2009
Reality Check: Perceptions of Greek Life
Table of Contents
The Basics
Backgrounder
Press Release
3
5
Positive Press
Promotional Material
Timeline/ Calendar
8
9
Situation Preparation
Crisis Communication Plan
Phone Tree
10
11
Situation Response
R.A.C.E.
FAQ Sheet
12
13
Reference Materials
University Contacts
Media Contacts
Guest Speaker Bios
14
15
16
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Backgrounder
This is a form of communication that companies use to brief the media on important
background information regarding history, structure and interesting facts. It introduces
your organization to the media and serves as a neutral piece of factual information. A
backgrounder is usually included along with a press release or press kit.
Paragraph 1:
-Name of the organization
-Summary of house’s history
-Year organization was established
-Founder of the organization
-Number of years present on IU’s campus
-Important events in organization’s history
-Should be brief and to the point
Paragraph 2:
-Gives your house a “face”
-Current leadership of the house
-President, Vice President, Communications Chair, other important officers
-For the above, include: age, year in school, major and hometown
-Number of members in the organization
-Number living in and out of the house
Paragraph 3:
-Describes your organization’s purpose
-Includes a mission statement that should answer the following questions:
-What is your house’s goal on campus?
-What kinds of people belong to this organization?
-Why would someone want to be affiliated with this organization?
-What is your house’s philanthropy?
Contact Info:
Contact
Position in organization
Phone number of contact person
Email address
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Backgrounder: Example
The following paragraph starters could be used to make a backgrounder about your Greek
organization.
Alpha Beta Gamma sorority was founded in 1875…
The president for 2009 is Mary Smith…
Our house prides itself on…
Please contact Jane Doe, Communications Chair, at 1-800-555-1234, or
jdoe@indiana.edu
The following are two real examples of backgrounders. They were used in the 2008
Coach Hep Indiana Cancer Challenge.
Olcott Center for Cancer Education
The Olcott Center for Cancer Education is a service of Bloomington Hospital’s Regional Cancer
Institute. It is unique to Bloomington and is supported by the community. The center’s staff of
registered nurse educators provides one-on-one education to clients and their families. The
center also offers an extensive lending library, weekly support groups and patient advocacy, as
well as individualized financial assistance. All services are free thanks to proceeds from programs
such as Scramble for a Cure and Hoosiers Outrun Cancer, as well as by grants and direct gifts.
Educational talks and materials are available for free to groups, schools, businesses and
individuals.
IU Simon Cancer Center
The Indiana University Melvin and Bren Simon Cancer Center is devoted to patient care,
research and educational organization. It was established as the IU Cancer Center in 1992 and is
located on the Indiana University School of Medicine main campus in Indianapolis. The Simon
Cancer Center became a designated National Cancer Institute cancer center in 1999 making it
the only cancer center in Indiana that provides patient care to receive that distinction. The name
was changed in 2006 to reflect the philanthropic support of Melvin and Bren Simon. The staff of
physicians and scientists is primarily comprised of faculty members of the IU School of Medicine
but also includes staff from the School of Nursing, Allied Health and Dentistry, and the Purdue
University School of Science. Each year, the center sees about 38,000 outpatients and 4,100
inpatients, offering them diagnostic, treatment and prevention. Nearly 2,000 students, residents,
and fellows are taught there each year by physicians and basic research scientists. The center
was recognized in 2004 for its work with breast cancer by the Department of Defense with a $10
million grant to establish the IU Center of Excellence for Individualization of Therapy for Breast
Cancer.
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Press Releases
It is important to know how press releases are structured. As a leader of a Greek
organization, one should understand how to create and distribute press releases
effectively to the media. The Indiana Daily Student, television and radio stations are
more likely to pick up and use your stories if they are written in the proper format.
Below is a sample format that can assist in writing your press release. There are multiple
templates and structures used that can be found online.
Outline of a Press Release
-Formula-driven, reader-focused (plan for short attention span)
-Basic Construction:
Lead—30 words or less, must contain:
-Who (and description)
-What (expansion, new product, etc.)
-When (TODAY)
-Where (dateline)
-Only 1 sentence
Bridge—30 words or less, must contain:
-Why
-How
-How much (money talk if applicable)
Quote:
-Reputable source
-Provides context (more than how great)
Additional information (not to exceed 1 page)
-No more than 2 sentences per paragraph
-Use quotes between info paragraphs
-Always attribute quotes using this model:
- “…Business,” NAME, TITLE, COMPANY said.
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Press Release: Template
FOR IMMEDIATE RELEASE:
Contact person
Organization name
Telephone number
Fax number
Email address
Website address
City, State, Date—opening paragraph (should contain: who, what, where, when,
why)
Should be less than 30 words
Remainder of body text—should include any relevant information to your event,
story, situation, or organization
Also include quotes from members, leaders, IU officials, etc.
IF MORE THAN ONE PAGE USE:
-more(The top of the next page):
Abbreviated headline (page 2)
Remainder of text
(Restate contact information after your last paragraph):
For additional information or a sample copy, contact:
-All contact information
###
(indicates the press release is finished)
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Press Release: Example
For Immediate Release
April 17, 2008
Cancer Challenge Unites Community and Honors Late Football Coach
Hoosiers tied together in the fight against cancer
BLOOMINGTON, Ind. — June 19th marks the one-year anniversary of the death of Indiana
University Football Coach Terry Hoeppner. Members of the IU community are organizing a
fundraising event in honor of Coach Hep to raise money for cancer research.
The money raised from this event will benefit the IU Simon Cancer Center and the Olcott Center
for Cancer Education—two organizations making a difference in cancer research.
“We’re very honored to be the recipient of cancer research funds that the Coach Hep Challenge
generates,” says Stephen D. Williams, MD, director of the IU Simon Cancer Center. “Linking
Coach Hep’s name with ours is humbling and puts into perspective the urgent need for new and
better treatments for cancer.”
Coach Hep brought many traditions to Indiana University. On May 10th Hoosiers will have a
chance to actively support cancer research by participating in a new IU tradition—the Coach Hep
Indiana Cancer Challenge.
“Coach Hep touched many lives,” says his wife, Jane Hoeppner. “Not only was there a
connection with people through coaching, but also through his 18-month journey with brain
cancer. We were so blessed by the expertise and care of doctors, nurses and medical
administrators.”
The Coach Hep Cancer Challenge offers several ways to become involved. The event includes a
2K family walk, 5K run, 40K and 100K cycle, and a 40K cycle/5K run. For those who are unable
to participate in the event, there are other opportunities to help make a difference such as
volunteering the day of the Challenge or simply donating by visiting
CoachHepCancerChallenge.org.
Each participant will receive a pair of red shoelaces. The red shoelaces symbolize how we are all
tied together in the fight against cancer.
“The Coach Hep Cancer Challenge is an opportunity for friends and fans to invest in the future of
others,” says Jane Hoeppner.
For more information, visit CoachHepCancerChallenge.org or contact:
Jennifer Hurtubise
Rick Schilling, MD
317.442.9576
812.219.0333
jhurtubise@finelight.com
coachhepcancerchallenge@gmail.com
###
The Coach Hep Indiana Cancer Challenge is an event to raise awareness and increase support
for the fight against cancer in Indiana. The event is held in honor of the late Indiana University
Football Coach Terry Hoeppner
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Promotional Material
It is important to create a set of promotional materials to gain media recognition as well
as to properly advertise your events and philanthropies to the public. Below is an
example of an advertisement that could be run in the IDS or used as a campus flyer. Here
are some tips for creating effective ads:
-Most papers run ¼, ½, and full-page ads—prices vary
-Print the ad off in gray scale or black and white to catch mistakes before printing
-“Less is more” when it comes to your add and white space
-Use basic shapes and/or designs
-Use high-resolution photographs or graphics
-Be careful not to use confusing fonts or typefaces
The importance of
advertising!
^ Sorority car wash advertisement
-Good use of color and parody of pop
culture
-Provides necessary information
Fraternity philanthropy example >
-Good use of images
-Displays the foundation’s logo as well as
corporate sponsors
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Timeline/ Calendar
A timeline or calendar can keep your house prepared and organized whether there is a
crisis or an event that needs media attention. Below is an example of a timeline for “The
Annual Sweetheart Dance.”
March Calendar of Events
March 1…First Committee Meeting
Divide into Sub-committees
March 5…Invitations and Venue Chosen
March 8…Invitations addressed, stamped and mailed out
March 11…Bands should be booked for the event
March 14…Print out Flyers to get volunteers
March 19…Volunteer Call-out Meeting
March 21…Purchase Decorations and RSVP’s due
March 23…Review Menu for Final adjustments
March 24…Chalking
March 28…Set up event, explain role to volunteers,
Sound check with bands and meeting with
Mr. Henderson (Venue Contact)
March 29…Sweetheart Dance!
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Crisis Communication Plan
A crisis communication plan is useful to keep the leaders organized should a negative
situation arise within your house. The plan will eliminate confusion and keep all
members informed. The plan should include the following:
1) Contact the appropriate officer of your national organization and Greek Relations
officers of PHA and IFC at IU.
2) Use a phone tree (sample provided) to notify people within the chapter of what is
happening.
3) For major events, a command center might be necessary in order to keep track of
media coverage and to dispatch instructions. Make sure the area is ready for
dealing with people (heated area with food and coffee) and that police and other
enforcement officials have proper identification.
4) Have central phone numbers and a location where family members may call or go
to learn updated information. This location should be determined immediately
and shared with the members.
5) Keep the meeting point away from possible media contact. The Communications
Chair should keep everyone updated as quickly as they can. Ensure that the
Communications Chair’s name, phone number, and email address is readily
available.
6) Work together with law enforcement if they need to create a barrier with the
scene. If necessary, have someone to direct parents or others to their designated
area.
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Phone Tree
Phone Tree Template
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R.A.C.E.
This four-step process should be used in any and all communication efforts. This
provides your house with a simple outline of actions and processes that should be
followed for effective communication with your public and the media.
R- Research
A- Action
C- Communication
E- Evaluation
RESEARCH
Formative Research
A. Analyze the Situation
a. Best done in brainstorm situation with those
leaders/executives/overarching authorities involved with handling with
situation (good or bad)
B. Analyze the Organization
a. This can mean analyzing our own organization or the organization you
will be working with (i.e. philanthropic organizations)
C. Analyze the Public
a. The public is anyone who will be affected by the message and/or the
people you would like to reach. Examples include PHA/IFC boards,
Greek community, parents of the Greek community, student media,
local media, head of IU, potential Greek members, etc.
ACTION
Tactics
A. Choose Communication tactics
B. Establish goals and objective
C. Formulate action and response strategies
COMMUNICATION
Strategy
A. Implement the strategic plan using effective communication
EVALUATION
Evaluating the Strategic Plan
A. Evaluate and document
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FAQ
A FAQ, Frequently Asked Questions, sheet is given to the media to prevent your
organization from hearing and answering the same questions.
FAQ should include:
-Why did this happen?
-What went wrong?
-What could have been done to prevent this situation?
There are both internal and external audiences.
Internal
These question types are less formal and may be used to address any questions asked by
in-house members and possibly alumni.
What is your initiation like?
What is your live-in policy?
Are meals included in my initial payment?
External
These question types are more formal and are directed to an outside audience, usually
professionals and the media. These questions are always based on factual information.
When were you founded?
Who is your current president?
Who should be contacted for more information?
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University Contacts
House National Chapter—
IFC President—
Colin Nabity, cnabity@indiana.edu
IFC Vice President of Communications—
Mike Antonelli, msantone@indiana.edu
IFC Director of Risk Management—
Adam Diskey, adiskey@indiana.edu
Panhellenic President—
Annie Raeder, araeder@indiana.edu
Panhellenic Executive Vice President of Communications—
Katie Wickham, kapwickh@indiana.edu
Larry MacIntyre
Assistant Vice President, University Communications
812-856-1172
lmacinty@indiana.edu
Dean of Students and Vice Provost for Student Affairs, Bloomington
Richard McKaig
812-855-8187
mckaig@indiana.edu
IUPD Dispatch Line
812-855-4111
iupd@indiana.edu
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Media Contacts
Indiana Daily Student
Phone #: 812-855-0763
1) Michael Sanserino
Editor in Chief
Email: msanserino@gmail.com
2) Hilary Robinson
Advertising Sales Manager
Email: hirobins@indiana.edu
The Herald Times
Phone #: 812-332-4401
1) Bob Zaltsberg
Editor
812-331-4364
Email: zaltsberg@heraldt.com
2) Cory Bollinger
Advertising Director
812-331-4279
Email: bollinger@heraldt.com
The Indianapolis Star
Phone #: 317-444-4444
1) Dennis Ryerson
Editor
317-444-6169
Email: dennis.ryerson@indystar.com
WIUX 99.1fm Student Radio
Phone #: 812-855-7862
1) Craig Shank
Station Manager
Email: cshank@wiux.org
2) Francesca Christopher
Promotions Director
Email: fchristopher@wiux.org
IU Student Television (IUSTV)
Phone #: 812-856-0267
1) Eric J. Miller
Business Operations Director
Email: millerej@indiana.edu
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Guest Speaker Bios
Guest Speaker Bios
Jim Parham
He's pudgy and arrogant; sleep deprived and follows the first rule of public relations:
honesty.
When you had that professor in college who waltzed in with a smug look on his/her face
suggesting that the "real world" is a little different than the insulated euphoria of college,
you probably dismissed him/her and went back to reading the college's daily rag
newspaper.
If you actually looked behind that fat and puffy face, though, you may find someone who
has 30 years of experience hiring and firing public relations professionals. That person
may also have a degree or two to back up his/her wild assertions.
Jim Parham is the executive vice president and chief operating officer for Hirons &
Company Communications. During his past years, he has handled public relations, crisis
communications, and overall marketing and strategic communications for some of the
nation's largest private companies and government agencies.
Jim is a former assistant vice president of the nation's largest employee-owned
technology firm, Science Applications International Corp., based in La Jolla, Calif. Jim
also served as chief of staff for the National Park Service, a $4 billion federal agency. A
native Hoosier, Jim has considerable experience in handling national media such as "60
Minutes," "Nightline," The New York Times and The Washington Post.
Jim's specialty is organizing campaigns aimed at changing the perceptions of mass
audiences. Through the executive loan program based at Indiana University, Jim also
served 19 months as director of Indy Parks - creating the popular "bark parks" for dog
owners and completing $40 million in new facilities including the Holliday Park Nature
Center.
He is in his 12th year teaching media relations and customer service at Indiana
University.
Jim has a bachelor's degree in communications from Ball State, with concentrations in
natural resources and journalism. He also has a master's degree in public administration
from American University School of Public Affairs.
Please visit Hirons & Company online at www.hirons.com.
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Guest Speaker Bios
Richard McKaig
Education
B. S. Ball State University, Muncie, Indiana, 1966
M. A. Ball State University, Muncie, Indiana, 1967
Ed. D. Indiana University, Bloomington, Indiana, 1982
Major: Higher Education Administration
Professional Experience
Currently
VICE PROVOST FOR STUDENT AFFAIRS, DEAN OF STUDENTS
& ADJUNCT ASSOCIATE PROFESSOR OF EDUCATION
Indiana University – Bloomington
Responsibilities as the campus chief student affairs officer and supervision of the
Division of Student Affairs including Student Activities; Student Ethics and AntiHarassment Programs (including GLBT Student Support Services); Student
Advocates; Student Legal Services; Health Center (including Counseling and
Psychological Services and Sexual Assault Crisis Service); Veterans Affairs:
Disabled Student Services; Career Development Center; the Parents Association;
and the Alcohol and Drug Information Center.
4/06 – 7/07
7/94 – 4/06
7/91 – 7/94
1988 – 1991
1982 – 1988
1974 – 1982
1972 – 1974
1971 - 1972
1967 - 1971
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DEAN OF STUDENTS, and VICE PRESIDENT FOR STUDENT
AFFAIRS, BLOOMINGTON & ADJUNCT ASSOCIATE
PROFESSOR OF EDUCATION
Indiana University - Bloomington
VICE CHANCELLOR FOR STUDENT AFFAIRS, DEAN OF
STUDENTS & ADJUNCT ASSOCIATE PROFESSOR OF
EDUCATION
Indiana University – Bloomington
DEAN OF STUDENTS
Indiana University – Bloomington
ASSOCIATE DEAN OF STUDENTS
Indiana University – Bloomington
ASSISTANT DEAN OF STUDENTS AND DIRECTOR OF
STUDENT ACTIVITIES
Indiana University – Bloomington
DIRECTOR OF STUDENT ACTIVITIES
Indiana University – Bloomington
ASSISTANT DIRECTOR OF STUDENT ACTIVITIES
Indiana University – Bloomington
STUDENT GOVERNMENT ADVISOR
Indiana University – Bloomington
DIRECTOR OF STUDENT ACTIVITIES
Wisconsin State University - Stevens Point
Guest Speaker Bios
Richard McKaig (Continued)
Professional Associations and Related Activities
National Association of Student Personnel Administrators
NASPA Foundation Board of Directors, 2006-2009
Fraternity & Sorority Knowledge Community Co-chair, 2006-08
Regional Vice-President – Region IV-E, 1999-2001
Indiana Student Affairs Association / Indiana College Personnel Association
President, 1991 and 2004
Conference Program Coordinator, 1979
Secretary-Treasurer, 1978-79
Center for the Study of the College Fraternity, Inc.
Board Member, 2005 to present
Executive Director, 1983 to 2005
Assistant Treasurer, 1982-83
Interfraternity Institute (annual national workshop)
Director, 1984 to present
North American Interfraternity Foundation
Board member, 2001 to present
Board Vice President 2006
Awards and Honors
2008 Fraternity Executives Association Order of Fraternity Excellence Award
2008 Ward G. Biddle Visionary Award
2008 President’s Award, Indiana University Foundation
2006 Theta Chi International Fraternity Chapman Alter Award for Interfraternal
Excellence
2005 National Association of Student Personnel Administrators (NASPA) Scott
Goodnight Award for Outstanding Performance as a Dean
2005 NASPA Foundation, Pillar of the Profession Award
2005 Sharon Stephens Brehm Outstanding Service Award - Campus Community
Alcohol Commission
2005 Sentinel Award, IU Black History Month Committee
2004 Outstanding Performance as a Student Affairs Officer Award – NASPA Region
IV-East
2004 Exemplary Leadership Award – Indiana Collegiate Alcohol Network
2003 Nancy Howard Diversity Award - Bloomington Chamber of Commerce
2003 IU Foundation President’s Award for Service, Leadership, and Loyalty
2001 Robert H. Shaffer Distinguished Alumnus Award - Indiana University School of
Education Department of Higher Education and Student Affairs
1999 Bloomington Human Rights Award, City of Bloomington Human Rights
Commission
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Guest Speaker Bios
Richard McKaig (Continued)
1997 National Interfraternity Conference Silver Medal for Distinguished Service to
Youth through College Fraternities, Kate Hevner Muller Outstanding Mentor
Award, Department of Higher Education and Student Affairs, Indiana University
1991 Mayor's Award, Unsung Volunteer Heroes, City of Bloomington
Association of Fraternity Advisors, Robert H. Shaffer Award for Lifetime,
Contributions to Fraternities and Higher Education Indiana University Student
Association created the McKaig Scholarship to recognize outstanding service to
the IU - Bloomington student government
Community Activities
American Cancer Society - Monroe County Unit
Board member 1985 - 1991
Board secretary 1986 - 1991
Bloomington/Monroe County Convention & Visitors Bureau
Board of Directors 1996 to present
Bloomington Volunteer Action Center
Board member 1985 - 1991
Board president 1988 - 1990
Board secretary 1990- 1991
Catholic Charities Board of Directors, Archdiocese of Indianapolis
Board member 1984 - 1991
Board secretary 1986-88
Board President 1990-91
Monroe County Alcohol Beverage Commission
Member since 2002, Board Secretary 2004 Rotary Club - Bloomington
Member since 1985
Salvation Army - Monroe County Board
Member since 2003
Board Vice President, 2008 St. John the Apostle Catholic Church Parish Council
Board member 1992 - 1996
Board President 1993-96
United Way - Campus Campaign Committee
Member 1982 - 1996
Campaign Co-Chairperson 1984, 1995, and 1996
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Guest Speaker Bios
Richard McKaig (Continued)
Family notes
Maribeth McKaig, (master’s degree from IU) wife, retired high school Latin teacher,
taught for 29 years at Owen valley High School in Spencer, IN
Melinda Johnson, (IU Grad) married daughter, lives in Phoenix, has two sons
Angie Ballard, (IU Grad) married daughter, lives in Bloomington, has two daughters
Danielle Dravet
Danielle Dravet is the public information officer for the Indiana Utility Regulatory
Commission (IURC), the utility court for the state of Indiana. The IURC oversees utilities
within the natural gas, electricity, water/sewer and communications industries.
Before joining the IURC, Dravet earned her Master of Arts degree in journalism from
Indiana University, Bloomington. During this time, she also interned with Hirons &
Company, a public relations and advertising firm in Indianapolis and Bloomington.
As an undergraduate student at DePauw University, Dravet served as Panhellenic
president. She dealt with many crises and helped manage the national news story
involving the university and the reorganization process of Delta Zeta sorority.
Additionally, Dravet dealt with hazing violations, probation and the formation of the
Greek Fact-Finding Commission, a university body charged with identifying impartial
facts about DePauw's Greek community.
Dravet also served as director of communications for the Panhellenic Council as well as
public relations chair for her sorority, Kappa Alpha Theta. She received her Bachelor of
Arts degree, cum laude, in 2007 and her Master of Arts degree in 2008.
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Guest Speaker Bios
Dr. Phillip Summers
Phillip M. Summers attended Vincennes University and completed his B.S. and M.S.
degrees at Indiana University. He earned a Ph.D. in Guidance and Psychological
Services at Indiana State University in 1974.
On July 1, 1980, he became the 18th President of Vincennes University; Indiana’s first
comprehensive two-year college. In 2001, Dr. Summers retired after serving 21 years as
President of Indiana’s oldest college.
Current responsibilities and activities include:


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President Emeritus Vincennes University (served for 21 years as President)
Psychology Professor at Vincennes University and Indiana University
President, IU Pi Kappa Phi Alumni Board
President, IU Alumni Interfraternity Council
Volunteer faculty representative and speaker for IU Admission tours and new
Student Orientation
Member IU Residence Hall Advisory Committee
Member of IU Space Utilization Master Plan Committee
Member of IU Psychological and Brain Sciences Advisory Committee
Awards and honors conferred upon Dr. Summers include:

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Indiana State University’s “Distinguished Alumni Award” (1995)
Indiana University’s “Distinguished Alumni Award” (1996)
“Sagamore of the Wabash” designation from three Governors of the State of
Indiana
Recipient of the Order of Fraternity Excellence from the Fraternity Executive
Association (2001)
IU Student Choice Award for Outstanding Professor (2003)
Mr. Pi Kappa Phi Award (2004)
IU Greek Alumnus Award (2007)
Voted “Best Professor 2007” in Indiana Daily Student Newspaper Survey
Recipient 2008 National Interfraternity Council Award of Distinction
In addition, Dr. Summers has received many award and honors from local and state
groups for leadership and community service.
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Guest Speaker Bios
Matthew Ewing
Matthew Ewing currently works for the Indiana University Foundation, where he
directs their Leadership Annual Giving program and 1820 Society. Prior to this position
Matthew spent two years as Assistant Director and Little 500 Race Director for the
Indiana University Student Foundation. Matthew received his B.A. in Economics and
Political Science from Indiana University in 2003 and his graduate degree in 2006. Upon
graduation, Matthew served as a Governor's Fellow for the administration of Governor
Frank O'Bannon and Joe Kernan. As a student, Matthew was an active member of Phi
Delta Theta. He served two years on the chapter's executive council and spent four years
representing Phi Delta Theta in the Little 500. Currently, Matthew volunteers as
chairman of Phi Delta Theta's Chapter Advisory Board, a member of Phi Delta Theta's
House Corporation Board, and coach of Phi Delta Theta and Alpha Phi's Little 500
teams.
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