When a venue, vendor, or other third party provides your chapter with a Certificate of Insurance, it can be tough to know what you’re really looking at. To make it easier, we’ve created a sample certificate with MJ’s recommended wording and limits highlighted. Use this guide as a quick reference to spot what’s missing or out of place, so you can feel confident that the coverage being provided truly protects your chapter.
As your members return and the academic year begins, we’ve gathered timely updates to help your chapter and housing operations run smoothly. This month’s highlights include:
- How to safely reopen your chapter house after summer (or any) break
- Why it’s critical to report all wind and hail claims—even minor ones
- Key back-to-school reminder about university certificates of insurance
- Floodplain awareness and your property’s FEMA designation
- A real-world phishing scam close call you’ll want to share
- A fresh nudge to explore Events Central for your fall planning
As summer break winds down, chapter volunteers and house corporation board members play a critical role in ensuring the chapter facility is ready to safely welcome members back for the academic year. Just as closing the house for summer requires intentional planning, reopening the facility requires a proactive approach to address maintenance and safety issues that may have arisen over the break.
Whether your chapter house was unoccupied or hosted summer residents, using a comprehensive reopening checklist will help ensure a smooth transition into the fall semester. The checklist below includes key steps to verify that the property is secure, systems are functioning, and the house is ready for occupancy.
We recommend coordinating with all relevant stakeholders well in advance of move-in weekend to allow time for any needed repairs or service calls. Ideally, this process is staring one month before move in.
Chapter Facility Reopening Checklist
Property Exterior
- Walk the full property to inspect for damage, debris, or safety hazards
- Confirm all outdoor lighting is functioning
- Check for signs of vandalism or unauthorized access
- Arrange landscaping service to address overgrowth or maintenance issues
- Reinstall or test any security signage or outdoor cameras
Building Systems
- Restore water, HVAC, and gas systems (if shut off during summer)
- Check plumbing fixtures for leaks or water damage
- Replace HVAC filters and confirm proper operation
- Test fire alarm, smoke detectors, and carbon monoxide detectors
- Verify fire extinguishers are charged and inspected
Kitchen & Food Service Areas
- Deep clean and sanitize kitchen, appliances, pantry and other food service spaces
- Restock basic cleaning and kitchen supplies
- Test appliances and hot water availability
- Confirm food service vendor schedule and readiness (if applicable)
Interior Spaces
- Perform a full walkthrough of common areas, sleeping rooms, and bathrooms
- Check for evidence of mold, mildew, and water leaks
- Dust, vacuum, and clean all spaces prior to arrival
- Ensure furniture is in place and in good condition
- Restock bathroom supplies and paper products
Security & Access
- Reset or reactivate keyless entry systems (if applicable)
- Confirm locks and window latches are secure
- Provide keys or access codes where required
- Review house emergency plans and contact information with chapter officers
Administrative & Miscellaneous
- Review and update emergency contact information posted in the house, including the evacuation plan
- Confirm utility accounts are active and billing information is accurate
- Confirm and post trash and recycling pick-up schedules
- Share move-in expectations and house rules with chapter leadership
By following this reopening checklist, volunteers and staff can help ensure the chapter facility is ready for members’ return. If any significant issues are identified, contact the MJ Sorority team for guidance or additional risk management support.
MJ Sorority offers the following position not as a directive, but as guidance to support informed decision-making. Ultimately, each sorority must evaluate the risks and make its own determination about what policies align with its values, resources, and risk tolerance.
Background
Some organizations have inquired about the feasibility of allowing minors—individuals under the age of 18—to stay overnight in chapter housing. While the desire may stem from efforts to accommodate family members or prospective members, this change introduces a number of complex insurance, legal, and operational considerations that should be carefully evaluated.
Insurance Limitations and Liability Exposure
The current General Liability (GL) insurance policy carried through the MJ Sorority program includes a $1,000,000 per occurrence limit. However, this coverage includes very limited protection for claims related to abuse or molestation and does not extend into your Excess Liability (umbrella) policy. Critically, the current underwriting model does not contemplate the exposure introduced by allowing minor guests to stay overnight. Introducing this risk could jeopardize your ability to retain insurance at current rates or could result in the denial of coverage for future claims.
The greatest concern from the insurer’s perspective involves the potential for abuse or molestation—whether involving a resident member, another guest, or even another minor. These are high-severity, low-frequency claims that are difficult to predict and expensive to litigate. They are also subject to “long-tail” exposure, meaning a minor who is harmed while on the premises retains the right to file a second claim upon reaching the age of majority if they are dissatisfied with the outcome of the original resolution.
Illustrative Example
In one case from a property insured by MJ Sorority, a four-year-old child suffered severe facial burns after falling against a hot water heater. While the child received cosmetic treatment and the claim was resolved at the time, an additional claim was filed at age 18 for further medical procedures. These types of claims are difficult for insurers to close out and significantly complicate the underwriting of this type of exposure.
Operational and Practical Considerations
Beyond insurance limitations, chapters must also consider the operational realities of accommodating minors in a communal, college-age living environment:
- Supervision: Minors would require constant supervision while on the premises, a responsibility that may be difficult for student chapter members to meet given their academic and organizational commitments.
- Facility Design: Chapter houses are not designed for use by minors and typically lack appropriate accommodations for their safety, privacy, and supervision.
- Elevated Guest Risk: In chapters where guest policies have been loosened or eliminated, the number of non-members—many of whom may not be known to all residents—can increase. This can further complicate efforts to monitor the environment when minors are present.
Recommendation
In our role as your risk management and insurance partner, MJ Sorority recommends against allowing minors to stay overnight in chapter housing due to the significant liability concerns, supervision challenges, and insurance limitations involved. However, we recognize that each sorority must make its own decisions based on the needs of its members and its willingness to accept associated risks.
If a chapter or national organization is considering this policy change, we strongly encourage early consultation with your MJ Sorority Client Executive to evaluate whether the risk is insurable and to understand the limitations of your existing coverage.
Conclusion
This position is intended to support your decision-making process by highlighting the key considerations involved in allowing minor guests to stay overnight in chapter housing. We understand that every sorority’s context and culture are different, and there is no one-size-fits-all solution. However, the risks are real and must be thoughtfully addressed through deliberate policy development, stakeholder communication, and alignment with your organization’s broader risk management practices.
MJ Sorority offers the following position not as a directive, but as guidance to support informed decision-making. Ultimately, each sorority must evaluate the risks and make its own determination about what policies align with its values, resources, and risk tolerance.
Background
The proposal to eliminate existing guest policies and permit overnight guests in chapter housing introduces a series of insurance, risk management, and operational concerns that require careful evaluation. While the intent may be to align with evolving campus housing norms or member preferences, sorority chapter facilities differ significantly from residance halls or apartments in both purpose and structure. As such, any change in guest policy must be considered in the broader context of liability exposure, duty of care, and the unique communal living environment of a sorority chapter house.
Insurance Considerations
The current underwriting and pricing model for General Liability coverage through MJ Sorority’s insurance program has not contemplated the exposure presented by unrestricted guest access or overnight stays. Introducing such a policy without first consulting the insurance provider could jeopardize the chapter’s ability to secure coverage under current terms. Of particular concern is the elevated risk of sexual assault involving resident members or guests—an exposure that insurers view with significant caution. While no such incidents have been reported to date among facilities we insure, the introduction of overnight guests materially increases this risk.
Should an organization wish to pursue this policy shift, MJ Sorority would need to engage directly with the insurance carrier to evaluate whether the exposure can be underwritten and under what conditions, which could include significant cost increases or restrictions.
Community Living and Duty of Care
Permitting overnight guests in a communal, single-gender living environment stands in contrast to the standard of care typically applied in sorority housing. This change would make the organization an outlier in its risk management practices and potentially open the door to additional liabilities, including:
- Hazing Allegations: If a resident member feels pressured or intimidated into accommodating an overnight guest in her room, this could be interpreted as a form of hazing or coercion.
- Breach of Contract Claims: Members who joined the organization under the expectation of single-gender housing may argue that the presence of overnight guests constitutes a breach of that agreement, particularly if they believe their personal safety or comfort has been compromised.
- Equity Concerns: If overnight guest privileges are only extended to members in single rooms, this may lead to claims of discrimination or unfair treatment among residents without private accommodations.
Operational and Cultural Impacts
Allowing overnight guests within a sorority house alters the nature of the chapter’s communal environment and requires significant operational adjustments. These include:
- Communication and Transparency: Members, parents, and the house director must be informed of the proposed change. Recent litigation suggests that parents may hold strong opinions about modifications to guest policies, and their feedback should be considered before implementation.
- House Director’s Role: The live-in house director must be fully briefed on the policy and given an opportunity to share concerns or establish boundaries, as their role includes overseeing the safety and well-being of all residents.
- House Access and Escorting: Guests should be accompanied by the hosting member at all times. Protocols must be in place to manage guest access, including time-of-day restrictions, entry/exit procedures, and clear rules about where guests are permitted within the house.
- Bathroom and Facility Use: Shared bathrooms and other facilities will need designated protocols to prevent uncomfortable or inappropriate encounters between guests and other residents.
- Food and Lodging Costs: Chapters will need to determine whether guests will be permitted to access chapter meals and whether those costs will be passed along to the hosting member.
- Frequency Limits: To prevent the misuse of sorority housing by non-paying individuals, the chapter should consider strict limits on the number of overnight stays permitted per guest per semester.
Conclusion
While some may argue that campus dormitories and apartments permit overnight guests, sorority housing exists to support a unique member experience grounded in safety, sisterhood, and shared responsibility. Chapter facilities are not designed or staffed to support co-ed or mixed-gender residential arrangements. Introducing such a policy would require not only a review by the insurance carrier but also robust operational protocols, legal considerations, and community buy-in to ensure the protection of all residents.
MJ Sorority strongly recommends proceeding with caution and engaging your Client Executive in this conversation. We advise any organization considering the elimination of guest policies to engage in comprehensive stakeholder discussions, conduct a risk assessment, and consult with your MJ Sorority team before implementation.
This month’s newsletter is focused on setting the stage for a smooth and safe break—and a strong start to the next academic year.
- Skip to the housing section where this month you’ll learn more about building resiliency at the chapter house – and why it’s more important than ever.
- Click straight through to the chapter services section for guidance on co-sponsored events
- In this month’s extra section, we teach you more about workers’ compensation audits and the importance of two-factor authentification to protect you from cyber threats.
Why Every Chapter Facility Needs an Evacuation Plan
This summer’s devastating floods in Texas and North Carolina are sobering reminders that severe weather can escalate quickly—sometimes in minutes. For sorority chapter facilities, where dozens of members may live, sleep, or gather under one roof, having a clear evacuation plan isn’t just a precaution—it’s a necessity.
Emergencies Don’t Wait
Whether it’s a flood, fire, hurricane, or another emergency, conditions can deteriorate rapidly, leaving little time to think, much less coordinate. That’s why preparation and practice are key. Every chapter facility should have an evacuation plan that is:
- Clear – Easy to understand, even under stress
- Accessible – Posted in common areas and shared with all residents
- Practical – Tailored to your facility’s unique layout, exits, and risks
- Reviewed and Practiced – At least once per semester, if not more frequently
Use Our Sample Plan to Get Started
To make it easier to take action, we’ve developed a Sample Evacuation Plan you can use as a template. It includes key roles and responsibilities (like who grabs the emergency binder), a meeting location, and tips for communicating during a crisis.
Keep in mind: a plan that just sits in a binder isn’t a plan that will protect your members. Practicing your evacuation procedure helps identify weak points and builds the muscle memory needed to respond calmly under pressure.
Who’s Responsible?
Whether you’re a chapter leader, house director, or local volunteer, you have a role in making sure your chapter is ready. Start the conversation now. Schedule a drill. Assign roles. Walk the exit routes. These small actions could make a life-saving difference.
We have more Emergency Planning resources in our website library.
Across the U.S., disaster-related losses have exceeded $1 trillion in just the past seven years—but it’s not only hurricanes or wildfires causing damage. More frequent threats like water leaks, power outages, and storm damage are becoming costly realities. For house corporation volunteers, the old approach—“buy insurance and react to loss”—is no longer sufficient. With insurers tightening terms and raising premiums, proactive risk hardening is now essential.
What Is “Risk Hardening?”
Risk hardening means taking proactive steps to make your chapter house stronger, safer, and better prepared to handle damage from things like storms, water leaks, or power outages.
It’s about investing in simple upgrades, preventive maintenance, and smart planning to reduce the chances of serious damage—and to help your facility bounce back quickly if something does go wrong.
For example, installing leak detection sensors, reinforcing the roof, trimming back trees, or creating a basic emergency plan are all ways to “harden” your risk.
Think of it as safeguarding the chapter house now to avoid bigger problems later.
Why You Should Care
Taking preventive steps can significantly reduce both financial and operational impact for chapter houses. Every $1 spent on mitigation saves roughly $4–6 in post-disaster recovery costs. That’s savings you can invest back into your facility and protect your members’ well-being.
Smart Risk Hardening Measures
| Area | What to Do | Resource |
|---|---|---|
| Leak Detection | Install flow-based leak protection systems and strategically place water sensors under appliances and pipes. | Learn more about leak protection systems, including how to qualify for a premium credit: Leak Protection |
| Flood & Sewer Backup Prevention | Use sump pumps, direct water away from the foundation, and consider sewer-backup prevention devices. | See Preventing Water Damage |
| Roof Hardening & Storm Preparation | Reinforce roofs with impact-resistant materials and clean gutters and downspouts to improve water flow. | Learn more about maintaining your roof. |
| Security Enhancements | Improve exterior lighting, secure locks, clear sightlines, and use biometrics or smart cameras. | Watch Smart Security Strategies for Chapter Houses webinar. |
| Self-Inspection & Preventive Maintenance | Complete MJ Sorority’s Chapter House Self-Inspection form at least annually—summer is an ideal time. | Download MJ’s Chapter House Self-Inspection Form. |
| Emergency Readiness | Prepare an emergency response plan and keep updated inventories and documentation of property and valuables. | Review emergency resources at MJ Sorority. |
Beyond Bricks and Mortar
Risk hardening isn’t just about upgraded building materials—it’s about thoughtful planning and clear communication:
- Emergency Response Plan: Train volunteers and collegiate leaders on evacuation, communication, and critical contacts. This resource can help.
- Documentation Management: Keep photos, floor plans, insurance records, and inventory lists backed up securely. Check out our House Corporation Inventory Checklist to help.
- Regular Walkthroughs: Use the self-inspection form and monthly to-do lists to spot small issues before they grow.
The Bottom Line for House Corporation Volunteers
Being proactive is more than a best practice—it’s a duty of care. Your role is to steward the property for current and future members. Strengthening the chapter house today not only limits financial loss—it fosters a safer, more secure environment for your members and your organization.
As always, contact us with any questions.
As the academic year winds down, this month’s newsletter is packed with practical tips to help your chapter close out the year safely and smoothly. This month’s newsletter is focused on setting the stage for a smooth and safe break—and a strong start to the next academic year.
- Skip to the housing section where this month you’ll find tips for deep cleaning and mold prevention over the summer
- Click straight through to the chapter services section for guidance for reviewing officer transitions and answers to common questions about alumnae use of the facility.
Summer often brings quieter campuses—but it also brings an uptick in severe weather risks. From torrential rain and flash flooding to high winds, hurricanes, and even tornadoes, the summer season can cause serious property damage, particularly when chapter houses are unoccupied or unmonitored.
While you can’t prevent storms, you can reduce their impact by preparing the facility in advance. Here are five smart steps house corporations and property managers can take now to protect the chapter house during the summer months.
1. Identify and Address Hidden Vulnerabilities
Storm damage is often worsened by small maintenance issues that have gone unnoticed. Roof leaks, cracked foundations, blocked drainage, or worn seals around doors and windows can all become big problems when severe weather hits.
Before the height of summer storm season, walk the property or coordinate a professional inspection. Focus on known weak spots—roof seams, basement entries, foundation cracks, and aging drainage systems. Clear gutters and downspouts to ensure water flows away from the house, not toward it. Fixing these issues now can help avoid emergency repairs and insurance claims later.
Applicable MJ resources to help:
2. Establish a Local Emergency Contact
With the chapter members away during the summer, having someone nearby who can respond quickly is essential. Designate a local point of contact—such as a House Director, House Corporation volunteer, chapter advisor, or trusted contractor—who can monitor severe weather alerts and physically check the house following a storm.
This person can assess damage early, prevent additional losses (such as water intrusion), and coordinate immediate repairs. Even something as simple as tarping a roof or boarding a window can make a major difference in preventing further damage.
Applicable MJ resources:
3. Don’t Underestimate Flood Risk
Flooding isn’t just a coastal or river-adjacent risk—it can happen anywhere, especially when sudden storms overwhelm local drainage systems. Older homes or those with basements are particularly vulnerable.
Evaluate your property’s risk and consider steps such as:
- Sealing basement walls and windows.
- Installing or testing sump pumps, ideally with battery backups.
- Relocating key items—like mechanical systems or stored furnishings—above ground level.
- Maintaining relationships with local contractors and remediation vendors so help is readily available if needed.
Read more about increasingly severe storms and how best to prepare. Learn more about leak detection technology to help minimize water damage.
4. Prepare for Wind Damage Before It Happens
High winds from summer storms can be incredibly destructive. They can tear off shingles, topple trees, and turn outdoor furniture into airborne hazards.
Help reduce your risk by:
- Inspecting and repairing roofing and flashing.
- Trimming tree limbs that hang over the building or utility lines.
- Securing or storing outdoor furniture, signage, or trash bins.
- Reinforcing vulnerable exterior elements, such as entry doors or older windows, especially if the house is located in a hurricane or tornado-prone area.
Applicable MJ resources to learn more:
5. Emergency Planning Isn’t Optional—It’s Essential
Having a documented emergency response plan is a crucial part of risk management, but a plan that’s never shared or practiced won’t be much help in the middle of a storm. House Corporations should take time each year to review and update their storm and emergency procedures. Make sure everyone involved—house directors, local volunteers, advisors, and key vendors—knows their role before a crisis occurs.
Think through the key questions:
- Who monitors local weather alerts and determines when action is needed?
- Who checks the property after a storm or initiates emergency repairs?
- What’s the communication plan between the House Corporation, volunteers, and headquarters?
- Do all relevant parties have access to important documents, contact lists, MJ claims contact, and vendor information if power or internet is down?
Even if the house is unoccupied, a clear response protocol helps minimize damage, speeds up repairs, and keeps everyone informed and prepared.Bottom of Form
Advance Planning Makes a Big Difference
With the chapter house unoccupied, it’s easy for minor issues to go unnoticed until they become major problems. Taking time now to prepare for summer weather can protect the property and reduce your to-do list come fall move-in. If you’re unsure where to start, your MJ Sorority team is always here to support you.