Recruitment Guidelines

General Recruitment Guidelines
2007-2008

1. All unaffiliated women are permitted to visit the sorority houses under the following conditions:
   1. Panhellenic sponsored events
   2. Chapter events approved by Panhellenic
2. A chapter may hold as many COB events as they wish during the fall semester. A maximum of four recruitment events may be held after September 16, 2007.
   1. A COB event precedes giving out COB bids. In contrast, no bids are given immediately after recruitment events.
   2. If an event is off-campus and requires a fee to participate, each potential new member must pay for herself.
   3. If an event is held off-campus, transportation to and from the event must be specified and approved by Panhellenic.
3. Each chapter house must submit a recruitment event form (provided by the Co-VPs of Recruitment) and flyer at least two weeks in advance before the scheduled recruitment event. Only one chapter may have a recruitment/COB event per day.
4. Chapters are encouraged to advertise recruitment events by using as many media outlets as possible. This includes, but is not limited to, phone messages, mass emails, mail outs, flyers, Daily Bulletin announcements, and personal invitations (both written and oral). If the personal invitation is written, at least 15 flyers must also be posted on campus. The information included in advertisements should be turned in along with the recruitment event form and should be approved by the Co-VPs of Recruitment. Information should include: theme, date, time and place of event. Advertisements should contain only Panhellenic messages and should encourage members not only to attend the event but join the Greek community as well.
   1. Good example: "See what Greek life is all about by coming to _____'s recruitment event."
   2. Bad example: "Come to _____'s event. It's the only house worth checking out!
   3. When using invitations, chapters must turn in a copy of the invitation to the Co-VPs of Recruitment for approval, along with a list of names to whom the invitation will be given.
5. During recruitment/COB events, each chapter must have each PNM fill out an information and grade release form. The list and forms will be submitted to the Co-VPs of Recruitment no later than 5 pm the following day. The list of girls who attended will be shared with each of the other four chapters so that they have the chance to see the potential new members who have shown interest in Greek life.

1. A potential new member must be a regularly matriculating, full-time student in good standing at OWU to be eligible to participate in recruitment. A potential new member must attain a minimum GPA in order to participate in recruitment. This GPA is a 2.5 for high school, and a 2.5 for college. If chapter membership requirements are less than a 2.5, the chapter must notify Panhel before August 27, 2007. GPA information will be publicized to all women during the first semester so that they are aware of the grade requirements. The first information night (open house) will be held on September 3, 2007, and is open to all unaffiliated women. Each woman will receive general information about Greek life. The Recruitment Guides will then escort the PNM's to Winter Street where they can get acquainted with chapter members and chapters. There will be information nights shortly before Winter Break and during the week before Formal Recruitment with specific information for potential new members, including chapter academic rank, potential new member GPA requirements, initiation GPA requirements, and chapter dues information.
2. A potential new member shall attend all parties for Set I and all Formal Recruitment parties to which she has been extended an invitation. In case of illness or other emergency, the potential new member shall notify the Assistant Director of Student Involvement for Greek Life at x3170. Panhellenic and/or the Recruitment Guides shall notify the sororities involved with the stated excuse. Any potential new member not attending all Set I parties and all Formal Recruitment parties to which she ahs been extended an invitation shall be removed from further participating in Formal Recruitment.
3. Any potential new member found under the influence of alcohol or any illegal drug during a formal or informal recruitment event shall be removed from recruitment, and the Co-VPs of Recruitment shall be notified immediately. The potential new member will not be allowed to participate in recruitment until one calendar year has passed.
4. Each PNM must preference via the ICS system within one hour after the last attended party or the completion of each set, or she must withdraw from recruitment.
   

III. Chapter Guidelines

1. It is the responsibility of each chapter to fully know and understand the Recruitment Guidelines.
2. No sorority may buy or give favors or gifts to potential new members.
3. There will be NO promising of bids directly or indirectly by any potential new member, any active member, or any alumna of a chapter. A written statement indicating invitation OR verbal implication is considered promising of a bid.
4. STRICT SILENCE is the period in which there will be NO conversation or contact with any unaffiliated freshman or sophomore women by sorority members, new members, or alumnae. This also pertains to junior and senior women participating in Formal Recruitment. Exceptions are made in cases such as sports and class projects, but nothing concerning recruitment may be discussed. This includes all verbal, written, and physical (i.e. smiling or waving) contact. STRICT SILENCE is designated as the period from Friday, January 18, 2008 when the potential new members leave the houses after Set I, until Monday, January 21, 2008 (Bid Night).
5. Only national sorority members, house directors, alumnae, and initiated members of the sorority may assist the chapter with recruitment during the formal period.
6. No men are allowed to attend any recruitment event.
7. The Panhellenic Council may distribute only brochures that state correct facts about national organizations.
8. NO alcoholic beverages shall be served during recruitment events.
9. Pictures/names of Recruitment Guides, the Panhellenic Co-VPs of Recruitment, President, and Vice-President shall not be present during recruitment events or individual sets.
10. All recruitment posters must include the Arabic (not Greek) letters of each sorority, and encourage women to "Be Greek."
11. Bid and initiation lists must be turned in by the times specified under "Formal Recruitment Specifics."
12. Panhellenic has set a budget cap of $300 for Formal Recruitment. Each chapter's Recruitment Chair must submit a budget to the Co-VPs of Recruitment by December 9, 2007 at 5 pm. Appeals can be made to the Panhellenic Council in writing prior to the deadline if the chapter would like to exceed the cap in case of special circumstances.
    

IV. Requirements

1. The Recruitment Chairwomen for each sorority are expected to attend required meetings with the Co-VPs of Recruitment. An appropriate alternate may be sent as a replacement for the designated Recruitment Chair. Failure to attend will result in a $25 fine.
2. The Recruitment Chairs will meet periodically throughout the semester to ensure a sense of unity awareness of Panhellenic goals.
3. The Co-VPs of Recruitment must be notified 24 hours prior to a meeting if the chapter Recruitment Chairwoman is unable to attend. However, no excuses will be accepted for the meeting held during the week prior to Formal Recruitment.
4. The Recruitment Chairwomen must devote one recruitment workshop to the Recruitment Guidelines (formal and informal) and positive recruitment techniques.
   

V. Unanimous Recruitment Agreements

1. Continuous Open Bidding
   1. Continuous Open Bidding is a 365-day a year process. However, there are two times during this calendar year that each chapter house may NOT grant a COB or host a COB event. These designated times are:
      1. The first day of classes fall semester until September 16, 2007; and
      2. The first day of classes spring semester until after Bid Night of Formal Recruitment on Monday, January 21, 2008. COBs may be distributed beginning at 12:00 am on Tuesday, January 22, 2008.
   2. Except during recruitment at the specified times above, the Panhellenic Recruitment Guidelines shall not deny any chapter the right to Continuous Open Bidding if the chapter has not reached its total allowable size as defined by Panhellenic.
   3. For a COB, the proof of a woman's bid acceptance shall be a dated, written, and signed statement by the potential new member and witnessed by an active member of the chapter. These written and signed statements need to be turned in to the Co-VPs of Recruitment no later than twenty-four hours after bid acceptance. The Co-VPs of Recruitment will provide these statements. A $25 will be assessed if violated.
   4. Each bid extended during COB MUST contain an attached letter explaining the obligations of bid acceptance. This letter will be provided by Panhellenic and distributed to each of the chapters.
   5. No more than three active members may deliver a COB to an unaffiliated woman. At this time, the rest of the chapter may not have any visual or physical contact with the girl to whom the chapter is offering a bid. A COB must be delivered to the woman in her place of residence. Until a COB is accepted, the women should direct all questions concerning the bid to the president or Recruitment Chair of the sorority that extended the bid. Other members of the chapter may talk to the woman, but must refer bid questions to the president or Recruitment Chair.
2. Preferential Bidding
   1. The National Panhellenic Conference recommends the use of the Preferential Bidding System. A college Panhellenic using the Preferential Bidding System shall observe the following: the person in charge of the Preferential Bidding System shall be required to safeguard all records and keep them for one full year.
3. Handling Infractions for Recruitment Guidelines
   1. Each Panhellenic shall establish a judicial board and procedures for handling infractions of the Recruitment Guidelines. The procedures shall be as outlined in the NPC Manual of Information, Sections J 1-16.
   2. Minor Infractions and Penalties
      1. Examples of minor infractions are:
         1. Not adhering to time schedules for recruitment events and party invitations
      2. The penalties for these minor infractions are as follows:
         1. Any sorority found guilty of a minor infraction may be fined up to $50 and/or assigned a community restitution event.
         2. An official reprimand shall be recorded in the college Panhellenic minutes and a report sent to the Inter/National President and NPC Delegate of the offending group.
   3. Major Infractions and Penalties
      1. Examples of major infractions are:
         1. Violations of the UNANIMOUS AGREEMENTS - extending invitations to unaffiliated women before the time designated by the college Panhellenic and not abiding by the rules outlined in Section VI of the UNANIMOUS AGREEMENTS.
      2. Penalties for major infractions will be assessed to fit the nature of the degree of the offense.
         1. Chapters found guilty of a major infraction before Formal Recruitment begins on January 18, 2008 will be fined $100 and/or assessed community service.
         2. Chapters may also be assessed the suspension of social activities. This would include chapter parties and participation in campus events such as intramural sports or other competitive events. This shall not include the observance of a national fraternity/sorority event (i.e. Founder's Day).
         3. Chapters found guilty of a major infraction from January 18, 2008-January 21, 2008 will be fined $200 and/or assessed community restitution.
         4. Penalties for major and minor infractions shall be assessed by Panhellenic as seen fit. The number of offenses will be considered.
   4. Duration of Penalty
      1. The duration of any penalty imposed by the college Panhellenic shall not extend beyond the school year in which it was imposed. The number and date of offenses will be considered.
   5. Notification of Penalty
      1. An official reprimand shall be recorded in the college Panhellenic minutes and a report sent to the Inter/National President and NPC Delegate of the offending group. The report must be issued within one week of the decision.
         

VI. Recruitment Specifics

1. Pre-Recruitment Specifics
   1. Chapter membership lists are due September 24, 2007 by 5 pm to the Greek Life Office. Each list should include all initiated members and new members, except those who will not be enrolled on campus for the entire year. If a member is away for only one semester, she should be included on the list. An inaccurate list will be considered a minor recruitment infraction.
   2. All-sorority recruitment events will be held on September 3 (open house), September 14, October 23, and November 27, 2007.
   3. NO favors may be given or taken from the houses (i.e. name tags, flowers, cards)
   4. On Wednesday, January 16, 2008, Panhellenic will host an all-Panhellenic event in Phillips Auditorium. Each house will present their 15-minute presentation for Set II of Formal Recruitment.
2. Specifics for COBs given in the fall (Informal Recruitment)
   1. No COBs may be given before September 17, 2007.
   2. On Monday, September 3, 2007, there will be an open house event for ALL unaffiliated women to learn about Greek life. Each of the houses must be open and members should be ready to educate the PNM's about philanthropy, events, etc. The Co-VPs of Recruitment will give a brief information session, and the Recruitment Guides will then escort the women to the houses. The PNM's are free to wander about the houses on their own but the Recruitment Guides will be around to answer any questions.
   3. Each house may hold recruitment events before September 16, 2007 that ALL unaffiliated women may attend.
   4. By September 24, 2007 at 5 pm, each house shall turn in a list of their new members and initiated members (see Article VI, Section A, 1).
   5. The chapters are encouraged to give COBs even after September 24, 2007 until they reach chapter total.
3. Formal Recruitment Specifics
   1. On Thursday, January 17, 2008, there will be a mandatory event held at a neutral location. All PNM's will be required to attend and each chapter will send six members to represent their chapters. This event is a good time for PNM's to get acquainted with a few members of each house. The PNM's will be in their groups with the Recruitment Guides and each group will spend 30 minutes at the location. There will be no computer preferencing.
   2. Set I will be held on Friday, January 18, 2008.
      1. Potential new members will visit all five (5) chapter houses on Friday.
      2. Only beverages may be served.
      3. All potential new members will meet in a specified location at 5:15 pm on Friday. Recruitment Guides will escort their designated groups to each party. Parties are 30 minutes in length with a 10-minute break between each. This is Philanthropy Night and each chapter will do a philanthropy-related activity.
      4. Invitations for Set II are due to the Greek Life Office as soon as they are completed, but no later than 11:00 pm. Chapter Advisors must be present.
      5. Each chapter shall abide by the release figures determined by the Panhellenic Release Figure Specialist following the new release figure system.
      6. Potential new members may return to up to three (3) chapters for Set II. Each potential new member must attend all houses to which she is invited. Any potential new member not attending all houses to which she is invited will be removed from further participation in Formal Recruitment.
      7. Party scheduling for Set II will be completed by computer on Saturday, January 19, 2008 at 9:00 am.
   3. Set II will be held on Saturday, January 19, 2008.
      1. Only beverages and one food item may be served.
      2. All potential new members will meet in a specified location at 12:15 pm on Saturday. Recruitment Guides will escort designated groups to their first chapter and will remain there. Recruitment Guides will take roll and report absences and excuses.
      3. Parties are 45 minutes in length with a 10-minute break between each. Each house will have a 15-minute or less presentation for the PNM's.
      4. Invitations for Set III are due to the Greek Life Office as soon as they are completed, but no later than 8:00 pm. Chapter Advisors must be present.
      5. Each chapter shall abide by the release figures determined by the Panhellenic Release Figure Specialist following the new release figure system.
      6. Potential new members may return to up to two (2) chapters for Set III. Each potential new member must attend all houses to which she is invited. Any potential new member not attending all houses to which she is invited will be removed from further participation in Formal Recruitment.
      7. Party scheduling for Set III will be completed by computer on Sunday, January 20, 2008 at 9:00 am.
4. Set III will be held on Sunday, January 20, 2008.
   1. Only beverages and one food item may be served.
   2. All potential new members will meet in a specified location at 12:15 pm on Sunday. Recruitment Guides will escort designated groups to their first chapter and will remain there. Recruitment Guides will take roll and report absences and excuses.
   3. Parties are 60 minutes in length with a 15-minute break between each.
   4. Potential new members shall have the opportunity to fill out a final preference card on ICS listing ONLY those chapters in which she is interested in becoming a new member. Signing of this card is written consent that the potential new member accepts ANY bid which is given to her, even if she chooses not to become a new member at that time. She may accept the bid at any time within one calendar year of receipt, and may not receive a bid from any other chapter during that time. Each potential new member must maintain silence throughout the signing of the preference card and until she has left the designated area.
   5. All chapter members are required to remain in their chapter houses after Set III until all preference cards have been signed. The Co-VPs of Recruitment will inform chapters of this completion.
   6. Bid lists are due to the Greek Life Office as soon as they are completed, but no later than 6:00 pm. Any chapter that fails to do so will receive a fine.
   7. Bid matching begins immediately with the assistance of the Chapter Advisors or an alumna who was present during the chapter preference process. The Assistant Director of Student Involvement for Greek Life will be present and will conduct the process. The Recruitment Chairs should be available during the bid matching process in case of emergency.
   8. The only OFFICIAL bid is a written bid that shall be received through the Greek Life Office.
5. Quota Setting
   1. The Panhellenic Release Figure Specialist will determine quota utilizing the new release figure system.
6. Total
   1. Total will be evaluated each year by Panhellenic officers, chapter advisors, and chapters during the spring semester.
   2. For the 2007-2008 school year, total is set at 52 members.
   3. A chapter can enter Formal Recruitment at house total and still admit quota to membership. If a chapter is above total after Formal Recruitment but has not reached quota, they have the opportunity to snap bid or COB to quota.
7. Snap Bidding
   1. Snap bidding is an option available to chapters that do NOT fill Formal Recruitment quota spaces.
   2. Snap bidding is limited to any woman who participated in Formal Recruitment and did not drop out or withdraw.
   3. Participation shall be defined as any woman who participated in final preferencing in good faith. Good faith shall be defined as any women who preferences all chapters that she visited during Set III (or Set I or II if she was released) and who was not matched.
   4. Snap bidding shall begin immediately after bid matching and end with the distribution of bids.
8. Potential New Member Specifics
   1. Bid Day will be held on Monday, January 21, 2008.
   2. Potential new members will meet in the designated area at 6:15 pm. Recruitment Guides will deliver the individual bids to the rooms of the potential new members at 6:30 pm OR after all potential new members have arrived.
   3. Bid lists will be distributed at 6:45 pm on Monday, January 21. Recruitment Chairs may pick them up at the Greek Life Office.
   4. Chapters may hold an event for chapter members and potential new members ONLY. This activity may be anything the chapter chooses with the approval of the Panhellenic Executive Board. Alcohol and men are prohibited at these activities. Activities must be submitted before December 9, 2007 at 5 pm.
   5. All additional National Panhellenic Conference rules and regulations not included in the Recruitment Guidelines must be adhered to.
9. Requirements for Recruitment Guides and Resident Assistants
   1. Recruitment Guides
      1. The selection of Recruitment Guides will take place during the spring semester. Ten Recruitment Guides shall be selected from a pool of applicants from the individual chapter houses. At least TWO qualified Recruitment Guides shall be chosen from each chapter. Those ten Recruitment Guides will be chosen at the discretion of the Co-VPs of Recruitment and the Assistant Director of Student Involvement for Greek Life. All applications must go through a process consisting of a formal application. No more than two members of a chapter will be accepted. An applicant will be considered based upon the following qualifications: sense of responsibility, time commitments, and scholarship of the applicant.
      2. Recruitment Guides must sign a written contract containing the expectations and requirements of the position. Failure to complete these requirements will result in removal from the Recruitment Guide program and the inability to participate in Formal Recruitment.
      3. Recruitment guides must de-affiliate from their chapter on November 26, 2007. This includes the inability to wear chapter letters, to post door signs, and the removal of any chapter pictures, paddles, pillowcases, etc.). Guides may attend all non-recruitment related chapter events while de-affiliated. Recruitment Guides may not attend any fall recruitment events or workshops having to do with recruitment prior to their de-affiliation.
   2. Resident Assistants
      1. RAs are asked to refer their residents to Recruitment Guides or the Co-VPs of Recruitment if their residents wish to discuss matters concerning recruitment.
      2. Greek RAs must abide by the same Recruitment Guidelines as other chapter members except in extenuating circumstances.
      3. A letter will be sent to all RAs discussing the period of recruitment and its stipulations regarding these guidelines within two weeks prior to Informal and Formal Recruitment.