PANHELLENIC OPERATIONAL
GUIDELINES
Information for Recruitment Chairs and Active Members
[INTRODUCTION]
The Panhellenic Operational Guidelines are for the specific use of Baylor
University Panhellenic. They are in direct relation to the National Panhellenic
Conference Recruitment Policies and Procedures. The operational guidelines are
primarily to be used by recruitment chairs and active Panhellenic members. Both
documents should be used and referenced when participating in and planning for
informal fall recruitment and formal recruitment in the spring.
[FALL CONTACT]
1. Chapters may have one recruitment T-shirt per member. These shirts must have
the year for which the T-shirt will be worn and men cannot wear recruitment tshirts from this or any previous year. This also includes Bid Day shirts, Spirit
Shirts, and any other clothing that is not related to an event as mentioned below.
Men cannot wear intramural shirts unless they are Coaches shirts and these must be
clearly marked. Chapters may give only mixer and function shirts to men. This rule
applies during the entire year.
2. Panhellenic Council Executive delegates and Recruitment Counselors (Gamma
Chi’s) may not attend recruitment workshops (meetings where prospective
members will be reviewed) during the fall semester. If announcements are given,
the Panhellenic Council and Recruitment Counselors may attend the meeting until
the discussion of prospective members begins. Chapters are responsible for
replacing any recruitment counselors from their organizations that do not fulfill
their duties. The name and information of the new recruitment counselor shall be
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submitted to the Greek Life Office within 48 hours of the replacement.
3. All Panhellenic chapters may host SUB mixers twice a month for one hour for
the purpose of meeting potential new members. These may not be hosted off
campus with the exception of events given express permission by the Associate
Director of Student Activities for Greek Life. Each SUB mixer may last only one
hour. SUB mixers will take place in an area outside around the SUB.
[FORMAL RECRUITMENT BUDGET]
Baylor Panhellenic, in line with the National Panhellenic Conference, exercises a
“No-Frills” formal recruitment week. The maximum amount to be spent for
recruitment for each chapter shall be $4,000. This will be monitored through the
Associate Director for Student Activities for Greek Life and the Graduate
Apprentice for Panhellenic.
Proposed budgets for recruitment will be submitted in the fall semester. After
recruitment, each chapter will submit the amount spent including copies of receipts
and invoices.
Chapters that remain within the $4,000 limit may be reimbursed up to, but not
exceeding the lesser of the amount spent or $4,000, providing availability of
resources. Chapters that exceed this limit will not receive reimbursement and their
allotted money may be distributed to other chapters to the extent that it meets, but
does not exceed their total amount spent.
If a chapter is considering a large investment purchase that can be used for several
years and will aid in the logistics of the chapter’s recruitment process, they are able
to amortize the cost of that item over three years. The investment purchases should
typically exceed $1,000. However, exceptions may be made if the chapter is able
to defend the purchase as an amortizable investment. Examples of recruitment
investments are voting devices, pipe and drape, etc.
[FORMAL RECRUITMENT PARTIES]
Each day of Formal recruitment shall have a time limit, entertainment constraints
and a specific take away that are uniform across all participating chapters. The
take-away should be what a PNM will walk away knowing after spending time in
any particular suite. Each day’s takeaway may be announced to PNM’s during
formal recruitment so that they are aware of the day’s purpose.
Formal Recruitment Week- Applicable to all days
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1. There will be no stomping or any instruments that cause loud noise that
distracts or interferes with other chapter's parties.
2. Sorority members may wear sorority jerseys or recruitment t-shirts during
Open House and Philanthropy day. *It is acceptable to wear something else
on this day as well.
3. Potential new members must have time during each party to ask questions
and learn about each sorority.
4. The silence period between prospective members, members, males, alumnae
(excluding Baylor faculty, administrative staff, and parents), and all other
undergraduate unaffiliated women who are not going through Panhellenic
recruitment will begin at the time of the assembly for potential new
members on the Monday of formal recruitment.
5. Sorority members are not allowed to talk to males or prospective members
during formal recruitment. Sorority members who live in the upper-class
residence halls and sorority members living in apartments with prospective
members must move out during formal recruitment.
6. Prospective members and active members must wear nametags at all times
on and off campus except while at church during the week of formal
recruitment.
7. The use of open flamed candles, glitter, and confetti is prohibited. Hay or
any other grass/hay type decorations cannot be used. Spray-painting
decorations is strictly prohibited both inside and outside the Stacy Riddle
Forum. This includes outside sidewalks. Check with the Associate Director
of Student Activities for Greek Life if you feel your decorations fall under
this category. All rules pertaining to the Stacy Riddle Forum will apply to
the recruitment process.
8. Only two sorority members may cross the threshold of their suite when
prospective members are entering or exiting the suite. All other members
must stay within the chapter room and may not escort prospective members
out.
9. No more than 10 alumnae (not including faculty advisers and national
officers) may attend any recruitment function or be within the recruitment
parties at one time. All alumnae and mothers present must wear a different
nametag from the rest of the chapter. A list of the alumnae attending the
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parties must be submitted to the Associate Director of Student Activities 24
hours before the parties. Mothers are welcome to help and observe parties,
but may not meet or talk to prospective members.
10.Three members from other university chapters may attend without being
counted in the chapter total. Any chapter below total may invite members of
other university chapters to assist its members during recruitment. The
number of members allowed is the number needed to bring the chapter to
total. All guest members must wear a different nametag from the rest of the
chapter and an estimated number must be turned in before the parties.
11.All advisors, alumnae, transfers, national visitors and Baylor administrators
must be passive observers. They will stand in the back of the room and not
enter the floor when recruitment parties are underway. They may not initiate
contact with prospective members, but can be introduced to them.
12.The silence period applies to all prospective members and members, males
alumnae (excluding faculty, administrative staff and parents), and all other
undergraduate, unaffiliated women who are not going through recruitment.
Prospective members who drop out of recruitment become all other
undergraduate, unaffiliated women and they are not allowed to talk to
prospective members. Sorority members are not allowed to talk to males
during formal recruitment or prospective members. Panhellenic recruitment
will begin for prospective members/and sorority members on Monday when
the assembly starts and will end at the acceptance parties for the new
members. No communication, direct or indirect may occur between
prospective members and those listed above. Refer to Fall Contact rule #10.
13.A chapter may not place, tie, or pin anything on a potential new member
during Recruitment, including Preference Day. This includes the wearing
and/or holding of the chapter's pin or badge. The potential new members
may hold a symbol of the chapter as long as it is not the chapter's pin or
badge. The potential new member is not allowed to leave the party with
anything.
14.A chapter may not allow a potential new member to leave the suite with any
form of a note, whether written or typed, during recruitment (including
Preference Day).
15.Prospective members may talk to their families during the week of formal
recruitment, excluding sisters who are active members. Relatives of
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prospective members, other than currently active members of Baylor
Panhellenic organizations, may not attend recruitment parties but may attend
acceptance parties.
16.Sorority members living with prospective members must make alternative
living arrangements. Members may not live in upper-class residence halls
unless they are serving as a Community Leader (CL)
17.The Panhellenic executive board cannot attend any of their chapter
affiliation's parties.
18.Budgets for recruitment may not exceed $4,000. Budget reports must be
submitted to the Associate Director of Student Activities for Greek Life the
first Wednesday of February for verification of compliance. Chapters must
count money spent on recruitment by members as part of the chapter's
recruitment budget.
Formal Recruitment Party Guidelines
Door Policies (All days)- Gamma Chi Door Monitors
For each party, there will be Gamma Chi door monitors at each suite that will be
there for the entire week. These Gamma Chis will be responsible for opening and
closing the suite doors for each party.
Each chapter will receive a knock and the “5 minute” mark; this is when Gamma
Chis will inform the chapter of any PNM absences. Each chapter will then receive
a “2-minute” and “1 minute” knock to prepare the chapter for when the doors will
open. The Gamma Chis will open the door.
All PNM’s must be out of the suite, with the doors closed, by the “zero minute”
mark on the clock. If groups do not have PNM’s out by this time, they will be
fined.
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Open House Day- Non-invitation party
Take Away: What it takes to be a member in good standing for your own
organization and financial obligations.
Time: 30 minutes
Attendance: All prospective members must attend all parties unless excused by
Panhellenic.
Structure:
1. No more than eight minutes of creative entertainment. Up to six minutes can
be of Open House songs with minor choreography. Groups may use less
than six minutes for presentation of open house songs. The remaining
entertainment time should be dedicated to information outlining membership
expectations and financial obligations. This is a required minimum of two
minutes.
2. All groups will have upperclassmen represented in Open House
entertainment. There can be up to 60 members participating in Open House
songs. All new member classes must be equally represented. For example,
20 members from NMC 16, 20 members from NMC 15, 20 members from
NMC 14. If a group cannot get 20 per NMC then they will have fewer than
60 members participating. For example, NMC 16-10 members, NMC 15-10
members, NMC 14 -10 members equaling 30 members participating.
3. Groups cannot practice Open House songs more than three hours per week
and total practice for the semester cannot exceed 20 total hours. List of
participants and practice schedule must be turned in to Vice President of
Recruitment before practice can begin. Specific date can be found in the
recruitment timeline.
4. Chapters may not use costumes (clothing worn must be found in any
woman's closet and must be able to wear the clothing to class) or props
during entertainment.
5. Participants may use hand props such as hats and sunglasses.
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Philanthropy Day - 1st invitational party
Take Away: Your chapters’ philanthropy and what your specific chapter does to
support the philanthropy.
Time: 45 minutes
Attendance: A prospective member may accept no more than six invitations and
must accept all invitations she receives up to and including number six.
Structure:
1. Chapters may present slide shows, videos, speakers, and/or songs that reflect
the chapter's community service involvement.
2. The purpose of the video/slide show shall be to inform potential new
members about the respective Panhellenic chapter.
3. The video/ slide show cannot exceed 15 minutes. Up to 10 minutes shall
showcase each group's events and activities. This may include, AllUniversity events, intramurals, sisterhood events, etc. A minimum of 5
minutes will be exclusively dedicated to service/philanthropy. This can be in
the form of a speaker or included in the video/slideshow with someone
discussing service for 5 minutes.
4. Videos/ slideshows will be submitted to the VP Recruitment during the Fall
Semester to be reviewed. Specific dates can be found on the recruitment
timeline. All video and picture content must be Baylor appropriate, not
include any Gamma Chi’s, and the music must not contain suggestive
content. The slide show approved during the fall will be the final
approval. There will not be any review of slide shows during
recruitment week.
Sisterhood Day - 2nd invitational party
Take Away: Sisterhood
Time: 45 minutes
Attendance: A prospective member may accept no more than four invitations and
must accept all invitations leading up to and including number four.
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Structure: Conversation and a 5-minute video of various members of the new
member classes discussing how they have benefitted from sorority membership.
1. Chapter members will get to know the PNM at a deeper level through
conversation surrounding
a. What it means to be in a sorority
b. What the sorority has done for the member
c. How sorority membership will develop them as women of influence
d. How sorority membership instills the value of service
e. How sorority membership supports academic success
Preference day - Final day of invitational parties
Takeaway: Values
Time: 60 minutes
Attendance: A prospective member may accept no more than two invitations. If
she receives one or two invitations, she must accept up to and including number
two.
Structure:
1. Any prospective member who does not attend all the parties to which she
has accepted invitation will be withdrawn from recruitment. Recruitment
Counselors will be responsible for turning into Panhellenic the names of any
woman not attending a chapter party.
Recruitment Party Schedule- (Subject to change for each recruitment period)
Open House Day 8:30-4:30 pm
Philanthropy Day 8:30-3:30 pm
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Sisterhood Day
8:30-12:15 pm
Preference Day
8:30-12:30 pm
[REGULATIONS FOR RECRUITMENT PARTIES]
1. Chapters must submit music and lyrics to Open House songs for approval.
Specific deadline can be found in the Recruitment Chair timeline.
2. For Formal Recruitment, chapters must submit an Open House Schedule,
Philanthropy day schedule, Sisterhood day schedule, and a sequence of
events for the Preference Day to the Panhellenic VP of Recruitment.
Specific deadline can be found in the Recruitment Chair timeline.
[RECRUITMENT COUNSELORS]
1. Recruitment counselors cannot wear clothing with Greek letters during
formal recruitment or in the fall preceding formal recruitment. All car decals
must be covered up.
2. Recruitment counselors will time the parties beginning when the first
prospective member enters the party room and ending when the party room
door closes. When the door closes, the party is over. Recruitment counselors
will check roll at the beginning of each party but will not enter the
recruitment parties at any time, unless an emergency or problem arises.
3. Recruitment counselors will distribute bid cards to each recruitment group at
the designated location for that year.
[FORMAL RECRUITMENT VIOLATIONS]
Chapter Violations
1. Arranging any planned activity, communication that is not considered
normal contact, presenting gifts, or cards to prospective members. These are
violations of silence and will be subject to penalty.
2. Extending bids (oral or written) except through the Panhellenic office.
3. Deliberately isolating a prospective member in an undesignated recruitment
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area and/or applying undue pressure "hotboxing."
4. Discussing other sororities with prospective members. Exceeding the
maximum number of four members at any time. Living with a prospective
member during formal recruitment, missing deadlines to turn in invitation
lists and social media misuse are all grounds for recruitment violations.
5. Fines will be distributed according to the fining structure set forth in the
fining schedule (see fining schedule)
6. Policies and procedures stated in the NPC Manual of Information will be the
basis for handling all recruitment violations.
Recruitment Violations
1. Any complaint concerning non-compliance with these rules should be made
in writing in accordance with the Panhellenic procedures as outlined in the
Judicial Procedures, or the Baylor Panhellenic Constitution.
2. The Panhellenic Judicial Board will be responsible for reviewing infractions
and assessing necessary consequences.
Panhellenic Violations
1. Chapters must submit their preference lists each night by a given time. These
times will be communicated to recruitment chairs and advisors during the
fall semester and during recruitment week through meetings, emails, and
posts on the ICS message board.
2. Fines for submitting preference lists after the allotted time will be
determined by the fining structure.
3. Lists are considered “turned in” when the primary, secondary, and flex lists
(if applicable) have been finalized on ICS and have been signed and dated
by one recruitment team member and advisor.
[CONTINUOUS OPEN RECRUITMENT]
1. Any sorority that is below the revised chapter total following formal
recruitment is eligible to participate in continuous open recruitment. 2. After bids are distributed, all other women are eligible for COR. These are
women who withdrew from recruitment, or did not participate in the formal
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recruitment week.
3. If they did not participate in formal recruitment, they must meet the
university grade requirement. The Associate Director of Student Activities
for Greek Life must check grades before a bid can be extended.
4. If a chapter wishes to participate in COR, they must notify the Associate
Director of Student Activities for Greek Life by completing the COR form
that can be found in the Resources section of the Greek Life website. The
chapter must also present a timeline that the chapter will follow for the
additional new members. All potential new members must have their grades
submitted for approval before any bid can be extended.
5. The timeline for COR must also be filled out and turned in to the
Panhellenic office with the COR form.
Revised 02/16
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