UT Arlington Panhellenic Recruitment Compact

UT Arlington Panhellenic Recruitment Compact Membership recruitment is one of the most visible, rewarding and important activities coordinated by the College Panhellenic. A successful membership recruitment requires a huge organizational effort. -National Panhellenic Manual of Information This document is intended for the four (4) Panhellenic organizations on the UT Arlington campus to serve as guidelines for the recruitment process. The purpose is to create processes and align the campus with Panhellenic nationally to ensure a successful recruitment for all of our groups. Definitions: Active: any initiated member of a sorority who is listed on the current chapter roster and is in good standing with her chapter and the F&SL Office Bid Day: Each College Panhellenic shall establish a Bid Day to conclude the fully structured membership recruitment period. A Bid Day is the scheduled time when invitations to membership are issued. Each College Panhellenic shall prohibit the use of alcoholic beverages in membership recruitment and Bid Day activities. Each College Panhellenic shall prohibit the participation of men in membership recruitment and Bid Day activities. (NPC MOI) Continuous Open Bidding (COB): An opportunity for chapters that do not reach quota during a recruitment process to bid to quota and/or total; an informal membership recruitment process during which bids may be extended and accepted at any time during the school year other than during fully structured recruitment. Disaffiliation of Recruitment Team: Recruitment counselors, like Panhellenic officers, should be completely disassociated from their respective NPC chapters for the period immediately preceding recruitment and during recruitment to ensure that their actions and decisions support the welfare and best interests of the Panhellenic community. (NPC) F&SL: University of Texas at Arlington, Fraternity and Sorority Life office High School Contact: There will be no parties/functions/events organized for the purpose of entertaining and/or recruiting high school women. Alumnae CPH or Legacy events sponsored by alumnae are permitted. Please check with the CPH Advisor in regards to any other chapter activity that may fall into this category before taking part in the event. Manual of Information (MOI): Previously the Green Book, NPC guidelines as voted by 26 nationally affiliated chapters. NPC: National Panhellenic Conference No Frills recruitment: This would include a House Tours, Value/Sisterhood, Philanthropy and Preference events, a small budget, minimal decorations, no food or refreshments being served, with the exception of a cup of water that may be served during Preference Round. In the spirit of no-frills recruitment, all decorations, both inside and out, should be kept at a minimum for recruitment events. Use of elaborate costuming and the purchase of special recruitment outfits should be discouraged. CPH: Collegiate Panhellenic Positive Panhellenic Contact: Personal and informative Panhellenic spirit contact does not mean creating an unfair advantage for a particular NPC member group. It does mean being friendly and responding to questions the potential new members might ask of Panhellenic members. It does mean promoting women s fraternity 1 CPH R e c r u i t m e n t C o m p a c t

membership in general, not a particular fraternity.(npc MOI) XYZ wants you to Go Greek and Go XYZ are the permissible phrases to use to advertise for Panhellenic Recruitment. PNM: Potential new member, any woman interested in becoming a fraternity member who is matriculated and eligible according to College Panhellenic Association requirements. (NPC MOI) Quota The number of potential new members each NPC women s fraternity may pledge on a campus during a fully structured recruitment, partially structured recruitment or minimally structured recruitment. (NPC MOI) Recruitment Counselors Pi Chi s : An impartial representative of CPH who understands and implements the purposes and goals set forth during formal recruitment. Each Chapter should have at least the specified number requested by CPH apply to be a Pi Chi at the time of applications. Recruitment Team: Recruitment team includes: Panhellenic Advisor, CPH President, Recruitment Coordinator, Vice President of Standards, Vice President of Administration, Recruitment Counselor Coordinator, Recruitment Counselors (Pi Chi s), and any additional staff from F&SL. Release Figure Management: Release Figures will be done in accordance with the NPC process of Release Figure Management with the guidance of the Release Figure Specialist assigned from the NPC organization to work with the CPH advisor. Snap Bidding: Snap bidding is allowed only for those chapters that did not match to quota in the bid- matching process. Women who participated in at least the first round of recruitment are eligible for snap bidding. Snap bids can be extended, usually coordinated through the Panhellenic, prior to the start of Bid Day activities or when bids are distributed. (NPC MOI) Strict Silence: is a period in which chapter members should not have contact with PNMs during formal recruitment intended for the short period of time, not more than 24 hours, from the signing of the MRABA until bid acceptance. (NPC MOI) Total: the allowable chapter size as determined by CPH and it includes both new members and initiated members. CPH reviews total each year to ensure that the existing total reflects current campus conditions and CPH goal of growth and parity. Total should be reviewed immediately following recruitment when chapters are at their largest. The purpose of total is to provide opportunities for growth. (NPC MOI) Unanimous Agreements Agreements to which the member groups of the National Panhellenic Conference have unanimously agreed and that lead to orderly and equitable conduct of their mutual functions. These Unanimous Agreements are binding on all NPC member fraternities. Each College Panhellenic (or the equivalent organization) and Alumnae Panhellenic must incorporate the NPC Unanimous Agreements into its governing documents. (NPC MOI) PNM Eligibility Requirements Per the F&SL Community Academic Standards, all potential new members of the Greek community or students who are interested in joining a fraternity or sorority at UT Arlington are expected to meet minimum criteria to join. New freshman and transfer students to UT Arlington are eligible to participate in council and recruitment processes during their first academic semester. Current students enrolled at UT Arlington with a UTA GPA must have a 2.5 or above cumulative GPA to be eligible to join a fraternity or sorority. Must have registered online through uta.edu/fsl Must have attended a Fraternity and Sorority Life orientation session A woman shall not be, or have ever been, an initiated member of an NPC group and join another NPC group Any woman who signs an MRABA and receives a bid at the end of the membership recruitment will be bound by the MRABA until the next primary membership recruitment period at the same college or university. 2 CPH R e c r u i t m e n t C o m p a c t

PNM Expectations Responsible for understanding and observing the Guidelines for Potential New Members PNMs are responsible for reporting any violations of the UTA CPH Recruitment Compact to a member of the Recruitment Team. PNMs may not use or be in the presence of alcohol or other drugs during any recruitment activity. Continuous open bidding acceptance binding agreements should be signed as soon as a woman accepts a bid. Sorority Member Expectations: All members, including alumnae and new members, are responsible for understanding and observing the membership recruitment rules as well as the Panhellenic code of ethics. No favors or gifts may be given to women by the fraternity and/or individual members. There will be no promising of bids directly or indirectly by any member, new member or alumna of a fraternity. Alumnae, initiated collegiate members, new members and national fraternity representatives may assist the chapter with membership recruitment activities. Chapter members should participate in CPH sponsored Recruitment Events. All NPC Unanimous Agreements shall be upheld. Sorority members cannot consume alcohol or other drugs with PNM s or COB candidates. All members are expected to uphold Positive Panhellenic Contact during all recruitment periods. Personal and informative Panhellenic spirit contact does not mean creating an unfair advantage for a particular NPC member group. It does mean being friendly and responding to questions the potential new members might ask of Panhellenic members. It does not mean promoting women s fraternity membership in general, NOT a particular fraternity. Year-round Recruitment Rules for the CPH Community The MRABA script must also be used prior to signing the COB acceptance binding agreement, but it should be altered to reflect proper COB wording. A PNM should meet F&SL eligibility requirements. All email correspondence should be directed to the UTA CPH recruitment coordinator or CPH advisor Each chapter should submit a current roster the week before classes start to the CPH Recruitment Chair and CPH advisor. During the fall semester all sororities are encouraged to send an unlimited amount of collegiate members to attend Move-In Day sponsored by Apartment and Residence Life to assist students UTA s Apartment and Residence Life at the various residence halls. If move-in day has a required shirt to wear, it must be worn, letters can be worn as accessories, for example buttons, hair bows, socks, etc All sororities are encouraged to send an unlimited amount of collegiate members to attend and assist CPH with the Welcome Back Barbeque/Welcome Back Bond-Fire/additional CPH/F&SL sponsored events. Activity Fair Day(s) sponsored by the office of Student Activities and Organizations during the fall and spring semester: chapters must follow SGO guidelines for the number of representatives that can be present. Chapter events promoting CPH and/or informal recruitment, philanthropy events, and any other campus wide events should be open to any PNM. All chapters should use signage provided by CPH, materials created by the chapter should be reviewed by the CPH advisor and Recruitment Chair before they are printed or displayed. Signage and promotional materials should promote Positive Panhellenic Contact. Website- By the date chosen by the Recruitment Coordinator, chapter websites should contain the following if applicable: Chapter history, including symbols, motto, and creed Links to the UTA F&SL website, the UTA home website, and the chapters national website 3 CPH R e c r u i t m e n t C o m p a c t

All email correspondence should be directed to the UTA CPH recruitment coordinator or CPH advisor All Recruitment Counselors and Recruitment Team members names or photos should be covered or removed Total will be evaluated within 72 hours of bid distribution. Summer Guidelines: Chapters are required to sign up to host a table during New Maverick Orientation Involvement Fairs during New Maverick Orientations throughout the summer. There must be two active sorority members present at the table, no more and no less. Any session that is missed will result in the chapter being fined $25. The New Maverick Orientation schedule will be given to chapter presidents during the spring semester. PNM s will be allowed to sign up at the CPH table. Each chapter cannot record any information about a PNM and should refer the woman to the CPH table to sign up. Sorority Member Expectations during Formal Recruitment Chapter members are not allowed to be on fraternity property from the first day of recruitment until 9 am the day after bid day (with the exception of any All-Greek events). Chapter members should not contact chapter members who are members of the Recruitment Team from the first day of recruitment until bid day unless discussing CPH information. Violation can result in fines. Sorority members are responsible for reporting violations of the UTA recruitment compact to the CPH VP Standards within 30 days after the incident or it is not valid. The VP of Standards contact information can be found on the FSL web-site. Formal Recruitment Rules for the CPH Community No sorority members, alumnae, or non-active member may issue an invitation of any sort to meet a PNM anywhere or contact them via any method to obtain information following the last day of classes during the spring semester until the end of the formal recruitment week (i.e. telephone calls, email, social media, in person, etc.) Sorority members MAY talk to PNMs if the PNM initiates conversation/contact, and must promote Positive Panhellenic Contact throughout the encounter. Contact in the UTA university classroom setting is encouraged as long as conversation is Positive Panhellenic Contact A membership recruitment budget will be established by the College Panhellenic for membership recruitment purposes. Chapter members may not buy anything for a potential new member (e.g., a meal, soft drink, etc.). No chapter members, including new members and alumnae, may visit a potential new member in her place of residence during membership recruitment from the last day of the Spring semester until the end of formal recruitment. A woman shall attend orientation and membership recruitment events to which she has accepted invitations. In case of illness or an emergency, the woman shall notify the Panhellenic and/or her recruitment counselor. The Panhellenic and/or the recruitment counselor will then notify the chapters involved. A factual sheet including a list of fees to be incurred by members during collegiate membership, grade requirements and housing obligations will be provided to each potential new member during membership recruitment by each chapter. The College Panhellenic may provide a range of fees as general information. The MRABA script must be used prior to signing the MRABA to ensure that the potential new members understand this binding agreement. Membership recruitment events are to be held in the women s fraternity house or a facility specified by CPH. MRABAs will be signed immediately after the last event the woman attends and will be issued by F&SL advisors. Bid matching will be done in accordance with the new NPC Recruitment Resolutions. 4 CPH R e c r u i t m e n t C o m p a c t

Formal Recruitment Logistics Decorations should be kept to a minimum with flowers, table clothes, chapter displays, etc.. Balloon arches, excessive draping are not prohibited. Chapter Recruitment Teams will meet with the CPH Recruitment Chair and Advisor to review set-up plans by June 1 each year. Budget: $2,500 total for all of the recruitment days, this total includes donations; if chapter is unsure about donation total, estimate a proper value and CPH will approve it. Each chapter will submit a detailed draft budget including all expenses and donations; Donations should have the amount mentioned and the source from where it came by the date specified to the CPH Recruitment Chair and advisor. Following recruitment chapters are to send in the final budget with receipts by the decided date. Photographs or mention of the recruitment team and Recruitment Counselors in all composites, videos, websites and other photos shall be completely covered starting disaffiliation until Bid Day. It is the chapter s responsibility to keep Recruitment Team and Recruitment Counselor members anonymous during recruitment. Any photos and videos to be used during the recruitment period are due for review to the CPH Recruitment Chair and CPH advisor by the specific date given. The CPH advisor will review and return with any edits, if edits are not completed chapters may face a recruitment violation. Videos should reflect the chapter and Panhellenic Sorority Life in a positive manner and should not contain anything that could suggest alcohol consumption. Initiated members of the chapter may participate in recruitment. During recruitment events, not including orientation, a maximum of 10 alumnae and/or non-uta active chapter members may be present. Alumnae, national visitors, and non-uta active chapter members must be clearly identified with name tags identifying them as alumnae, register with the CPH recruitment team the day they are attending events, and cannot dress in similar clothing as active chapter members except during preference round when the same color can be worn but not same dress. Alumnae may only be allowed to meet and greet the PNM s but should not be actively involved in recruiting. Chapters cannot use any decorations outside the chapter house or UC with the exception of a sign no larger than 36 by 32 Recruitment/Party Schedule A name check system will be utilized by Recruitment Counselors to ensure PNM s attend their scheduled events. Chapters will be notified of all PNM s absence before the first event. If a PNM arrives late, chapters will be notified before the event that the PNM is scheduled to attend. The CPH Advisor will also utilize the Campus Recruiter communicate any last minute changes or edits. During master scheduling for second and third round events, the CPH advisor may, with approval from the sorority, schedule fewer or more events for a sorority to allow for larger numbers of PNM s at an event. During recruitment, Recruitment Counselors will remain outside the party, unless the chapter wants to extend an invitation to come inside the room and foyer area and offered a chair, where she will remain, unless a recruitment violation has been reported or her assistance is needed by a PNM. University officials and NPC guests are allowed into the recruitment event at the sorority s house or room at any time. Recruitment Counselors will notify each chapter when they have five (5) minutes left in the event. Each chapter will have a grace period of two (2) minutes at the end of each event, which can only be used if the PNM s are in the process of exiting the chapter house. Each chapter will have a courteous five (5) minutes prior the event to start and a one(1) minute warning before the event happens. Guidelines for Chapters needing to COB during the fall or spring semester(s) All email correspondence should be communicated through the individual chapter. All COB events should be registered with F&SL. 5 CPH R e c r u i t m e n t C o m p a c t

Causal lunches and dinners do not need to be registered. During COB Chapters can: Drive PNMs to the location of the recruitment event and back to the pick-up area. Pay for PNMs during registered recruitment events Give house tours to PNMs Handing out of Bids: Chapters must submit a list of COB Candidates that they would like to issue bids to at least three (3) business days before anticipated issue so eligibility can be verified. Lists can be emailed to the CPH advisor or turned in to the F&SL office. If a COB Candidate is not eligible for any reason the CPH advisor will contact the chapter. The date in which Bids can be turned in will be announced by the CPH Recruitment Chair Bids will only be handed out to eligible PNMs Bids will only be distributed at times designated by the CPH Recruitment Chair and CPH Advisor Once a bid is accepted or not accepted the CPH Advisor or a member of the Recruitment Team will notify the chapter Appendix: Possible Sanctions for Infractions The CPH Recruitment Chair and CPH Advisor must approve any chapter information that is handed out throughout the school year at least one week prior to handing out the material. Failure to do so will result in the chapter being issued a $100 fine. All material must be factual and represent a Positive Panhellenic attitude. During the time of Recruitment Counselor applications each chapter must submit a minimum number applicants as requested by CPH. Failure to submit the minimum amount yields to a $50 fine per application vacancy. Chapters shall abide by the times agreed upon for turning in recruitment paperwork. Failure to turn in these forms will result in a $25 fine per day. Chapters needing to change a submission on Campus Recruiter after submitting will result in a $250 fine per change. If an event runs over the two-minute grace period given, every additional minute will result in a $10 per minute fine. The CPH Recruitment Chair and CPH Advisor must pre-approve any pictures or videos prior to showing; failure to do so will result in a $50 fine. If a sorority member degrades, demeans, or neglects to apply positive Panhellenic contact towards another sorority member or sorority chapter(s) on social networking websites, the chapter that woman is a member of will receive a $50 fine for the first incident. The fine will increase by $50 each time the issue continues. (CPH hopes the fines for this infraction will be sent directly to the sorority member.) This includes not only disparaging comments about another chapter or chapter members but also comments that glorify an individual chapter over the others and fail to display a positive Panhellenic attitude. Displaying pictures, flyers, posters or anything on your wall, PNMs walls, or as your profile picture that do not promote a general Go Greek attitude. 6 CPH R e c r u i t m e n t C o m p a c t

UT Arlington Panhellenic Recruitment Compact The chapter of reviewed all information in the 2014-2015 Recruitment Compact. By signing this contact I also agree that: We gave the chapter the opportunity to ask questions regarding the recruitment compact and answered all of the questions, if any, thoroughly. I went over the possible sanctions that our chapter and each chapter member would face if any of the recruitment guidelines put in place were violated. Chapter President Recruitment Chair Recruitment Advisor Chapter Advisor All members (including alumnae and new members) are responsible for knowing and observing the Recruitment Compact. Chapter President, Recruitment Chair, and all appropriate advisors will be required to sign a recruitment compact contract and turn into the Panhellenic Advisor by the specific date and time given by Recruitment Coordinator. For each missing signature of a chapter member, the chapter will be fined $50. 7 CPH R e c r u i t m e n t C o m p a c t