SIGMA KAPPA Voices Strong Hearts United. 02 Handbook for the House Manager 2016 Manager PU69 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Constitution This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence. Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. © 2015 Sigma Kappa Sorority Sigma Kappa Sorority House Manager Handbook page 2 TABLE OF CONTENTS The House Manager 4 Resources 4 Advisor to the House Manager 5 Working with the House Director 5 Sample Timeline for the House Manager 7 Property Policies 10 National Property Rules 10 Chapter Property Rules 10 City Ordinances, State and Federal Laws and University Rules and Regulations 10 Corporation Board/Property Committee Meetings 11 Room Assignments 11 Housing Agreements 11 Dining Room and Kitchen Policies 12 Property Management Procedures 14 Opening the Premises 14 Closing the Premises - Vacations or Holiday Breaks 15 Closing the Premises - Additional Responsibilities for Summer Closing 16 Safety and Security 17 Personal Safety 17 Room and Property Security 17 Emergency/Disaster Planning and Fire Prevention 18 Fire Prevention Techniques 20 Other Areas of Fire Prevention 21 Fire Drills 22 City Inspections 22 Sustainability 24 Energy and Water 24 Sigma Kappa Sorority House Manager Handbook page 3 Waste 24 Wellbeing/Health 25 Engagement/Programming 25 THE HOUSE MANAGER The house manager, along with the house director (if applicable), the corporation board/property committee, and the advisory board, is responsible for making sure the physical premises which the chapter occupies are safe, attractive, affordable, and competitive. Additionally, the house manager is responsible for providing information to the chapter concerning safety inside and outside the chapter premises, energy and water conservation, and recycling procedures. In light of these responsibilities, the house manager must do the following: Communicate regularly with assigned advisor, house director, and the corporation board/property committee to ensure that premises are clean and properly maintained. Coordinate with the executive council the establishment of chapter property rules. Assist the corporation board/property committee in opening the premises at the beginning of each semester or after each school vacation. Prepare the premises for closing prior to vacations or holiday breaks. Attend corporation board/property committee meetings. If unable to attend, work to identify a substitute. Educate members on procedures concerning personal safety and security, as well as procedures to follow in the event of an emergency. Work closely with the executive council and advisory board to ensure that the property is filled to capacity at all times, if live-in housing is provided. Work with the executive council, house manager, and advisory board in determining room assignments, if live-in housing is provided.. Report all damage to the premises and needed repairs to the house director or corporation board/property committee. Survey the chapter to collect suggestions for improvements to the chapter property, and send those recommendations to the corporation board/property committee. Assign and schedule property cleaning and maintenance duties to residents and Sigma Kappa Sorority House Manager Handbook page 4 follow-up to ensure their completion. Resources The house manager must have certain resources and materials to properly do the job. Many of these resources are available in Live Sigma Kappa. They are as follows: A. Policies and procedures: 1. Handbook for the House Manager 2. National Policy Handbook 3. Corporation Board Handbook, if your chapter's property is managed by a housing corporation. 4. The bylaws for your corporation, if your chapter's property is managed by a housing corporation. 5. House manager supplies from Sigma Kappa website 6. House manager module from SKILLab on Sigma Kappa website. 7. Chapter property rules (If your chapter does not have any, please contact the Corporation coordinator assigned to your chapter for assistance in developing them.) 8. Chapter code of conduct 9. Copy of the Housing Agreement, if applicable B. Other resources 1. A list of goals for the office 2. Recommendations for the successor 3. The recommendations left by the previous house manager 4. Chapter budget for the office 5. Chapter calendar 6. Contact information for community resources, i.e., local fire department or other appropriate fire official, campus police, etc. 7. A list of contracted services that impact property management (cleaning, maintenance, lawn care, etc.) 8. Contact information for: a. Advisor b. Advisory board supervisor (ABS) C. Corporation board/property committee president d. The chapter's assigned national corporation coordinator e. House director, if applicable Advisor to the House Manager The advisor to the house manager provides continuity in the management of the chapter's premises. She may also attend meetings of the corporation board/property committee as the advisory board liaison, but does not have a vote as the liaison. The house manager works very closely with the advisor to ensure that the premises are safe, Sigma Kappa Sorority House Manager Handbook page 5 attractive, affordable, and competitive. Review the module in SKILLab: Sigma Kappa's Interactive Learning Lab to learn more about developing a relationship with your advisor. What if you Don't Have an Advisor? If you don't have an advisor, there are several other resources to look to for assistance. They are: Advisory board supervisor (ABS) Corporation board president/property committee chairman Collegiate coordinator Assigned national corporation coordinator/liaison Refer to Live Sigma Kappa for names, addresses, and email listings for these individuals. Working with the House Director A house director is hired to oversee the management and care of the premises, as well as supervise all employees and food preparation. Communication from the house manager is essential for successful property management. Follow the best practices below for working with the house director: Notify the house director of all chapter activities as soon as you are aware of them. Provide a copy of the chapter schedule and discuss the events that the chapter would like her to attend. If an event is going to require food, the house director must be given advance notice. If the chapter plans an activity that will cause the members to miss a meal, the house director must be notified so that unnecessary food will not be prepared. To enable the house director to identify chapter leaders as well as their duties, arrange for a meeting of all officers and committee chairmen with the house director. This meeting should occur soon after the property opens in the fall and again after installation of officers. During the meeting, each officer and committee chairman should explain her duties to determine the need to coordinate plans with the house director. During this same meeting, the house director should explain her expectations of the officers and committee chairmen, as well as learn what they expect of her. When financially feasible, the corporation board/property committee or chapter should purchase an activity pass for the house director so she may attend campus athletic events, concerts, or other events. The house director should always have a reserved parking space close to one of the doors to the premises. The house director is an important member of your chapter team. Be sure the chapter members show their appreciation through cards, gifts, and Sigma Kappa Sorority House Manager Handbook page 6 personal messages. Invite the house director to chapter activities such as teas, open houses, dances and formals, etc. She is the official hostess for the chapter house and should be treated accordingly. If the house director is not a member of Sigma Kappa and if ritual ceremonies are to be held in the chapter property, the house director should be asked to refrain from entering the space during preparations, ceremony, and break-down. The house manager should provide the dates of these ceremonies as far in advance as possible so that the house director may make proper arrangements. SAMPLE TIMELINE FOR THE HOUSE MANAGER January Prior to returning to campus, communicate with the corporation Sigma Kappa Sorority House Manager Handbook page 7 board and the house director, if applicable, concerning what may need to be done to re-open the property. Assist in opening the premises, distributing keys, etc. As soon as members return to school, review the national and chapter property rules, etc., with all members and new members. Review emergency/disaster evacuation plan with all members. Assign property duties for the term. With the assistance of the house director, if any, plan and conduct an unannounced, timed fire drill. Complete the fire drill report in Live Sigma Kappa, and send to the required individuals as listed on the form. Distribute housing agreements to members for the next school year and announce due date. If your chapter has a house director, schedule a meeting with the house director to discuss the chapter's schedule for the term, food planning, security procedures, emergency procedures and fire drills, repair reporting procedures, and communication procedures. If a new house manager is assuming her role at this time, both incoming and out-going house managers should be at this meeting, if possible. February Collect housing agreements for the next school year and forward to the corporation board/property committee. Spring Break/Quarter Break Post the date the property will close for spring break/quarter break. Procedures and duties related to closing the premises for vacations and holiday breaks should also be posted at least two weeks in advance. Announce these procedures at chapter meetings. Assist in opening the premises after the break. March Assist the corporation board/property committee as they update the property inventory from October. With the assistance of the house director, if any, plan and conduct an unannounced, timed fire drill at a different time from previous drill(s). With the assistance of the executive council, advisory and corporation boards/property committees, determine how property vacancies for the next year will be filled, if applicable. Collect preferences for roommates and room assignments for the next school year. Sigma Kappa Sorority House Manager Handbook page 8 April With the assistance of the executive council, review the chapter property rules and propose changes for the next school year. After the chapter approves these new rules,, send a copy of the rules to the corporation board/property committee and ABS. Post the date the property will close for the summer. Procedures and duties related to closing the premises at the end of the school year should also be posted at least two weeks prior to closing. Announce these procedures at chapter meetings. Solicit suggestions for repairs to be made over the summer break, if possible. Summer Break Close the property for the summer and ensure all closing-related duties are completed. At the Time the Chapter Returns to School Assist in opening premises, inspections, distributing keys, etc. As soon as possible after members return to school, review national and chapter property rules, etc., with all members and new members. Review emergency/disaster evacuation plan with all members. Assign property duties for the term. Distribute copies of room assignments to corporation board/property committee, advisory board, and house director, if applicable. Assist the corporation board/property committee as they prepare a written inventory and take photos of all property in chapter premises. September Work with the vice president of programming (VPP) to plan a workshop for members and new members to instill the importance of personal safety. Work with the VPP and vice president of philanthropic services (VPPS) to plan a workshop for members and new members concerning energy and water conservation, sustainability, recycling, etc., in the house With the assistance of the house director, plan and conduct an unannounced, timed fire drill. Complete the fire drill report in Live Sigma Kappa, and send to the required individuals as listed on the form. Request a listing of dates, times, and locations for corporation board meetings. Add this information to the chapter calendar. With the assistance of the executive council, the advisory board, and the corporation board, determine how any vacancies for the next semester, if applicable, may be filled according to the chapter's code of conduct. Post appropriate signs to facilitate members to indicate their desire to move in and to move out. Sigma Kappa Sorority House Manager Handbook page 9 October If your chapter allows for members to move-out and move-in before the beginning of the spring term, post signs to facilitate the determination of who will be moving. Solicit preferences for roommates and room assignments, if rooms will be changed after semester/winter break. Review at a corporation board meeting the procedures to be used if roommates are changing rooms after semester/winter break. November Post the date the property will close for Thanksgiving break and semester/winter break at least two weeks in advance. Other procedures and duties related to closing the premises for vacations and holiday breaks should also be posted accordingly. These same procedures should be announced at chapter meetings. With the assistance of the house director, if any, close the property for Thanksgiving break and ensure that all closing-related duties are completed. Solicit suggestions for repairs to be made over semester/winter break, if possible. With the assistance of the house director, plan and conduct an unannounced, timed fire drill at a different time from previous drills. Work with the executive council and advisory board to determine who may move-out/move-in, if this is allowed for your facility. Work with the executive council to determine who will be qualified to leave college/university housing and move into the house for the next school year. December Announce the procedures to be followed if roommates are changing rooms after semester/winter break. With the assistance of the house director, if any, close the property for semester/winter break and assure that all closing- related duties were completed. Sigma Kappa Sorority House Manager Handbook page 10 PROPERTY POLICIES National Property Rules The national property rules are found in the National Policy Handbook. Review NPH each semester to ensure all applicable housing policies are placed in the chapter code of conduct and are current with what is stated in NPH. Chapter Property Rules 1. With the assistance of the advisory board and corporation board, each chapter should establish its own rules concerning behavior on the premises and how the property may be used. No chapter property rule can contradict, limit, or diminish Sigma Kappa national policy, city ordinances, state or federal laws. 2. Each spring, the house manager and the executive council should review the current chapter property rules as well as any rules dictated by the corporation board/property committee and propose changes to be voted upon by the chapter members. Changes must be approved by the chapter's advisory board and corporation board/property committee before the chapter vote. a. Quiet hours: It is suggested that quiet hours be established for the property, which will provide a suitable environment for sleeping and studying. Regulations concerning quiet hours should be included in the chapter property rules. 3. When the rules are approved, a copy must be sent to the chapter's ABS, corporation board/property committee, house director, and national corporation coordinator. 4. In the fall, each member and new member should be given a copy of the chapter property rules. These rules should also be included in the Code of Conduct. Sigma Kappa Sorority House Manager Handbook page 11 5. At the beginning of each semester, the house manager should orally review the chapter and national property rules at a meeting of all members. This meeting also provides an opportunity to review how property duties will be managed and anything else that is important for everyone to know and understand. If the chapter has a house director, it is important that she be present for this meeting. 6. All visitors and alumnae must follow both chapter and national property rules. All members and new members who live off the property must also follow the chapter and national property rules when on the chapter's premises. 7. Violations of chapter property rules or policies should be reported to the standards council. 8. Any changes in property rules should be announced to the members at the first meeting and be included in the minutes for those members who are not present. City Ordinances, State and Federal Laws, and University Rules and Regulations The house manager should become familiar with all rules and regulations of the university, city and state that concern housing. A copy of applicable regulations, if any, should be obtained from the corporation board/property committee and placed in the house manager's notebook. Make sure the corporation board/property committee is aware of any violations or changes to these rules. Corporation Board/Property Committee Meetings As per the National Policy Handbook, "Two members of the collegiate chapter shall automatically be voting members of the corporation board. These two members can be any combination of the following: chapter president, vice president of finance or house manager." Review the corporation's bylaws for your corporation. The house manager should attend all corporation board/property committee meetings even if she is not one of the two collegiate voting members. 1. If the house manager is not a voting member of the corporation board/property committee, she will attend board meetings as a visitor. She will then be aware of the expectations of the board regarding the management and care of the facilities, and will be able to provide the board with suggestions for repairs, etc. 2. At the chapter meeting following the corporation board/property committee meeting, one of the chapter representatives to the corporation board/property committee should present a full report of business discussed and decisions made by the board. The chapter members rely on chapter representatives to the corporation board/property committee to represent them at corporation board/property committee meetings, and to keep them aware of property management matters that pertain to the chapter. 3. The house manager should inform the relevant chapter members of their Sigma Kappa Sorority House Manager Handbook page 12 obligation to attend the corporation board's annual meeting. Proper notice and the agenda should be provided by and can be requested from the corporation board president. Room Assignments The house manager should work with the executive council, house director, advisory board, and corporation board/property committee to arrange room assignments using the following steps: 1. Confirm with the corporation board/property committee if any rooms will be unavailable due to construction, improvements, or existing problems. 2. At least one month before room assignments are made, request preferences from members for roommates and rooms. 3. The chapter should establish procedures for determining room assignments. Some chapters use a point system; others use initiation number or scholastic GPA. Regardless of the method, it is suggested that a ranking be used to assign rooms. 4. Based on the established procedures for assigning rooms (and roommates, if applicable), the house manager should work with the executive council and advisory board supervisor to finalize room and roommate assignments. 5. When assignments are made, a listing should be distributed to members, the corporation board/property committee, the advisory board, and the house director. Roommate Issues Occasionally, issues will develop between roommates, causing one of them to request to move out of her room or the house. The first step in resolving these issues should be mediation between the two parties. Consult the house director and/or EVP for assistance with the mediation. If mediation does not resolve the concerns, the next step would be to follow the standards council procedure. The house manager should discuss the situation with both roommates and her advisor or the advisory board supervisor in order to determine whether an alternative roommate assignment is available. Housing Agreements The house manager should assist the corporation board/property committee with the distribution of housing agreements and keeping the property filled to capacity. The corporation board will determine the number of living spaces that must be filled each year. The chapter's Code of Conduct should include a priority ranking system by which members ensure the living spaces are filled. It may be similar to the points system the chapter has established for other determination purposes. If the corporation does not use an electronic distribution of forms, the house manager Sigma Kappa Sorority House Manager Handbook page 13 will be responsible for collecting from the members the signed housing agreements and any deposits required to be paid with the contracts, keeping them in a locked location, and then providing them to the corporation board when requested. Quick Tips about Housing Agreements 1. If possible, housing agreements for the next school year are to be issued no later than February. 2. National Policy Handbook states that, "All collegiate members and new members, unless college rules prevent, shall live in the sorority house when the chapter or corporation owns or rents a house, suite, or residence hall floor and there is space available." Any members wishing to live out of the house when the house is not fully occupied must complete the procedure listed in the National Policy Handbook. 3. Housing agreements are to be returned at least two months before the end of the school year, signed by both the member and her parents or guardian, and accompanied by a deposit check where appropriate. 4. It is the responsibility of the chapter to see that all resident rooms/bedrooms are contracted at all times, and if a vacancy occurs, the chapter must take action to fill the opening at once or assume the financial responsibility of the vacancy. Dining Room and Kitchen Policies The house manager should work with the house director, corporation board/property committee, and advisory board to establish and implement dining room and kitchen policies, if applicable. These policies and procedures should be included in the chapter property rules and posted in the dining room and kitchen. Some suggested policies include: 1. Guest meals must be charged to the person who invited the guest. When recruitment or campus/Panhellenic guests are invited to a meal, the guest's meal must be charged to the appropriate chapter budget. 2. Members must sign out for meals they will miss due to class or other obligations. (An alternative is for members to sign-up for meals they intend to eat.) 3. Dining room etiquette, such as escorting the house director to her place, waiting to sit or eat until she does, how food should be passed (if food is being served family style), how to handle telephone calls received during meals, etc., should also be included in the chapter property rules. 4. A policy should specify that members may not enter the kitchen while the meal is being prepared, served, or during clean-up, in order to reduce the risk of accidents. 5. Before leaving the premises, alumnae who are not guests of a member or serving in an official capacity should pay either the house manager, vice president of Sigma Kappa Sorority House Manager Handbook page 14 finance, or house director for the meal. The house manager should make sure that all guest meals are paid for and/or billed to the appropriate member or chapter budget. 6. Members of the advisory and corporation board/property committee, and any other national officers or staff, should not be charged for meals or overnight accommodations when serving in their official capacity. These meals should be charged to the appropriate chapter budget. 7. Use of any commercial kitchen space should be restricted to trained employees only. Assigning Property Duties In order to allow each member who lives in the house the opportunity to take pride and ownership in the house, as well as to help keep the house clean and organized, property duties or "house duties" may be assigned to each person. Work with your committee and chapter to arrange property duties in a way that works best for the chapter. Prepare a schedule for the entire term and post it in the chapter GIN System at the beginning of the term so everyone can plan what and when they will need to perform their duty. Be sure to put the time and day by which each task must be completed. Violations of chapter property rules should be reported to standards council. Sigma Kappa Sorority House Manager Handbook page 15 PROPERTY MANAGEMENT PROCEDURES Opening the Premises Assist the corporation board/property committee in opening the premises at the beginning of each semester or after each vacation or major break. The list on the following pages may be used as a checklist for this task. If requested to do so by the corporation board/property committee, arrive early to unlock the premises, adjust the thermostat to its normal position, and plug in lights and small appliances, etc. Arrange key distribution. If a key deposit is required, no key should be distributed to a member until the deposit has been paid. Consult with the house director or corporation board/property committee to determine which members have paid the key deposit. Each key should have an individual number on it, along with the words, "Do Not Duplicate." Assign the number on the key to the member, and keep a record of which key each member has been given. The member will then be responsible for this key throughout the period of time that keys are distributed. Check the NHC website for a useful tool for key distribution and returns. Assist the corporation board/property committee in inspecting each bedroom before the members move in. The inspection/check-in form provided in the corporation board/property committee annual supplies for the year should be used to note existing damage in the room and furniture, and repairs that need to be done. Each member who stays in the bedroom should do a separate check-in, so that both the member and the corporation board/property committee agree on existing damage in the room. Repairs that need to be completed should be brought to the attention of the house director or corporation board/property committee. Work with the chapter vice president of finance to determine the number of members living off of the property and furnish this number to the corporation treasurer so she will know the amount of parlor fees the chapter will be paying. An easy way to share this information is to export a current roster from Dove Hub and make edits to it. Sharing this information with the corporation treasurer will ensure timely billing for parlor fees. As soon as possible after the members return to school, with the assistance of the house director, if applicable, arrange a time to review with the members the chapter property rules, the national property rules, and other chapter procedures concerning how the premises are to be used. Other things to review may include: Emergency/disaster evacuation plans Sigma Kappa Sorority House Manager Handbook page 16 Care of the furniture, carpet, and all equipment and furnishings Use of storage areas, if available Location of cleaning supplies, vacuum, broom, etc Disposal of waste, and the recycling of appropriate materials Procedure to report a repair that needs to be done Property duties-what to do, how to do it, when to do it Use of property phone, if applicable Use of the laundry facilities, if available Use of study facilities and equipment, if available Distribute a copy of "Fire Safety Procedures and Prevention" (see Fire Safety section on page 16) and review as a group Meal hours and procedures The need of each member to obtain personal property insurance and proper automobile insurance for loss or damage to the member's property, etc. (It should be explained that a member's personal property is not covered under the sorority's liability insurance. Many homeowner's liability insurance policies will cover property of the member while at school and the member should check with her parents about this. If the homeowner's liability insurance will not provide coverage, renter's insurance should be purchased.) The proper use of fire doors and fire exits, and that room doors should be closed and locked when the member is not inside the room, as well as at night Closing the Premises - Vacations or Holiday Breaks Prepare the premises for closing prior to vacations or holiday breaks. The list on the following pages may be used as a checklist for this task. Approximately two weeks prior to closing, post a sign that announces the dates and times the premises will be closed and re-opened after a vacation or major break. The sign should also summarize the duties that members will be expected to complete prior to closing. The following closing procedures should be reviewed and distributed at a chapter meeting: The common areas should be clean and free of personal items and clutter. There should be no food or trash left in the house. All furniture must be in its proper location. All trash cans must be emptied and the trash taken to the nearest receptacle outside the premises. Be sure to check those in the bathrooms, kitchen area, etc. Windows in all rooms must be properly closed and locked. All curtains or blinds should be left in a uniform position so that the property has a neat Sigma Kappa Sorority House Manager Handbook page 17 appearance from the outside. Unplug all lights and other small appliances. (Do not, however, unplug major appliances such as refrigerators, etc.) It is advisable to leave one or two lights connected to timers in public rooms, to make it appear that someone is staying there. All food must be removed and thrown away. All bedroom doors should be closed and locked. If it is the policy of the chapter to collect property keys prior to leaving for breaks or vacations, then the house manager or house director (if applicable) should collect them. If keys are not collected, some sort of "Super Lock" or additional deadbolt should be used to prevent members from entering the property while the premises are vacant. The house manager should confirm with the house director (if applicable), corporation board/property committee as to who applies this additional lock. In the winter, thermostats should be turned down approximately five degrees. However, the house manager should consult with the corporation board/property committee and house director (if applicable) before adjusting the temperature so that pipes do not break while the premises are vacant. Walk around the exterior of the premises to make sure all equipment and furnishings have been brought inside and stored properly or secured. Ensure all doors are closed and locked, lights are turned off, and all windows are closed and locked. Ensure all common area property duties have been completed, including removal of trash and food. If there is a security system, the house manager, house director (if applicable), or corporation board/property committee representative should set the alarm as the last person leaves the property. Closing the Premises - Additional Responsibilities for Summer Closing At the end of the school year, in addition to the above, the following should be completed. All closets and drawers must be emptied of contents and trash. No personal items should be left in any room during the summer. Any personal items left by a member after move-out should be thrown away at the time the property is closed. Chapter members should be notified of this policy at least two weeks prior to closing. Assist with room inspections as members check-out of the property. Using the same form that the member completed when she checked in, the house manager or house director should review the room to determine if additional damage has occurred or if the room has not been properly cleaned. If so, the house manager should report this to the corporation board/property committee to determine Sigma Kappa Sorority House Manager Handbook page 18 how much of the room deposit may be returned, if applicable. Consult with the house director (if applicable) or corporation board/property committee president about how the lawn will be cared for during the summer, as well as other services, which need to be temporarily stopped or suspended, such as the mail service. It is very important that the premises and surrounding landscaping appear in good condition throughout the summer. Don't forget that potential members tour the campus throughout the summer and this is the first impression they have of the chapter! The house manager should solicit suggestions for repairs and improvements from the members and provide this information to the corporation board/property committee SO that these repairs may be made, as funds allow, before members return in the fall. Collect all keys and notify the corporation board/property committee of any keys not returned so that key deposits, if applicable, may be returned to those who have returned their key. The house manager should consult with the corporation board/property committee and house director (if applicable) before adjusting the temperature over breaks. SAFETY AND SECURITY The house manager should educate members on procedures concerning personal safety and security, as well as emergency/disaster plan procedures. The following information should be shared during meeting reports: Issues around the house (property duties, doors being propped, policy violations, etc.) Topics from the house director (contractors on premises, scheduled maintenance, deliveries) Safety tips and review of the house rules (choose one or two topics each meeting) Sigma Kappa Sorority . House Manager Handbook page 19 Personal Safety Work with the vice president of programming to plan a workshop, which will instill the importance of personal safety. Ask a local law enforcement, campus police officer, or personal protection agency to speak on self-defense topics. If available, obtain written information from the local police or campus police department that provides tips on personal safety and distribute to all members. The following tips should be shared with members: 1. Residents should maintain a detailed inventory of possessions, serial numbers of electronics, and the numbers of credit cards. 2. Mark major items with the owner's initials. 3. Do not leave a purse or wallet lying around, even when in the room. When walking, keep a firm grip on the purse. 4. Take valuables home during term breaks. Keep jewelry and other valuables stored out-of-sight, preferably in a lockbox. 5. Any time a member or new member is a victim of a crime; is suspicious of persons, places, or events; or has cause to be afraid, the police should be contacted immediately. Room and Property Security 1. The security of the premises is the responsibility of every member, new member and alumna with the chapter. Doors must be locked, exterior and interior lights turned on and the alarm system must be tested periodically. Never allow unknown persons into the premises without first asking for identification and making certain the corporation board/property committee, or the house director (if applicable) is aware of his/her presence so his/her movements can be monitored. 2. Outside contractors are not allowed into the house without the house director's knowledge and approval. They are to be escorted any time that they in the house. 3. Require members to keep doors to the premises closed and locked. Bedroom doors, should be locked, if applicable, when residents leave the facility. The exterior doors must be closed and locked 24 hours a day. 4. Windows on the ground level and those accessible by fire escape should be closed and locked when no one is in the room. 5. Where exterior French doors are present on the first floor (ground level) and open inward, use large dowel rods, similar to closet rods, at the top and bottom, on the inside to prevent forcible entry. These rods should be installed so as to be easily removed when members are in residence and the weather permits the doors to be open. 6. Double secure any sliding glass doors after locking them by dropping a length of metal rod or wooden dowel in the lower track to prevent opening. Also, screw Sigma Kappa Sorority House Manager Handbook page 20 two or three metal screws into the track above to prevent the glass door from being lifted out. The corporation board/property committee should be contacted to make improvements such as these. 7. All members and new members should be instructed concerning key, door card or fob, and passcode security. a. The member should never lend her key or door card or fob to another member or any non-member, nor allow a duplicate key to be made from her key. b. The key or door card or fob to the premises should never be kept on a key ring that says "Sigma Kappa." A would-be assailant or thief would have easy access to the premises with the location identified. 8. If a card, fob, or code is used instead of a key to open the doors to the premises, all members and new members should be instructed on the use of the system. a. If a card or fob is used, the member must be very careful to not lose the card or fob, and should not put any marks on the card or fob that would identify it with Sigma Kappa. Lost cards or fobs should be reported immediately SO that they may be deactivated. b. Members and new members must not disclose the entry code to anyone. Members and new members should not make the code visible to guests upon entry. The code should be changed periodically and whenever there is a suspected breach of security. 9. Telephone numbers of police, fire, and other emergency personnel should be posted in the chapter facility. The address, including zip code, of the premises must also be included on the list of emergency numbers. Emergency personnel may request this information and, in an emergency, it is easy to forget even the most basic information. The house manager should also issue a copy of these numbers to all members. 10. The house manager and her committee should work with the executive council to establish procedures for securing the premises each evening, so that at a set time, all exterior doors and windows are shut and locked, exterior lights are turned on, and the security system (if applicable) is activated. If a house director is available, she should be included in determining these procedures. Emergency/Disaster Planning and Fire Prevention 1. Review all Housing Safety Policies and Fire/Life Safety Policies found in National Policy Handbook. 2. With the assistance of the house director, advisory board, corporation board/property committee, and the local fire department or other appropriate fire official, develop a plan for evacuation from every room in the premises, for every type of disaster: fire, earthquake, etc. which includes: a. Two means of escape should be identified for each room, if possible. Sigma Kappa Sorority House Manager Handbook page 21 b. A meeting point outside the premises should be determined. All members will meet at this location after evacuation to determine who is safe and who is not yet accounted for. Have a buddy system so that once all members are outside, roll can be taken to see who is missing. If a member plans to be out of the building overnight, they should notify another member. C. A communication point away from the premises should also be established for members, in case the premises are uninhabitable. 3. All members must be thoroughly informed of the plan at the beginning of each semester. 4. A chart showing evacuation from each room must be posted in each room and each hallway. 5. Drills for fire, earthquakes and tornadoes shall be executed at least twice a semester. Fire drills should be timed by the local fire department or other appropriate fire official if they are available. Obtain recommendations, if needed, to improve the time required for evacuation. Suggestions provided by the fire department should be thoroughly reviewed and practiced. Another timed drill should be scheduled within a few weeks of the timed drill to implement and practice new evacuation techniques. 6. It is absolutely crucial that no one go back into the property during a drill (or actual emergency) and that the time it takes to evacuate the property falls within the time suggested by the fire department or other appropriate officials. Most deaths occur during property fires because someone has re-entered the property or because it took too long to evacuate. Let the proper authorities determine the condition of the fire area(s) before members are allowed to return to the property. 7. The location and proper use of all fire extinguishers should be shown to all members and new members. However, do not depend on the fire extinguishers alone to fight any fire. CALL THE FIRE DEPARTMENT IMMEDIATELY even for a minor fire. 8. All fire exits should be clearly marked and well lit with emergency power sources in case of an electrical outage. 9. Stiff penalties should be imposed on all members or guests who tamper with fire extinguishers, alarm systems or sprinklers. 10. Fire safety is the responsibility of every member and each officer and chairman should plan activities and decorations accordingly. 11. Property rules must prohibit the burning of candles, incense and oil-burning items including lamps and halogen lights, in all rooms, as well as the public and common areas of the premises. Candles are prohibited during recruitment and ritual events that are held on sorority property. Electric or battery candles are recommended. 12. All indoor premises should be designated as nonsmoking. Fire resistant smoke Sigma Kappa Sorority House Manager Handbook page 22 containers must be located in all outer areas designated as smoking areas. 13. All hallways and stairwells should be kept clear of debris, storage and personal items to enable members and new members to escape. The house manager and her committee should inspect these areas each week to ensure that passages are clear. 14. Where an automatic sprinkler system is installed, the following items should be observed: a. Exposed sprinkler heads should not be painted. b. Nothing should be suspended or draped from the sprinkler heads. C. Annual testing, inspection and maintenance of the system should be performed by a professional with expertise in this area. Unless the chapter premises are located in university-owned property, the house director (if applicable) and corporation board/property committee should coordinate this inspection. d. All residents should know how to shut off the sprinkler system in the event of inadvertent or accidental activation of a sprinkler head. e. All residents should know what sprinkler system supervisory alarms to outside agencies are in place. The American Mutual Insurance Alliance suggests these six practical steps for a proper chapter fire safety program: 1. Devote an evening meeting to fire safety in the chapter property. Have a local fire department officer or other appropriate fire official as a guest speaker. Decide that a fire safety program is necessary for the well-being of chapter members. 2. Designate a responsible member as chairman of the chapter fire safety committee. This person could be the house manager or if otherwise appointed, should work directly with the house manager to perform her duties. Give her the power to act and to enforce fire safety measures. Lives depend on it. 3. Require, as a matter of chapter policy, that members support the fire safety program. 4. With the assistance of the house director, if applicable, require the fire safety chairman to inspect the property at regular MONTHLY intervals, at the minimum. 5. Correct any fire hazards within five days of inspection, after reporting these violations to the house director or corporation board/property committee. 6. Encourage the fire safety chairman to sponsor or present workshops for all fraternities and sororities on fire prevention. Most fires in sorority residences result from improper usage of electricity (including the use of extension cords and too many electrical items being plugged into the same outlet) and from defective heating devices. The next most common causes of fires are from arson or suspicious causes, and kitchen and cooking hazards. Sigma Kappa Sorority House Manager Handbook page 23 Members should be informed of the following fire safety guidelines: 1. Do not rush forward and open a doorway. Test it first by feeling it with the back of your hand. If it is hot, DO NOT OPEN IT, and use the alternate escape route. 2. Use the normal exit route; if it is blocked, use the alternate exit. 3. If necessary to escape through a window, slide out on the stomach, feet first. Hang on with both hands and bend the knees while landing. 4. When trapped in a room, be sure to keep the door closed, since the doors hold back the smoke. Stuff the cracks around the door with towels, and cover vents to keep smoke out. If there's a phone, call in the exact location to the fire department even if they are on the scene. Do not hide. Wait by the window and signal with a sheet or flashlight. 5. If you must leave a smoke-filled area, get as low to the floor as possible, crawling to the nearest safe exit. Heat and smoke rise, SO get to the lowest level in the building as soon as possible. Fire Prevention Techniques Preventing Electrical Fires Although multi-outlet power cords are widely available, only power strips that have an on/off switch and a fuse inside them should be used. However, their use should be limited. By plugging too many appliances into one outlet, the member runs the risk of overloading the circuit. Normally, circuit breakers would trip and stop the flow of electricity to the circuit. However, the outlet could heat up enough to start a fire that would burn inside the walls until reaching a point where it breaks into a full, devastating fire. Electrical items, left unsupervised, can also cause fires to break out. Therefore, no electrical item should be left on when the member is not in the room. In particular, space heaters should never be left on while no one is in the room. In addition, due to the amount of energy these items require, they should never be plugged into an extension cord. It is very common for these to overheat the extension cord, thus causing a fire. Preventing Arson and Other "Suspicious" Fires These types of fires are most easily prevented by setting up good exterior security systems. The house manager should alert the house director or corporation board/property committee to potential hazards. In prevention of these fires, the exterior of the chapter property should be well lit, with bushes cut low, so that someone hiding behind the bushes could be seen. Paint and cleaning supplies, if stored outside, should be kept in a locked area so that someone Sigma Kappa Sorority House Manager Handbook page 24 could not obtain access to these items to use in creating a fire. All members should immediately report anything or anyone suspicious to the house director, if any, the advisory board and/or the corporation board. Fire Prevention in the Kitchen Most chapters with commercial kitchens will have specific fire prevention devices installed in the kitchen. Regardless of whether or not such devices are required, an automatic fire extinguishing system should be considered and installed if feasible. In smaller houses that do not have an automatic extinguishing system, an all-purpose manual fire extinguisher should be located across the room from the stove area, clearly visible, and easily accessible. In addition, all kitchens need to be cleaned regularly in order to reduce the risk of grease fires, as well as for health reasons. Regardless of the type of kitchen provided, whether commercial or a small food preparation area, fire prevention becomes everyone's responsibility. Cleaning of the kitchen should be included in property duties in order to reduce the possibility of grease fires. All kitchen surfaces and cooking equipment should be thoroughly cleaned at least once a week. If a stove vent is in place, the filters inside the vent should be thoroughly cleaned. All flammable and combustible items should be kept far away from all heat sources. ("Flammable" items are liquid items, such as paints, kerosene, gasoline, etc. "Combustible" items include boxes, paper, rags, etc.) Do not store these items within five feet of the furnace, boiler, or water heater. At least one fire extinguisher, appropriate for all types of fires (electrical, grease, and chemical) should be easily accessible in the kitchen area. This fire extinguisher should be checked annually by an authorized company. The house manager should confer with the house director and corporation board/property committee concerning the inspection of fire extinguishers. No cooking or use of any cooking appliance (such as popcorn poppers, coffee makers, microwave ovens, toaster ovens, etc.) should be allowed outside the designated kitchen area. According to the recent University Housing Report compiled by FEMA, 76.5% of campus fires start in the kitchen! For that reason, it is recommended that you limit the use of your commercial kitchen space to trained professionals. Indiscriminate use by untrained individuals not only puts the equipment at risk but also puts the entire facility in harm's way. Other risks include injury to the member while cooking in the kitchen and issues with proper food storage. Other Areas of Fire Prevention Fire doors should never be propped open. They cannot stop fires unless they are Sigma Kappa Sorority House Manager Handbook page 25 closed. Proper storage Paints, mineral spirits, turpentine, gasoline and all other flammables and combustibles should be stored outside the premises, in a secure, well-ventilated area. Rags that have oil, gas, cleaning materials or any other flammable substance should also be stored outside the premises, in the same type of area in which paints, etc., are stored. Extra care should be taken to ensure that no flammable or combustible items are stored in the same area as a furnace or heating source, such as a water heater. These areas must also have fresh air vents that are clear of clutter. Fireplaces Fireplaces should not be used by chapters except on special occasions and only under the supervision of the house director or a corporation board/property committee or advisory board member. Fires have developed in fireplaces that have cracks which may not be visible. In addition, embers can burn for several days after appearing to be cool, and can start fires when least expected. Smoke and heat detectors Properly installed and maintained smoke and/or heat detectors should, in the event of a fire, sound an alarm that is loud enough to wake all building occupants. Ideally, the detectors should be monitored by an outside agency. Heat detectors should be installed in any attic space. At least one carbon monoxide detector should be installed if gas is used to heat or to cook. If a building is multi-story, there should be at least one detector per floor, above each of the areas where the furnace, boiler, water heater, and stove are located. The house manager should not replace batteries in battery-operated alarms without first consulting the house director or corporation board/property committee. The house manager should work with the house director and corporation board/property committee to determine the appropriate maintenance of detectors such as testing the detector monthly. If the detectors are connected directly to the electrical system of the property, they should be tested monthly, and alternate power sources also tested. Dust the grillwork on the detector often to remove grease and dirt build-up. It is recommended that batteries be changed at the beginning of school in the fall and again at the beginning of school after semester/winter break. An alternative schedule is to change the batteries when the time changes: the last weekend in October and the first weekend in April. The house manager should confer with the house director and the Sigma Kappa Sorority House Manager Handbook page 26 corporation board/property committee to determine when the batteries should be changed and by whom. Fire Drills At least two fire drills should be planned for each term of the school year. Work with the house director, if any, to schedule these. Advise the fire department ahead of time about the drill. Many fire departments will help in planning and executing a fire drill, and will attend to point out the strengths and weaknesses of a particular drill. Following the completion of the fire drill, complete the Fire Drill Report in SmarterSelect. City Inspections Most inspectors come once a year to review conditions in the premises for potential fire hazards. 1. If the visit is announced in advance, the corporation board/property committee should be notified immediately so that a representative from the board may be present during the inspection. If the chapter has a house director, she should be notified of the visit in advance. 2. If the visit is not announced in advance, the chapter president, the house manager, and the house director (if applicable) should accompany the inspector on his/her inspection to learn of possible hazards and recommended solutions. After the inspection is concluded, be sure to notify the corporation board/property committee of the results and corrections that were indicated to be done, should be made immediately. 3. If a written report is received, send a copy immediately to the corporation board/property committee. Sigma Kappa Sorority House Manager Handbook page 27 SUSTAINABILITY The house manager should educate members on energy, water and waste conservation procedures. Setting goals and evaluating performance is also necessary, participation from all stakeholders will yield the greatest success. 1. Discuss with the house director and corporation board/property committee ways to increase energy and water efficiency, and recycling on the property. 2. Work with the VPP and VPPS to plan a workshop to emphasize the importance of energy conservation, water conservation, and recycling. Coordinate the program with the college/university's programs, local utility and environmental representatives. Sigma Kappa Sorority . House Manager Handbook page 28 The success of any conservation program is through the cooperation of the members, advisors, staff, and corporation board/property committee. Check with the college or university, as they may provide programs or incentives for reducing consumption, waste or carbon emissions. Many schools provide programs and/or certifications for green initiatives. Research the programs available at your college/university. Energy and Water Use LED or CFL (compact-fluorescent) lighting wherever possible. LED bulbs last 5 times longer than any other bulb on the market. A 40-watt fluorescent tube is about four times more energy efficient than a 100-watt incandescent bulb. Turn off lights whenever leaving a room or no longer needing the light. Ask the corporation board/property committee if it is possible to install occupancy sensors in rooms where possible, turning off lights when the room is unoccupied. Light colors for walls, rugs, draperies, and upholstery can help reduce the amount of artificial lighting required. Consider installing dimmer switches when replacing light switches. They allow lower light levels and the accompanying lower energy consumption. Light bulbs should be dusted often. Dust collects and cuts down on light output. Most outdoor lights are provided for the security of members. Additional outdoor lights should be used only when essential for safety or security. Reduce or eliminate outdoor decorative lighting. Reduce or eliminate ornamental lighting except on special holidays or festive occasions Keep the thermostat low in the winter (68°F) and high in the summer (76°-78°F) to help conserve energy. Confirm with the corporation board/property committee that this is sufficient. Check with the corporation board/property committee that sink aerators and/or low-flow showerheads can be installed to help reduce water consumption. Be sure hot water appliances, particularly the dishwasher and washing machines, are full when used, but not overloaded. Use cold water, rather than hot water, whenever possible (laundry is a good example). This saves the energy necessary to heat and maintain a high temperature of water before it gets to the faucet. Ask your corporation board/property committee to purchase renewable electricity (wind power, hydroelectric, solar, etc) from the electricity provider. When appliances are plugged in they are using electricity even when off, to power things like the clock on the coffee machine. Unplug any and all electronics or small appliances when not in use, or turn off the entire power strip when Sigma Kappa Sorority House Manager Handbook page 29 possible. Waste Provide recycle bins in all common rooms where trash bins are present. These typically have blue liners/bags so that members and housekeepers understand they are recycling receptacles. Review proper recycling practices during at least one chapter meeting or through email to ensure that all members are aware of proper recycling practices. Ask that your corporation board/property committee provide a stand-alone water purifier or faucet-mounted water purifier system to avoid disposing of plastic one-time-use bottles in the landfill. Another alternative is replacing a water fountain with a combination fountain/bottle-filler. Purchase items in bulk or concentrate, rather than individually wrapped, snack packs, and single-serve containers. Choose products that are returnable, reusable, or refillable over single-use items. Purchase reusable bags and containers to replace plastic or one-time use items. Work with the corporation board/property committee to provide compost receptacles for food and yard waste. These could contribute to an organic garden for your house, providing a beautiful, functional, and cost saving strategy! Well-being/Health Ensure that all paints, sprays and materials are non-VOC (volatile organic compound) and do not off-gas. If these materials are used, ensure that they are in a well ventilated space (outside), away from any openings. Encourage chapter members to get regular exercise, especially during stressful studying during exam periods. Use the stairs to work up a sweat instead of the elevator. Engagement/Programming Elect a sustainability chairwoman to help address sustainability issues. Incorporate sustainability education into at least one educational program each year. Educate all in-house members during move-in about chapter sustainability practices. Identify and report leaks and inefficiencies, such as a dripping shower head, leaky faucet, broken/drafty windows, running toilets, etc. Encourage the chapter to purchase local, environmentally-friendly cleaning products with non-toxic ingredients. Purchase paper products with a minimum of 30% post-consumer waste content/100% post-consumer waste content/unbleached or chlorine- free/Forestry Stewardship Council-certified. Sigma Kappa Sorority . House Manager Handbook page 30 Encourage the use of alternative, eco-friendly transportation. SIGMA KAPPA Voices Strong Hearts United. 695 PRO-MED LANE, SUITE 300 CARMEL, IN 46032-5323 317-872-3275 Sigma Kappa Sorority . House Manager Handbook . page 31 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority House Manager Handbook . page 32