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Alumnae Advisory Committee

Alumnae Advisory Committee and Chapter House Corporation

Welcome back!

Thank you for your time and efforts to further the mission of Pi Beta Phi. You, our AAC and CHC members, are the heart of the Fraternity and Fraternity Housing Corporation (FHC), we couldn’t do it without you. You are making a difference in the lives of the women you serve, and know that you are appreciated!

As an AAC member you play an active role in shaping the future of the Fraternity. You serve as a mentor by sharing your experiences and expertise with collegians and other chapter advisors. In addition, you help collegians understand policy and implement programs such as Leading with Values® in a way that will have a profound effect on the future of our chapters as well as individual members. Thank you for being a servant leader!

As a CHC member you help provide a premier housing experience to collegians. You are integral in the maintenance, functionality and perception of the facility. You help provide safe, comfortable and competitive housing to chapters all over the United States and Canada. Thank you for your dedication to improving housing!

AAC and CHC Members

Click here to learn more about our AAC training program

Click here to learn more about our CHC training program!

To order nametags for your AAC members, please click here

To order nametags for your CHC members, please click here

Do you know a woman who would make a great AAC or CHC member? Please refer her to our Volunteer Job Board at www.pibetaphi.org/volunteernow.

Pi Beta Phi desires to provide our volunteers with the best and most up to date resources. Please check back here for links to commonly asked questions.

Frequently Asked Questions:

Click on the question to expand and reveal the answer.  
  • I’m having trouble editing the AAC or CHC roster on eReports. Help!  Open or Close

    eReports is our online chapter management system that captures not only AAC and CHC rosters, but also new member reporting, member status changes, new officer submissions and more. This user guide is a great tool for step-by-step instructions. You can access eReports at www.pibetaphi.org/eReports. To login, use your current Pi Beta Phi website username and password. For the eReports user guide, visit the Resource Library.

  • Where do I go for Officer Training resources? Open or Close

    All officer training materials are contained within the Leading with Values® website: www.pibetaphi.org/leadingwithvalues or, you may also access the officer training at: www.pibetaphi.org/officertraining Please note: The Officer’s Leadership Retreat Facilitation Guide can only be found under the Chapter President’s button of the Officer Training program on the Leading with Values website.

  • When should the Emergency Procedures be evoked? Who do I call? Open or Close

    The Chapter President (CP) must explain the procedures to all new members and members at the beginning of each term so everyone understands their role if an emergency occurs. Discuss this procedure with university or college administration so that they are aware that you have an emergency procedure. AAC Advisors must also be aware of the emergency procedures in their entirety and should review them with the chapter’s Executive Council at the beginning of each term. CHCs please ensure your House Director also is aware of these. Emergency Procedures can be found in the Resource Library.

  • What are University Relationship Documents? Do they really need to be approved? Open or Close

    Universities often ask for information on internal chapter or Fraternity business that Pi Beta Phi considers to be private. The University Evaluation Document, found in the Resource Library under Vice President Communications or AAC to VPC, provides information and clarification as to who prepares, reviews and approves what is submitted, what documents may and may not be submitted and appropriate responses for specific requests or questions.

    Note: All documentation forms or questionnaires the chapter is required to submit to meet University requirements MUST be approved by your Regional Team and National Panhellenic Delegate in advance.

  • We need to request dispensation. How do we do that? Open or Close

    Certain situations require a chapter request a dispensation to do something that is contrary to the Constitution and Statutes. This requires written permission in advance from your Regional Team who can grant it.

    The chapter must vote to approve the request. Then a dispensation form, available on the Resource Library, must be signed by AAC can be sent by the Chapter President to the appropriate Regional Team member. When approved, the dispensation form will be returned to the Chapter President. Dispensation begins only upon receipt of the endorsed dispensation form from the appropriate Pi Beta Phi officer. Instructions and samples may be found in: Constitution and Statutes, Policy and Position Statements and Bylaws and Dispensation.When a CHC is requesting dispensation, they will email FHC at fhc@pibetaphi.org to submit the dispensation. FHC will then be in consultation with the Regional Team, who will proceed with the approval/denial of dispensation.

  • When do both CHC and AAC need to come together? Open or Close

    AAC and the chapter should both be present at the CHC annual meeting. CHCs should make every effort to also invite the Vice President of Housing and the AAC Housing Advisor to their CHC board meetings. CHCs should also be included on the Chapter Budget Committee and be invited to meetings. For more information on AAC and CHC working together please see Section III: CHC, Chapter and AAC Relations in the Chapter House Corporation Manual.

  • What AAC member should be working with the CHC? Open or Close

    The CHC will work closely with the AAC Housing Advisor. Communication between AAC and the CHC should be kept open, and cooperation is of the utmost importance. For more information on how the AAC Housing Advisor should serve as a liaison between the two groups please see the Chapter House Corporation Manual.

  • Who deals with live-in requirements for the chapter? Open or Close

    It is the responsibility of the AAC and chapter officers to make certain the facility is at capacity; it is not the responsibility of the CHC. All collegiate members shall live in the chapter facility or other residential facilities provided for chapter use. Exceptions are permitted only when written authorization has been obtained from Alumnae Advisory Committee (AAC) before arrangements to live elsewhere are made. AAC may find the Waiver of Residency Requirement form in the Resource Library.

  • Does CHC or AAC handle parents relations? Open or Close

    AAC members should be the only local volunteers fielding parent phone calls. The chapter should never provide a parent with CHCs contact information. If a parent contacts a member of CHC, they should refer all member questions to the AAC, even those related to a housing contract. If a parent has a concern with the facility, AAC should work with CHC to ensure the issue is being addressed. Pi Beta Phi is obligated to protect each legal-age new and initiated member’s privacy. Local chapter advisers or international Fraternity officers are available to explain Pi Beta Phi international and local policies to parents and guardians. If parents have specific questions about their daughter’s personal experiences or obligations, the new or initiated member must provide her written permission for Fraternity representatives to discuss her situation. The Member Permission Form may be found in the Resource Library.

  • What document does AAC and CHC need to work together to complete?
    Open or Close

    The annual CHC/Chapter Agreement. A sample of this agreement is available from the Resource Library. This agreement should be signed annually by the Chapter President, the AAC Chairman and the CHC President. The copy of the annual agreement should be submitted on eReports through the CHC’s Annual Report. It should be sufficiently specific and inclusive as to the respective duties and obligations of both parties.