This page is designed to be updated regularly to provide helpful information, resources and support for the alumni volunteers who serve as Alumni House Corporation partners in the management of our fraternity/sorority chapter houses.  Scroll down for further information, resources, ideas, etc. that will help in your work as a House Corporation!  And as always, thank you for your contributions to the Penn Fraternity/Sorority System!!!

 

TO: UNIVERSITY CHAPTER HOUSE RESIDENTS
FROM: BETH SCHNITMAN-MALM, ASSOC. DIR. – FACILITIES MGT.
RE: MOVE OUT DATES FOR MAY, 2007 -NO SUMMER STORAGE

PLEASE SHARE THIS INFORMATION WITH ALL CHAPTER RESIDENTS
      There has been some confusion about when students are expected to move out of their chapter houses at the end of the academic year. Different chapter houses have different practices based on whether they stay open for the summer. Some close their houses for the summer annually, or they have summer groups to which they sublet. OFSA has worked in partnership with each house and its alumni(ae) in these matters.

Regardless of the practice, there is maintenance and repair work that must be done in each house during the summer months when there are fewer people in a chapter house or the house is closed. This helps us to do our best to make sure that the houses are ready for students to move in for the start of the next academic year each September.

     One of the problems we have experienced is properties being “trashed” after final
examinations are completed. Presumably, undergraduate residents are packing to leave for the summer and seniors are still here for Commencement and related graduation events. There has been increased vandalism to bedroom doors, windows, furniture, in addition to a general lack of disposal of trash by the residents as they prepare to move out. This results in increased cost to chapter operating budgets and less money for other repairs or improvements.

     Undergraduates are required to move out of their chapter houses no later than 12 noon on the day after completion of their spring semester final examinations and no later than Sunday, May 6th at 12noon (the last final exam period is on Friday, May 4th).  Graduating seniors will be expected to move out of the chapter house by 5 p.m. on Commencement Day, Monday May 14th. This is outlined in the Occupancy Agreement each individual signed in preparation to live in the house this coming year, which also clearly states the term of occupancy for the Fall and Spring Semesters. This is also consistent with the policy for the College Houses and is communicated numerous times during the school year. It is important that we adhere to this schedule, given the need to prepare for summer school occupancy in some houses, and other houses being closed this summer for renovations.

PLEASE NOTE: THERE IS NO SUMMER STORAGE ALLOWED. ANY
PERSONAL BELONGINGS THAT STUDENTS LEAVE IN THE CHAPTER HOUSE
WILL BE DISCARDED. Please make arrangements accordingly. The Occupancy
Agreement you signed indicates that: Section IX 1. "The University and the Fraternity shall not be liable for any damage or loss of personal property in the room(s) or storage areas assigned to the student or any other person."

Your cooperation and attention to these move out procedures is appreciated. If you have any questions, please feel free to contact me at OFSA at 215-898-5263. Thank you!

***********************************************************************************************

UNDERSTANDINGS OF FRATERNITY/SORORITY

CHAPTER HOUSE OCCUPANCY

* Student Emergency Contact Information must be obtained for every resident of the University managed properties. This information will be kept, readily available 24/7, on file in the Office of Fraternity and Sorority Affairs (OFSA) during both the academic year and summer sessions with adult emergency liaisons identified for each house.

* As per the Occupancy Agreement, Section IV – Eligibility for Fraternity/Sorority Residents: Only matriculated students regularly enrolled at the University or on campus for a formal academic experience may occupy the room(s). This includes summer residents. The Registrar’s SRS System will be used to verify student enrollment.

* Special summer programs, with live-in staff, may make arrangements to rent available houses through the end of summer session two.

* All residents and their personal items, including clothing, furniture and any other furnishings must be removed from the premises by each occupant no later than Noon on Sunday following Friday the day for completion of finals for the given semester. Graduating seniors have until 5:00pm on Commencement Day.

* Any academic year and/or summer tenant in University-owned houses must sign and abide by the terms of the University Occupancy Agreement.  All occupants, including summer school, internships and summer programs, must complete an Occupancy Agreement and Updated Emergency Contact Form for either the academic year or relevant summer session.

* The following policies will be enforced during the holidays:

     -Fall Break and Thanksgiving Break houses will remain open.

     -Winter Break all houses will be closed. For Spring Semester, chapter houses    

       will reopen the Friday before the Monday start of classes.
     -Spring Break houses will remain open.
All relevant University and organizational policies apply during breaks and the summer as they do during the academic year.

* Summer residents must be out of the house by Noon on Saturday following the official end of summer sessions. Under no circumstances will any students be permitted in Chapter Houses after Noon on Saturday unless appropriate forms have been submitted and exceptions made, in writing, by OFSA.

* All Chapter Houses will be closed no later than the day after the last day of Summer Session II and remain closed until the Friday before Labor Day. The only exceptions will be for students involved in formal academic programs who have completed the application by the designated deadline of July 1 and received approval from OFSA. Violators of this policy will have assessed to his/her bursar’s bill a $100 fine in addition to a $40/day extra rental assessment for every day beyond the day they are to have moved out.

* Communications of the above guidelines are numerous: via email, postings in Chapter Houses, housing brochures, OFSA website, handouts to Chapter Officers, handouts at Chapter Presidents’ Retreat and mailings to parents.

***********************************************************************************************

REQUEST FOR PERMISSION TO RESIDE IN CHAPTER HOUSE DURING PERIODS
OTHER THAN WHEN CLASSES ARE IN SESSION
Please check appropriate box:
      ____ Extension after my final exams are completed
                **if extension needed after final exams, please check one:
      ____Dec. 2006 or ___May 2007
      ____ Early move in PRIOR to Aug. 31, 2007 (no earlier than Wednesday August 29, 2007)

CHAPTER HOUSE I WOULD LIKE TO RESIDE IN:__________________Room #____
DATE I WOULD LIKE TO MOVE IN/EXTENDING STAY:_______________________
_______________________________________________________________________
NAME __________________________________________________________________
EMAIL ADDRESS_________________________________________________________
PHONE NUMBER/CELL PHONE______________________________________________
HOME CONTACT INFO:_____________________________________________________
_______________________________________________________________________
EMERGENCY PHONE/CELL PHONE CONTACT AND THEIR RELATIONSHIP TO YOU:___________________________________________________________________
_______________________________________________________________________
REASON WHY I WOULD LIKE TO MOVE IN EARLY OR I WOULD LIKE AN
EXTENSION TO STAY:______________________________________________________
_______________________________________________________________________
_______________________________________________________________________
IF YOU ARE WORKING FOR AN OFFICE ON CAMPUS, (ex. New Student Orientation
Athletic team, or other activities) PLEASE SPECIFY:
OFFICE CONTACT PERSON:________________________________________________
OFFICE PHONE NUMBER:__________________________________________________
EMAIL ADDRESS:_________________________________________________________

THIS FORM MUST BE RECEIVED NO LATER THAN (note the following dates carefully:
* April 25, 2007 for Spring 2007 Semester Move Out Extension (after 12 noon on 5/6/07)
* JULY 1, 2007 for early Fall Semester 2007 Move In (prior to 8/31/07 but no earlier than
8/29/07)

TO: OFFICE OF FRATERNITY AND SORORITY AFFAIRS
3933 Walnut Street, Philadelphia, PA 19104-6136 or fax 215-573-2406

Questions??? 215-898-5263 or ofsa@pobox.upenn.edu

 

******************************************************************************************

Information, links and resources below are provided to assist alumni house corporation members in their work with our chapters.  Businesses and resources listed below are ones with whom we have had positive experiences or heard good things, but by appearing on this page should not be taken as a recommended or Penn-endorced company.  It is simply a suggested resource worth exploring.

 

HRH/Kirklin & Co. has proven to be a strong ally and resource for our chapters.  Please see their Spring 2006 FRMT News Letter at the link below:

http://www.kirklin.com/wfdata/files/FPMA_Spring_2006-Email.pdf

This version of the newsletter includes articles on The Seven Habits of Highly Successful House Corporation, Fire Shield...The Solution to Electrical Cord Fires...and Limit Candles and Smoking in Your Facility

Why are so many college students dying in fires?  Check out the ABC News story and video and related videos at http://abcnews.go.com/WNT/Health/story?id=1552710

Looking for resources, articles and informational items to share with your House Corporation members, house managers, interested alumni?  Kirklin offers a strong collection of informational links, including resources on General Risk Management, Hazing, Suicide Prevention, Fire Safety, Alcohol and Drug Issues, Sexual Assault and Battery, and Crisis Management.  Visit:

http://www.kirklin.com/Educational_Resources/Website_Links/

Fraternity Mangement Group

Since 1987, Fraternity Management Group (FMG) has worked with fraternity and sorority staff, undergraduates, and volunteers. FMG is your best source for professional assistance with alumni & parent relations programs, large scale capital campaigns, and web-based information management systems. If you are looking to make a major improvement in your relations with alumni and parents...are considering acquiring, renovating, or building a new Chapter House...are looking to raise annual or endowment funding and/or are looking for a web-based software system for membership & fundraising management or in tracking chapter operations, we can help.

In particular one resource of FMG that might be helpful for some of the house corporations would be their Seven Steps for a Successful House Corporation. This is an outline of suggested elements to functioning as a successful house corporation, managing a property, and building a sense of belonging and investment in undergraduate leaders and residents.