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College Panhellenic Council
Membership Recruitment Guidelines
(Revised Spring 2015)
Mechanics:
1. Total chapter size is set at 51. Quota is set after the preference event by College Panhellenic Council
(hereafter referred to as CPC) unless directed otherwise by the NPC. Christian Brothers University
(CBU) will use the National Panhellenic Conference (NPC) system of determining quota.
2. The Membership Recruitment budget is set at $800 per group for the Membership Recruitment
period, including donations of services and goods, and reused items. A formal recruitment budget of
expenditures must be turned in for review two weeks after Bid Day. All receipts that are obtained must
be copied and turned in to verify the expenses. Chapters may make use of decorations; however, the
costs for entertainment and decorations may not exceed the membership recruitment budget.
a. If each member buys a shirt to wear specifically for a night during Recruitment, and buys it
separately, then the price of that shirt will not be included in the recruitment budget.
b. New donations for Recruitment given by a chapter’s headquarters or alumna will be assessed
by the CPC, under the leadership of the Recruitment Chair and with oversight by the Director
of Student Activities. To determine the value of such donations, the CPC will conduct research
on the market value of the items and propose this value to the Council. Delegates will then vote
upon this matter. The assessed and approved value will be included in the Recruitment budget
for that chapter. Chapters may appeal to the Director of Student Activities if they do not agree
with the assessment.
c. Items that have been purchased in previous years and can be reused will not count against the
budget for each year. These items include sheets, china, and mounting supplies. Additional
items will be approved by the discretion of the Panhellenic Council and the Director of Student
Activities.
3. Detailed plans for partially structured fall recruitment must be turned in to the Panhellenic
Recruitment Chair and Director of Student Activities two weeks prior to the 1st day of partially
structured recruitment week. What is turned in is considered final and will not be changed under any
circumstances. What must be turned in includes:
a. Enter/Exit Lyrics/Words
b. Philanthropy Project
c. What foods/beverages will be served
d. Handout for Philanthropy Night
e. Planned budget for Structured Fall Recruitment
f. The name of who will be speaking at each party. All speakers must be members of the chapter
(either collegians or alumnae); the only exception is for Philanthropy Night, where a female
appropriate to your Philanthropy/Service Project is allowed as a guest speaker.
4. Preferential Bid Matching will be conducted by an advisor from each chapter and the Director of
Student Activities. No collegians shall be present at the time. Bid Matching will take place at the
conclusion of Preference night after a mutually agreed upon amount of time for chapters to generate a
bid list. Bid matching will take place in a mutually agreed upon location on CBU’s campus. No other
procedures are to take place during Bid Matching.
5. Telephone calls will be made to the potential new members who were not preferenced or matched in
the bid matching process and will, therefore, not receive a bid or preference invite. The potential new
member’s Recruitment Counselor (Gamma Chi), in the presence of the Director of Student Activities,
will make the calls Friday afternoon for no preferences or early Saturday morning prior to Bid Day for
no bids.
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6. A potential new member (PNM) is defined as any full-time, female student at CBU who has not been
initiated into an NPC fraternity.
7. The potential member shall fill out a membership acceptance agreement immediately after her last
preference party has been completed. Once a card has been signed, absolutely no changes may be
made. If a potential member is not able to sign a membership acceptance agreement on Preference
Night, arrangements must be made with the Director of Student Activities.
8. Chapters that have not reached total or filled quota may initiate Continuous Open Bidding (COB).
COB may start immediately after formal membership recruitment bids are given out. If at any time
during the year the chapter falls below total, they may initiate continuous open bidding. COB shall be
held by invitation only. The following must take place within 24 hours of a woman accepting an open
bid for membership in a sorority:
a. The membership acceptance must be filed with the Panhellenic Recruitment Chair and
Recording Secretary.
b. Chapters must update their roster with the Director of Student Activities.
c. A grade release form must be filed with the Director of Student Activities.
9. A formal education program sanctioned by the CPC is to be presented to the chapters planning to
participate in Membership Recruitment at the last Panhellenic meeting of the semester prior to
partially structured fall recruitment. Collegians must sign the membership recruitment agreement
stating that they will follow all rules. If unable to attend this meeting, chapter members must have the
rules read to them by the Panhellenic President or Recruitment Chair, and sign the membership
recruitment agreement. A re-cap of recruitment rules will be dispersed to the chapters before the first
day of classes, allowing for each Panhellenic woman to be held accountable for infractions.
Rules:
10. There will be no alcoholic beverages served at the membership recruitment events, including Bid Day.
This also means that active members are held to remaining substance-free for the entire week. This
does include any party outside of membership recruitment (i.e. Chapter Bid Day Parties).
11. The participation of men in membership recruitment events is prohibited.
12. A signed membership recruitment acceptance or a continuous open bidding acceptance is binding. If a
potential member receives a bid under the preference system, she is ineligible to be pledged to any
other NPC fraternity on the same campus for one calendar year or until the next structured
recruitment begins, whatever is soonest. If a potential new member does not receive a bid under the
preference system, she is eligible for COB.
13. There will be no contact with PNMs by any chapter starting one week before the first Summer
Orientation, unless they have filed a form with CPC stating they will not be joining a Greek
organization at CBU. Events hosted by Panhellenic are an exception and are allowed, but no chapter
specific letters should be worn at any such event.
14. No chapter may have individual membership recruitment events or membership recruitment
activities during the summer months.
15. Actives, new members, and alumnae shall carry out membership recruiting. During partially
structured recruitment, alumnae shall be visible and clearly identified as such. Membership
Recruitment Counselors (Gamma Chis) shall not attend membership recruitment events.
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16. Before partially structured fall recruitment, members may not actively recruit for their individual
organizations. All PNMs are to be encouraged to participate in Membership Recruitment. Positive
comments about any organization are acceptable. Fraternity members are encouraged to refer PNMs
to the other organization or Gamma Chis for detailed information regarding said organization.
Negative comments about another chapter are considered a major membership recruitment violation.
17. POSITIVE PANHELLENIC CONTACT: To help increase the number of new members, it is necessary
that fraternity women at CBU promote general fraternity membership. It is also important that the
CBU Community understand the high scholastic attainment, dynamic leadership opportunities,
philanthropic contributions and immediate campus-based circle of lifelong friendships that
membership in women’s fraternities offers. Because of these factors, positive Panhellenic contact is
the goal of the CBU College Panhellenic Association. Positive contact is intended to promote interest
in the women’s fraternal community and bring more women to the recruitment process.
18. There will be no promising of bids or Preference Party invitations directly or indirectly by any
member, new member, or alumna of a fraternity. This is a major membership recruitment violation.
19. No favors or gifts may be given to a PNM by the fraternity and/or individual members. Fraternity
members may not buy anything for a PNM (e.g. a meal, soft drink, etc.).
a. Exceptions to this rule may be made. An Exception Form will be located in the Student life
office. The active member may fill this out and await approval from the Recruitment Chair.
b. However, Peer Counselors and CARLs are only allowed to distribute items/gifts to the entire
class/group. No exceptions to this.
c. Chapter members are allowed to hand out Panhellenic provided paraphernalia, only at
Panhellenic sponsored recruitment events
20. Chapter members and alumnae are not allowed to wear letters, colors, or any obvious symbols
pertaining to their chapter during Color Me Greek, and all sessions of CARLs. However, chapter
members are allowed and encouraged to wear Panhellenic shirts from past years. Each chapter will be
permitted ONE residence hall (not Student Life or Maurelian) that may show fraternity paraphernalia
during Move-in Weekend. This includes one set of window/wooden letters and one banner. NO
PNMs will be allowed in this apartment until the first day of classes. Only general Panhellenic
paraphernalia (e.g., Materials not pertaining to an individual chapter) should be displayed on nonstudent housing buildings during Welcome Weekend.
21. All parties will be CLOSED with a required guest list, which will follow the NPC chapter national
guidelines. If a chapter’s national organization allows two guests per member, then that is all the
chapter is allowed to invite. PNMs are NOT to be invited to any of these functions.
22. No collegian will be able to take a PNM to a function where alcohol is present. ‘Take’ is defined as
inviting them, leading them in the room, driving them or riding in the same vehicle. “Present” is
defined as easily accessible to either the active member or the PNM. This includes IFC chapter parties
and other social activities (bars, clubs, etc.). This does not include dining establishments that may sell
alcohol, provided that neither the active member nor the PNM are ordering and/or consuming the
alcohol.
23. Fraternity member interaction with PNMs during Membership Recruitment week shall be limited to
recruitment events and public places on campus. During structured recruitment, chapter members
living with PNMs should not talk about any matters concerning recruitment.
24. No chapter member is allowed to release information about quota or available spaces (total) in
chapter. This information is confidential. NPC Fraternity members shall not suggest to any potential
member that she refuse a bid from one group in order to wait for a bid from another group or suggest
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that a potential member list only one choice on her membership recruitment acceptance. These
actions constitute a serious violation.
25. Strict silence is the period of time from the end of the PNM’s last event until the issuance of bids.
Strict silence is defined as a lack of verbal, written, printed, or social media and text message
communication between the PNMs and fraternity members, new members or alumnae.
26. Alumnae, actives, and new members are responsible for understanding and observing NPC and CPC
Membership Recruitment Guidelines. No chapter member shall reveal to a PNM the affiliation of the
Panhellenic Executive Council and Recruitment Counselors (Gamma Chis). Disaffiliated members
must take every precaution to safeguard their disaffiliated status including residence, cars, social
media accounts, and personal belongings.
27. Panhellenic Disaffiliation will be instituted as follows:
a. Disaffiliation will begin thirty days before recruitment. At this time, the four Panhellenic
Executive Council members and the Gamma Chis will begin the disaffiliation period. At this
time, each member will be completely disaffiliated from her respective chapter.
i.
No disaffiliated member is allowed to have contact with her respective chapter
during the disaffiliation period.
1.
Contact is defined as participation in a chapter function. A chapter
function is defined as 3 or more active members of a chapter being together at
one time (parties, etc).
2.
Therefore, each disaffiliated member will only be allowed to interact with
no more than 2 other sisters at one time.
3.
Disaffiliated members will not be allowed to attend any meetings
connected to her respective chapter, because this is considered a form of contact,
and therefore affiliation.
4.
From the first day of disaffiliation until all bid cards are revealed, no
disaffiliated member will be allowed to wear her respective chapter’s letters in
public.
5.
“To support the welfare and best interest of the Panhellenic community,”
all active collegiate members should not reveal the affiliation of a disaffiliated
member during the disaffiliation period.
6.
All disaffiliated members will be asked to sign a contract stating they
understand and will abide by the disaffiliation guidelines.
7.
Disaffiliated members must make private social media accounts that
imply membership in a particular Panhellenic organization.
8.
Chapters must make and be able to show a good-faith effort to remove
materials up to one year in age on their social media presences that imply the
membership of a disaffiliated member.
Panhellenic Events:
28. The CPC shall arrange the Membership Recruitment Schedule by April 31st each year for the following
fall. One night of the week prior to Membership Recruitment week is a Question and Answer Night for
PNMs, Gamma Chis and CPC. Formal Membership Recruitment shall begin on midnight of that
Sunday. Tuesday is an Orientation for the PNMs, which will be led by the CPC and Gamma Chis.
Membership Recruitment events will be held Wednesday (Open House) and Thursday (Philanthropy)
nights. No skits are to be performed on any night of recruitment. Preference will be held on Friday
night and Bid Day will be held on Saturday.
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a. Quota will be divided in accord with the National Panhellenic Guidelines. A list of all active
members that will be participating in Recruitment is required by the first day of recruitment.
This list will be used in determining quota additions.
29. Panhellenic will provide all the nametags for PNMs.
30. Favors/individual sorority information may not be distributed at membership recruitment events
including club fairs, Color Me Greek, sorority interest night, etc. This includes cups, candy, etc. No
PNM may leave an event with any such party favors. This does not include Bid Day.
a. This does not include the informational handouts that the PNMs will receive on Thursday
night. All PNMs will be allowed to take these packets home with them.
31. NPC has called for a cut down on “frills” at Recruitment Parties. The chapter with the highest GPA will
have first choice from the available rooms for Preference and Open House Night. The chapter with the
second highest GPA has first choice for Philanthropy Night.
32. Specifics for each night of Recruitment:
a. Tuesday- Potential New Member Orientation
i.
There will be an informational meeting with all PNMs and the Gamma Chis
ii.
There will be an informal eat/hangout time following the orientation. There
will be an equal number of representatives from each fraternity. The Panhellenic
Executive Council and Gamma Chis will also be present. Chapters are allowed to
switch members once during the event.
b. Wednesday- Open House
i.
Open House will be 30 minutes long
ii.
Drinks may be served, but food will not be provided
iii.
You may have a speaker, but not one that must be paid
iv.
This night is designed to let you be creative as long as the guidelines are
followed.
v.
Decorations allowed:
1.
One banner hanging from one wall is allowed. You can utilize any props,
but only if they are written in full description in your detailed recruitment plans.
The banner dimensions must also be included in the recruitment plans.
2.
Again, you can decorate the table the PNMs will sit at with a tablecloth,
centerpiece, and chair covers.
c. Thursday- Philanthropy Night
i.
Each party will be 45 minutes long
ii.
Chapters will be allowed to pass out an information packet. This packet must
be approved by the Panhellenic Council two weeks prior to Recruitment Week.
1.
The handout MUST include the new member fee along with the active
member fees. (If a badge is included in the new member fee, the sorority can
asterisk that it is included at the bottom.)
2.
The handout may include all of the other organizations on campus the
chapter members are involved in. Organizations in which the only chapter
member is a Panhellenic Officer cannot be included.
iii. There will be no food involved, and will consist of conversation only. Drinks are
allowed to be served on Philanthropy night.
iv. Decorations allowed will include:
1. A banner on one wall
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2. The information pamphlet given to each PNM
3. The tables where the PNMs sit can be decorated with a tablecloth, a
centerpiece, and chair covers.
v. Total focus should be your philanthropy.
vi. A video/power point can be shown if it directly supports and raises awareness
for your chapter’s national philanthropy. All videos must be approved by the
Panhellenic Advisor two weeks prior to Formal Recruitment Week.
d. Friday- Preference Night
i.
Each Preference Night party will last 60 minutes
ii.
Preference Night will be held on campus
iii.
There will be no restrictions regarding decorations for Preference Night
34. The Director of Student Activities and Panhellenic Recruitment Chair will conduct a “walk-thru” of
each chapter’s room prior to the start of Recruitment each night. There will be a 2-minute warning
prior to the beginning of each party in which each chapter will be visited to verify the names of the
PNMs attending the upcoming party. Timing for each party will begin when the doors open to let the
PNMs into the respective chapter’s room.
35. A table of ten items will be allowed on Open House and Philanthropy Nights. Your chapter may
choose to have a table on one or both of these nights. Any events where a table is permitted must only
consist of the following:
a. 10 items only
b. 1 trifold board with information included on the boards
c. Letters count as one item and that is the only item that may not actually sit on the table
d. Items have to remain the same through the entire events (Same ten items the entire event.
Items cannot be adjusted throughout the event.)
e. Audio visual is not permitted.
36. The slogan for recruitment will be chosen by the current Panhellenic Council
a. A T-Shirt will be made
b. Each chapter member will be required to purchase a shirt
c. CPC must create a welcome flyer with upcoming activities and dates to give to potential
members during move in day. (This includes any sorority Philanthropy events.)
d. CPC will also create a flyer to be handed out by Panhellenic Council on Potential New
Member Orientation night of recruitment with the dues of each chapter clearly stated.
37. The potential members will attend all membership recruitment events that she is eligible to attend
unless excused by a membership recruitment counselor, who will contact a Panhellenic officer, at
which point the chapter involved will be notified immediately.