Property Resources Archives

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.

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.

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.

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.

Just click the printer icon to download a printable version for your use.

Kitchen & Common Areas

Deep clean inside and behind appliances (fridge, oven, microwave)
Sanitize sink, garbage disposal, and drains
Steam clean carpets and upholstery
Dust and clean ceiling fans, vents, and baseboards
Empty and disinfect trash cans and recycling bins
Wash window screens and sills

Bathrooms

Scrub tile, grout, and shower walls
Clean under and behind toilets and sinks
Check for signs of leaks or moisture around plumbing
Ensure exhaust fans are functional and clean

Bedrooms & Storage

Inspect closets for musty smells or signs of moisture
Vacuum under beds and behind furniture
Check window areas for condensation or mold
Leave closet doors cracked open to improve airflow

Basement & Utility Areas

Inspect for signs of standing water or leaks
Run dehumidifiers as needed
Clean AC drip pans and check filters
Ensure gutters and downspouts direct water away from the foundation

General Mold Prevention

Keep HVAC running (set to auto with temp ~78–80°F)
Place moisture absorbers in closets or bathrooms
Schedule at least one mid-summer walkthrough
Review maintenance logs and check for unresolved plumbing issues

When chapter members request to bring an emotional support animal (ESA) with them to their chapter house, there is a unique set of challenges presented to the housing corporation: how to review requests, create and communicate clear guidelines for housing the animal, the impact on other members, and more.

While we have seen organizations take several different approaches to managing this process, one thing is true across organizations: housing corporations should be clear and consistent when creating and enforcing emotional support animal policies. Because of the legal requirements of the Emotional Support Animal Request process, it is important that you engage your national organization to help you navigate the process and ensure consistency from chapter to chapter of your organization. There are a few basic laws and policies that should be considered when creating your own procedure, which we outline below.

The Fair Housing Act (FHA) & Emotional Support Animals (ESAs)
The Fair Housing Act prohibits discrimination in renting, buying, or financing housing. In general, the FHA protects people with disabilities and requires housing providers to make reasonable accommodations for persons with disabilities. An ESA can be a reasonable accommodation, but can also be unreasonable. It is essential that an organization create and codify procedures to review ESA requests fairly and consistently across properties.

What’s Required in an ESA Approval Process
As stated above, it is crucial that your organization is clear and consistent when creating and enforcing an ESA policy. Some key points to consider are:

Notification Requirements;
1. A person with a disability must notify their housing provider if they need a reasonable accommodation and the provider must grant the request if it is reasonable, as a part of an interactive process between the resident and the property owner.
Connection between ESA and Disability; and
1. The ESA must provide a service to the person with a disability that is connected to that person’s disability.
Whether a Reasonable Accommodation can be made.
1. A reasonable accommodation is a change or adjustment made to a housing policy or practice that allows a person with a disability to equally use and enjoy their dwelling.
2. Some accommodations can be unreasonable, and all requests should be subject to the same analysis.

Creating an ESA Approval Process
Housing corporations should be clear and consistent when creating and enforcing emotional support animal policies. The easiest way to accomplish this is to analyze requests at the national level and provide consistent guidance to local house corporations that may need to manage their own property’s requests.

Requests should be reviewed by a committee and be clearly outlined in the organization’s procedures. It’s also crucial to engage the member making the request throughout the review process. Members’ needs, paperwork, and circumstances can vary greatly. Ensuring that your process is navigable and reasonable will protect you from the consequences of a “take it or leave it” approach.

Once a request is reviewed, be sure to communicate a plan to the member. This should outline any reasonable accommodations being made or unreasonable accommodation requests that are being denied. If there are expectations of the member, such as keeping a dog on a leash, they should also be outlined and formally acknowledged by the member.

Common Pitfalls
Look out for common mistakes and misconceptions about ESA policies:

A request for a reasonable accommodation can be made at any time.
An organization cannot require a specific notification form so long as the required information is provided in writing.
While housing providers can request information to evaluate a person’s disability and related need, they are not entitled to know an individual’s diagnosis. It is appropriate for the housing provider to require documentation from the person’s health care professional that affirms a disability is present and that the ESA provides for the need related to that disability.
The need to fill the house does not qualify as an undue burden and does not make a request unreasonable. To deem a request unreasonable, some other circumstance(s) must be present.
An ESA policy cannot limit the size or breed of an ESA. However, it is permissible to deny a request because of specific issues with an animal’s conduct.

Making reasonable accommodations for members’ emotional support animals is key in effectively managing a property. By following these guidelines, you’re well equipped to create organization wide policies to consistently review requests and provide reasonable accommodations.

If you have questions about a specific policy or procedure or are looking for further advice, please reach out to your client executive or consult your inter/national headquarters.

This article is based on a presentation by Amy Hebbeler of Fraternal Law Partners, shared with MJ Sorority. With thanks to both Amy and Fraternal Law for sharing.

In an ideal world, house corporations can evaluate the physical state of their properties and plan to address concerns and make updates to chapter houses as their schedules and financial circumstances allow. However, in the real world, this isn’t always possible and work needs to be done on the property due to unforeseen weather damage, a water leak, or other unexpected event that can lead to a claim.

Roof damage can be particularly disruptive and requires immediate attention. As your partner in managing these claims, MJ wants to be sure you’re thinking about the long-term implications of the choices you make when repairing or replacing the damaged roof. As always, our goal is to carry the claim effectively and efficiently through the process with your carrier and make you aware of the latest technologies and materials to consider when addressing the damage to your property.

As you begin repairs and/or replacement of your roof, we would encourage you to consider, at the very least, an assessment of the state of your roof before beginning repairs. This is best practice when beginning repairs on any claim as you consider the efficiencies and potential benefits of making improvements along with repairs.

Your current carrier provides comprehensive coverage to “repair or replace the damaged area with materials of like kind and quality.” Addressing your roof claim is the perfect opportunity to implement additional fortification measures that may prevent or mitigate future damage. Most notably, while you may receive quotes that meet your state’s building code requirements, these should be treated as the minimum of repairs, and you should strongly consider hiring a contractor that will take additional measures to fortify your roof with technologies like impact resistant shingles and wind and rain resistant ventilation. While these decisions may be difficult to make when you’re making improvements beyond the replacement value covered by your policy, we firmly believe that the use of higher quality materials will save you in the long run.

You are likely going to be replacing shingles that, due to their age, are not engineered to be as wind resistant as the newer, more advanced shingles available on the market today. Worsening weather conditions have included significantly stronger winds in areas that have not historically experienced such extreme weather, waring on older structures not built to withstand increasingly high winds. This map, maintained by FEMA, may help you evaluate your risk for wind at your property. You will need to evaluate whether the increased cost of these shingles and other fortification measures will save you in the long run should another wind/hail incident occur.

See below for resources outlining these innovative solutions, measures we believe are imperative to maintaining your insurance coverage long term and maximizing the longevity of your roof. Also included is a webinar with contact information for our business partner, Bone Dry, who may be able to provide an assessment of your roof and provide recommendations for fortification.

Out of Sight, Out of Mind: The Importance of Roof Inspections
Updating and Maintaining Your Chapter House Roof
Webinar: Managing Your Chapter Roofs with Bone Dry

If you are able, a claim can be an opportunity to make improvements to your chapter house roof and prevent future damage. Reducing the frequency and severity of future claims to your roof serves to maintain your premium and preserve the comprehensive coverage that the MJ Sorority program provides. We encourage you to reach out to our team with any questions about preferred materials as you make a plan to repair or replace your roof.

As a property owner of a sorority chapter house, you likely keep a close eye on the building’s interior, exterior, and overall maintenance to ensure it remains safe and well-kept. However, there’s one critical area that might not get the same level of attention — the roof. Since it’s “out of sight,” it often becomes “out of mind.” Unless there’s visible interior leaking or a recent windstorm, roofs rarely make it onto a regular inspection or maintenance plan.

Why This Matters Now

If you’ve been keeping up with MJ Sorority’s newsletters over the past two years, you know the property insurance market is experiencing significant challenges. Insurance companies are grappling with rising property claims due to changing weather patterns, which has led to several adjustments, including:

Increasing property rates and premiums
Raising standard deductibles for all causes of loss
Implementing higher deductibles for specific risks like wind, hail, and water damage
Adding stricter coverage limitations for roof damage
In some cases, withdrawing from certain markets entirely, such as homeowners insurance in Florida and California

Fortunately, the insurance company providing sorority property coverage has taken a more balanced approach to these market shifts. However, to maintain comprehensive coverage, proactive risk management — like roof maintenance — is key.

The Value of Annual Roof Inspections

We’ve consulted with roofing contractors, and the message is clear: regular roof inspections are essential. Here’s why:

Early Problem Detection: Routine inspections catch small issues before they turn into major (and costly) problems, helping to prevent damage to the structure.
Extended Roof Lifespan: Addressing minor repairs early helps prolong the life of your roof, protecting both the building and your financial investment.
Budget Planning: Insurance companies are increasingly concerned about property owners not accounting for the lifespan of roofing materials. Proactive inspections help you plan and budget for the inevitable roof replacement, rather than being caught off guard.

Getting Started

Travelers Insurance offers a helpful resource to guide your roof inspection planning: How to Build a Commercial Roof Inspection Plan.

The frequency of roof inspections will depend on various factors, so we recommend consulting with a qualified roofing contractor to determine the best schedule for your chapter house. As insurers continue to scrutinize roof conditions, incorporating regular inspections into your property maintenance program is more important than ever.

By taking these proactive steps, you not only help protect your chapter house but also contribute to maintaining stable and comprehensive insurance coverage for the sorority community.

Join our partners at Krittenbrink Architecture for this Housing Forum on the Road webinar.

Check out the 2024 Winter Weather Bulletin for important winter weather risk management reminders.

Learn more about designing chapter houses with adaptability in mind in this webinar with our partners at Luminaut.