Coronavirus: Alpha Xi Delta Recommendations

What if my college/university closes, moves to online courses, or closes student housing?

Alpha Xi Delta chapter meetings and activities should follow and mirror the college/university’s actions with the timeline specified by the college/university. Your chapter should follow all guidelines and quarantines put in place by the university.

What about chapter meetings, formals, large gatherings, etc.?

In preparing to gather, chapters and alumnae associations should adhere strictly to state, municipal and university guidelines for gathering (deferring to the most stringent guidelines). These plans should be made under the advisement of the National Council designee and with high regard for CDC recommendations. Virtual meetings and activities should still be the first choice whenever possible.

What if my chapter had events planned that have to be cancelled due to the pandemic?

We encourage you to reach out to any venues or vendors you are working with to see if deposits or funds can be transferred to a future date. Many companies, venues and organizations are showing flexibility with rescheduling at this time due to the spread of COVID-19. Our member services team can help provide guidance by emailing memberservices@alphaxidelta.org. 

What should the chapter’s executive committee if we cannot be together in person due to restrictions?

Your chapter operations will need to move to a virtual experience. Your executive board needs to evaluate the chapter calendar and consider what events need to be canceled and the associated contracts or vendor agreements/orders connected with those events. This includes events such as formal, philanthropy, initiation, etc. Please email memberservices@alphaxidelta.org if you need assistance.

It is important that we continue engagement with the members of our chapters during times when we cannot be together in person. We want our chapters to continue to build an adapted chapter experience for our members to participate in. Alpha Xi Delta has many opportunities that don’t require meeting face to face. Chapter officers should send information to all chapter members each week that includes updates, information and announcements. To continue to build and maintain the bonds of Sisterhood virtually, there are so many ways to keep everyone engaged. Some examples are:

• Hosting small virtual get-togethers through FaceTime, Skype or Zoom. Sessions could be based off of interests and led by a chapter officer.
• Setting up scheduled virtual study sessions.
• Utilizing social media to build connections. You might consider creating “Tag a Sister Who” posts to continue making member connections. 

Can we host virtual meetings? How should we do that?

Yes, it is ok to conduct your chapter business virtually in this situation. The avenue you use to conduct a virtual business meeting depends on how much and what business your chapter needs to conduct at the time if meetings and activities are cancelled. We encourage you to contact your Associate Director of Area Development if you need assistance with determining the best option for your chapter. Here are a few options we suggest to help you get started:

• Posting meeting minutes and documents through OmegaOne
• FaceTime
• Skype
• Hangouts Meet
• Google Drive
• Slack
• Virtual Meetings: 82 (Best) Tools, Ideas and Tips (note: some options require a subscription. Check your chapter budget and consult with the Finance and Operations Vice President prior to signing up for anything.)
• Article from Forbes: Collaboration in the time of Coronavirus

We have members returning from study abroad. What should we do?

Members returning from study abroad should follow guidance from the college/university’s study abroad office regarding returning to campus. If you or someone you know has traveled to the level 3 areas (https://wwwnc.cdc.gov/travel/notices), it is reasonable to suggest self-isolation. You may also extend the same recommendation to level 2 areas. 14 days is the current guidance and this is intended to be a self-isolation, not a required one unless mandated by state/local authorities. Please encourage a sensitive, caring environment for your Sisters so we can all support each other.

What should we do about chapter dues and fees if activities are canceled due to COVID-19?

As you know, Alpha Xi Delta is present on many campuses across the country that are unique and responding to this pandemic in a variety of ways. We appreciate your patience as we work individually with chapters to assess their unique situations, necessary financial commitments and other factors. Given this is a fluid situation, members and new members should still be paying their dues and fees. We cannot make a broad statement to include all chapters and specific action considering each chapter has unique situations with employees, event contracts and facilities/campus communities which may be completely closed versus suspended.

What if I live in a chapter facility?

Alpha Xi Delta has been in contact with local building corporations about precautions and developing an action plan should a member who lives in a facility be suspected of having Coronavirus due to symptoms and/or recent international travel, or has been diagnosed with the illness by a medical professional.

If Coronavirus becomes of heightened concern on your campus, the university may close living facilities or cancel classes/events. First and foremost, your chapter should follow all guidelines and quarantines put in place by the university, particularly as they relate to group living. We understand this may result in closure of chapter facilities. Any inconvenience is far outweighed by the safety, health and wellbeing of our members. Please stay in touch with your university health centers to stay on top of any local developments that relate to your campus and surrounding community. Please contact your Associate Director of Area Development to help you assess your chapter calendar and help you decide the next appropriate steps to take. They are listed on our website. 

What about housing fees if my campus closes or temporarily closes due to COVID-19?

As you know, Alpha Xi Delta is present on many campuses across the country that are responding to this pandemic in a variety of ways. Each chapter has unique housing and all chapter facilities are different. This situation is constantly evolving and no two circumstances are the same. Our housing staff is working with local building corporations and our nationally managed chapters to assess their unique situations on a case by case basis.

Who can I contact about housing questions?

Please email properties@alphaxidelta.org. Please note in your subject line and in the body of the email which campus and/or chapter you are reaching out about. If you are emailing on behalf of a member, please include her name as well.