Dear Sisters and Brothers,
We are writing to you today to provide guidance on chapter operations for those chapters experiencing campus closures or restrictions on face-to-face interactions due to COVID-19. Please note that a separate message regarding district conventions is forthcoming.
The National Councils of both Kappa Kappa Psi and Tau Beta Sigma recognize that each campus has its own unique procedure in place for this pandemic, and it is our hope that the information outlined below is easily adaptable to every chapter’s situation. However, we want to emphasize that we are here to assist your chapter and your chapter members through this difficult and unprecedented time. If, after reading the guidance below, you still have questions or concerns, please reach out to your District Counselors/Governors or send us an email at healthandsafety@tbsigma.org or healthandsafety@kkpsi.org.
Membership Education Classes and/or Membership Intake
We are aware that there are chapters who were in the middle of conducting Membership Education Classes and/or Membership Intake on campuses that have cancelled face-to-face classes as a health and safety precaution. We are committed to assisting chapters in completing their Membership Education Classes and have therefore developed the following guidelines:
- Online Membership Education Classes – All chapters are encouraged to continue the educational components of the Membership Education process via online meetings and sessions. This can be accomplished by using a number of online tools such as Google Hangout Meet, Google Classroom, Zoom Video Conferencing, etc. The curriculum committee for both organizations, as well as the National Councils are here to serve as resources, so please do not hesitate to reach out should your chapter require assistance in implementing an online educational experience for your Membership Candidates.
- Initiate Registration and Fees – Initiate Registrations Forms do not require face-to-face interactions for completion, therefore all chapters who will be continuing their intake process during this time, should still plan to fill out the Initiate Registration Form, to collect all Initiate Fees, and to send both the form and fees into our National Headquarters for processing. This should occur upon the completion of the online Membership Education Classes. For the initiation date, please put the date in which you intend or intended to have your 3rd Degree. If chapters require assistance in getting electronic signatures on the Initiate Signature Page, please let us know as we have a system in place. A very important note: All initiate forms and fees must be sent into National Headquarters, no later than Friday, May 15, 2020.
- Rituals – While not ideal, until face-to-face classes are back in session on your campus, performing the Rituals for your Membership Candidates will need to be postponed. Once your institution says that it is safe for students to return to campus, we ask that you consult your Sponsor and/or Director of Bands as you work to schedule a date for initiation. This could be as soon as you are allowed back on your campus, sometime during the summer months, or even right at the very beginning of the Fall 2020 semester.
Chapter Officer Elections
Some campuses have been instructed to close for the remainder of the 2019-2020 school year and this effectively ends most, if not all chapter business for this year. However, chapters that traditionally elect officers during the Spring Semester should plan to carry out this crucial item of business, regardless of not being able to meet in person. The National Councils will provide guidance to all chapters on how this task can be completed remotely using online election software very soon.
National Paperwork
- Graduating Senior Report – Even if your campus is not able to host in-person commencement ceremonies, chapters should still fill out the Graduating Senior Report in the Online Membership Reporting System (OMRS), so that graduating seniors can be appropriately moved to Alumni Status.
- Chapter Summary Report – The annual Chapter Summary Report is still due on June 1st. Since this is a yearly national requirement that does not require that a chapter meet in person in order to get it completed, there should not be any issues in completing this report on time. Remember to start this report as soon as possible and give your Director of Bands (and Sponsor, if applicable) extra time to review your report and approve it before the deadline.
Tau Beta Sigma Chapter Visitation Program
The COVID-19 pandemic will affect Tau Beta Sigma’s Chapter Visitation Program Chapter, as some chapters will no longer be on campus, some chapters will have limitations on face-to-face meetings, and some Chapter Visitation Assistants (CVAs) may feel uncomfortable traveling. In order to address each situation appropriately, CVAs have been instructed to reach out to chapters affected by closures or restrictions on face-to-face meetings to discuss transitioning to one of the following options: 1) Hosting a Virtual Visit, or 2) Rescheduling the visit to the 2020-2021 academic year. Please help us ensure this outreach is successful by checking in with your chapter president on the status of your visit.
Kappa Kappa Psi Chapter Field Representatives
Chapter Field Representative Visits are cancelled for the month of March and we are evaluating visits scheduled for April. We may conduct some visits virtually but the CFRs will contact chapters to discuss the best method to conduct these visits. Kappa Kappa Psi has also postponed the interviews for 2020-2022 CFRs until April. If you have questions about an upcoming CFR visit, please contact our CFRs at kkytbs@kkytbs.org.