVOLVING PARENTS OR ALUMNI.

This includes, but is not limited to, BYOB events, events using third-party vendors, events at Chapter Collegiate facilities and or satellite houses, and alumni/parent events where undergraduate members are present.

5. NO CHAPTER COLLEGIATE EVENTS THAT INCLUDE ALCOHOL SHALL OCCUR DURING THE SEVEN CALENDAR DAYS FOLLOWING THE START OF EACH ACADEMIC YEAR OR THE FIVE CALENDAR DAYS PRECEDING FINAL EXAMS, DURING FINAL EXAMS AND DURING THE ONE CALENDAR DAY AFTER FINAL EXAMS. 6. CHAPTER COLLEGIATE RECRUITMENT EVENTS MUST BE DRY. THIS INCLUDES ANY EVENT WHERE POTENTIAL RECRUITS MAY BE IN ATTENDANCE.

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7. CHAPTER COLLEGIATE MEMBER-EDUCATION ACTIVITIES MUST BE DRY. EACH CHAPTER COLLEGIATE MUST INCLUDE ALCOHOL AWARENESS IN ITS MEMBER-EDUCATION PROGRAMMING EACH SEMESTER. 8. NO ALCOHOL MAY BE SERVED OR PRESENT AT A PHILANTHROPIC OR SERVICE EVENT SPONSORED BY THE CHAPTER COLLEGIATE. NO INDIVIDUAL IN ATTENDANCE SHOULD BE UNDER THE INFLUENCE OF ALCOHOL. 9. COMMON-CONTAINER (PUNCH, KEGS, CASES OF BEER, ETC.) AND COMMONSOURCE ALCOHOL DISTRIBUTION IS PROHIBITED ON CHAPTER COLLEGIATE PROPERTY AND AT ANY CHAPTER COLLEGIATE EVENT NOT AT A THIRD-PARTY ESTABLISHMENT LICENSED AND INSURED TO PROVIDE ALCOHOL. 10. HIGH-RISK DRINKING IS NOT TO BE CONDONED AND DRINKING GAMES ARE PROHIBITED.

High-risk drinking is the act of consuming alcohol that causes increased risk to the member’s health or the safety of others. This includes but is not limited to: beer bongs/ funnels, keg stands, binge drinking, etc. Drinking games create an environment of competition and aggression, and can lead to increased alcohol consumption and potential violence. If a Chapter Collegiate member observes high-risk drinking, they should intervene and stop the behavior.

11. DO NOT SERVE ALCOHOL TO ANYONE WHO APPEARS INTOXICATED. IF SOMEONE IS OVERLY INTOXICATED, DON’T IGNORE THE SITUATION OR TRY TO CARE FOR HIM OR HER YOURSELF. UTILIZE SAE’S GOOD SAMARITAN POLICY AND SEEK MEDICAL ATTENTION. CALL 911 AND STAY WITH THE INDIVIDUAL UNTIL HELP ARRIVES. 12. NO PERSON CAN BE FORCED TO DRINK.

If someone does not want to drink, do not force him or her to do so. It is the individual’s right to refuse, and you are obligated to respect that decision. This includes, but is not limited to, any form of coercion or peer pressure.

13. WHEN ALCOHOL IS PRESENT, FOOD AND NON-ALCOHOLIC BEVERAGES SHOULD BE AVAILABLE. It is good practice to have ample food and non-alcoholic beverages available when people choose to drink alcohol. If guests do not want to drink, they will have another option readily available. Food can also help reduce the adverse effects of alcohol.

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DRUGS, CONTROLLED SUBSTANCES, & FIREARMS Illegal drugs and controlled substances should not be tolerated in association with a Chapter Collegiate in any way. These guidelines are to be followed and will help create a healthy chapter environment. If your Chapter Collegiate needs additional resources or help, contact the Fraternity Service Center.

1. WHERE STATE AND FEDERAL LAWS CONFLICT, YOU ARE BOUND BY THE STRICTER LAW. 2. THE POSSESSION, SALE AND/OR USE OF ANY ILLEGAL DRUGS DURING A CHAPTER COLLEGIATE EVENT, ON ANY CHAPTER COLLEGIATE PROPERTY OR AT AN EVENT THAT COULD BE ASSOCIATED WITH A CHAPTER COLLEGIATE IS PROHIBITED. 3. THE ABUSE OR SALE OF ANY CONTROLLED SUBSTANCE DURING A CHAPTER COLLEGIATE EVENT, ON ANY CHAPTER COLLEGIATE PROPERTY OR AT ANY EVENT THAT COULD BE ASSOCIATED WITH A CHAPTER COLLEGIATE IS PROHIBITED. 4. IF A CHAPTER COLLEGIATE MEMBER IS SUSPECTED OF SUBSTANCE ABUSE, IT IS HIGHLY RECOMMENDED THAT THE CHAPTER COLLEGIATE STRONGLY ENCOURAGE ITS MEMBER TO SEEK PROFESSIONAL ASSISTANCE AND ATTEMPT TO ADDRESS AND RESOLVE THE PROBLEM. PROFESSIONAL COUNSELING SHOULD BE USED IN THIS EFFORT, AND SUCH SERVICES ARE USUALLY AVAILABLE VIA UNIVERSITY HEALTH SERVICES. 5. EACH CHAPTER COLLEGIATE SHOULD INCLUDE DRUG AWARENESS IN ITS MEMBER-EDUCATION PROGRAM. The goal of this program is to make all Chapters Collegiate and their members aware that all forms of illegal drugs are both dangerous and prohibited and that bringing drugs into the house or chapter activities will have adverse consequences for the Chapter Collegiate and its members.

6. THE POSSESSION AND/OR USE OF FIREARMS, INCLUDING BB, PELLET, OR AIR GUNS, OR EXPLOSIVE DEVICES OF ANY KIND, IS PROHIBITED IN CHAPTER COLLEGIATE HOUSES, PROPERTY, OR AT EVENTS.

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SEXUAL ASSAULT & MISCONDUCT All sexual interactions must be consensual, and that consent needs to be arrived at without impairment and freely given. Sexual assault and misconduct affects both males and females. Consent must be continuous and affirmative. You must know and follow all laws related to consent.

CONSENT MUST BE VERBAL, UNCOERCED, AND UNAMBIGUOUS THROUGHOUT THE ENCOUNTER.

You cannot assume or infer consent simply because there was not a verbal “No” given or because of a previous encounter with the same person. Some of the examples below show that it is possible for a person to commit sexual misconduct even though it may appear that consent has been given.

INEBRIATION

Inebriation occurs when a person is under the influence of alcohol or other drugs. In most states, a person cannot legally give consent when that person is inebriated. If someone is under the influence, there is the potential that the choices and decisions that are made would not be made if that person were unimpaired. Engaging in sexual acts when drinking or being otherwise impaired presents great personal and legal risk.

2. COERCION

Coercion is the threat or act of violence to force consent. If someone is frightened of what will happen unless that person goes through with an act, and this is the reason that person agrees to the act, then consent has not been reached freely. Likewise, you cannot obtain consent through intimidation.

SEDUCTION

Seduction means you tempt, entice, persuade, or manipulate another person for a specific reason, usually one that benefits you.

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SEXUAL ASSAULT & MISCONDUCT RESPONSE PLAN Please Note: Do not attempt to handle a Title IX allegation by yourself. Make your host institution aware of the allegations and immediately seek your host institution’s assistance. Once you have reported the incident to your host institution, please contact the Fraternity Service Center staff and make them aware of the allegation to the extent you feel comfortable to do so. A Sexual Assault & Misconduct Response Plan can also be found in The SAE Portal. The Chapter Collegiate’s Eminent Archon and Health & Safety Officer should have a copy readily available. Chapters Collegiate should consider incorporating specific contact information for your campus Title IX Officer as well as any relevant university or college policies within this plan to ensure it accurately reflects your institution’s process. Remember, all Chapter Collegiate members should be familiar with the plan. The chapter should periodically review the program during both chapter and executive officer meetings each semester.

1. CONTACT AND COOPERATE WITH ALL LOCAL AUTHORITIES. CALL 911 IN THE EVENT YOU HAVE DIRECT INFORMATION REGARDING AN ALLEGATION OF SEXUAL ASSAULT AND/OR RAPE. 2. CONTACT YOUR UNIVERSITY FRATERNITY/SORORITY LIFE ADVISOR OR APPROPRIATE CAMPUS-BASED PROFESSIONAL. COOPERATE FULLY WITH THE UNIVERSITY AND THE TITLE IX OFFICE’S INVESTIGATION. 3. CONTACT THE FRATERNITY SERVICE CENTER CHAPTER SERVICES CONSULTANT STAFF MEMBER FOR YOUR CHAPTER. 4. CONTACT YOUR CHAPTER ADVISOR AND PROVINCE ARCHON. 5. SUBMIT A MEMBER INCIDENT REPORT ONLINE. 6. WORK CLOSELY WITH YOUR ALUMNI ADVISORS AND THE HOUSE CORPORATION, IF APPLICABLE. 7. IF A CHAPTER COLLEGIATE MEMBER IS ALLEGED TO BE INVOLVED, IMMEDIATELY PLACE THE MEMBER ON SUSPENSION AND IMMEDIATELY REMOVE HIM FROM ALL FUTURE CHAPTER COLLEGIATE ACTIVITIES OF ANY NATURE. IF AN OFFICIAL CLAIM IS FILED WITH THE TITLE IX OFFICE OR LOCAL AUTHORITY, CONTINUE THE SUSPENSION PENDING THE OUTCOME OF THE TITLE IX AND/OR LOCAL AUTHORITY INVESTIGATIONS. 8. BE OPEN AND HONEST DURING ALL INVESTIGATIONS.

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9. REFRAIN FROM CONTACTING AND/OR INVESTIGATING THE ALLEGED ACT OF ASSAULT AND/OR MISCONDUCT DIRECTLY, INCLUDING REFRAINING FROM CONTACTING THE ALLEGED ASSAILANT OR VICTIM. If a Chapter Collegiate member is a victim, the Chapter should serve as a resource, seeking assistance from the university or college counseling office or the Chaplain’s committee.

If a Chapter Collegiate member is the accused person, the chapter or colony should recommend he seek professional counsel in the form of an attorney – but to reiterate, the chapter or colony should refrain from investigating the alleged incident. Please Note: Do not attempt to handle a Title IX issue by yourself. Make your local law enforcement agencies and your host institution aware of the issue. Once this has occurred please contact the Fraternity Service Center staff and make them aware of the issue so they can provide you with assistance.

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DESIGNATED-DRIVER PROGRAMS Safe-driver programs hosted or operated by a Chapter Collegiate are prohibited. Although intentions are good, there are better alternatives. Rather than staff a safe-ride program, we recommend the chapter use a third party like a bus company, Uber, Lyft, or your local taxi service to perform the same function.

OFFICIAL POLICY ON SAFE-RIDE PROGRAMS

Any individual who drives or provides transportation in conjunction with Chapter Collegiate activities must obey all applicable driving laws. Vehicles must be properly maintained, not overloaded, and operated in a safe manner. Rental vehicles must be operated in accordance with rental contracts. Use of personal vehicles shall be strictly voluntary and the sole responsibility of the vehicle owner/operator.

ROOFS Chapter Collegiate members and guests on Chapter Collegiate property are prohibited from accessing, standing, sitting, climbing, walking, or otherwise occupying any roof of a chapter house, lodge, or any chapter-controlled structure unless expressly authorized for official maintenance or emergency purposes.

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INDEMNIFICATION Neither the Fraternity Service Center, the Fraternal Association nor any Fraternal Entity will defend or indemnify any host college or university institution against the institution’s negligence. Also, no chapter, advisor, volunteer or house-corporation officer has the authority to sign a college or university document that would bind the Fraternity Service Center, the Fraternal Association or any Fraternal Entity . Additionally, pursuant to the Federal Volunteer Protection Act, 42 U.S.C. §§1450-14505, college or university host institutions may not hold volunteers at any level liable for harm caused by a negligent act or omission of a volunteer who was acting within the scope of his responsibilities as a Fraternal Association or Chapter Collegiate volunteer. All proposed indemnification agreements must be reviewed and approved by the Fraternity Service Center.

PROPERTY MANAGEMENT & LOSS PREVENTION The Sigma Alpha Epsilon Fraternity, a Fraternal Association, recognizes that house corporations are independent entities incorporated in the state where the property is located. Neither the Fraternity Service Center nor the Fraternal Association own these houses or exercise any control over them. Life-safety awareness is strongly encouraged. The SAE Financial & Housing Corporation can be of significant assistance in addressing life safety as well as structural integrity of your chapter house. We recommend you visit the SAE Financial & Housing website at www.saehousing.net for further information about life safety and other support.

CHAPTER COLLEGIATE MEMBER’S PERSONAL PROPERTY

Use of personal property in Chapter Collegiate activities shall be strictly voluntary and the sole responsibility of the owner. Neither the Fraternity Service Center nor Fraternal Association assumes any liability or responsibility for any loss or damage to any Chapter Collegiate member’s personal property.

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HEALTH & SAFETY FINE STRUCTURE Chapters that do not follow the health-and-safety guidelines spelled out in this Minerva’s Shield handbook or the Fraternity Laws related specifically to health and safety are subject to a fine authorized by the Supreme Council. The fine shall be $100 per man on a group’s roster as noted in the Fraternity Service Center database at the time of the incident. Violation of the rules contained in this handbook can result in a fine. Some of the common violations include: • • • • • • • •

•

Providing alcohol to minors Using common container alcohol, such as kegs Hosting recruitment events with alcohol present Purchasing alcohol with chapter funds Having hard alcohol or alcohol above 15% ABV present at any event where undergraduates are present Participating in drinking games or other high-risk drinking Hazing or observing hazing without intervention Having events with alcohol: • within the first seven calendar days following the start of each academic term • the five calendar days preceding final exams, during final exams, and during the one calendar day after final exams It is the responsibility of all Chapter Collegiate members to read communications, such as e-mails, bulletins, magazines and other general posts from the Fraternity Service Center, for changes or updates to health-and-safety fines.

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EVENT PLANNING The best Chapter Collegiate events are the result of advanced preparation and good planning. Event planning involves thinking of situations that may occur during your event that may give rise to an unexpected turn of events. The key to any good event is planning and preparation.

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DEFINING A CHAPTER COLLEGIATE EVENT Let’s be clear: there is no black-and-white rule about what constitutes a chapter event. Let common sense dictate. Ask yourself whether any of the statements below apply to your activity. If you answer yes to any one of them, then it is likely considered a chapter event. If you are not sure, contact your university or the Fraternity Service Center for advice. It is always better to ask before the event rather than after.

THE EVENT APPEARS TO BE OR IS PLANNED BY THE CHAPTER.

2. THE EVENT OR INFORMATION CONCERNING THE EVENT WAS ANNOUNCED AT A CHAPTER MEETING OR DISCUSSED AND ORGANIZED AS A CHAPTER EVENT WITH THE MEMBERS THROUGH ANY MEANS, INCLUDING EMAILS, CHAPTER MINUTES, SOCIAL-NETWORKING WEBSITES, APPS OR TEXT MESSAGES. 3. THE EVENT WAS FORMALLY SPONSORED BY A CHAPTER MEMBER, WHETHER COLLEGIATE OR ALUMNI. 4. INFORMATION CONCERNING THE EVENT WAS PUBLICLY POSTED OR POSTED IN THE CHAPTER HOUSE OR MEMBERS’ LIVING AREAS. 5. THERE WILL BE PLANNED ENTERTAINMENT (E.G., A DJ, LIVE BAND, ENTERTAINMENT, ETC.) THAT WAS EITHER PLANNED OR PAID FOR BY THE CHAPTER. 6. THE CHAPTER HAS EITHER PLANNED OR PAID FOR SECURITY SERVICES.

EVENT TYPES IN-HOUSE EVENT (HELD AT CHAPTER FACILITIES)

In-house events, or invites, are restricted to chapter members and a set number of invited guests. The maximum number of guests is determined by the fire marshal based on the size of the chapter facility. Any alcohol present or consumed must be below 15% ABV. In addition, we recommend these procedures to help minimize your risk: 1. 2. 3. 4.

Create a guest list one week prior to the event or more, if required by the university. a. These guests will be the responsibility of the member who invited them. All events with alcohol must be bring your own beverage (BYOB), unless the chapter is using a third-party vendor according to the terms of these policies. Hire private security. 4. If your event exceeds a 3:1 guest-to-Chapter member ratio in terms of size, you will need to request additional insurance coverage.

Your in-house event should comply with the Social Event Planning Guide.

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THIRD-PARTY ESTABLISHMENT EVENTS

A third-party establishment is any place that serves alcohol with the proper license and permission from the city and the state, such as bars and banquet halls. Chapters are strongly encouraged to have third-party events rather than social events on their own property. Every third-party event should have a cash bar, which may only be operated by a properly licensed and insured third-party vendor. A chapter, and its members, cannot operate a cash bar. There are generally three different types of events that a chapter may have. They include: • • •

Invite Date or Couple Formal Dance

Your event shall comply with the Social Event Planning Guide.

SOCIAL EVENTS WITH ALUMNI AND PARENTS

Chapter Collegiate events that involve or include alumni or parents are subject to the same guidelines and regulations as those spelled out for chapter-sponsored social events. This guide details social policies for events at which both underage and those who are of the legal drinking age will be in attendance. Examples of these events include homecoming, parents’ weekends, barbecues and tailgating. Note that if collegiate members are present, all of the provisions in this guide apply. For social events involving alumni and parents at which all of the attendees are 21 years or older, Chapter members should follow the BYOB or third-party vendor guidelines for alcohol distribution, and the other regulations set forth by our social-event policies. Your event shall comply with the Social Event Planning Guide.

NON-ALCOHOLIC EVENT

Non-alcoholic events are those that focus on an activity or theme where alcohol is not present. These events are a good way to build relations with other students or members of the community.

COMMUNITY SERVICE AND PHILANTHROPIC EVENTS

Philanthropic events are a great way to raise awareness and money for a specific cause. It is important that you are well prepared if you are hosting or that you follow the hosting organization’s guidelines if you will be attending or participating in such an event. No alcohol may be present at philanthropic events.

EVENT SIZE

The size of a Chapter Collegiate’s event has important insurance implications. Your chapter risks voiding its insurance coverage when the ratio of guests to members exceeds 3:1. However, the ratio may be smaller for larger chapters. If you have questions about the size of your event, we encourage you to be proactive and seek advice from the Fraternity Service Center.

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EVENT POLICIES NEITHER THE FRATERNITY SERVICE CENTER NOR THE FRATERNAL ASSOCIATION APPROVES OR REGISTERS CHAPTER EVENTS

Because each Chapter governs and controls its own events the Fraternity Service Center does not control or supervise chapters and members’ daily activities. Accordingly, chapters are not required to register their events with the Fraternity Service Center or staff members. However, if you have questions regarding an event’s compliance with Minerva’s Shield, you should speak with the Fraternity Service Center or one of your advisors.

CHAPTERS COLLEGIATE MAY NOT PURCHASE ALCOHOL

If alcohol is purchased with chapter funds, your chapter’s insurance coverage is void, and the chapter and every individual member may be held accountable. All events with alcohol should either be managed by a third-party vendor, follow bring-your-own beverage (BYOB) guidelines, or follow other procedures that may be established by your host school. Here are some recommendations when hosting an event with bring-your-own beverage (BYOB): 1. 2. 3. 4. 5. 6. 7.

Determine a location for the bar. Determine which sober monitor will be working the bar. Determine how attendees will receive their drinks (ticket system, punch card, etc.). Any individual who brings alcohol must have their government-issued identification checked at the door or bar to ensure they are over 21. At minimum, the identification should have a name, picture, and birthdate on it. Each attendee is allowed to bring only a six-pack of 12 oz beer or wine. Alcohol service should end one hour before the event ends. Do not allow guests to bring glass bottles to any event.

LARGE EVENTS

Open parties are not permitted. If a chapter is considering a large event, such as a concert, you are required to contact the Fraternity Service Center and/or our insurance agent at least 30 days prior to the potential event. You will likely need to secure special-events insurance. Liability insurance policy does not cover these types of activities. If your event exceeds a 3:1 guest-to-member ratio, please seek advice from the Fraternity Service Center.

THEMED EVENTS

In selecting themes, Chapter members must be aware of the message the theme sends to the community. First, themes may not be alcohol based. Second, themes may not intimidate or ridicule a person or group based on gender, ethnicity, national origin, race, sexuality, religious or cultural practices.

EVENTS INVOLVING WATER, LIKE POOL PARTIES OR CANOE TRIPS, MUST BE FREE OF ALCOHOL CONSTRUCTION FOR EVENTS MUST BE COMPLETED BY THIRD-PARTY PROFESSIONALS

Aside from simple party decorations, any construction projects for Chapter events — social or otherwise — must be completed by local, licensed professional contractors with proof of acceptable general liability coverage and a written contract. Examples include, but are not limited to, construction of stages, structures of any kind, pools, slip-and-slides,

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pathways, rope bridges, any wooden structures meant to support a person, car demolitions, bounce houses, and construction of mud bowls for football. If you have a question as to whether an activity may fall within this prohibition, contact the Fraternity Service Center. In addition, consumption of alcohol at these types of activities or events, even with professional, licensed construction, is strictly prohibited. Should the chapter host an event that does not comply with these policies, it is important to understand that insurance coverage may not apply. As such, chapters are also encouraged to procure special event insurance for such events from an outside agency. The policy should specifically name Sigma Alpha Epsilon Fraternity, Inc. (and any other entities such as house corporations you want to include/advisors) as an additional insured, and for any claims related to the (event), this additional insurance must be primary and non-contributory.

BOXING EVENTS ARE PROHIBITED

The Supreme Council recognizes the inherent danger of brain injuries from boxing. Accordingly, boxing tournaments, even for charity, are forbidden.

HIGH RISK EVENTS

The following High Risk Events are prohibited: • • •

Any event that involves mud bowls, fight nights, boxing, martial arts, wrestling, combat sports, temporary pools, slip-n-slides, or any water-related activities. Events with mechanical bulls, bungee jumping, sky diving, parachute jumping, axe throwing, inflatables, or similar activities. Any projectile propulsion devices, water balloon launchers, three-person slingshots, crossbows, and potato guns.

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CRISIS MANAGEMENT Part of any complete health-and-safety plan is to have crisis-management procedures and protocols in place. Although active risk management and appropriate planning reduce the chance of problems, accidents still do happen. Crisis-management plans ensure that in the event of an emergency, a chapter can respond appropriately. Examples of incidents include, but are not limited to: • • • •

Death or serious injury of a member or guest Fire in the chapter house Any injury or incident involving alcohol or social events Any injury or incident involving a member or non-member or both at or during a chapter event or on chapter property

Although some incidents that occur may not escalate to a serious incident, sound practice dictates that you start the crisis management procedure as soon as something occurs. Do not wait until it becomes a serious concern. For example, if you learn that an incident or injury has occurred, take action before it becomes a formal complaint. Provide emergency services as needed and gather factual information to prepare an incident report. At the onset, you should gather the most complete information possible to complete the incident report form for the Fraternity Service Center. The report should be directed to your Chapter Services Consultant with copies to the Province Archon, Director of Risk Management, Chapter Advisor, and, if applicable, House Corporation President. The incident report form can be found online at https://sae.guardianconduct.com/incidentreporting. A detailed report is necessary to assist all concerned parties in responding appropriately and gathering additional information.

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CRISIS-MANAGEMENT GUIDELINES The following is a list of suggestions that will help you prepare yourself for a crisis. Take the time to familiarize yourself with them and build a solid foundation for your crisismanagement skills.

ESTABLISH COMMUNITY AND UNIVERSITY MEDIA CONTACTS.

Compile a list of all your local daily newspapers, weekly newspapers, radio stations and television stations. Have this list in the Eminent Archon officer notebook and be prepared to give this information to your Consultant/Director of Chapter Services, the Fraternity Service Center, your Province Archon, Chapter Advisor and, if applicable, House Corporation President.

2. DEVELOP A QUICK-REFERENCE CRISIS-MANAGEMENT PLAN DESIGNED FOR YOUR CHAPTER. Having a crisis-management plan ready to go could be the difference between an emergency that is handled with minimal consequences and having to prepare to go to court. No matter what you do to prepare for a crisis, it is equally important to handle media coverage properly. In most cases, an undergraduate Chapter member may not be equipped to properly address media inquiries, so we encourage you to direct any media requests or statements to be handled by the Fraternity Service Center.

3. CONTACT YOUR CHAPTER SERVICES CONSULTANT TO REVIEW YOUR CHAPTER’S CRISIS-MANAGEMENT PLAN PERIODICALLY, BUT NO LESS THAN ONCE PER YEAR. 4. PERIODICALLY REVIEW YOUR CHAPTER’S CRISIS-MANAGEMENT PLAN TO MAKE CERTAIN CONTACT INFORMATION IS UP TO DATE. 5. AS WITH ALL HEALTH-AND-SAFETY PROTOCOLS, PREPARATION IS KEY.

Having a good crisis-management plan is an important tool that we hope you will never have to use.

6. A CRISIS-MANAGEMENT PLAN ALONE IS NOT ENOUGH.

The chapter needs to be aware of the plan and know how to implement and follow the plan if something does occur. The more people who are aware of and understand the plan, the greater the likelihood of successfully handling problems.

EXPECT ANYTHING TO HAPPEN AT ANY TIME.

You should not walk around in a state of constant worry, but be familiar with the plan and be ready to put it into action immediately, as needed. The results are better, the quicker and more positively you respond.

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8. IF A CRISIS EVER DOES TAKE PLACE, DO NOT MAKE ANY ANNOUNCEMENTS UNTIL YOU ARE SURE THAT THE PROPER PEOPLE HAVE BEEN NOTIFIED AND THE CHAPTER IS INFORMED AS TO WHAT HAS HAPPENED.

For example, you do not want to announce anything until you are sure the necessary officials and all family and friends have been appropriately notified. It is important that you use courtesy, good judgment and sensitivity when dealing with a crisis. Stick to the facts, and do not make assumptions or speculate. Some chapters have created their own crisis-management procedures by working with their host institution, chapter advisors and house corporations. For chapters with a crisismanagement plan, this document supplements those procedures by providing names and phone numbers of Fraternity Service Center staff who can be of assistance and some helpful guidelines. For chapters that do not have a crisis-management plan, this document provides a sound set of general crisis-management guidelines.

RESPONSIBILITIES OF MEMBERS 1. THE ENTIRE CHAPTER’S EXECUTIVE COUNCIL SHOULD REVIEW YOUR CRISISMANAGEMENT PLAN AND ITS PROCEDURES EACH TERM AND BE FAMILIAR WITH KEY ASPECTS RELATED TO MANAGING A CRISIS. Every officer should have a copy of the crisis-management plan. The chapter should also provide a copy of the crisis-management plan to the chapter adviser and Province Archon.

2. BE CERTAIN THAT ALL MEMBERS IN THE CHAPTER KNOW THE EMINENT ARCHON IS IN CHARGE OF ANY EMERGENCY SITUATION. The Chapter’s Eminent Archon should consult with Fraternity Service Center staff members who have more experience, expertise and insight. Final decisions, however, rest exclusively with the Chapter’s Eminent Archon.

3. IF THE EMINENT ARCHON IS ABSENT, THE NEXT-HIGHEST-RANKING OFFICER ASSUMES CONTROL. Chapters should define officer rankings and include them in the chapter bylaws and crisismanagement plan. If a ranking does not exist, a good default order is the Eminent Archon, Eminent Deputy Archon, Health & Safety Officer, Eminent Treasurer and Member Educator. All officers should have reviewed a copy of the chapter’s crisis-management plan upon assuming office.

4. ALL MEMBERS MUST KNOW WHO IS IN CHARGE AND BE PREPARED TO FOLLOW INSTRUCTIONS. Include a review of the chapter’s crisis-management plan in the chapter’s member education program each term.

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CRISIS-MANAGEMENT PROTOCOL 1. IN ALL POTENTIALLY DANGEROUS OR HARMFUL SITUATIONS, THE EMINENT ARCHON’S FIRST CALL WILL BE 911.

Briefly and calmly explain the situation so that the appropriate emergency personnel can respond. The Eminent Archon’s first task should always be to ensure the safety of our members and guests. In some cases, the first course of action is a call to 911, and the Eminent Archon should never hesitate to make the call. In other cases, calling for assistance may require restoring order and ending an event.

2. IF A CRISIS OCCURS, CLOSE THE CHAPTER HOUSE IMMEDIATELY.

The Eminent Archon cannot establish and maintain control or communicate information if members are leaving or strangers are entering. Permit only chapter members, alumni and appropriate personnel to enter. Assign a few responsible members to courteously and calmly control access to the chapter house.

GATHER ALL FACTS.

One of the keys to good crisis management is to know all the facts. Once the chapter is calm, start fact-finding to get all the information possible. Knowledge is one of the best tools in a crisis, so gather as many facts as quickly as you can.

4. ONLY AFTER 911 HAS BEEN NOTIFIED, WHERE NECESSARY, THE EMINENT ARCHON WILL THEN NOTIFY: • • • • •

Host Institution The Fraternity Service Center Chapter Advisor and House Corporation (if applicable) Province Archon Others as needed and appropriate

5. SEEK ADVICE FROM THE AFOREMENTIONED CONTACTS.

A crisis is always a challenge. The Eminent Archon may not be prepared to meet with the chapter and communicate information to others immediately. Make sure you are calm, utilize the Fraternity Service Center’s resources and have a solid game plan when you speak to the chapter, the media or others. Use the above resources to guide you in communicating with members.

6. ASSEMBLE THE MEMBERS FOR A CHAPTER MEETING.

Explain that there has been an incident and that the chapter house is temporarily restricted to members only. Advise members that after consulting with the Consultant/ Director of Chapter Services and Chapter Adviser, the Eminent Archon will be the official spokesperson for the chapter regarding the incident. In the interest of communicating factually and consistently, urge members to avoid speculation and discussing the incident with others until all the facts are known. Stick to the facts and avoid confusion by not speculating about the incident or potential outcome until the police, university officials and chapter adviser have been consulted.

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7. WHEN THE NEWS MEDIA CONTACTS THE CHAPTER, DIRECT THE INQUIRY TO THE SPOKESPERSON AT THE FRATERNITY SERVICE CENTER, WHO WILL KNOW HOW TO HANDLE THE REQUEST. The spokesperson for the Fraternity Service Center will consult with all parties involved and prepare a formal statement on behalf of the Chapter to be released upon request. Your only response should be, “We cannot comment on the incident; please contact the Fraternity Service Center, who can.” Then, proceed to give the media representative the necessary contact information.

8. THE EMINENT ARCHON SHOULD CONSULT WITH ADVISORS AND THE FRATERNITY SERVICE CENTER TO APPOINT AN ACCIDENT INVESTIGATION TEAM. The team should consist of: a. Fraternity Service Center staff b. Chapter Advisor c. House Corporation member(s) (if applicable) d. Health & Safety Officer

The accident investigation team should follow these guidelines: a. Investigators are to use the prepared questions from the incident report form. b. All chapter members are required to cooperate in the investigation. Those refusing to do so should state their reasons for not cooperating. c. All detailed summaries should be developed as an addendum to the incident report. Include all names, addresses and phone numbers of witnesses, as well as a statement from each witness.

9. THE WRITTEN REPORT OF THE INVESTIGATION SHOULD BE SUBMITTED TO THE FRATERNITY SERVICE CENTER OR DIRECTOR OF CHAPTER SERVICES AS QUICKLY AS POSSIBLE AND NOT LATER THAN 24 HOURS AFTER THE INCIDENT. The incident report form can be found at https://sae.guardianconduct.com/incidentreporting.

10. THE FRATERNITY SERVICE CENTER WILL REVIEW THE REPORTS AND REQUEST CLARIFICATIONS OR SUPPORTING DOCUMENTATION, IF NECESSARY. A final report will then be submitted to the Fraternity Service Center within 24 hours.

11. THE FRATERNITY SERVICE CENTER WILL REVIEW THE REPORTS AND ASSIST IN ADDRESSING THE CRISIS. The Fraternity Service Center will review the incident and provide resources to assist in addressing the incident with all constituents in mind. The goal of the Fraternity Service Center is to assist the chapter in responding effectively and dealing appropriately.

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PROTOCOL FOR SERIOUS INJURY OR DEATH OF A MEMBER OR GUEST 1.

USE A PROFESSIONAL TO NOTIFY THE FAMILY.

In the event of a serious injury or death, trained medical or police personnel will notify the family. The chapter should always have parent/guardian information on file for each member and make it available to appropriate authorities if a crisis occurs. After the family has been notified, it is appropriate for the Eminent Archon, Consultant/Director of Chapter Services and/or Province Archon to communicate on behalf of the chapter.

2. IN THE EVENT OF A DEATH, 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 to another room in the house, and allow only authorized personnel to enter the room. If possible, keep the door locked. When appropriate, ask the family and follow its wishes with respect to the member’s possessions. Understand that it is a difficult time for them and that the family may want privacy.

3. COORDINATING THE CHAPTER’S AND MEMBERS’ ATTENDANCE AT THE FUNERAL OR MEMORIAL CAN BE AN EFFECTIVE WAY OF COLLECTIVELY HELPING ALL CONCERNED DEAL WITH THE TRAGIC LOSS OF A FRIEND OR BROTHER. Your chapter should work together with the family to coordinate any attendance of chapter members at memorial services. Ask the family their wishes regarding attendance, flowers, memorials, and gifts.

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AMNESTY POLICY The Amnesty Program provides a chapter the opportunity to admit that it has violated Fraternity Laws policies and avoid being sanctioned by the Fraternity. In lieu of sanctions, the chapter must agree to enter into an amnesty action planning process where it agrees to comply with Fraternity Laws and policies.

WHEN DOES IT APPLY? WHEN CAN A CHAPTER BE GRANTED AMNESTY?

Amnesty may be granted when a chapter admits to prior violations of the Fraternity Laws and/or policies, such as the policies contained in Minerva’s Shield, and commits to future compliance. In this case, the chapter enters into an amnesty action planning process which does not include sanctions for previous violations.

WHO CAN GRANT AMNESTY?

Amnesty may be granted by the Eminent Supreme Recorder/CEO or his designee.

WHO CAN PARTICIPATE?

Any chapter with a sincere interest in reform may choose to participate.

WHEN?

The opportunity to participate in the amnesty plan is open-ended.

PROGRAM DETAILS AND REQUEST TO PARTICIPATE: •

•

A request to participate should preferably come from the Eminent Archon or any chapter officer. It is recommended that, at a minimum, he/they have the support of the chapter’s executive council. Further, if the chapter’s members are in agreement, this would demonstrate a strong commitment to the plan. A concerned group of members that are opposed to current chapter practices but lack chapter officers willing to participate in the plan may request participation. In this scenario the outcome may result in some officers being removed from their positions or other sanctions as deemed appropriate. A request or report from a single member of the chapter would fall into the “whistleblower” category and would exclude the chapter from having the opportunity to participate in the process. Should a chapter be caught in the act of violating Fraternity Laws or policies, this would also exclude the chapter from amnesty.

CONTACT:

A request to participate in this plan can be made in person at any Fraternity event, by telephone, by email, or by mail. The request must be made to the Fraternity Service Center or facilitated by your Province Archon. It cannot be anonymous.

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PROCEDURE AND IMPLEMENTATION 1.

2. 3. 4. 5.

7. 8.

Once a request has been made and it is confirmed as legitimate, a Fraternity Service Center staff member will do a preliminary assessment of the situation with the member (or members) who initiated the contact. This assessment will require an honest and candid dialogue about the chapter’s noncompliance with the Fraternity Laws or policies. Each chapter may pose unique issues and therefore the procedure will vary in execution. The Province Archon, chapter advisory board, and house corporation president (if applicable) will be contacted and notified if one of his chapters has requested amnesty. Upon requesting amnesty, the entire chapter will be notified by the Fraternity Service Center. A visit may be made to the chapter by the Eminent Supreme Recorder’s designee to discuss the expectations of participation in this plan with all the members. Each chapter poses unique issues, therefore, regardless of the nature of the reason for amnesty, a custom action plan will be developed by the Fraternity Service Center, Province Archon, chapter advisory board, and chapter to provide the necessary tools and support to change the chapter’s culture and self-accountability. Once the chapter has been approved for amnesty, all Fraternity Laws and policy violations must stop. A retreat may be necessary to begin shifting culture towards policy adherence and self-accountability. Ideally, the retreat should be done with a chapter committee facilitated by the Fraternity Service Center. This committee should represent an appropriate cross-section of chapter members. Unfortunately, chapters may incur resistance from some members. Additional actions can be enacted to rectify those types of issues. Please note that while amnesty can be requested for a violation of the Fraternity Laws and Minerva’s Shield, this does not prevent or preclude any reporting obligations imposed by law upon the Fraternity Service Center staff dependent upon the type and nature of the conduct being reported.

SUPPORT:

The Fraternity Service Center will work with the chapter officers and volunteers on a recurring basis, typically ranging from weekly to bi-monthly on the execution of the chapter’s amnesty action plan. This is primarily done via phone calls or a web conference such as Zoom.

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OUR FINAL ADVICE TO AVOID YOUR RISK In any emergency, use courtesy and caution in your actions and statements to members, media and others. You should stick to the facts and be aware that subsequent criminal or civil litigation is possible. The media spokesperson for the Fraternity Service Center is the best resource in dealing with the media. The Fraternity Service Center and university officials are always available for assistance. The school may have grief counselors available quickly. The Fraternity Service Center is not trained in this discipline. Do not hesitate to call your university officials for help. Individual and group counseling are strongly recommended following any crisis. No matter how well things appear to be going, counseling and other support services are both wise and appropriate. These guidelines and suggestions are provided in an effort to assist you in dealing with the shock of an incident and to provide a framework for dealing effectively with others in the event a crisis arises at your chapter. Distribute them to all members and keep them in a readily accessible place. It is our hope that you will never have to use them. Appropriate preventive measures, fire safety, risk management and other planning will help you avoid many potential difficulties. By taking time to carefully plan your activities to prepare for and avoid potential problems, you can reduce and eliminate difficulties that could threaten your chapter’s existence.

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APPENDIX CHAPTER COLLEGIATE MEMBERSHIP AGREEMENT 1.

Chapter Collegiate Membership Agreement. The undersigned is a student at a host academic university or college at which is located a Sigma Alpha Epsilon Fraternal Association Entity called a Chapter Collegiate. (“CHAPTER”). In consideration of being offered membership in the CHAPTER and as a requirement of accepting membership in the CHAPTER the undersigned student (“CHAPTER MEMBER”) enters into the following legally binding agreement. (“Agreement’).

Fraternal Association. The CHAPTER MEMBER understands and agrees that the CHAPTER he is joining is a member of a Fraternal Association called the Sigma Alpha Epsilon Fraternity. The Fraternal Association is primarily comprised of undergraduate Chapters Collegiate and post-graduate Alumni Associations (individually “Fraternal Entity,” collectively “Fraternal Entities”). The Fraternal Association has no individual members and is not custodial or parental association. The Fraternal Association has no legal duty to the CHAPTER or the CHAPTER MEMBER nor does it exercise any dayto-day control or supervision over the CHAPTER or its members.

Each Chapter Collegiate is Independent. The CHAPTER MEMBER understands and agrees that his CHAPTER is an independent, distinct and separate legal entity existing within the Fraternal Association. All Chapters Collegiate operate independently from each other and are not liable for each other simply by virtue of being part of the same Fraternal Association. Chapters Collegiate do not exercise any day-to-day control or supervision over other Chapters Collegiate.

The Sigma Alpha Epsilon Fraternity, Inc. The CHAPTER MEMBER understands and agrees that the Fraternal Association called the Sigma Alpha Epsilon Fraternity is not to be confused with the Sigma Alpha Epsilon Fraternity, Inc., an Illinois nonprofit corporation (“Fraternity Service Center”) which provides general educational and administrative services to the Fraternal Association and its Fraternal Entities as set forth in the Fraternity Laws. The Fraternity Service Center is not part of the Fraternal Association. The Fraternity Service Center is a legal entity independent, distinct and separate from the Fraternal Association and all of the Fraternal Entities comprising the Fraternal Association including the CHAPTER. The Fraternity Service Center has no legal duty to the CHAPTER or the CHAPTER MEMBER nor does it exercise any day-today control or supervision over the CHAPTER, its members or the CHAPTER MEMBER.

Chapter Collegiate Membership. The CHAPTER MEMBER understands and agrees he is only joining the CHAPTER and is exclusively a member of that CHAPTER. At no time does the CHAPTER MEMBER ever become a member of the Fraternal Association which is exclusively made up of Fraternal Entities and has no individual members. At no time does the CHAPTER MEMBER ever become a member of the Fraternity Service Center which is not part of the Fraternal Association, is not a Fraternal Entity, does not possess or control any Fraternal Entities or their members and has no individual members.

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Fraternity Laws. The CHAPTER MEMBER understands and agrees that the Fraternal Association governs itself by its Fraternity Laws. The Fraternity Laws do not provide the Fraternity Service Center, the Fraternal Association or any Fraternal Entity with any day-to-day control over each other.

No agency or subsidiary. The CHAPTER MEMBER understands and agrees that his CHAPTER is not a subsidiary or agent of the Fraternity Service Center, the Fraternal Association or any other Fraternal Entity.

Governance. The CHAPTER MEMBER understands and agrees that the CHAPTER he has joined has complete control over, and is solely responsible for, its own day-to-day governance, actions, events, operations and activities in conformity with the Fraternity Laws and that neither the Fraternity Service Center, the Fraternal Association nor other Fraternal Entities contemporaneously monitor or control the day-to-day governance, actions, events, operations and activities of the CHAPTER and its members.

Safety, Security and Risk Management. The CHAPTER MEMBER understands and agrees that all matters involving day-to-day security, safety and risk management including event security, alcohol management, hazing prevention, premises liability, member events, athletic events, social events, member relations, guest relations, etc., are under the sole and exclusive control of the CHAPTER and not the Fraternity Service Center, the Fraternal Association nor any other Fraternal Entity. The CHAPTER, its members and guests, including the CHAPTER MEMBER, are in the best position to assess the risk inherent in any action, event, operation or activity and thus are in the best position to mitigate, avoid or accept any such risk. Neither the Fraternity Service Center, the Fraternal Association nor other Fraternal Entities owe any legal duty of care to the CHAPTER, its members and guests, including the CHAPTER MEMBER, for any CHAPTER related action, event, operation or activity.

10. Post-Conduct Sanctions. The CHAPTER MEMBER understands and agrees that the authority granted by the Fraternity Laws to the Fraternal Association’s Officers, the Fraternity Service Center, the Fraternal Association and Alumni Volunteers to impose “post-conduct sanctions” upon the CHAPTER and its members, including the CHAPTER MEMBER, does not create or confer any authority to control day-to-day operations or to create an agency relationship, special relationship or a legal duty of care between the Fraternity Service Center, the Fraternal Association or Alumni Volunteers and the CHAPTER and its members. 11. Premises Liability. The CHAPTER MEMBER understands and agrees that neither the Fraternity Service Center nor the Fraternal Association owns, rents or controls any real property or venue utilized by Fraternal Entities and their members for housing, social events or any other event. 12. Duties and Responsibilities as a Chapter Collegiate Officer. The CHAPTER MEMBER understands and agrees that should the CHAPTER MEMBER ever become an officer of his CHAPTER he agrees to fulfill his CHAPTER related officer duties in strict conformity with the Fraternity Laws, the laws of the state where the CHAPTER is located and the rules and regulations for student conduct promulgated by the CHAPTER’s host institution.

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13. Accountability and Responsibility. The CHAPTER MEMBER understands and agrees that at all times the CHAPTER MEMBER is legally responsible for his day-to-day actions, conduct, behavior and activities. The CHAPTER MEMBER agrees he shall not engage in any conduct or activities which are inconsistent with or would otherwise violate the Fraternity Laws, the Recommended Educational Resources and Materials, any applicable county, city, state or federal laws as well as any rules and regulations of the CHAPTER’s host university or college. 14. Hazing. The CHAPTER MEMBER understands and agrees that the Fraternity Laws prohibit any actions, events, operations and activities by the CHAPTER and its members which constitutes or could be construed as hazing. The CHAPTER MEMBER understands and agrees that he shall promptly report any instances of hazing first to local law enforcement then to his host institution only after which the Fraternity Service Center shall be notified. The CHAPTER MEMBER understands and agrees that the CHAPTER and its members are solely responsible for the monitoring, education and prevention of hazing within the CHAPTER. The CHAPTER MEMBER agrees the Fraternity Service Center, the Fraternal Association and any other Fraternal Entity do not have any day-to-day control nor any contemporaneous monitoring of the CHAPTER and its members and thus the CHAPTER MEMBER agrees the Fraternity Service Center, the Fraternal Association and any other Fraternal Entity have no duty or legal obligation to prevent any CHAPTER related hazing actions, events, operations and activities. The CHAPTER MEMBER understands and agrees that the sole responsibility and instrumentalities of hazing occur at the CHAPTER level. Thus, the CHAPTER MEMBER understands and agrees the CHAPTER MEMBER shall not bring any legal action or claim for hazing against the Fraternity Service Center, the Fraternal Association or any other Fraternal Entity of which he is not a member. Nothing in this provision precludes a claim for hazing against the CHAPTER or its members. The CHAPTER MEMBER understands he is not to permit himself to be subject to any act which he considers hazing, with which he is personally uncomfortable or with which he believes jeopardizes his physical safety or mental well-being. The CHAPTER MEMBER understands and agrees that if he has any doubt about participating in any CHAPTER related actions, events, operations and activities he is instructed to leave immediately. 15. No Vicarious Liability. The CHAPTER MEMBER understands and agrees that neither the Fraternity Service Center, the Fraternal Association nor any other Fraternal Entity is or shall vicariously be liable for any of the day-to-day actions, events, operations and activities of the CHAPTER and the CHAPTER’s members. 16. Chapter Alumni Volunteers. The CHAPTER MEMBER understands and agrees that the CHAPTER selects volunteers in conformity with the Fraternity Laws. Volunteers have no duty or obligation to control, oversee or supervise the day-to-day governance, actions, events, operations or activities of the CHAPTER, its members and guests. The CHAPTER MEMBER is free to make his own choices regarding his own actions, conduct, behavior and activities when receiving advice from the CHAPTER’s Alumni volunteers.

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17. Billing for Services. The CHAPTER MEMBER understands and agrees that he shall be responsible for and promise to pay all debts incurred as a CHAPTER MEMBER including but not limited to dues, health and safety fees, province dues, chapter dues, and/or late fees, interest, and costs (including reasonable attorneys’ fees, whether suit is filed or not, if counsel is employed to collect any debt) for not paying its financial obligations to the CHAPTER by the applicable due date. The CHAPTER MEMBER agrees that failing to object to a billing invoice, in writing, within 30 days of receipt of the billing invoice acts as an unqualified acceptance of the accuracy of the billing invoice and thereby waives any legal challenge to the billing invoice. 18. Marks and Recommended Educational Resources and Materials. The CHAPTER MEMBER understands and agrees that the Fraternity Service Center permits the CHAPTER the use of various intellectual property, service marks and related trade names and trademarks (“Marks”). Also, the Fraternity Service Center furthers its nonprofit mission by providing each CHAPTER with recommended educational methods for the CHAPTER’s members to operate their student organization in conformity with the Fraternity Laws (“Recommended Educational Resources and Materials”). These Recommended Educational Resources and Materials are available to a CHAPTER’s members through online educational programs, publications, and in-person seminars and educational programs conducted primarily in the State of Illinois. The Fraternity Service Center does not, and has no duty to, control or monitor compliance by the CHAPTER and its members with the Recommended Educational Resources and Materials. 19. Defend, Indemnify and Hold Harmless. The CHAPTER MEMBER understands and agrees that the CHAPTER MEMBER shall indemnify and hold the Fraternity Service Center, the Fraternal Association, any other Fraternal Entity and his CHAPTER harmless from any and all claims, costs, expenses, attorneys’ fees, and damages which are caused in whole or in part by the CHAPTER MEMBER’s conduct. 20. Release and Covenant Not to Sue. The CHAPTER MEMBER (“Releasor”) on behalf himself, his heirs, executors and assigns understands and agrees that neither the Fraternity Service Center, the Fraternal Association nor other Fraternal Entities (“Releasees”) owe any legal duty of care to the CHAPTER, its members and guests, including the CHAPTER MEMBER, for any CHAPTER related action, event, operation, or activity. In consideration of the benefits of membership in the CHAPTER, the Releasor hereby releases, waives, and forever discharges the Releasees from any and all claims, causes of action, and liability of any kind, whether now known or later discovered, arising from any CHAPTER related action, event, operation or activity (“Released Claims”) and covenants not to bring or maintain any legal action or claim for damages against any of the Releasees arising from any such Released Claims. This release and covenant do not waive any right or remedy that applicable law does not permit to be waived by agreement. 21. Limitation Of Damages. The CHAPTER MEMBER agrees that any claim for contractual damages arising from a breach of this Agreement is not readily ascertainable at the time this Agreement is executed. The CHAPTER MEMBER agrees in advance that the amount of any such contractual claim shall be limited to $1,000.00 per breach or occurrence. This limitation of damages provision does not apply to, and shall not be construed to limit, any tort based claim for damages brought by the CHAPTER MEMBER against the CHAPTER or its members.

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22. Mandatory Mediation and Binding Arbitration. The CHAPTER MEMBER understands and agrees that the CHAPTER MEMBER shall exclusively submit all disputes, claims, or controversies raised against the CHAPTER, whether in contract or in tort, to Alternative Dispute Resolution (ADR) Systems in the state in which the CHAPTER is incorporated or to such other individual or organization as the parties mutually may agree. In the event mediation does not resolve the matter any disputes, claims, or controversies raised by the CHAPTER MEMBER against the CHAPTER shall be determined by binding arbitration administered by Alternative Dispute Resolution (ADR) Systems in the state in which the CHAPTER is incorporated or to such other individual or organization as the parties mutually may agree. Any award of contractual damages shall not exceed, in total, the $1,000.00 Limitation of Damage set forth in this Agreement. 23. Opt out. The CHAPTER MEMBER understands and agrees that he may opt out of the Agreement’s Mandatory Mediation and Binding Arbitration provision. The CHAPTER MEMBER must ensure delivery of his opt out notice to the CHAPTER, in writing, within thirty (30) calendar days of the date he executed this Agreement. Time is of the essence. The CHAPTER MEMBER’s opt-out notice to the CHAPTER must include the CHAPTER MEMBER’s name and address, email address, CHAPTER name and an unequivocal statement that the CHAPTER MEMBER wants to opt out of the Mandatory Mediation and Binding Arbitration provision. The CHAPTER MEMBER agrees his optout notice must be timely delivered to the following address: Sigma Alpha Epsilon Fraternity, Inc., 1856 Sheridan Road, Evanston, Illinois 60201-3837, Attention: SAE Chapter Member Opt-Out, via certified mail, signature required, return receipt requested. The CHAPTER MEMBER agrees that any opt-out notice submitted via any other method, i.e. verbal delivery, hand delivery, email or telephonically to the CHAPTER shall not be effective. 24. Jury Trial Waiver. Regarding enforcement of this Agreement the parties specifically waive the right to a trial by jury and shall seek an expedited determination of rights under this Agreement via summary judgment or declaratory action. 25. Intended Third Party Beneficiaries. The CHAPTER MEMBER understands and agrees that this Agreement is meant for the legal benefit of the CHAPTER and the CHAPTER MEMBER but also for the legal benefit of intended third party beneficiaries which include, but are not limited to, the Fraternity Service Center, the Fraternal Association and any other Fraternal Entity. The CHAPTER MEMBER understands and agrees all such intended third parties beneficiaries shall have the unfettered legal right to independently enforce this Agreement. 26. Entire Agreement. This Agreement constitutes the entire agreement between the CHAPTER and the CHAPTER MEMBER and supersedes all prior and contemporaneous agreements, understandings, representations, warranties, negotiations, discussions, and communications, whether oral or written, between the parties relating to the same subject matter, including without limitation. The CHAPTER MEMBER agrees that the CHAPTER has not made any representations or promises to him other than those in this Agreement. The CHAPTER MEMBER acknowledges and agrees that in executing this Agreement, the CHAPTER MEMBER has not relied upon any representation, promise, inducement, or statement of intention that is not expressly set forth in this Agreement, and that the CHAPTER shall not be bound by or liable for any alleged representation, promise, inducement, or statement not contained herein.

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27. Severability. If any provision in this Agreement is found to be unenforceable all other provisions shall remain fully enforceable. The terms set forth in this Agreement shall be considered and construed as separate and independent. 28. Electronic Execution. This Agreement may be executed electronically, and when so executed and delivered shall be deemed an original. A signature procured through a reputable electronic signature provider shall be given equal effect and validity as written signatures in accordance with the Electronic Signatures in Global and National Commerce Act (ESIGN Act) and pertinent state analogs such as the Uniform Electronic Transactions Acts. 29. Read before Signing. I, the undersigned CHAPTER MEMBER, agree that this Agreement is a legally binding contract. I warrant I have reached the legal age of majority in the state where I executed this Agreement. I represent I have full authority and permission to sign this Agreement. I further warrant I have the capacity to read and understand each and every provision of this Agreement and I agree to its contents without objection or modification. I agree that I have entered into this Agreement of my own free will and volition. I also agree that I had the opportunity to seek review of this Agreement by a third party and/or legal counsel before executing this Agreement.

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