Coronavirus: Alpha Xi Delta Recommendations

Published: March 27, 2020

Below is the most up-to-date information regarding Alpha Xi Delta's recommendations and frequently asked questions as it relates to Coronavirus. Please read this entire page prior to contacting someone as it answers our most frequently asked questions. This page will be updated regularly as new developments and decisions are made. 

As you are likely aware, Coronavirus (COVID-19) is continuing to spread across the globe. Alpha Xi Delta wants to ensure your health is top priority and that you are prepared should this illness impact you and/or those around you. We do not want to cause panic, but it’s important to ensure you have a plan in place and you are prepared in case of an emergency. 

ABOUT CORONAVIRUS (COVID-19)

What is Coronavirus (COVID-19)?

The coronavirus, or COVID-19 as labeled by the Center for Disease Control (CDC), causes illnesses ranging from the common cold to more severe diseases. Common signs of infection include headache, fever, cough, sore throat, runny nose and breathing difficulties. In more severe cases, infection can cause pneumonia, severe acute respiratory syndrome, kidney failure, and even death. Individuals who are elderly or pregnant, and anyone with preexisting medical conditions are at the greatest risk of becoming seriously ill from coronaviruses. Symptoms may appear 2-14 days after exposure.

How is it spread?

Experts are still learning about the virus, but they have confirmed that the illness can be spread from person to person. At this time, it's unclear if a person can get the illness by touching a surface or object that had the virus on it, but experts believe the illness is contagious through respiratory secretions, like coughs and sneezes. This transmission is most likely to occur among close contacts who are within 6 feet of each other. It’s very important to follow guidelines related to all illnesses and contagious diseases to help prevent the continued spread of this disease. These are outlined below in the Prevention and Wellness Tips section.

What if I or someone I know has been exposed?

There is no specific antiviral treatment recommended for Coronavirus. People with Coronavirus should receive supportive care to help relieve symptoms. Collegiate members and volunteers who have had contact with collegiate members who think they may have been exposed to Coronavirus should contact their healthcare provider immediately and contact FHQ staff at fhq@alphaxidelta.org or 317-872-3500.

Generally, it is reasonable to suggest self-isolation for any individuals that have been in the level 3 areas found here. 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.

Prevention and Wellness Tips
In order to protect the health and wellbeing of you, your chapter Sisters and your campus community, please follow the below guidelines related to all illnesses and contagious diseases:

  • Avoid close contact with people who are sick.
  • Avoid touching your eyes, nose, and mouth.
  • Stay home when you are sick. If you believe you’re sick (even just a little bit), be open and honest with your professors, supervisors, and yourself. Don't be selfish and risk the lives of those with compromised immune systems. Listen to your body and don’t try to work through it.
  • Cover your cough or sneeze with a tissue, then throw the tissue in the trash. Don’t be that person who uses their hands or doesn't cover their sneezes.
  • Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
  • Follow CDC’s recommendations for using a facemask. It is recommended only people who show symptoms of Coronavirus wear a facemask to help prevent the spread of the disease to others. They don’t recommend healthy people wear a mask.
  • Wash your hands often with soap and water for at least 20 seconds. Don’t know what 20 seconds actually feels like? Try washing your hands to the chorus of Lizzo’s Truth Hurts, Neil Diamond’s Sweet Caroline or two rounds of Happy Birthday.
  • Make sure to wash your hands especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
  • Hand sanitizer is helpful, but it’s not a replacement for handwashing. If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol. Always wash hands with soap and water if hands are visibly dirty.

Spring Break and Travel
Many of our Sisters are about to enjoy spring break, with some already underway. Whether you are working, traveling internationally or domestically, please continue to practice the wellness tips above to protect yourself and those around you. Use common sense when it comes to sharing beverages, makeup, toiletries and other potential vehicles for the virus. Try to get quality sleep for at least 7 hours a night and eat a balanced diet as well.

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.

Cease and Desist all in-person activities

In a continual effort to slow the spread of COVID-19, Alpha Xi Delta sent a notification to chapters and alumnae associations on March 25 to Cease and Desist all in-person activities. This does not apply to virtual meetings or activities. This cease and desist is not a punishment, but rather a means to continue to prioritize the health and safety of our membership.

The National Fraternity is monitoring this situation and will notify chapters and alumnae associations when this Cease and Desist is lifted. If you have questions or concerns, chapters can contact Courtney Gable, Director of Member Services at cgable@alphaxidelta.org. Alumnae Associations can contact Courtney Fluty, Director of Lifetime Engagement at cfluty@alphaxidelta.org.

To view the Cease and Desist notification, please click here

FREQUENTLY ASKED QUESTIONS RELATED TO CHAPTER OPERATIONS

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, but meeting in-person is prohibited due to the Cease and Desist notification sent from FHQ on March 25. Please see above for the notification.
What about chapter meetings, formals, large gatherings, etc.?

Alpha Xi Delta sent a notification to chapters and alumnae associations on March 25 to Cease and Desist all in-person activities. This does not apply to virtual meetings or activities. This cease and desist is not a punishment, but rather a means to continue to prioritize the health and safety of our membership.

What if my chapter had events planned for the remainder of the spring 2020 term?

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 do at this time?

Your chapter operations will need to move to a virtual experience, your executive board needs to evaluate the chapter calendar for the remainder of the spring. When evaluating the calendar, 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. Should your chapter have new members scheduled for initiation yet this spring, Alpha Xi Delta will work with you to explore options related to scheduling initiation. 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. 

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.

National dues for the 2020-2021 academic year will be announced by May 1, 2020 with chapter budgets due May 31, 2020. National Council has decided to amend the Bylaws (ARTICLE XII —Sec. 1.) for this year because of the COVID-19 pandemic. Our first priority is the health and wellness of our Sisters. 

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:

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 is happening with summer 2020 programs?

National Council has made the difficult decision to cancel The 2020 Workout, The 2020 Founders’ Academy and the 2020 Summer Immersion program due to COVID-19. Participants who have registered for The Workout and/or The Founders’ Academy will receive a full refund. Details and information about receiving a refund will be shared soon via email.

The Workout will be held as a virtual experience and information will be shared soon to all Membership Vice Presidents, all Membership Team officers and those who have registered in order to participate in the virtual programming. The Founders’ Academy and Summer Immersion are completely canceled and no virtual experience will be offered.

Due to the Coronavirus pandemic, VLC is cancelled but volunteer onboarding, training, and leadership development will be provided virtually this summer with the potential to have an in-person event later in the year. We will continue to update volunteers as we are able to share next steps.

For questions about summer programs, please email fhq@alphaxidelta.org. Your question will be directed to the appropriate contact. Thank you for your patience and understanding as we work to issue refunds and field questions.

We are aware you may have further questions about reports, new member programming, Initiation, etc. in light of the COVID-19 pandemic. These items, as well as any other questions you may have, can and will be addressed on an individual chapter basis through our member services department. They can be emailed at memberservices@alphaxidelta.org

FREQUENTLY ASKED QUESTIONS RELATED TO CHAPTER HOUSING
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 well-being 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. 

QUESTIONS RELATED TO FOUNDERS' DAY

What should we do about Founders’ Day celebrations?

If you are an alumnae association or chapter that is/was planning a Founders’ Day celebration, you will need to cancel your event. Alpha Xi Delta sent a notification to chapters and alumnae associations on March 25 to Cease and Desist all in-person activities. This does not apply to virtual meetings or activities. This cease and desist is not a punishment, but rather a means to continue to prioritize the health and safety of our membership.

The National Fraternity is monitoring this situation and will notify chapters and alumnae associations when this Cease and Desist is lifted. If you have questions or concerns, chapters can contact Courtney Gable, Director of Member Services at cgable@alphaxidelta.org. Alumnae Associations can contact Courtney Fluty, Director of Lifetime Engagement at cfluty@alphaxidelta.org.

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.

Additional Resources and Questions
Are Alpha Xi Delta staff and volunteers able to travel?

Educational Leadership Consultants and Leadership Coaches will be meeting virtually with chapters for the remainder of the semester effective March 13, 2020. Alpha Xi Delta is asking volunteers to suspend planning/booking any new travel until advised otherwise. Alpha Xi Delta staff travel has been suspended until further notice. 

Is FHQ open?

Yes, but Alpha Xi Delta headquarters is closed to guests until April 6. Our office hours will remain 8:30 a.m. – 4:30 p.m. EST, Monday-Friday. All staff is available and ready to serve you. You can reach staff members by phone at 317-872-3500 or direct your questions via email to fhq@alphaxidelta.org and it will be distributed to the appropriate person/department. Our staff is complying with the recommendations from the state of Indiana and Marion County to practice social distancing to help protect our community.

Is Autism Speaks still hosting Walks?

Autism Speaks is postponing all events through May 16 to a new date in 2020 - this includes walks, runs, fundraisers, pathways/town halls and service provider events. They do not yet have confirmed dates and will announce this information as soon as it is available. Please visit www.autismspeaks.org for updates from Autism Speaks. 

Is Xi Boutique Open?

Alpha Xi Delta uses a facility in St. Louis, Missouri, to fulfill and ship orders from Xi Boutique. Due to COVID-19 pandemic, Xi Boutique’s production will be limited and shipping for all new orders will take up to 10-15 days. Xi Boutique is currently without phone support. All customer service inquiries will be addressed via email only. Customers should expect to receive a response within 48 business hours via email. If you have a question about an order you have already placed or any other inquiry, please email sales@xiboutique.com.

Resources

Center for Disease Control website

World Health Organization (WHO)

U-Haul offering free storage to college students 
U-Haul is offering 30 days of free storage to college students displaced by coronavirus. Click here to learn more. 

Comcast is offering their "Internet Essentials" package for free
For students that find themselves having to take classes online in a different location where they may not have internet access, Comcast is offering their "Internet Essentials" package for free. Click here to learn more.  

We are continuing to monitor how colleges and universities are responding to the Coronavirus and staying tuned into what the CDC and other medical agencies are reporting about what they are learning. The most up-to-date information from Alpha Xi Delta about COVID-19 (Coronavirus) will be posted here. As always, if you have any questions, please do not hesitate to reach out to Fraternity Headquarters at 317-872-3500 or email us at fhq@alphaxidelta.org.

Contact for questions related to chapter operations, events and activities 

If you have any topics of concern related to chapter operations, please email memberservices@alphaxidelta.org and your email will be directed to the appropriate person. 

Contact for housing-related 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. 

Contact for alumnae associations

Courtney Fluty, Director of Lifetime Engagement

If you have any topics of concern related to alumnae association questions and/or Founders’ Day celebrations, please email cfluty@alphaxidelta.org

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