The Real Numbers: NPC Release
Figure Methodology (RFM)
Laura Malley-Schmitt, RFM Committee Chairman
Jen Freer, Theta Phi Alpha 2nd Alternate Delegate
Northeast Greek Leadership Association
Annual Conference
February 21-23, 2013 – Hartford
Agenda
•
•
•
•
•
•
•
•
Terminology
Pre-RFM
Goals
Carry Figures
Flex Lists
Priority
Preference
Bid Lists
•
•
•
•
•
•
•
Quota
MRABA
Format
Secondary Quota
Extension
Reports
Q&A
Terminology
•
•
•
•
•
•
•
RFM
Quota
Total
Carry Figures
Quota Addition
Flex Lists
MRABA
Pre-RFM
• Chapter carry figures (number to invite) based on law of
averages
• PNMs carried by chapters where they had no statistical
chance of matching
• Set false expectations
• Disillusioned with fraternity/sorority life
• Multiple recruitment casualties
 Stronger recruiting chapters pledged quota and weakest
usually did not
• Demoralized weaker recruiting chapters
• Caused high attrition
• CPH revolving door - always a system struggler
Release Figure Methodology
• NPC adopted in 2003 with 10 pilot Panhellenics
• Today….. RFM is used on over 410 campuses
• Confusion still exists
– Flex lists
– Format
– Priority
– MRABA
RFM Concept
• Stronger recruiting chapters required to release more
PNMs earlier in recruitment process, allowing PNMs to
focus on chapters that are a realistic option for them
Goals
• To give each chapter a statistical chance to attain Quota
• To allow each PNM to investigate realistic options and
ultimately match with a sorority for which she has a
preference
• To optimize the total number of matches, thus growing
the entire Greek system while also achieving parity
It’s Mutual
• What does mutual mean?
• Managing expectations
Team and Responsibilities
• Trained volunteers representing 24 member groups
• Each has a mentor or senior back-up specialist
• Provide chapter carry figures, flex list numbers and quota
range
• Works with FSA to determine quota and place quota
additions
• Familiar with ICS and Campus Director
• Can help evaluate recruitment and make
recommendations for improvement
Carry Figures-set daily for ea. group
• No chapter may exceed the carry figure
• Over inviting is not permitted in RFM
• When stronger recruiting chapters over invite they hurt
PNMs
• Chapters are not statistically able to offer membership to
the surplus prospects
• Over inviting hurts other chapters
• Too many invitations in the system makes it statistically
impossible for one or more groups to achieve Quota
Carry Figures – cont.
• Inviting fewer PNMS than the carry figure or “under inviting”
is strongly discouraged
• Greatly jeopardizes a chapter's chances of matching Quota
• Causes PNMs to be unnecessarily released from the
system
• Permission in advance so RFM Specialist can compensate
• National representative may be notified if amount is
significant
Carry Figures – cont.
• Multiple chapters under inviting = lower Quota
• Chapter can’t be forced to invite PNMs they know they do
not wish to pledge
– Within the rights of each chapter to determine its own
criteria for membership - no chapter can be forced to
affiliate women
– As soon as a chapter knows that a PNM would not be
offered a bid, chapter should discontinue inviting her to
events – grades
Flex Lists
• Two lists of potential new members – plus and minus list
• Used to help optimize the invitations issued when a priority
process is used by Panhellenic
• Provide a powerful tool that enables the RFM Specialist to
ensure that the number of PNMs returning closely
approximates the return number being targeted for the
chapter
Flex Lists
Base invitation list of 100 – not in any particular order
11
22
33
44
55
……
96
96
97
97
98
98
99
99
100
100
Minus list
96
97
98
99
100
Plus list
101
102
103
104
105
Flex Lists
• Minus list is MANDATORY
• Plus list is HIGHLY RECOMMENDED but cannot be
mandatory because Panhellenic cannot mandate a
minimum number of invitations
• Chapters should be careful about including legacies on
flex lists
Priority
•
•
•
•
PNMs should only rank chapters where they attend events
For ICS, use Option D “select and rank”
Do not use “rank all”
Re-invitations are a waste of time and energy for the
chapter and PNM
Priority
• Format 11-8-5-2
• After Round of 11
– PNM clusters her top 8
– PNM ranks #2, #3, #4
• After Round of 8
– PNM indicates where she
did not visit - DNV
– PNM clusters her top 5
– PNM ranks #6, #7, #8
Sample Priority Timeline
Events run from 5-10pm
10-11:30pm PNMs submit priorities
10pm-8am Chapter Membership Selection
8am Chapter lists due online
8-9am RFM Specialist matches PNM preferences with
chapter invitations
• 10am Chapter lists available online
• 1pm PNMs receive their schedule of events
• 1:30pm Events begin for next round
•
•
•
•
•
Preference
• Specialist will get the right number of PNMs to a chapter’s
preference round but cannot persuade PNMs to choose a
chapter
• It is up to each chapter to close the sale
• Target bid list lengths for preference based on historical
performance
• If a chapter does poorly in preference compared to previous
years, it risks not making Quota
Bid Lists
• All women attending a chapter’s preference MUST appear
on that chapter’s bid list
• Thus, a chapter must be willing to accept any PNM invited
to Preference
• Prior to bid matching, verify that no releases were made by
chapters after preference
Quota Range
• RFM specialist can provide a Quota Range at any time for
planning purposes – the first estimate can be provided on
Open House day
• Quota will be set after Preference after all bid lists have
been submitted
• Quota is set by the RFM Specialist in conjunction with the
FSA
• “A” list number is not Quota
Quota Additions
• Chapters must accept quota additions unless specific
arrangements made prior to recruitment
• PNMs eligible for QAs when they maximize their
options during recruitment and….
• PNMs must list every chapter on her MRABA where
she attended preference
• Important not to force PNMs to list all chapters
• No 5% rule
MRABA
• A PNM must sign this agreement to be eligible for a formal
bid
• MRABA and accompanying script are carefully worded to
explain to PNMs their options and their potential
consequences
• Use NPC Script
• Electronic Signature is binding
• Print out MRABA and have each PNM sign
• Resolution regarding Recruitment Counselors in MRABA
signing
Considerations with Schedule
• What you’ve “always done” isn’t necessarily the best
approach
• Elements of your schedule
• Days of the week
• Consecutive days vs. rest days
• Before term begins vs. after classes start
• Number of events per round/chapter
• Times of the day for events
• Times that lists are due
Format Does Matter
• Uneven format…
• makes achieving parity difficult
• lowers retention by causing large releases in certain
rounds
• increases UN-intentional single preferences which can
result in large number of Quota Additions
• Unnecessary rounds…
• Extend the recruitment process, reducing retention
• Have all PNMs visit strongest chapters twice
• Sets unfair expectations with PNMs
Format Does Matter
12
9
• There should be an even
difference between consecutive
rounds of recruitment
– 12-9-6-3
– 6-4-2
6
3
6
4
2
Format Does Matter
• If the difference cannot be
even, the first release
should be smaller
– 5-4-2 vs 5-3-2
– 9-7-5-2 vs 9-6-4-2
• “Unnecessary” rounds are
discouraged
– 4-4-3-2
5
4
2
5
3
2
Secondary or Upper Class Quota
• Increases retention and usually placement of upperclassmen in
the recruitment process
• If a large percent of PNM pool is upper class students
• If a large percent of upper class PNMs do not receive bids
• Helps groups with weaker recruiting strength increase their
share of freshmen new members
• Recruitment is seen as a more friendly process
• Secondary Quota decision must be made by your Panhellenic
well in advance of recruitment
Success of a Secondary Quota
• Everyone involved must be committed to following the
numbers
• There will be two sets of carry figures given to each chapter
– primary pool & secondary pool
• Separate recruitment groups make it easier to track
Upperclassmen
• Chapters receive 2 quota numbers
• Pool of PNMs needs to be significant
Special Considerations - Extension
•
•
•
•
•
Change is not easy!
Priority Recruitment is a NECESSITY
Must advise RFM team in advance
Assignment of Expansion RFM Specialist
Special Considerations
– Quota Setting Methods
– Changes to format
RFM Works
• Higher percentage of chapters pledging Quota
• PNMs focusing on groups where they have a real opportunity to
pledge
• Chapters able to focus on PNMs they are interested in pledging
• PNMs who “play by the rules” will be matched to a group – no
more “cross-cuts”
• Parity being achieved on college campuses = a stronger Greek
system
• RFM only works if the individual groups follow the
recommendations
Trends - 2012
Number of Campuses Completing Recruitment
417
Raw Change in Open House Pool from Prior Year
6230
Percentage Change in Open House Pool from Prior Year
+5.27%
Raw Change in Total Pledged from Prior Year:
+5265
Percentage Change in Total Pledged from Prior Year
+5.7%
Percentage of Open House Pool Matched in 2008
78.53%
Percentage of Open House Pool Matched in 2009
78.82%
When RFM is not Enough
• Flexible scheduling
• Support of releasing a modest number of PNMs
• Communication with national organizations about
Preference improvements
• Mechanics of Bid Day
• Bid Distribution
• Understanding Bid Day No-Shows
Reports
• National Headquarters of groups on that
specific campus and FSA receive overall –
all chapter CPH report
• National Headquarters receives chapter
specific report
• These reports are confidential and for good
reason as it would be very easy to
misinterpret the data provided and the
numbers used
Recruitment Management Systems
• Innova’s Campus Director
• Interactive Collegiate Solutions’ Recruiter
• Your specialist will need your council login
Questions
2013 Reminders
• 2012 Annual Report on www.npcwomen.org
• CPH Annual Reports are due on April 15
• Academic Achievement Report – as soon as grades are
available for Fall and Spring
• College Panhellenic Awards Submissions due by June 1
• Look on the NPC website and in upcoming newsletters
for more details!
• Judicial Procedures Forms – within 30 days
Contact the Presenters
• Laura Malley-Schmitt, malley@alum.mit.edu
• Jen Freer, npc2@thetaphialpha.org
Contact Us
NPC office
(317) 872-3185
Nicki Meneley, Executive Director nicki@npcwomen.org
Caitlin Moulton, Panhellenic Support caitlin@npcwomen.org
Emily Ruch, Business Operations emily@npcwomen.org
Jules Schenk, Communications & Programs julia@npcwomen.org
NPC area advisors
https://www.npcwomen.org/college-panhellenics/advisors.aspx
NPC Executive Committee
Jane H. Sutton, Chairman janesutt@gmail.com
Jean Mrasek, Vice Chairman jmrasek@chiomega.com
Josette Kaufman, Budget & Finance jmgga@aol.com
Mary Jane Beach, Advocacy theta.delegate@gmail.com
Julie Johnson, College Panhellenics jjohnsonkd@aol.com