Chubb Insurance, the insurance company who writes your Crime Insurance Coverage, have some basic risk management rules and guidelines for the entities under your organization’s national insurance policy. These conditions are referred to as “required conditions” and list out specific requirements in the financial management to ensure that there is dual control of the financial transactions at all times. Should an embezzlement occur and the dual controls were indeed in place, then the entity would only have to absorb a lower deductible (refer to your Insurance Overview for your organization’s embezzlement limits and deductibles). However, should a claim occur and no dual controls were employed, then the per occurrence deductible would be $150,000 per occurrence.

This requirement by the insurance company hopes to serve two purposes:

Maintaining this coverage is extremely critical for our community comprised of primarily volunteer leadership. Thus, the insurance company has placed required conditions on the policy for insureds to qualify for a lower policy retention (deductible). Required Conditions means the Insured Organizations have utilized, prior to the loss sustained, a professional, third party accounting service* to provide the following controls with respect to any Chapter, Local House Corporation or Local Foundation, which will be verified at the time of loss:

Click here to see claims examples involving embezzlement  that might be useful for determining your various exposures to this type of risk.

We are confident that our clients recognize this risk to financial management and have implemented these required conditions as recommended. Should you have additional questions, please consult with your Client Executive at MJ Sorority.

*We have come to understand that this accounting service is generally being utilized, so it likely will not be a change for your operation. The policy requires the chapters/house corporations/local foundations have a professional, third -party accounting service in place at the time of a loss to qualify for the lower deductible should a loss occur. Examples of this would be an accounting firm or one of the accounting service providers in the fraternal community, such as OmegaFi and Billhighway/GreekBill.

The ruling body for fire safety codes is the National Fire Protection Association (NFPA). This entity determines the fire safety codes and is the recognized standard by which all businesses are to follow.

It is the NFPA that sets the codes for the types of sprinkler systems that must be or can be installed in a building primarily based on its occupancy. In 1896, they developed the first code for systems in residential or habitational type occupancies: NFPA 13.

NFPA 13 is designed to serve two distinct purposes:

The building must be 100% sprinklered including attic space whether accessible or not. The costs to install can be substantial for the following reasons:

For a variety of reasons such as cost and labor, NFPA came out with a modified code in the 1970s for residential housing: NFPA 13R (Residential). The main purpose of this risk management tool was purely the protection of lives, unlike NFPA 13 which also was protecting the physical property.

A criterion for the residential housing was that the structure had to be less than four stories in height. As such, the sorority chapter houses did qualify for 13R status, with the only caveat being the attics were not to be used for any purposes and were to have limited access to the attic space.

When the interest for sprinkler systems began to escalate, we were successful in getting the insurance company to provide substantial credits for a property that met the NFPA 13R code. Even though the primary benefit was life safety or the liability exposure, the insurance company agreed to apply this credit to the property premium due to our rationale, which included the following:

Over the years, we have seen an exposure emerge which has become a challenge, which is that the chapter house attics frequently aren’t sprinklered. Of the six property fires over $100,000 in claim cost, four of them started in the attic, which was unsprinklered and had no other type of fire detection system.

The biggest problem comes from the fact that the fire burns for some time in the attic and/or roof area, and it isn’t until it burns through the attic flooring for the debris to land on the next floor before the sprinkler system is engaged and the fire department is alerted. The second problem then comes when the fire department gets there and has to release far more water than normal to extinguish the fire. Subsequently, you have more of your building damaged by the fire and more water damage in trying to put it out.

The liability insurance company underwriters are still very pleased that there is reduced if not completely eliminated bodily injury exposure, but the property underwriters are growing concerned about the exposure of attic fires.

The obvious solution to this dilemma is to install sprinklers in the attic, but this would be virtually impossible for expense reasons. We have done extensive research on this matter and can reach no other conclusion.

We can however recommend another solution to the fire protection alert delay that presently exists which is the installing of a heat sensor to your existing fire alarm system in the attic space. The fire department gets alerted to a fire much faster than without sensors, and there is ultimately less property damage along with the life safety benefit. For further reading on heat sensors, check out these additional resources.

For more information on preventing phishing scams, review this resource from Chubb, the cyber security carrier for MJ Sorority clients.

Rates of mental illness on campus that were already concerning prior to the onset of the Covid-19 are skyrocketing: one in three college students are suffering from depression and even more have anxiety disorders.  

Women’s fraternities and sororities are being called upon to educate their members and volunteers in this area of growing need. From a risk management standpoint, we always recommend that students reach out to their respective campus mental health professionals; however, the mean student-to-counseling-staff ratio at colleges and universities is 1,737:1, according to a survey of counseling center directors. Clearly, the campus counseling services are unable to handle the sheer number of students in need of help. 

We have researched several affordable options that you may want to share with your members and volunteers. If you have additional suggestions, please send them to Sara Sterley, Director of Risk Management Education, so that she can continue to update this resource for our client’s use.

One of the options available for mental health well-being is the National Alliance on Mental Illness (NAMI). NAMI is the nation’s largest grassroots mental health organization dedicated to building better lives for the millions of Americans affected by mental illness. NAMI defines a mental illness as a “condition that affects a person’s thinking, feeling, behavior or mood.” NAMI also states that the first thing those who have or think they might have a mental illness need to know is that “you are not alone.” NAMI provides a variety of resources, trainings, information, programs and tools to help, including:

Mental Health America is a non-profit dedicated to improving the lives of people living with mental illness. The organization has offices and branches around the country, and a comprehensive “finding help” tool that includes self-assessment tools, links to finding someone in your community to talk to, and even tips on how to make the most of your relationship with a therapist or social worker, as well as a crisis number you can call in case of emergency (1-800-273-TALK).

Additionally, Mental Health America offers resources specifically geared toward college students, and they’ll help with other aspects of your life  that may be impacted by mental health issues. 

One of the best and most overlooked services is the 211 service that most municipal areas have. You can dial to find out about mental health, counseling, or other resources available in your community and beyond. The FCC’s “Dial 211″ info page has a wealth of information about what you can learn when you call them.

They don’t offer mental health and counseling services directly, but they can refer you to appropriate services in your area. 211 is free, but some of the services they have access to aren’t, so keep that in mind.

Talkspace is one of the original online therapy companies that enables users to connect with licensed mental health professionals based on their individual needs. There are various subscription levels available depending on one’s budget and needs.

Additionally, Talkspace offers corporate discounts for organizations who may want to offer the platform to their members.

BetterHelp is the world’s largest e-counseling platform, and it’s not just one type of counseling: you can choose to message, chat live, hop on the phone, or video chat with your therapist an unlimited number of times per week. Check out their website and over 25,000 testimonials to learn more.

Apple’s 2017 App of the Year, Calm is an app that helps you build a meditation practice that has been proven to help alleviate stress and anxiety. In addition, there are options to aid sleep. It really helps to develop a daily practice, and also enjoy a moment of calm and peacefulness when the day becomes too stressful. Many of the meditations are free, but some of the sessions are locked unless you subscribe.

What’s up is a free app that uses Cognitive Behavioral Therapy (CBT) and Acceptance Commitment Therapy (ACT) methods to help users cope with depression, anxiety, stress, and more. What’s Up offers additional resources and services to large groups like sororities to boost the mental health of their constituents.

Headspace is another free app that is rooted in the science of meditation. It has series of guided and unguided meditations, and plenty of other relevant content to listen in your own time and at your own pace.

SuperBetter is a game focused on increasing resiliency, strength, and optimism. When people played SuperBetter for 30 days, their moods improved, symptoms decreased, and self-belief in achieving goals increased, according to a study by the University of Pennsylvania.  SuperBetter is designed to help users adopt new habits, strengthen relationships, complete meaningful projects, and achieve lifelong goals. If you still don’t believe that a game can do all of that, watch this viral TED talk from the game’s designer.

This is obviously a huge issue to get our arms around. Let us know how we can come alongside you to bolster the mental health of your members, volunteers, and employees.

Every state has laws regarding the care and maintenance of certain mechanical pieces of equipment that potentially pose a greater risk to residents/occupants/guests in a sorority chapter house. This exposure is often referred to as boiler and pressurized vessels. We generally think of the steam operated boilers that heat a house; however, even hot water heaters in some states are also included.

Generally speaking, these laws require: (1) an operating permit to be obtained from the State Department or jurisdiction prior to operating a regulated boiler or pressure vessel; (2) all operating permit inspections to be performed by a boiler or pressure vessel inspector licensed by the Department; and (3) the Department to perform operating permit inspections on all regulated boiler or pressure vessels owned by the state.

Your insurance coverage for boilers and pressurized vessels is part of your property insurance coverage. In addition to paying for a claim should one of these items explode, the coverage also provides extensive safety engineering and inspection services which will ultimately minimize the potential for a loss.

As the law prescribes, inspections must be performed on a regular basis as determined by the state law. These could be anywhere from a quarterly to an annual inspection. As part of your insurance premium, these inspections are done by your property insurer Travelers Insurance Company, and they are free of charge. 

The jurisdiction however should they be asked to inspect by the building owner would have a fee attached to that service, thus why we encourage our clients to rely exclusively upon your insurance company to fulfill this role.

There are basically two separate transactions with this exposure:

The process is as follows:

Should you have any questions or concerns, please do not hesitate to contact us.

The milder days of spring are a perfect time to do a thorough spring cleaning and perform routine maintenance. After a long winter, it is a good idea to spend time on preventive measures to help maintain your property throughout the year. Tasks such as cleaning out your gutters, checking for dead trees and branches and cleaning and inspecting facility mechanical and plumbing systems, such as heating and air conditioning equipment, can help make spring a season of safety.

Cleaning and maintenance of your chapter house should be done inside and out. Although the tasks are different, checking to see if all the elements of your property are in good working order can help keep your members and employees safe and your maintenance expenses lower over the long run.

Here are a few things inside your facility that should be inspected to determine if they are in good condition:

The cold winter months can do damage to your property as well. Here are a few things outside your facility that should be inspected to ensure they are in good condition:

A little home maintenance in the spring can go a long way to help keep the chapter house safe and secure throughout the rest of the year.

Water damage is the leading cause of property claims in the MJ Sorority insurance program, accounting for 55% of all reported claims. From frozen or burst pipes to leaking appliances and sewer backups, water can be one of the most disruptive and expensive property issues. Even with comprehensive insurance coverage, things like the disruption of member experience and the increased time and attention required of your volunteers will be inevitable consequences.

The best defense is a proactive one. That’s why we strongly encourage property managers and house corporations to take preventative steps by installing a comprehensive water protection system. These systems are not only an effective way to avoid costly damage but installing leak detection could also make your property eligible for a 5% credit at renewal, applied to your property insurance premium. Contact your Client Executive for more information.

What Can a Water Protection System Include?

A comprehensive water protection setup typically involves three components: (1) smart water sensors; (2) a flow monitoring system; and (3) freeze sensors. Find below an overview of each:

1. Smart Water Sensors

These devices serve as the frontline defense against water damage by detecting moisture and leaks throughout the property. Strategically placed sensors can promptly alert housing corporations and property managers via mobile notifications upon detecting any signs of leakage.

Recommended sensor locations:

It may take some experimentation to determine where these should be placed to detect the unusual presence of water. It is imperative to work with a house director who is familiar with the usual patterns of water usage and presence, as well as the history of a property’s water damage or usual problem areas. Should you have any doubt about your location’s water loss experience, contact your Client Executive for a loss run.

2. Flow Monitoring System

Installed by a plumber on the main water line, this device monitors water flow throughout the property. It identifies abnormal usage patterns that may indicate hidden leaks and can be integrated with your plumbing system to provide real time alerts.

If this flow monitor detects any unusual pattern in water use, it will automatically shut off the flow of water to the property. These devices also allow the user to customize the threshold for water flow before an alert is issued based on the time of year and even the time of day, helping you manage usual vs. unusual water use. These devices also offer companion apps and/or text and email alerts to keep your property management and house corporation officials informed in real time, which can be especially helpful when the house is unoccupied for school breaks.

Importantly, flow monitors can detect leaks in places where water sensors cannot such as behind walls or under the foundation, offering an added layer of protection.

3. Freeze Sensors:

In times of arctic freeze, 45% of claims are due to the sprinkler pipes freezing and upon thawing, significant amount of water are released to the property. These sensors monitor water temperature in your pipes and alert you if the temperature drops low enough to risk freezing pipes (typically around 45°F or 7°C). You may consider these sensors for both sprinkler and domestic pipes. Use of these sensors is risk dependent and you should consider your location when determining the necessity of a freeze sensor.

MJ Sorority Recommendations and Premium Credit Requirements

Currently your property deductible for water damage is your standard property deductible. Because water damage claims continue to be so pervasive for the insurance industry, many insurance companies are now separating out the water hazard claims and affixing a much higher deductible. Using a risk management tool like a water protection system will help your property maintain a lower deductible.

At minimum, installing smart leak detection water sensors that notify you of visible leaks can help prevent major water damage when issues are caught early. We recommend placing these sensors in locations where water presence would be unusual yet possible (see list above).

Flow monitoring systems provide a deeper level of protection, identifying hidden leaks in domestic water pipes before they become visible. A small, undetected leak behind a wall can lead to extensive damage. While these systems are highly recommended, we understand the automatic shutoff function may cause inconveniences, such as when higher-than-usual water use occurs before weekend events. For this reason, a flow monitoring system is not required to receive the 5% premium credit, though it remains best practice.

Chapters in colder climates should also seriously consider installing freeze sensors. At a minimum, we recommend temperature sensors that monitor overall house temperature as an indication of pipe conditions. For added protection, technologies that monitor temperature within sprinkler systems are available and particularly important for chapters with a history of frozen pipe issues.

Leak Detection Systems Are Worth the Investment

Business Partner Suggestions

We suggest exploring the following business partners for water protection products:

Initial Protective Steps

Although the options above are the best way to reduce your risk of water damage, use these basic tips as supplements, but not substitutes, for water detection devices.

Take Action Now

Don’t wait for a claim to find out how vulnerable your property is to water damage. Investing in water protection technology now will protect your chapter house, reduce your risk, and earn you a property insurance premium credit at renewal.

For further reading on preventing water damage, refer to our printable infographic or this resource for additional tips. For further information on water damage claims for the MJ Sorority book of business, refer to this infographic.

In the event of flooding or a higher-than-normal water table due to heavy rains, sewage could back up through floor drains or plumbing fixtures located in a basement or lower level. When rising storm waters are expected, it is vitally important to establish a watch system to monitor your property drainage system to quickly identify and address any issues such as back-up, flooding, etc. Being prepared and responding quickly often minimizes the damage potential. The following are some methods to help minimize sewer backup into a building.

If sewage starts to back up into a home or business from the floor drains, it is possible to plug these drains. Floor drains are often at the lowest point in your facility and, as a result, may be the first entry point for sewage backup. Rubber or wooden plugs, purchased at many hardware stores, may be used to close off drains during heavy rains. If plugs are used, mark them prominently if they protrude beyond the floor level so they don’t become a tripping hazard.

After plugging floor drains, if the sewer water level becomes high enough, it may fill and overflow other plumbing fixtures located in the basement or lower level. Plug these drain openings with stoppers or plugs. A string mop can be used to help plug toilet openings. Be aware that ceramic plumbing fixtures such as toilets may be fragile.

Plugging of drains or fixtures should only be done where the condition of the sewer piping below the floor is considered to be strong and tight. Otherwise, heavy rainstorms or flooding may cause a build-up of water pressure within the house or business’ sewer system great enough to rupture pipe joints or damage basement floors.

Some properties may have backwater valves installed on sewer lines. Some are manually closed gate valves, while others are automatic check valves.

Remember that while the valve is closed and protecting your home or business from sewage backup, normal sewage flow from the building to the sanitary sewer is also cut off. This means that plumbing fixtures cannot be used unless a pump bypass is provided.

Many towns also have a comprehensive website with information and advice regarding prevention techniques. You should also refer to your local municipality for assistance.

Leak detection devices are a great way to prevent a sewer backup from doing more significant damage. Click here for further reading.

We have seen a dramatic increase in claims arising out of frozen pipes over the last two years. Frozen pipes can present an invisible threat – one that you might not recognize until the weather starts to warm. By then, the water damage can be significant and costly. Fortunately, keeping your home warmer, at a consistent temperature, and better insulated can help protect your pipes from freezing this winter.

Which Pipes Are Most at Risk?

Pipes that are most exposed to the elements, including those outdoors and along the exterior walls of your home, likely need extra protection during winter months. These include the following:

Before winter:

During winter:

Why is a Frozen Pipe a Concern?

When water begins to freeze, it expands. This can cause both plastic and metal pipes to burst, possibly leading to significant water damage to your home.

What Do You Do if You Have a Frozen Pipe?

How to Help Prevent Frozen Pipes
We have created a printable infographic with these reminders for your use.

In addition, make sure you complete MJ’s Winter Weather Checklist prior to the onset of winter weather. More detailed tips to manage the risk of frozen pipes is available here.

Updated COVID-19 guidance for sorority chapters and house corporations as we begin the Fall 2021 academic year.

When we think of making campus facilities more secure, we often chink of high-tech or expensive solutions such as using the latest in communication systems or installing an extensive network of surveillance cameras. Although these efforts do deter crime and arc worth the expense, says Denise Swen, dean of Middlefield Campus at Foothill College in California, many of the efforts to make campus facilities more secure are relatively low cost and low tech.

During her recent online seminar “Including Safety and Security in Campus Facilities Planning,” Swett outlined how to make new and existing facilities more resistant to crime, including the following low-tech options:

Faculty and student training

Students have long been experts at circumventing the safety and security hardware that campuses install in residence halls, Swett noted. They prop doors open, ignore alarms, and lend one another their IDs and/or security swipe cards. As a result, training is key in making the most of equipment.

On Swen’s campus, trainers conduct five-minute meetings in classrooms. The training focuses on the positives of staying safe, rather than on scaring students with potential dangers. (Swen said she is happy to share the script her campus uses in these five-minute classroom appearances. Please email her at swettdenise@jhda.edu to request a copy.)

Landscaping

Something as seemingly simple as landscaping can impact facilities security, Swett noted. A bougainvillea border underneath a bank of windows, for example, serves a security function. The flowering shrub’s tangle of thorns deters potential criminals from accessing the building through the windows. Low-to-the-ground hedges and trees with their lower branches pruned away also enhance security: they keep windows from being obscured and don’t afford potential criminals places to hide.

Landscaping that offers full outdoor view~ also deters potential criminals. On Swett ‘s campus, for example, a grouping of tables in an outdoor spot affords a view in all directions, making it harder for a potential criminal to surprise anyone sitting there or commit a crime without being observed by someone else in the area. In contrast, another campus has a path winding through a garden of tall bamboo plants: although the garden is lovely, people on the path cannot see other people there until they’re in very close range.

Maintenance

Well-maintained campuses send the message “We don’t want you here” to potential criminals, Swett said. In contrast, poor maintenance sends the message, accurately or not, that the campus is “unsecured, ignored, and overlooked”- in other words, a good place to get away with crime.

Signage

Clear, well-designed signage can also deter crime. Signs should be easy to read at night and should not use confusing jargon or acronyms. Campus maps that are current and note the locations of emergency call boxes are helpful to both potential crime victims and first responders.

Addressing windows and doors

Among the top safety modifications included in the report released after the Virginia Tech shootings in 2006 were recommendations to install the following:

• solid doors

• window coverings

• doors without handle~ or bars that can be chained together

Swett noted that among the students locked into classrooms for safety reasons during the Virginia Tech shooting, all survived. Having a solid door, or at least a door with windows that can be covered by curtains or a shade, increases the safety of being locked into a room because an assailant can’t see if anyone’s inside.

Many double door sets can be chained together by an attacker because each door has a handle. If such doors can’t be replaced, at least one of the handles can be removed as an alternate solution, Swett said.

Which approaches should your campus take?

To determine the deterrents that will work for your campus, Swett recommended the following steps: