July 2021: Topics include transportation risks, wildfires, mental health, & COVID-19.
According to the USDA Forest Service, historic fire data show that wildfires are not only getting larger; they also are becoming more intense. As populations increasingly move from metropolitan areas into the outlying fringes bordered by woodlands, grass and brush, this has significant property and life safety implications for households, farms, ranches and businesses. This decentralization into natural settings has created a landscape known as the wildland/urban interface (WUI). The WUI is defined as “the area where structures and other human development meet with undeveloped wildland.”
For those who live or work in the WUI, advance planning and taking safety precautions are critical in helping to reduce wildland fire property loss and injury. To reduce the risk, considerations should be given to the fire resistance of building structures, the topography of property and the nature of and proximity to nearby brush, trees and vegetation. Safety considerations include, but are not limited to:
Protection and Preparation
Create Safety Zones Around Structures
- Maintain a clear space free of brush, trees, grasses of at least 100 feet, preferably 200 feet, between the structures and natural growth.
- If you live on a hill, extend the zone on the downhill side. Fire spreads rapidly uphill.
- Properly maintain or avoid ornamental plants known or thought to be high hazard combustible plants.
- Keep outside storage of flammable liquids, gases, and hazardous materials at least 100 feet from the buildings. Preferably, maintain them within a fire rated safety storage locker.
Maximize Fire Resistance Through Construction/Building Materials
(At time of new construction, remodeling, or through retrofitting)
- Consider exterior mounted fire sprinklers to protect the roof, walls and windows of the buildings.
- Install noncombustible roofing and siding materials.
- Replace plain glazing with fire-rated glass, or provide fire shutters.
- Cover house vents with wire mesh, to deter flaming debris from entering.
- Install spark arrestors on chimneys.
Prepare for Water Storage
- Develop an available water supply; and
- Connect with campus fire officials about availability of water
Other Considerations
- Make an inventory of property and furnishings. Here’s our version.
- Keep important papers, data and an inventory of your property and furnishings in a safe location offsite or fire-resistant rated safe.
- Have emergency/fire department telephone numbers readily available.
- Maintain building accessibility for fire department equipment.
- Have a continuity plan with alternative arrangements for continuing critical operations.
Response
Always be ready for an emergency evacuation
- Know where to go and what to bring with you.
- Plan several escape routes, in the event roads are blocked.
- Account for all members and employees of the chapter, during and after evacuation. Ensure a safe evacuation.
- Wear protective clothing.
- Practice evacuation plan.
Attend to last minute property mitigation measures
- Remove combustible items (wood, lawn furniture) outside your property’s safety zone.
- Close vents, windows, entry and garage doors.
- Close shutters and blinds to reduce radiant heat.
- Close all doors inside the house to prevent draft.
Attend to water preparation and other systems
- Shut off all sources of natural gas, propane or fuel oil supplies.
- Get water and water pump ready. Connect garden hoses. Fill pools, tubs, garbage cans, or other large vessels/containers with water.
- Put automatic garage doors on manual, in case of power outage.
Other considerations
- Follow disaster plan/ emergency shut down practices. This includes equipment, machines, HVAC and other building systems.
- Prepare hose lines and maintain a fire watch center. Activate any manually operated outside fire sprinklers, when appropriate.
Recovery
Read OSHA’s Wildfire: Response/Recovery.
Other Considerations
Contact your campus fire department, forestry office, emergency management office and building department for information about local fire laws, building codes and prevention measures. Obtain local building codes and weed abatement ordinances for structures built near wooded areas.
Additional Resources
Source: Travelers.com
The U.S. has learned from Japan that retrofitting buildings to withstand earthquakes can save lives and reduce losses. Click the link to watch a video from AM Best discussing retrofitting. “Earthquake Retrofitting Saves Lives, Reduces Losses” (April 2021)
FAQs: Commercial Kitchens – In this episode we discuss all sorts of cooking and kitchen related questions that we hear most often.
Click here for a guide on what to do before, during and after a storm.
January 2021: Topics include planning safer events during COVID-19, COVID-19 employment and vaccine questions and more.
May 2021: Topics include mental health, Covid-19 vaccine, and housing agreements.
We recommend that you complete a House Inventory Checklist and review it once a year (note about this resource: we have made this resource available in Excel because it has built-in formulas for easy manipulation and calculation. Once you click on the link, you can click on the download link in the upper righthand corner to edit your own version). For more information about the property coverage, please click here.
Use the Chapter House Self-Inspection checklist to review your property and life-safety risk management.
Introduction
One of the most challenging exposures in insuring a women’s fraternity or sorority is keeping insurance and risk management guidance aligned with the realities of campus life. As chapter membership grows and housing needs evolve, more members are living together off campus.
On campuses where official sorority chapter houses are not present or where a specific sorority does not have a designated house, it has become increasingly common for members to secure off-campus housing together.
Understanding the Three Types of Off Campus Houses
Not all off-campus housing presents the same level of exposure. We have identified three distinct scenarios:
- Sorority-Sanctioned Auxiliary Housing – Lower Risk
This type of housing is found on campuses with traditional chapter houses, supplemented by additional residences arranged by the house corporation or national housing corporation. They may colloquially referred to as annexes.
These properties are generally sanctioned, monitored, and aligned with sorority chapter house policies. This paper does not focus on these arrangements. - Unofficial Houses Near Official Chapter Housing – High Risk
Despite the lack of oversight, these houses are often informally viewed on campus as an extension of the chapter. They are often known as the junior/senior house and leases are passed down among chapter members.
On many campuses, the chapter house is not large enough to accommodate all members and the house corporation/national housing corporation has not offered other housing. In these cases, groups of members independently rent a house together that is not owned, leased, or sanctioned by the sorority and residents are not contractually bound by sorority housing rules. - Unofficial Houses on Campuses without Housing – Severe Risk
On a campus where there are no traditional chapter houses, members often make independent arrangements to live in a house together, which functions much like a chapter house. This house is not owned, leased or formally recognized by the sorority, but members may hold meetings there, display their letters on the exterior of the home, and refer to the house as the chapter house.
This third type of unofficial house has become the most problematic to the Sorority Program because of the perception of oversight where there is actually little to no control of activities on the property.
One such property was the site of the largest sorority chapter claim in the history of the department. An unofficial house hosted a party where a student perished due to alcohol consumption. The total cost of the claim will be more than $8,000,000.
Risky Unofficial Houses
For purposes of this paper, we will only focus on the latter two exposures. These types of residences are not sanctioned by the sorority, not leased by the sorority, and operate separately from the sorority. We have dubbed these types of residences “unofficial houses”.
These unofficial houses are increasing in number, and many are becoming known as the sorority’s house on campus. Without traditional oversight and adherence to sorority policy, these residences are the sites of sorority-wide parties and events that would not otherwise be allowed by the organization.
Why Unofficial Houses Pose a Significant Concern
These unofficial houses present serious challenges to both the national organization and to the integrity of the insurance program. The most common issues include:
- Lack of Ownership and Oversight: Unofficial houses are not managed by the sorority or a housing corporation and are not subject to the same safety standards, inspections, or maintenance expectations as official facilities.
- Misunderstanding of Affiliation: While residents may see the house as a private rental, the campus community, including guests, neighbors, and university officials, often perceives it as “the sorority house.” This perception creates a direct association with the organization if and when an incident occurs, exposing the organization to liability not contemplated by your coverage.
- Public Perception and Liability Exposure: When most residents belong to the same sorority, the assumption of affiliation is easily made. Should a serious incident occur, especially one involving alcohol or guests, both the residents and the organization could be named in a lawsuit, regardless of who holds the lease or owns the property.
- Increased Claims Frequency: Claims originating from unofficial houses are increasing, confirming these residences are a growing and very real source of risk.
- Lack of Advisor Oversight: On campuses without formal housing, advisors often have a reduced role, limiting opportunities to reinforce policies, expectations, and safe practices.
- University Acknowledgement: Fraternity and Sorority Life staff frequently refer to these unofficial houses as the sorority’s house, further reinforcing perceived affiliation.
Risk Management Expectations
If an unofficial house exists, it must be managed with heightened awareness, even though it is privately rented and not subject to sorority housing policies.
To reduce risk and minimize exposure, we strongly recommend the following:
Clear Separation from the Sorority
- No exterior identification of any kind (letters, symbols, banners, signs, painted sidewalks, etc.)
- Do not refer to the residence as the chapter or sorority house on campus
- Do not use the address as the chapter’s mailing or official address
Lease and Legal Independence
- The lease must be in the names of individual residents, not the sorority
Events and Gatherings
- Do not host recruitment or social events that could be interpreted as sorority functions
- Do not position gatherings as pre‑game or post‑game events for sanctioned sorority activities
- Do not announce or promote events at the house during chapter meetings or in chapter group chats
Alcohol Awareness
- Be especially cautious with alcohol use and party activity
- Even legal-age drinking can create severe liability if the residence is viewed as affiliated with the sorority
Communication and Oversight
- Notify chapter advisors and/or housing volunteers if there is an unofficial
- Promptly inform national leadership if: the property becomes informally recognized on campus as the sorority’s house or other concerns arise
- MJ Sorority can assist in reviewing and advising on risk mitigation
Next Steps
National leadership has been made aware of this issue due to its increasing significance across the women’s fraternity/sorority community. Local volunteers and advisors are often the first to become aware of these arrangements and serve as a first line of defense to mitigate this exposure. If you learn of an unofficial house associated with your chapter, notify your leadership team promptly.
Leadership may choose to engage MJ Sorority to evaluate and address the specific risks involved at a location. In some cases, it may be necessary to have members living at an unofficial house acknowledge risk management expectations in writing.
Final Thoughts
Private housing does not eliminate public perception. When a residence becomes known as “the sorority house,” the legal, financial, and reputational exposure can be substantial, even without formal affiliation.
MJ’s goal is to ensure members understand these risks and take proactive steps to protect themselves, their chapter, and the national organization.
- Lack of Ownership and Oversight: Unofficial houses are not owned or managed by the sorority or its housing corporation, which often means they do not meet the same safety and maintenance standards as official facilities.
- Misunderstanding of Affiliation: While residents may view the arrangement as a private lease among friends, the broader campus community often perceives the property as connected to the sorority. This perception can create a direct association with the organization if and when an incident occurs.
- Public Perception and Liability Exposure: When a majority of residents are members of the same sorority, it is easy for others to assume the residence is a sanctioned chapter house. Should a serious incident—especially one involving alcohol or guests—occur, both the residents and the organization could be named in a lawsuit, regardless of who holds the lease or owns the property.
- Significant claims activity: We have seen a notable increase in claims arising from these unofficial residences rather than official chapter houses.
- Higher claim severity: In addition to increased frequency, we have also seen a substantial increase in the ultimate cost of claims stemming from unofficial houses. This is often due to the combination of (1) no ownership or oversight by the organization, (2) safety and behavior standards that fall short of what is expected in an official chapter house, and (3) the ease with which plaintiffs can argue affiliation when the house is known locally as the sorority’s residence.
Risk Management Expectations
If such living arrangements exist, they should be handled with a similar level of awareness and caution as an official chapter facility—even though they are privately rented and not subject to sorority policies.
To reduce risk and confusion, we strongly recommend the following:
- No exterior identification of the residence as affiliated with the sorority—this includes letters, symbols, banners, or signage of any kind.
- Avoid hosting gatherings that could be even remotely interpreted as sorority events, such as recruitment functions, celebrations, or social events organized primarily for members or guests of the sorority. Do not announce functions hosted at the unofficial house at chapter meetings or on chapter group chats.
- Be mindful of alcohol use and party activity. Even if residents are of legal drinking age, incidents involving alcohol can quickly lead to liability if the house is viewed by others as “the [sorority name] house.”
- Communicate early with chapter advisors or housing volunteers if this type of housing arrangement exists, so leadership is aware of any potential reputational or liability risks.
- Promptly notify national leadership if concerns arise or if the property has become informally recognized on campus as the organization’s house. We at MJ Sorority can assist in reviewing and advising on the situation.
Next Steps
We have identified this issue to your national leadership, as it represents a growing exposure within the women’s fraternity/sorority community. As a local volunteer or advisor, you may be more aware of these housing situations than headquarters.
If you become aware of an unofficial house affiliated with your chapter, please bring it to the attention of your leadership team. Upon review, they may engage MJ Sorority to assist in evaluating and addressing the specific risks associated with that housing arrangement.
Our goal is to ensure that members understand the potential consequences of allowing a privately rented property to become publicly known as a chapter house. Even without formal affiliation, the perception of connection can create legal and financial exposure for both the residents and the organization.
Scenario
The employee fell on the ramp outside the house and injured his leg. The insured disputed the employee’s injury because he was working the next day and was not limping. The injured employee then told the insured he would be off work because the doctor did not know the full extent of his injury without an MRI. Despite the concerns of the insured, the claim was accepted. The employee was released to work, but with restrictions with which the insured could not comply. The doctor requested surgery on the employee’s knee, which the employee wants to do; however due to the employee being overweight, he could not find a surgeon who would operate. The issue is whether the carrier is liable for the injured employee’s gastric bypass surgery, which the employee looked into before the injury. The carrier submitted their opinion to panel doctors, and they found the carrier is liable for the bariatric surgery. The injured worker’s knee surgery is on hold until the bariatric surgery is completed, and the employee is a better candidate for knee surgery.
Result
In summarization, there was an admitted knee injury but due to non-industrial health issues (obesity), the employee’s attorney and adjuster agreed to an Accredited Medical Exam specifically on need for bariatric surgery on industrial basis. The report confirmed the liability on the carrier to provide surgery, which is scheduled soon. The workers’ compensation carrier has paid $59,757 thus far and has set aside an additional $78,884 in reserves (what the carrier expects to pay additionally).
Issues to Discuss
- What procedures do you have in place to prevent slips and falls?
- What policies could have been in place to prevent a claim like this from happening in the first place?
Scenario
According to a report completed by the Chapter Advisor, there were three chapter members conversing about the fire escape outside the window of the second floor. One member, who admitted she had previously been out on the escape, showed the other two new members that it was possible to go out onto the fire escape from the window of the room. The older member successfully got out on the escape. One of the freshman women attempted to do the same and slipped and fell one story to the ground. The women fractured her jaw in 8 places requiring surgery, lost 7-8 teeth and received various soft tissue injuries related to the fall from 15 feet.
Results
Parents of member have retained an attorney and a reserve of $350,000 has been placed on the claim by the insurance company.
Liability Concerns
The fire escapes were used by the house residents as “balconies.”
- Risk Management solution: Written rules, by laws, contracts, handbooks or other correspondence methods should address inappropriate use of roofs, bodies of water, fire escapes, basements, attics, etc.
The prior House Director knew that the residents were using the fire escape as balconies.
- Risk Management solution: A specific person or persons should be responsible for making sure that rules are adhered to. This person or persons must have authority and make sure all persons conform to these rules. Persons living in the house must be held accountable to these rules.
The access ways to the fire escape had no signs posted.
- Risk Management solution: Signage is very important for instructions and awareness purposes. Post signs in access ways that clearly indicate that the fire escape is to only be used for emergency purposes.
A light which was affixed to the wall just above the fire escape was not working.
- Risk Management solution: The appropriate employee should be conducting comprehensive house inspections and giving the property manager written items that need correction. This should also include a follow-up procedure to make sure that corrections are made in a timely fashion.
The witnesses all stated that they have never been advised of any prohibitions against using the fire escape.
- Risk Management solution: House Corporation should have a meeting with the Chapter members once every semester to educate the members on the House Rules and the minutes of the meeting should reflect said instructions. Signs should be posted near the escapes that state “for emergency use only.”
A chair was present on the third-floor fire escape which had been present for three years according to one witness.
- Risk Management solution: An assumption could be made that the members were using the chair to sit in while using the fire escape in an improper manner. Clearly communicate to employees the procedures for reporting to the House Corporation any House Rule violations.
One witness stated that the house members regularly used the fire escapes as balconies and were never told not to.
- Risk Management solution: House Corporation should have a meeting with the Chapter members once every semester to educate the members on the House Rules.