Sigma Kappa Handbook for the COB Chairman 2020 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Constitution This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence. Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. C 2020 Sigma Kappa Sorority Sigma Kappa Sorority COB chairman Handbook page 2 TABLE OF CONTENTS Continuous Open Bidding (COB) Chairman 4 Job Responsibilities 4 Recruitment Supervisor 5 Advisor to the Vice President of Membership and COB Chairman 6 Getting Started 7 Forms of COB 7 Determining the Need to Utilize COB 7 Definitions of Commonly Used Recruitment Terms 9 Snap Bidding 15 Planning COB 17 Developing Continuous Open Bidding Plans 17 Membership Teams for Continuous Open Bidding Events 19 How to Find Potential New Members 19 Conclusion of Each Activity 22 Follow-Up and Extending a Bid 23 Membership Selection 24 Legacy Policy 24 Moral Objections 24 Recruitment Introduction Forms 25 Grade Risk Policy 25 Membership Selection Committee 25 Year-Round Recruiting Opportunities 27 Making Connections 27 Chapter Websites 27 Social Media and COB 28 Standards of Excellence 29 Sigma Kappa Sorority COB chairman Handbook page 3 CONTINUOUS OPEN BIDDING (COB) CHAIRMAN Job Responsibilities The continuous open bidding (COB) chairman is responsible for the collegiate chapter's membership growth outside of primary recruitment. She educates and guides the chapter in COB efforts until campus total and/or quota are achieved. She works closely with the vice president of membership (VPM) and vice president of programming (VPP) in developing a balanced calendar of COB activities for the chapter and monitoring the chapter's membership status. She also works closely with the vice president of new member education (VPNME) to regularly update her on the status of COB efforts SO she is prepared to welcome new members into the Promise for New Members Program. The COB chairman reports to the VPM. The COB chairman is responsible for planning and coordinating the COB efforts of the chapter. However, the VPM is responsible for ensuring the chapter's COB efforts are carried out effectively throughout the year while collaborating with the COB chairman. In light of these responsibilities, the COB chairman must do the following tasks. Prepare for the Role: Read understand and follow the Handbook for the COB chairman and the Membership Selection Procedure Training Manual. Consult with the recruitment supervisor (RS) and VPM on areas of the handbooks and training manuals that are unclear or confusing to ensure competency in the COB chairman role. Access and participate in all training modules associated with the COB chairman role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about all policies and procedures regarding recruitment and membership selection. Collaborate with Others: Work with the VPM to ensure all recruitment requirements for Standards of Excellence (SOE) are met. Educate chapter members on planned membership growth. Work closely with the RS, VPM advisor, COB advisor (if applicable), VPM and the chapter's recruitment team. Attend all membership selection committee (MSC) meetings during primary recruitment and COB. Sigma Kappa Sorority COB chairman Handbook page 4 Work with the Panhellenic delegate to ensure that all NPC Manual of Information Unanimous Agreements and local Panhellenic rules are followed. Regularly communicate with the VPM, chapter president and vice president of communication and operations (VPCO) regarding any membership status changes and new bids extended. Collaborate with the VPM and VPP to schedule all COB related activities. Develop and Maintain Resources: Develop and implement a chapter COB program to be approved by the RS, VPM advisor and advisory board supervisor (ABS). Update files and assist in the training of the next COB chairman. Communication Responsibilities: Prepare and submit Sigma Kappa COB reports by the deadlines established in the collegiate officer monthly calendar, which can be found on the members only side of the Sigma Kappa website. Recruitment Supervisor (RS) According to the National Policy Handbook, national council appoints the RS every year for each collegiate chapter. In some cases, the VPM advisor is the RS; however, in many situations, national council may appoint another volunteer or staff member to assist the local VPM advisor and serve as the RS. Appointed by national council, the RS is empowered to make membership selection decisions in the best interest of the chapter. When the chapter has both a RS and a VPM advisor, it is important for both of them to communicate regularly. The relationship between the RS and VPM advisor is similar to the relationship between the VPM and COB chairman. The VPM advisor is focused on the details while the RS is focused on the big picture and supervising of details. The key to a successful recruitment is clear communication between all involved. In some instances, a staff member or national volunteer may be assigned by the national organization to assist a chapter during recruitment. She may take on the role of RS or be there to guide the current RS/VPM advisor in their duties. Often times, she will come to the chapter for pre-recruitment to assist with planning and workshops. Other times, she may only be present for primary recruitment. If this is the case for your chapter, work with the staff member/national volunteer prior to her arrival to ensure all recruitment logistics are finalized and that she is continuing to oversee any bids extended through COB. Sigma Kappa Sorority COB chairman Handbook page 5 Advisor to the VPM and COB chairman Each chapter should have a VPM advisor who is a member of the local advisory board for the chapter. This advisor works with the VPM and the COB chairman year-round and provides continuity for the chapter. Some chapters may also have a COB chairman advisor who will work specifically with the COB chairman on COB activities. To learn more about developing a relationship with your advisor, watch the module in SKILLab that highlights best practices for building this relationship. Sigma Kappa Sorority COB chairman Handbook page 6 GETTING STARTED COB is an opportunity for chapters to reach their maximum membership potential by pledging to quota and/or campus total at any time during the academic year outside of primary recruitment. Chapters may incorporate recruitment events into their established chapter programs. There is not always a formal Bid Day when conducting COB; however, an event may be scheduled at an appropriate and convenient time to welcome new members. Forms of COB COB begins at the conclusion of primary recruitment's Bid Day and lasts until a chapter either achieves both quota and campus total. It may take place over a period of time until the start of the next primary recruitment period unless restrictions are in place from the College Panhellenic. COB can have a very casual feel with chapter members incorporating PNMs into already planned chapter events or planning small meet-ups with PNMs for meals, coffee or studying. COB events on your campus may be anywhere between utilizing structured events, meet-ups or any combination. Meet-up style COB events are described later in the 'Planning COB' section of this handbook. Structured COB A Sigma Kappa structured COB takes place throughout a one to two week period and has many aspects similar to primary recruitment events. Structured COB programs may be sponsored or organized by the College Panhellenic. This type of COB often takes place over a designated period of time with organized events at specific times, dates and locations. Determining the Need to Utilize COB It should be the goal of every Sigma Kappa chapter to reach its maximum membership potential by pledging to quota and campus total. During primary recruitment, it is possible that a chapter will achieve quota and exceed campus total. In this case, no additional COB is necessary unless the chapter falls below campus total at any time throughout the academic year. Chapters should utilize COB in the following situations: In the event a chapter matched to quota during primary recruitment and a new member decides to not accept her bid or depledge prior to participating in the new member ceremony, the chapter should recruit to replace that individual if the loss of the member puts them below quota. This can occur regardless of the chapter being above or below campus total. Sigma Kappa Sorority COB chairman Handbook page 7 Should a chapter not match to quota during primary recruitment, the chapter should recruit during that same academic term to achieve quota, again, regardless of being above or below campus total. If a chapter matches to quota during primary recruitment but has not achieved campus total, COB plans should be utilized until campus total is reached. A chapter may also find itself below campus total due to withdrawals/expulsions, seniors graduating mid-year or members transferring. Taking advantage of COB will allow a chapter to rebuild its membership to achieve campus total. All chapters should put together COB plans at the end of each term to be used for the following term. It is especially important to have finalized COB plans before the start of primary recruitment to ensure the chapter is ready to begin COB efforts once total is reset. It is important to note that campuses reset total twice per year. Once, in the term of primary recruitment within 72 hours of Bid Day, and again within one week of the start of a non-primary recruitment term. A chapter may start a term at or above total but find themselves below as a result of the reset and needing to participate in COB. This is why it is imperative to have COB plans prepared. Sigma Kappa Sorority COB chairman Handbook page 8 DEFINITIONS OF COMMONLY USED RECRUITMENT TERMS Bid: An invitation to join a sorority. Bid Day: The last day of recruitment when potential new members (PNMs) receive invitations (bids) to join chapters. The Unanimous Agreements state there is to be no alcohol use or men associated with recruitment, including Bid Day. Bid List: The bid list includes all women who attended preference in rank order with legacies placed at the top. If there are multiple legacies they should be placed in alphabetical order at the top of the bid list. The bid list is assembled and submitted by the recruitment supervisor. Bid Matching: The process of matching the PNM's preferential ranking with the chapter's bid list. Bid matching is always used for fully and partially structured recruitment formats. The preferential bidding system is used, and a membership recruitment acceptance agreement (MRABA) is always signed. Campus Total: The allowable chapter size as determined by the College Panhellenic (CPH), including both new and initiated members. Chapters that fall under total are allowed to participate in continuous open bidding (COB) until they reach total. Carry Figure: A carry figure is the number of PNMs a sorority may invite back to the next round of primary recruitment. It replaces the term "release figure" with the overall goal to use positive language by focusing on the women a group is choosing to invite to the next round of recruitment versus those they are choosing to release. Continuous Open Bidding (COB): COB allows chapters who are below total to recruit new members. During a primary recruitment term, chapters that did not pledge to quota or pledged quota but did not reach total may pledge additional new members following primary recruitment. The intent of COB is to provide maximum opportunities for membership to the greatest number of chapters possible, thus it is encouraged that all chapters below total participate in COB. COB is often incorrectly referred to as informal recruitment. Event: During each recruitment event a chapter will meet a new group of potential new members (PNMs). A series of events makes up a round during primary recruitment. During each event a chapter will meet a new group of PNMs. Sigma Kappa Sorority COB chairman Handbook page 9 Flex List: A flex list is actually two lists of PNMs - a plus list and a minus list. Flex lists enable the RFM specialist to ensure the number of PNMs returning to each chapter's events most closely approximate the return number being targeted for that chapter to meet quota. The flex plus list includes those PNMs that if the chapter was able to invite more women back to the next round they would like to invite back. This list is utilized if the chapter's acceptance percentage for the previous round was not within the range expected. The flex minus list includes those PNMs that if the chapter could not invite back as many PNMs to the next round who they would feel most comfortable releasing. This list is utilized when the chapter's acceptances are far above the expected number of PNMs that they need in order to meet quota at the end of recruitment. Sigma Kappa strongly encourages chapters to utilize a flex plus list for all rounds, while keeping in mind any PNM listed on the flex plus list going into preference night must be included on their bid list. Complete flex minus lists are mandatory when requested. Legacies should not be placed on a flex plus or flex minus list. Flex lists are used only on campuses that use the priority ranking system. Single Intentional Preference: When a PNM who attended more than one preference event and does not list all chapters on her membership recruitment acceptance binding agreement (MRABA) following preference round. Legacy: A relative or step-relative including: daughter, sister, niece, granddaughter, or great-granddaughter of a Sigma Kappa member. Manual of Information (MOI): It is the guiding document organized by the National Panhellenic Conference (NPC) and serves as the primary resource for College and Alumnae Panhellenics. The MOI includes NPC's Unanimous Agreements, policies and best practices. Membership Recruitment Acceptance Binding Agreement (MRABA): The binding agreement signed by a PNM following the final preference event she attends during fully structured or partially structured recruitment. A PNM agrees to accept a bid from any chapter she lists on her MRABA. If she receives a bid to a chapter she lists and declines it, she is ineligible to join another organization on that campus until the beginning of the next primary membership recruitment period. If she does not receive a bid to membership, she is eligible for continuous open bidding and extension bids. The MRABA is also used for continuous open bidding and new chapter recruitment bids. Open House Pool (OHP): The Open House pool is the number of PNMs completing the Sigma Kappa Sorority COB chairman Handbook page 10 Open House round of recruitment. This number is the constant from which all carry figures are calculated. Parity: Being equal or equivalent. Pledge: A promise made by a new member. It is a verb and should not be used as a noun to describe a new member. Potential New Member (PNM): Any woman who is eligible to participate in recruitment. Primary Recruitment: A period of time designated for membership recruitment during which each sorority holds a series of organized events governed by the CPH. Primary recruitment is no longer referred to as "formal recruitment" or "rush". On Sigma Kappa documents primary recruitment may be abbreviated as PRI. Priority Recruitment: PNMs list their top preferences into their priority "cluster" and then rank their lowest preferences following each round of primary recruitment. For example, if a primary recruitment format is 6-4-2 following the open house round a PNM would list her four top preferences in a priority "cluster" and then rank her fifth and sixth choices. Priority Percentages/Priority Returns: Priority percentages are a recruitment statistic for campuses that use the priority style method defined above for formal recruitment. PNMs put their top preferences of NPC groups into their priority "cluster" and then rank the lowest preferences each round. Panhellenic, with guidance from the campus RFM specialist then matches each PNM to the maximum number of chapters based on the PNMs rankings. Priority percentages are calculated for each round of primary recruitment and can be calculated as: #PNMs Selecting Chapter as a "1" to Return to Next Event (of those invited) #PNMs Invited to Next Event Therefore, a chapter's priority percentage for a round is the percentage of women invited to a round that chose to return. Example: Open House There were 250 women that attended the open house round of recruitment. First Invite Chapter A invited 200 PNMs to the first invitational. Of these 200 women, 150 Sigma Kappa Sorority COB chairman Handbook page 11 ranked Sigma Kappa as a "1". Therefore, Chapter A's priority percentage is: 150 = 75%. 200 Preference Chapter A invited 150 PNMs to preference party. Of these 150 women, 120 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: 120 = 80% 150 How do priority percentages differ from return rates? Return rates have historically been used to analyze primary recruitment. The return rate for an event is calculated as: # PNMs Returning to Next Event (Matched through RFM) Total Women Invited to the Next Event How does this differ from priority percentages? PNMs may be matched through RFM to return to a chapter that they did not rank as #1. This can happen when a PNM is not invited back to one of her top-ranked chapters. To fill out the PNM's schedule and increase the opportunity for bid matching, the PNM will then be matched to other chapters that invited her back. Example: Open House There are 250 women that attended the open house round of recruitment. First Invite Chapter A invited 200 PNMs to the first invitational. Of these 200 women, 150 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: 150 = 75%. 200 However, 175 women were matched through RFM to return to first invite (i.e. 25 women matched that did not rank Chapter A as a 1). Therefore, Chapter A's return rate is: 175 = 87.5% 200 Preference Chapter A invited 150 PNMs to preference party. Of these 150 women, 120 Sigma Kappa Sorority COB chairman Handbook page 12 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: 120 = 80% 150 However, 135 PNMs were matched through RFM to return to preference party. Therefore, Chapter A's return rate is: 135 = 90% 150 How do I know my chapter's priority percentages? Each campus using RFM will notify Sigma Kappa National Headquarters of RFM statistics following primary recruitment. Your recruitment coordinator will share these statistics, along with a short analysis, via the recruitment statistics report to be used for future planning purposes. Quota: The number of PNMs each sorority may pledge during a fully or partially structured primary recruitment process. Quota is not set until the final or preference round is completed and the number of PNMs signing the membership recruitment acceptance binding agreement (MRABA) is known. Some campuses utilize a secondary quota comprised of upperclassmen to maximize the placement of PNMs. Quota Additions: Quota additions are unmatched potential new members (PNMs) who maximized their options are matched to chapters that have already filled Quota. To be eligible the PNM must be listed on the chapter's bid list. The Release Figure Methodology (RFM) specialist works with the Fraternity/Sorority Advisor (F/SA) to match quota additions immediately following bid matching. Quota Range: A procedure to determine the best number to use when setting quota. During bid matching all numbers within the quota range are processed so the RFM Specialist and the Fraternity/Sorority Advisor (FSA) may determine the most appropriate number for setting quota. Please note, you will not know what quota is until bid day, and the quota range may vary after each round due to retention. Recruitment Introduction Form (RIF): A form used by both collegians and alumnae to recommend or not recommend PNMs for Sigma Kappa membership. Release Figure Methodology (RFM): The purpose of RFM is: To enable each sorority to invite a sufficient number of PNMs to each event to attain quota at the conclusion of recruitment. To allow each PNM to methodically investigate realistic options and ultimately to match with a sorority for which she has a preference among those options. Sigma Kappa Sorority COB chairman Handbook page 13 To maximize the number of PNMs who ultimately affiliate with a sorority through recruitment. RFM Specialist: She is a National Panhellenic Conference (NPC) volunteer who works directly with the Fraternity/Sorority Advisor (F/SA) and implements the RFM process with the goal to have every chapter pledge to quota by determining the number of PNMs to invite to primary recruitment events. Rotation Group Leader (RGL): A chapter member chosen by the VPM to lead each rotation group. RGLs are responsible for guiding her rotation group through recruitment, holding meetings at the end of each round to gather the thoughts and opinions about PNMs met by their rotation group, and serving as the voice of the chapter members in their rotation group during MSC meetings. Snap Bidding: Snap Bidding is the process of offering a bid once bid matching has concluded and prior to the start of Bid Day. Chapters who do not match to quota are eligible to snap bid. Chapters may snap bid to quota. Only PNMs who participated in primary recruitment, but did not receive a bid, are eligible for snap bidding. This includes PNMs who did not maximize their options on their MRABA and were not placed as a quota addition. All chapters should have a prepared list of women they would snap bid should they not match to quota. Some campuses have chapters contact potential new members (PNMs) to offer snap bids and others prefer to contact PNMs on behalf of the chapter. Strict Silence: The period of time after the close of preference events and prior to the distribution of bids when there is no communication between PNMs and sorority women. Values-Based Recruitment: Recruitment that focuses on conversations between chapter members and PNMs about organizational values and member organizations. Sigma Kappa Sorority COB chairman Handbook page 14 SNAP BIDDING All PNMs who attended at least one round during the primary recruitment process are eligible for snap bidding. Under the direction of the College Panhellenic, a chapter who did not match to quota may extend bids to women who attended our events but did not pledge a sorority. Snap bidding shall begin immediately after bid matching and end with the distribution of bids, at which time COB shall begin. Snap bidding is allowed only for chapters that did not match to quota during bid- matching. Utilize the MSC to decide whether or not the chapter should extend snap bids to PNMs and receive final approval from the RS. In the event a chapter wishes to extend a snap bid to a PNM released during the primary recruitment process, they must get prior approval from the RS and give this careful consideration. Snap bids can be extended, through coordination with the College Panhellenic, prior to the start of bid distribution. The snap bidding process may vary by campus. Consult the College Panhellenic recruitment rules for specific snap bidding procedures. If the College Panhellenic allows chapter members to contact PNMs regarding snap bidding, a member who is skilled at recruiting and a tactful conversationalist should personally deliver a bid to this PNM. Tell the PNM she is welcome in Sigma Kappa and continue recruiting her. If the PNM does not immediately accept the bid, the member should give the PNM a specific time (within 24 hours) that she will return to get an answer. If possible, all contact during this time should be in-person. Remember to escort the PNM to all recruitment events and always make a personal visit to find out if she has accepted a bid. If phone calls are used to offer snap bids because of time restrictions, the script below can be adjusted. Snap Bidding Script: Sigma Kappa Sorority COB chairman Handbook page 15 Introduction by the Sigma Kappa: "Hi, this is from Sigma Kappa. We really enjoyed meeting you during recruitment these past few days and think you would make a wonderful addition to our sisterhood. We would like to officially invite you to join Sigma Kappa." What, When, and Where: "Our Bid Day event starts tonight/tomorrow at (time) at (location). Everyone would love for you to join us and celebrate! Positive Closure: "Sister would be thrilled to pick you up and bring you to meet the other new members. We cannot wait to see you again." If the PNM is not sure of her answer: "I totally understand that this may be a hard decision for you. I know how happy it would make our members to see you accept our bid. What specific questions can I answer to help your decision? (Respond accordingly). We do have a limited time to extend this offer, so if you can please let us know your answer within the next 24 hours that would be great. I will call then! If you have any questions in the meantime, feel free to contact me at (phone number)." Sigma Kappa Sorority COB chairman Handbook page 16 PLANNING COB COB may or may not be organized and coordinated by the College Panhellenic. Any non-affiliated woman is eligible for COB as long as she meets the requirements set by the College Panhellenic and by the national organization; however, once the MSC has voted to release a PNM during primary recruitment, she may only be extended an invitation for membership to Sigma Kappa with the permission of the RS. COB should be used any time a chapter is not at campus total or has not achieved quota through primary recruitment. The only exception is when a College Panhellenic is supporting another National Panhellenic Conference (NPC) group establishing a chapter on their campus and has asked chapters to refrain from COB during that time period. If this is the case on your campus, refer to the College Panhellenic recruitment rules and the NPC Manual of Information (MOI) for additional information. For chapters who are not at College Panhellenic campus total or do not achieve quota during primary recruitment, it is important to realize that implementing the COB plan as soon as the College Panhellenic allows is essential. Since COB is typically immediately following primary recruitment, excitement is generally high amongst the new members. Encourage new members to help ensure a successful COB period for the chapter by bringing their non-affiliated friends to planned events. Developing COB Plans COB activity should begin immediately following the reset of total. The COB chairman should work with the executive council to determine how many members will be returning each semester in order to begin COB as soon as possible, if needed. When developing COB plans using an event format, consider the following items: Number of Sigma Kappa members/recruiters needed Budget Event length Decorations and setup Activities Nametags Refreshments Conversation Clothing Speeches At each event, the vice president of finance (VPF) should present financial obligations associated with membership using the NPC financial transparency resources on the Sigma Kappa Sorority COB chairman Handbook page 17 members only side of the Sigma Kappa website. Examples of COB plans are located on the members only side of the website in the Toolbox. Keep in mind that when developing plans for a COB event, many of the resources available online under Toolbox will work. Ideas include, but are not limited to: Philanthropy project event Cookout Bowling Study break Ice cream sundae event Pizza and karaoke night Coffee break Fondue night House tours and dinner at the house Dinner at a local restaurant or on campus Game night at the house Attend a university sporting event Attend a philanthropy or sisterhood event that is already on the calendar. When utilizing a more casual "meet-up" style of COB, consider the following: Budget Who will attend the meet-up The number of sisters should be appropriate for the number of PNMs. For example, if there is only one PNM attending then a maximum of three sisters is recommended. Strong recruiters who are a balanced representation of the chapter. Possible locations Coffee shops Restaurants Library common space, "talking floor" or collaborative spaces Study halls Ice cream shops Campus common areas Chapter house or residence hall University sporting events Possible chapter events to incorporate PNMs into: Sisterhood events Philanthropy events Programs, speakers or appropriate workshops Sigma Kappa Sorority COB chairman Handbook page 18 Membership Teams for COB events When developing COB plans, keep in mind that the way your chapter members will meet PNMs is through the use of membership teams. By using membership teams, chapter members will be able to meet PNMs effectively, using limited time wisely as they keep recruitment activities moving smoothly. These teams may or may not be the same as the primary recruitment rotation groups. Consider assigning different membership teams to various COB events you have planned. This way, the entire chapter does not have to attend each COB event and will help to keep chapter members from feeling burnt out with recruitment activities. This also helps the number of initiated members at any given event be more in line with the number of PNMs SO as to not overwhelm them. As the COB chairman, you should carefully consider your roster when dividing the chapter into membership teams. Each team should have a mixture of new and experienced recruiters, quiet and outgoing personalities, and have a wide range of majors and campus involvement. It is important to have a mixture of ages, majors, backgrounds and personality types in each group because likes attract likes. A PNM may not "click" with the first person she meets, but may really hit it off with another person. Each membership team should be led by a member of the MSC who will report back at the conclusion of the event to help determine if a bid should be extended to the PNMs her team met. How to Find Potential New Members Obtain a list of PNMs by: Meeting with the fraternity/sorority advisor (F/SA) on Bid Day to obtain a list of women who withdrew from primary recruitment or PNMs who were not matched with a sorority through the bid matching process. Share this list with the RS to determine which PNMs were released from your chapter during recruitment, and which PNMs are eligible for COB. Asking the new member class who they may know that might be interested in sorority life or who espouse the values and characteristics the chapter is looking for in its members. Asking chapter members to provide names of friends who may be interested in sorority life or who espouse the values and characteristics the chapter is looking for in its members. Obtaining a list of transfer students from the university registrar's office or the Dean of Students. Sigma Kappa Sorority COB chairman Handbook page 19 Following up with women the chapter received Recruitment Introduction Forms (RIFs) for but did not participate in primary recruitment. Announcing COB during a chapter meeting and award prizes for those who provide the most names of PNMs who actually attend the chapter's COB events.Set up a Sigma Kappa information table in high traffic areas of campus to attract attention of women not in a sorority. Placing an ad announcing your COB plans in school publications or putting a brochure or flier with event dates and times in the residence halls and around campus. Utilizing social media for COB events by creating events that are open to the campus public and having chapter members invite their non-affiliated friends to the event. Inviting PNMS to Events PNMs can be contacted and invited to events via phone, email, printed invitations, social media and in person. When possible, have members contact PNMs they have previously met to make the invitation personal. If members are calling PNMs they have not had the opportunity to meet, they should practice the conversations ahead of time in order to avoid sounding rehearsed. Prepare chapter members to respond to the different types of answers they will receive. Consider having a workshop covering responses that PNMs may give in order to prepare them to handle negative responses. Sample Script: Introduction by the Sigma Kappa: "Hi, this is from Sigma Kappa. I was calling to invite you to our event Monday night " What, When, and Where of invitation: "The event is an opportunity to meet each other and get to know a few of our sisters. It is Monday night at 7 p.m. at the Sigma Kappa house on street. In fact, why don't I come by and pick you up?" Positive closure with a commitment for transportation and reinforcement such as: "We look forward to meeting you. I'll pick you up at 6:45 p.m. in the lobby of your residence hall. See you Monday!" This same script can be adapted for an invitation to a meet up by changing the What, When and Where. Facebook Events Sigma Kappa Sorority COB chairman Handbook page 20 When creating a Facebook event to use for inviting PNMs to COB events, be sure to include the following information: Event graphic or picture approved by the PR chairman using Sigma Kappa brand standards Brief description of the purpose of the event Date Location - be sure to include directions Time Suggested attire Contact information of the event coordinator Have chapter members invite all non-affiliated women they are Facebook friends with to the event. Ask them to post fun and upbeat messages such as "Can't wait!" or "This will be SO much fun!" If a chapter member posts anything that can be conceived as negative, such as "I can't attend" or "I'm in class," then ask them to please remove their post. Remember that we want this event to appear positive and fun to attend. Send out a reminder the day before the event to all attendees. In today's busy world, it is easy to view an event once on Facebook, respond "yes," and then forget all about it. Texting Texting an invitation to a COB event should only be done if the chapter member knows the PNM well and regularly communicates with her via text message. This form of communication should not be sent to PNMs that the chapter does not already have a relationship with. Email Emailing an invitation to a COB event should be done only when a personal phone call or visit cannot be made to invite a PNM and when the PNM knows one or more Sigma Kappa sisters. Sample email script: Hi (name of PNM)! I wanted to drop you a quick message to let you know about our event next Monday night. We will be gathering at the Sigma Kappa house at 7:00 p.m. to go to (meal) together at (restaurant). I'd love for you to come to the meal with us to meet my sisters because I know you'd enjoy them. Do you want me to pick you up and bring you to the house with me? Thanks! (name of sister) Hosting PNMs Sigma Kappa Sorority COB chairman Handbook page 21 During a COB event, be sure to make all PNMs feel welcome. It is the responsibility of the Sigma Kappa members to carry on the conversation during the event. Remember to: Pick up PNMs/escort them to the event Greet PNMs at the door Offer refreshments (if refreshments are served) Provide a house tour Provide nametags for the PNMs and the Sigma Kappa members Introduce PNMs to chapter members with similar interests Provide PNMs with the financial obligations of membership Tracking PNMs Throughout the process of COB, it is imperative to track PNMs. At a minimum, utilize a spreadsheet that keeps track of each event or meet-up, which chapter members attended, PNM names and phone numbers, and who their host was for the event. Additional pieces of information can be tracked through this spreadsheet. Chapters should personalize the spreadsheet to track important information. Work with your RS and recruitment coordinator if you need assistance building your tracking spreadsheet. OmegaRecruit may also be utilized for rating after COB activities. Work with you RS to make sure OmegaRecruit is properly setup prior to beginning COB events. Keep the chapter informed of all PNMs going through the COB process. Announce their names at a chapter meeting or post the information on OmegaOne if there is a time constraint. This is imperative to avoid last minute moral objections and to facilitate obtaining Recruitment Introduction Forms. Conclusion of Each Activity For more structured COB events with several PNMs and sisters, at the conclusion of each event, PNMs should be rated in OmegaRecruit by the women who met them. Then the entire MSC and RS should meet to hold an MSC meeting, similar to primary recruitment. For smaller events, PNMs should be rated in OmegaRecruit and the MSC for the event should meet to discuss each PNM. At the discretion of the VPM, the MSC does not have to meet in its entirety. It may consist of the COB chairman or VPM, president, and one to two membership team leaders. For meet-ups, the chapter members who attended should assess the PNM in OmegaRecruit and MSC meetings should be scheduled as needed. Sigma Kappa Sorority COB chairman Handbook page 22 The chapter's RS must approve all bids before they are extended. See the Handbook for the Vice President of Membership on specifics for how to rate PNMs. For additional information regarding MSC, please refer to the Membership Selection Procedure Training Manual located on the members only side of the Sigma Kappa website. Follow-Up and Extending a Bid Make every effort to follow-up with the PNM within 24 hours of the COB event. This contact is very important as the PNM will still have the Sigma Kappa activity fresh in her mind. Follow-up may be in the form of another COB event invitation or a bid. Extending an invitation of membership for Sigma Kappa should be done in person or via phone. Get a commitment. Allow the PNM 24 to 48 hours (maximum) to make her decision. If she does not give an immediate answer, plan a specific time to meet with her again to hear her response. Let the PNM know that the chapter wants her as a member! After a woman accepts a bid to become a member, the chapter has seven days to hold the new member ceremony according to the National Policy Handbook. Ensure the chapter is taking steps to involve the new member in chapter activities as soon as possible to help her transition into chapter life. If it becomes obvious that a woman is not interested in pledging or cannot pledge a sorority due to financial or academic reasons, attempt to ease her mind by addressing her concerns. If she declines the bid or is not committing either way after 48 hours, let her know that the chapter feels she would be an asset to the sisterhood and you wish her the best. The chapter's energy must be directed toward those women who can pledge now. Following invitational or preference events if a PNM will not be receiving a bid and it is not the intention of the chapter to extend one to her during this COB term she should be made aware of this decision. This allows her closure of the Sigma Kappa COB experience as well as the knowledge that exploring other options may be beneficial. Sigma Kappa Sorority COB chairman Handbook page 23 MEMBERSHIP SELECTION Membership selection occurs throughout all aspects of recruitment - both primary and COB. A member casts her vote every time she rates a PNM in OmegaRecruit during primary recruitment and COB. Membership selection is always confidential, whether it is the member rating a PNM or discussions during an MSC meeting. If there is a question of breeching confidentiality, the RS/ VPM advisor should have a conversation with the member in question. The MSC meeting procedures found in the VPM supplies on the members only side of the Sigma Kappa website should be followed to ensure national policy is being followed. Not all components of the primary recruitment procedures will apply to COB; and therefore, some portions can be bypassed at the discretion of the RS/VPM advisor. Prior to the first MSC meeting of primary recruitment, the chapter must conduct a meeting to vote with a 3/4 majority to authorize the MSC to invite PNMs to Sigma Kappa invitational recruitment events and to approve the invited PNMs to be members of Sigma Kappa. This vote must take place at the beginning of pre-recruitment or at the first chapter meeting of the academic year and prior to primary recruitment. This vote is not to determine the specific members of the MSC but rather to give them the authority to operate. At this time the chapter may also vote to authorize the VPM and/or COBC to extend COB bids at their discretion to move quickly and stay competitive with campus norms, if needed The RS will ensure the vote takes place. Sample MSC motion: Collegian 1: I move to authorize the MSC to invite PNMs to Sigma Kappa invitational recruitment events and approve the invited PNMs to be members of Sigma Kappa. Collegian 2: Seconded. Chapter: Votes and motion passes with a 3/4 majority vote. Sample COB motion (if needed): Collegian 1: I move to authorize the officer positions of VPM and COBC to extend COB bids at their discretion. Collegian 2: Seconded. Chapter: Votes and motion passes with a 3/4 majority vote. Sigma Kappa Sorority COB chairman Handbook page 24 Legacy Policy Importance of legacies: It is the belief of Sigma Kappa Sorority that our legacies are extremely important to the success of our sorority. When the chapter is determining whom they wish to pledge, the chapter shall give careful consideration to the following relatives/step-relatives of collegiate members and active Sigma Kappa alumnae: sister, daughter, granddaughter, great-granddaughter and niece. The legacy policy applies to COB just as it does to primary recruitment. Work with the VPM and RS to determine the appropriate course of action for decisions to deny invitations and bid extensions to legacies. Moral Objections A moral objection (MO) is a serious reason that a chapter member has as to why a PNM should not be invited back to Sigma Kappa. A MO is based on first-hand information about a PNM from a current chapter member regarding the PNMs morals and personal ethics. This may include behavior demonstrated on social media. A MO is given to the RS/VPM advisor during an in-person, confidential conversation as soon as the chapter member is aware that the PNM is participating in recruitment. It is not to be shared with anyone in the chapter, including the VPM. If the MO concerns behavior demonstrated on social media, the post must be shared during this conversation. Because a MO eliminates the PNMs chance of becoming a Sigma Kappa reasons must be very serious and must have been witnessed first-hand by the chapter member or be currently viewable on social media. A MO cannot be hearsay or rumor. Examples of a MO: I was at a party and saw the PNM participate in illegal drug use. This social media post clearly demonstrates the PNM exhibiting inappropriate behavior. Recruitment Introduction Forms Sigma Kappa highly encourages its members, both collegiate and alumnae, to complete RIFs for PNMs. These forms are brought to the membership team in order to help the RS and VPM advisor guide the committee in making smart decisions about to whom a bid should be extended. While they are not a guarantee to the PNM of being invited back to future activities, they do allow the MSC more insight as to which PNMs are really liked by the members or may already have a strong knowledge base of Sigma Kappa from knowing an alumna. Grade Risk Policy Sigma Kappa Sorority COB chairman Handbook page 25 Per the National Policy Handbook, a woman shall have a 2.8 GPA from high school and a 2.5 GPA from college based off of a 4.0 system to be pledged to Sigma Kappa. All exceptions to this policy require approval of the collegiate coordinator/new chapter coordinator/specialized chapter coordinator (as applicable). The RS and collegiate coordinator/new chapter coordinator/specialized chapter coordinator (as applicable) will determine how many, if any, PNMs who are considered a grade risk the chapter may extend bids to. Membership Selection Committee During COB, the MSC will meet at varying times depending on the format. At the discretion of the VPM and COB chairman, the MSC does not have to be present in its entirety. It may consist of the chapter president, VPM, COB chairman and only the membership team leaders whose teams participated in that particular event. The MSC meeting is advised by the RS, VPM/COB advisor, national officer, and NHQ staff member (when applicable). The meeting is chaired by the RS. If the RS or VPM advisor are not available, then the ABS will attend. In the event that the RS, VPM advisor, ABS or national staff person/visiting national officer is unavailable for the MSC meeting, then the VPM shall chair the meeting. As mentioned above, if needed to compete with campus norms, chapters may vote to adopt an accelerated COB path that allows the VPM and/or COBC to extend bids at their discretion. Exact details and language on how this motion are outlined in the MSC procedure training manual, located in the VPM supplies on the website. The COB chairman can invite other chapter members to join her in presenting the bids to the PNMs, such as the VPNME, VPM or chapter president. The responsibilities of the MSC include: Maintains highest confidentiality of discussions during the meeting. Voices the thoughts and opinions about the PNMs on items that are unable to be rated on. Sigma Kappa Sorority COB chairman Handbook page 26 YEAR-ROUND RECRUITING OPPORTUNITIES The VPM and COB chairman share the responsibility of leading the chapter through recruitment efforts. As a result, the VPM and COB chairman should work together to ensure the chapter is educated about recruitment and their role in opportunities for year- round recruiting. Making Connections Giveaways, tabling, passing out fliers and meeting women through classes are opportunities to begin a conversation with a potential new friend. Your goal is to make new friends with as many female students as possible, and the benefits of Sigma Kappa can be introduced later. Chapter Websites A chapter website is an important recruitment tool. It allows PNMs and their parents, siblings and friends the opportunity to find out more about the sororities at their college or university before recruitment begins. It is important to keep the chapter website up to date, as recruitment is continuous throughout the year. Work with the webmaster to post information about upcoming events. The OmegaOne chapter website will link with information from the national website but the chapter should ensure to add plenty of chapter specific content, dates, and images. This is your chapter's way of bragging about your accomplishments, collectively and individually. A chapter website can: Give PNMs a chance to get to know Sigma Kappa before even getting to campus. Help PNMs understand the recruitment process: what to wear and expect, etc. Highlight members, including information about chapter officers, majors, summer activities, campus involvement, co-curricular activities, honors, philanthropy, positive social activities, Big/Little sisters, alumnae, and parent involvement. Allow students who did not go through primary recruitment but may be interested in joining through COB or the next primary recruitment a way to learn about our values, mission and sisterhood. Help with retention. A website is a great tool to use to give public recognition to sisters that deserve acknowledgment. Be used as a way to invite non-affiliated women to COB events. Help alumnae stay connected. Communicate with chapter members throughout summer/year with important information such as PR dates, COB, etc. Sigma Kappa Sorority COB chairman Handbook page 27 Provide contact information for the College Panhellenic and alumnae. Social Media and COB Social media is also an important recruitment tool. Work with the webmaster and PR chairman to ensure these pages are updated often to include information about upcoming events, awards the chapter won and contact information for PNMs interested in Sigma Kappa membership. Any media such as videos or PowerPoints used for a recruitment or recruitment PR purpose require submission to the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator. Sigma Kappa Sorority COB chairman Handbook page 28 STANDARDS OF EXCELLENCE It is the goal of Sigma Kappa Sorority that each chapter provides a quality membership experience for its members; it should be an experience that will extend far beyond one's academic career. This goal can only be reached if each chapter's level of performance in all areas of chapter life is exemplary. Because national council is committed to the pursuit of excellence for each collegiate chapter, the Standards of Excellence (SOE) program was developed to measure the health of collegiate chapters and to reward those chapters that excel on the campuses and within Sigma Kappa. The criteria that make up the SOE program are aligned with the following objectives: Essential: 12 essential criteria that all chapters must achieve Fundamental: 13 areas of fundamental growth that all chapters should achieve Chapters of Excellence: Where most chapters should fall Exceeds Excellence: Three Star chapters and Founders' Award finalists Standards of Excellence Judging The established SOE criteria gives national council a better assessment of each chapter and helps to identify the chapters who need additional assistance. National council is confident that each and every chapter can attain the essential and fundamental levels of achievement and are committed to providing the resources, as well as the support, to ensure a chapter's success. It is the goal of national council to notify those chapters that have not met the essential standards as early as possible in the spring term following the rating year. By doing so, the chapter has ample opportunity to develop a plan of action to ensure that all minimum standards are met for the current calendar year. Please refer to the following resources available on the members only side of the Sigma Kappa website for the most up to date SOE information: SOE Brochure SOE Helpful Hints SOE Judging Worksheet SOE Frequently Asked Questions Sigma Kappa Sorority COB chairman Handbook page 29 SIGMA KAPPA Live with Heart 695 Pro-Med Lane, Ste 300 Carmel, IN 46032-5323 317-872-3275 f: 317-872-0716 e: info@sigmakappa.org Sigma Kappa Sorority . COB chairman Handbook . page 30 www.sigmakappa.org Sigma Kappa Sorority COB chairman Handbook . page 31