Sigma Kappa Handbook for the Recruitment Supervisor 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 membership selection endeavors. Each chapter is to provide a program that will attain recruitment quota and chapter total. This handbook is designed to give the chapter's recruitment supervisor the information necessary to guide the chapter in developing its own membership recruitment program; however, a program is only as good as the commitment of the members. It is the hope of national council that all members will work with the chapter's membership recruitment team in the development of the chapter program and then support it. © 2020 Sigma Kappa Sorority TABLE OF CONTENTS Recruitment Roles 5 The Recruitment Supervisor 5 Advisor to the Vice President of Membership 7 Shared Roles of the Recruitment Supervisor and the Vice President of Membership Advisor 7 Resources for the Recruitment Supervisor and Vice President of Membership Advisor 8 Additional Volunteers and Support 9 The Vice President of Membership 10 The COB Chairman 10 Definitions of Commonly Used Recruitment Terms 11 Recruitment Styles 17 National Panhellenic Conference Values-Based Recruitment 17 Release Figure Methodology (RFM) 18 Carry Figures and Flex Lists 18 Communication Protocol 18 Web-Based Recruitment Management Systems 19 Pre-Recruitment 20 Preparing a Recruitment Monthly Checklist 20 Preparing for Pre-Recruitment 20 Recruitment Excuses 22 Recruitment Workshops 23 Rotation Groups 24 Rotation Group Leaders 24 Speakers, Speeches & Songs 25 Primary Recruitment 27 Round Chairmen 27 Round Committees 27 General Chapter Members 27 Matching Potential New Members 28 Conclusion of Each Event 28 End of Round 29 Snap Bidding 29 Getting Assistance from Other Sigma Kappa Chapters 29 Sigma Kappa Sorority Recruitment Supervisor page 3 COB 31 Continuous Open Bidding 31 Structured COB 31 Determining a Need for COB 31 Recruitment Tools 33 Rating Education 33 OmegaRecruit Recruitment Management System 35 Membership Selection 37 Membership Selection Committee 37 Recruitment Introduction Forms 37 Sigma Kappa Legacy Policy 38 Moral Objections 41 Grade Risk Policy 42 Pledging Policy 42 Invitation List 42 Flex Lists 43 Bid List 44 After Primary Recruitment 45 Bid Day 45 Disposal of Sensitive Information 46 Recruitment Supervisor Reports 46 Evaluations 46 Maintaining Recruitment Statistics 46 Standards of Excellence 46 Sigma Kappa Sorority Recruitment Supervisor page 4 RECRUITMENT ROLES The Recruitment Supervisor According to national policy, national council appoints a recruitment supervisor (RS) every calendar year for each collegiate chapter. In some cases, the vice president of membership (VPM) advisor is the RS; however, in many situations, national council may appoint another volunteer/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. This position requires advance planning during the year and supervision of pre-recruitment workshops, primary recruitment and continuous open bidding (COB). In some instances, a national headquarters staff member or volunteer may be assigned to assist a chapter during primary recruitment. She may take on the role of recruitment supervisor or be there to guide the current RS/VPM advisor in their duties. Specific Duties of the Recruitment Supervisor The RS must be able to complete and execute the following: Prepare for the role: Read, comprehend, and follow the Handbook for the Recruitment Supervisor, Handbook for the Vice President of Membership, the Handbook for the Continuous Open Bidding Chairman, and the Membership Selection Procedure Training Manual. Be knowledgeable about all policies and procedures regarding recruitment and membership selection. Be knowledgeable about campus-specific recruitment rules and procedures. Be knowledgeable in Release Figure Methodology (RFM) as applicable. Collaborate with others: Oversee and approve all pre-planning of both primary recruitment and COB, making recommendations and changes when necessary. Work directly with the chapter's specific recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable). Educate the chapter on the Sigma Kappa legacy policy and ensure that legacies are extended warm welcomes and every common courtesy possible, regardless of the chapter's impression prior to or during recruitment. Attend College Panhellenic recruitment meetings when appropriate. Prepare and submit all invitation, flex, bid, and snap bid lists. Participate in bid matching, when applicable. Make minor adjustments to the invitation or bid lists as needed and in the best Sigma Kappa Sorority Recruitment Supervisor page 5 interest of Sigma Kappa. Follow carry figures and flex lists provided by the fraternity/sorority advisor (F/SA) and/or RFM specialist. Discuss carry figure strategy with your recruitment coordinator if necessary. Manage others: Approve or deny excuses and fines for chapter members missing recruitment workshops or primary recruitment events. Review and approve or deny moral objections. Approve membership selection committee (MSC) members and chapter recruitment team assignments, including rotation group leaders (RGLs) and round chairmen. Attend and supervise recruitment, including MSC meetings. Approve all PNMs that the chapter wishes to extend a bid to during COB. Work closely with the continuous open bidding chairman to ensure COB plans are in place and well executed. Support the COB Chairman and all her COB efforts. Reverse the chapter's decision to release a legacy, if necessary, giving a full explanation to the chapter. Delay the bidding of any potential new member (PNM) for further information, if necessary. Develop and maintain resources: Recruit and train addition local volunteers to support recruitment. Collect and shred all sensitive recruitment related documents following recruitment. Communication responsibilities: Verify all legacies prior to the beginning of each recruitment period. In cases where a legacy is released, notify the member as soon as possible as a courtesy to the Sigma Kappa member only if she completed and indicated on the RIF that she wishes to receive release notification (mother, step-mother, grandmother, step-grandmother, great grandmother, step-great grandmother, sister, stepsister, aunt or step-aunt). Prepare and submit all recruitment supervisor reports via SmarterSelect. Reports are due within 14 days of primary recruitment, and additionally once at the end of each term. Connect with your volunteer supervisor and the collegiate leaders you supervise regularly SO all parties remain informed and adequate support can be given. Sigma Kappa Sorority Recruitment Supervisor page 6 Advisor to the Vice President of Membership Each chapter should have a VPM advisor who is a member of the local advisory board for the chapter. This advisor works with the RS, VPM, and the COB Chairman year-round to further provide continuity for the chapter. Specific Duties of the VPM Advisor: Serves as a member of the chapter's local advisory board. Supports all pre-planning of both primary recruitment and COB, making recommendations and changes when necessary. Supports the RS with the approval of MSC member selections and chapter recruitment team assignments, including RGLs and round chairmen. Assists in recruiting alumnae assistance. Assists round chairmen with event details. Promotes positivity during recruitment. Ensures all PNMs have a positive experience at Sigma Kappa recruitment events. Ensures all PNMs are extended every common courtesy regardless of previous impressions or relationships. Shared Roles of the Recruitment Supervisor and Vice President of Membership Advisor When the chapter has both a RS and a VPM advisor, it is important for them to communicate regularly and to plan the coordination of all the activities listed in this handbook. Some activities are better suited to a person local to the chapter; others can be accomplished from afar. Only the RS should be making membership selection decisions. The key to a successful recruitment is clear communication between all involved. Specific Shared Responsibilities: Motivate the VPM, COB Chairman, chapter recruitment team, and chapter to make recruitment a year-round activity by assisting them in planning the chapter calendar with recruitment events throughout the academic year. Demonstrate to members that recruitment skills are also essential life skills. Begin to identify future VPM, COB Chairman, and chapter recruitment team members. Attend College Panhellenic recruitment meetings when necessary. Attend, facilitate, and supervise recruitment workshops. Guide the chapter to develop a competitive recruitment program. Study and analyze the current needs of the chapter's recruitment program. Reads all Recruitment Introduction Forms (RIFs), making special note of legacies. Sigma Kappa Sorority Recruitment Supervisor page 7 Sigma Kappa Sorority . Recruitment Supervisor . page 8 Resources for the Recruitment Supervisor and Vice President of Membership Advisor In addition to this handbook the following resources are available on the members only side of the Sigma Kappa website to assist the RS/VPM advisor in her responsibilities: Handbook for the Vice President of Membership. Handbook for the COB Chairman. Membership Selection Procedure Training Manual. OmegaRecruit Recruitment Supervisor User Guide and supplemental OmegaRecruit training materials. Recruitment Supervisor annual supplies including reports, the RIF, and a monthly checklist. Volunteer General Supplies including the collegiate officer monthly calendar, National Panhellenic Conference (NPC) Manual of Information (MOI), National Policy Handbook, legacy policy, and travel policy. The toolbox section of members only side of the Sigma Kappa website includes workshops, event plans, speeches, songs/chants, and videos. The following resources can be obtained from the collegiate chapter and/or recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable): Current chapter calendar, roster, and Code of Conduct. Current primary recruitment plans, COB plans, and College Panhellenic sponsored COB events. College Panhellenic constitution, bylaws, recruitment rules and code of ethics. Past RS reports. Past recruitment evaluations completed by new and initiated members. Past recruitment statistics reports for the RS, as prepared by the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator. In order to find the most current and up-to-date recruitment policies, best practices, styles and formats, the RS/VPM advisor should familiarize herself with the NPC MOI. Specific sections of the MOI that pertain to membership recruitment are: Unanimous Agreements College Panhellenic Policies and Best Practices College Panhellenic Membership Recruitment In the event that the chapter files or receives an infraction during recruitment, the MOI contains information regarding College Panhellenic judicial procedures. The most up- to-date MOI can be found in the Collegiate General Supplies on members only side of the Sigma Kappa website. Sigma Kappa Sorority Recruitment Supervisor page 9 Additional Volunteers and Support NHQ Staff May perform the functions of a RS/VPM advisor when one is not otherwise available to the chapter. Provide guidance and advice to chapters in many areas, including recruitment. Assist the VPM in conducting pre-recruitment workshops. Able to verify the status of a legacy. Alumnae & Parents Attend mock recruitment events to provide conversation and rotation practice. Loan linens, silver, glassware or other items needed for recruitment, when allowed by the College Panhellenic recruitment rules. Assist during recruitment events to prepare food and beverages. Serve refreshments, check coats, or perform other hostess duties during events, when allowed by the College Panhellenic recruitment rules. Attend a pre-recruitment work day, coordinated by the chapter's corporation board/property committee, to ensure recruitment space best reflects Sigma Kappa's recruitment goals. Alumnae should submit RIFs for potential new members (PNMs) they know going through recruitment. Corporation Board, Property Committee & Decorating Committee Work closely with the RS/VPM advisor, house director and/or chapter recruitment team to ensure that the facility is in the best possible condition and competitive with the other sororities on campus. Establish guidelines for recruitment decorations (i.e. where items can be hung on walls, what materials may be used to hang them with, etc.) Ensure that all linens, glassware, silver and china, etc. are in good condition. Establish guidelines for furniture moving. The chapter must understand that these items can easily be damaged and need to be transported and stored properly. Guidelines may include: What items can the chapter move? How should they be moved? Where should the items be stored? Sliding the furniture is not allowed because it can damage the floor as well as the furniture itself. Work with chapter advisory board to begin conversations with the local housing entity at least six months prior to recruitment regarding any areas the chapter feels could be improved. Any special projects or renovations must be completed prior to recruitment. Remember to consult all applicable budgets when making suggestions and take the opportunity to think creatively about solutions when Sigma Kappa Sorority Recruitment Supervisor page 10 projects are outside the scope of the available funds. Fraternity/Sorority Advisor (F/SA) and College Panhellenic On many campuses, the F/SA and College Panhellenic involve RSs and VPM advisors in planning recruitment. Work within the College Panhellenic framework to: Assist the chapter in reaching quota and campus total and following NPC MOI. Plan a cooperative and Panhellenic-spirited recruitment by ensuring fairness of recruitment rules. Champion measures that promote a healthy Greek community and benefit Sigma Kappa. Understand the quota/total system, especially what method will be used to set and re-set twice yearly per NPC policy. Review and help the chapter defend themselves against recruitment infractions. The Vice President of Membership The VPM is elected by the collegiate chapter and is responsible for the collegiate chapter's membership with particular focus on primary recruitment and COB efforts. She educates and guides the chapter regarding recruitment techniques, procedures, and planned membership growth. It is important for her to monitor the chapter's membership numbers and health. She is a member of the executive council and reports to the chapter president. She works closely with the vice president of programming (VPP) to develop a balanced calendar for the chapter that includes recruitment activities. She also works closely with the sisterhood chairman to ensure sisterhood activities are included in all recruitment workshops and events. See the Handbook for the Vice President of Membership for more specific information. The COB Chairman The COB Chairman is elected or appointed by the collegiate chapter and is responsible for the collegiate chapter's COB programming, education and preparation. She educates and guides the chapter in COB until campus total is achieved. She works closely with the VPM in developing a balanced calendar of COB activities for the chapter. The COB Chairman reports to the VPM and 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. See the Handbook for the Continuous Open Bidding Chairman for more specific information. Sigma Kappa Sorority Recruitment Supervisor page 11 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 Recruitment Supervisor page 12 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. Intentional Single 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 Recruitment Supervisor page 13 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 Recruitment Supervisor page 14 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 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: Sigma Kappa Sorority Recruitment Supervisor page 15 120 = 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. To maximize the number of PNMs who ultimately affiliate with a sorority Sigma Kappa Sorority Recruitment Supervisor page 16 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 Recruitment Supervisor page 17 RECRUITMENT STYLES Most campuses utilize a fully or partially structured recruitment format. To learn more about the various styles, the RS should familiarize herself with the NPC MOI. The MOI can be found in the Collegiate General Supplies on the members only side of the Sigma Kappa website. National Panhellenic Conference Values Based Recruitment College Panhellenic's and individual chapters are responsible for ensuring recruitment events are values-based and reflective of the NPC sorority experience. A values-based approach should be used with all recruitment styles. Values-Based Recruitment Policy (1989, 1991, 1997, 2003, 2015): All College Panhellenics and their member chapters shall incorporate the following policies into their membership recruitment programs: Focus on conversations between chapter members and potential new members about organizational values and member organizations. Establish guidelines for membership recruitment budgets and set a cap on membership recruitment expenses, including the value of all donated goods and services. Keep decorations to a minimum and confined to the interior space used for recruitment rounds. Determine recruitment event attire for chapter members that reduces individual financial burden and eliminates costuming. Eliminate gifts, favors, letters and notes for potential new members. Eliminate recruitment skits. Each campus implements values-based recruitment differently due to the level of "frills" they allow. Frills are an unnecessary extra feature or embellishment. Examples include refreshments during recruitment, recruitment videos, coordinated attire, etc. It is important to be knowledgeable about the College Panhellenic recruitment rules and code of ethics to understand what is allowed. It is also important to remain involved throughout the year, especially while recruitment rules are being reviewed and voted on to ensure Sigma Kappa is utilizing and encouraging a values-based recruitment approach. Values-based workshops should be planned throughout the term prior to primary recruitment and in the weeks before primary recruitment to prepare members for values-based recruitment conversations. Sigma Kappa Sorority Recruitment Supervisor page 18 RELEASE FIGURE METHODOLOGY (RFM) Most campuses using a fully structured or partially structured recruitment use RFM to manage the number of invitations issued for each participating chapter. RFM does not work with minimally structured recruitments. RFM utilizes a mathematical model to determine the number of invitations issued for each chapter participating in primary recruitment. The purpose of RFM is threefold: 1. To maximize the number of PNMs who affiliate with a sorority through primary recruitment. 2. To allow each PNM to methodically and realistically explore her options and pledge a sorority for which she has a preference. 3. To enable each sorority to invite enough PNMs to each invitational round to match to quota at the conclusion of recruitment. Carry Figures and Flex Lists Before each invitational round, the F/SA will provide the RS/VPM advisor with a carry figure (sometimes referred to as a release figure) and a flex plus and flex minus list figure. The carry figure tells you how many PNMs to invite to the next round and the flex lists are a safety net in case the carry figure was too large or too small. These figures are based on historical recruitment strength as well as PNM priorities and should be strictly followed. Complete flex minus lists are mandatory and failure to submit one will delay the entire College Panhellenic recruitment process. Please refer to the Membership Selection Procedure Training Manual for more information about Flex Lists. Sigma Kappa does not share the chapter's carry figures, flex list size or priority results with the collegians, including the VPM and president. Interpreting these statistics requires training in order to appropriately understand and utilize, thus is reserved for the RS. Communication Protocol The RS/VPM advisor should contact the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) with questions about the chapter's carry figure or flex lists. NEVER directly contact or ask to contact the RFM specialist for the campus. RFM specialists are volunteers for NPC and it is their policy, and Sigma Kappa's, that they only communicate with designated representatives from each member group. Below is the RFM communication protocol. Sigma Kappa Sorority Recruitment Supervisor page 19 Web-Based Recruitment Management Systems Most College Panhellenics utilize a web-based recruitment management system during primary recruitment. These tools allow chapters to access event rosters; PNM information; submit invitation, flex and bid lists; and view PNM absences, withdrawals and excuses. Most campuses use either Campus Director or ICS and each chapter has their own login and password. The RS/VPM advisor should set and maintain the login and password. Ensure that collegiate members, including the VPM and chapter president, do not have access to login information during primary recruitment, this may require changing passwords or deleting accounts provided by the College Panhellenic. The RS/VPM advisor should familiarize herself with the program prior to the start of recruitment. The College Panhellenic can personalize the capabilities of the program, so the functionalities may differ from year to year. The RS/VPM advisor's primary contact for questions concerning the campus's recruitment management system (i.e. submitting invitation lists, flex lists, bid lists, etc.) is the F/SA or College Panhellenic. The second point of contact is the chapter's recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator. The RS/VPM advisor should make every effort to submit all invitation and bid lists on time. Submitting lists late delays the College Panhellenic recruitment process and reflects poorly upon Sigma Kappa. Sigma Kappa Sorority Recruitment Supervisor page 20 PRE-RECRUITMENT Chapters should hold a pre-recruitment week or weekend before primary recruitment begins, if time allows, as well as workshops during the term prior to primary recruitment. Refer to the Standards of Excellence (SOE) brochure in the Collegiate Officer Resources > General Supplies > Standards of Excellence on the members only side of the Sigma Kappa website for the specific requirements pertaining to required recruitment workshops. On campuses where primary recruitment occurs prior to the start of classes, chapters may return several days early for pre-recruitment. Pre-recruitment is a fun- filled time designed to prepare the chapter for primary recruitment. It is also a time for chapter members to re-connect with each other, get to know each other better, and form a stronger sisterhood. Pre-recruitment may be tiring so keep it upbeat and fun so that the sisters enjoy the time together. Preparing a Recruitment Monthly Checklist A recruitment monthly checklist is a timeline for completion of tasks in preparation for primary recruitment. This checklist should list deadlines for accomplishing each task along with the person responsible for each item (i.e. VPM, RS/VPM advisor, assistant VPM, round chairman, etc.). The checklist should also include dates of recruitment workshops, pre-recruitment dates, round chairmen/committee meetings, College Panhellenic recruitment meetings, etc. Share the recruitment monthly checklist with the entire chapter recruitment team. A sample recruitment monthly checklist, and other recruitment planning resources, can be found in the VPM and RS supplies on the members only side of the Sigma Kappa website. It is helpful for the RS/VPM advisor to review what the previous VPM accomplished. Review the VPM notebook with the current VPM. The notebook (paper and electronic) should contain the chapter's current Code of Conduct, National Policy Handbook, copies of previous round plans (including speeches and songs), notes and feedback from past round committee members, evaluations from initiated and new members from the last primary recruitment, expense reports, VPM reports from the last three years, and a list of vendors and their contact information. Preparing for Pre-Recruitment Dates of pre-recruitment workshops should be given to the chapter no later than March for fall recruiting chapters and no later than September for spring recruiting chapters. Make sure that an announcement is posted on OmegaOne, an email, and/or newsletter is sent to chapter members during the summer / winter break reminding them of the pre-recruitment dates and the date that all excuses are due. They should be informed of dates, times, locations, and what they need to bring such as food, clothing, or committee needs. Sigma Kappa Sorority Recruitment Supervisor page 21 All information must be posted on OmegaOne, but using more than one means of communication helps ensure the entire chapter sees the information and is aware of expectations. Sigma Kappa Sorority . Recruitment Supervisor . page 22 When scheduling pre-recruitment workshops it is recommended to start with preference round and work backwards to the first round. Preference is one of the most important rounds of primary recruitment and should not be left until the end of pre-recruitment to plan and practice. Too often chapters run out of time and are not able to practice preference round thoroughly when it is left to the end of pre-recruitment. Before setting a pre-recruitment schedule, the VPM should meet with the RS/VPM advisor to analyze the needs of the chapter. This will help the VPM select and schedule appropriate workshops for the pre-recruitment. Consider the experience of the chapter members and their level of recruitment readiness. If the chapter is largely made up of newer members who have never participated in recruitment on the Sigma Kappa side, more conversation workshops will be critical to a successful recruitment. If the chapter is made up of primarily experienced recruiters who have participated in recruitment before more time can be spent on perfecting the details of the events, sisterhood activities, and rotation group bonding. It is required as a part of SOE that a workshop be held with just members that have never participated in recruitment as a chapter member so they can learn the basics of recruitment and ask questions. It is recommended to be held the term prior to primary recruitment. See the VPM supplies on the members only side of the Sigma Kappa website for a sample pre-recruitment schedule. Often times pre-recruitment is scheduled following a break, consider giving the members time to reconnect before jumping into workshops. Budget permitting, the VPM can add excitement to recruitment by choosing a positive theme for the week with t-shirts, buttons, or posters printed to use for public relations on campus. The house/suite/room can be decorated to showcase the chapter's recruitment theme for the week. IMPORTANT REMINDER: Round decorations and recruitment-related media (such as videos) should be completed prior to pre-recruitment. Pre-recruitment is not the time to be working on decorations, nametags, etc. This period should be devoted to learning, practicing and perfecting conversation, rotation, songs, chants, speeches, and membership selection procedures. All media must be submitted by August 1st for fall primary recruitment and January 1st for spring primary recruitment. The RS/VPM advisor should ensure that the VPM meets with the following people to determine the needs of the chapter during pre-recruitment: Round chairmen: Check and see how the round plans are coming along. This will help determine if any time should be scheduled to split the chapter into their committees to work on the decorations for their events. Sisterhood chairman: Discuss your goals of pre-recruitment and have her Sigma Kappa Sorority Recruitment Supervisor page 23 prepared to carry out short 15 and 30-minute sisterhood activities and several five- minute energizers. These are great ways to keep the chapter upbeat and engaged. Find out what she has planned and incorporate those activities into the schedule. Vice President of Communication and Operations: Obtain an updated chapter roster and make sure that all chapter members have a place during primary recruitment. Recruitment Excuses Recruitment is one of the most important events on a chapter's calendar. In order to be successful all chapter members should attend and participate; thus, attendance at all pre-recruitment and primary recruitment events is mandatory. It is important to communicate the dates of pre-recruitment and primary recruitment events as far in advance as possible to avoid conflicts. Requests to be excused for recruitment activities must be submitted directly to the RS. It is her role to approve or deny any excuses and to assess fines or sanctions as outlined in the chapter's Code of Conduct. Excuses for pre-recruitment and primary recruitment events should be due to the RS before the summer/winter break prior to the recruitment period. Having excuses due far in advance allows the RS and VPM time to plan rotation groups appropriately. The minimum time that should be allowed for excuses for all other recruitment workshops is one week or a time frame previously set by the chapter. Excused absences include: Wedding for immediate family or serving as a bridesmaid/wedding party member. University Welcome Week/Orientation Leader. College Panhellenic Recruitment Counselor or Officer. Family vacations or returning from studying abroad or summer internships are only approved if airline tickets were purchased prior to the date the recruitment dates were communicated to the chapter. Classes and labs. Illness is excused if the member provides a doctor's note within 24 hours of the absence AND calls the VPM prior to the absence. Unexcused absences: Work is never an excused absence for recruitment workshops, pre-recruitment, and recruitment events that have been communicated to the chapter at least one month in advance. The RS/VPM advisor should work with the chapter to ensure that recruitment excuses are clearly defined in the chapter's Code of Conduct. It is beneficial to review it with the chapter to avoid Sigma Kappa Sorority Recruitment Supervisor page 24 confusion. The following example can be used as a template to develop this section of the chapter's Code of Conduct: Recruitment is one of the most important events on the chapter's calendar. As such, attendance is mandatory. Absences are excused only under special circumstances and must be approved by the chapter's recruitment supervisor prior to the workshop, pre-recruitment, or recruitment. In the event of an absence a member must submit a written excuse to the chapter's recruitment supervisor by The recruitment supervisor will communicate in writing if the excuse is approved or denied. Failure to attend recruitment workshops, primary recruitment, primary recruitment, and / or COB events will result in the following sanctions: Recruitment workshops: $(insert chapter specific amount) PER DAY Recruitment events: $(insert chapter specific amount) PER DAY Or Recruitment workshops: For each unexcused workshop or day of pre- recruitment missed, the member will be part of the set-up/clean-up team following one round of primary recruitment. Recruitment events: The member is sent before the standards council where sanctions will be determined. In the event that a chapter member would like to appeal a decision then the excuse, along with the chapter's Code of Conduct, should be submitted to the appropriate Recruitment Coordinator/New Chapter Recruitment Coordinator/Specialized Recruitment Coordinator. No further appeals will be granted after this process. In the event that a chapter is lacking an RS or coordinator then the appropriate recruitment director shall accept the initial appeal. Recruitment Workshops Recruitment workshops are designed to help chapters prepare for recruitment and to hone their skills and knowledge of Sigma Kappa. Every workshop posted on the members only side of the Sigma Kappa website has been developed with the intent of helping chapters to execute a values-based recruitment. The workshops are interactive, giving chapter members an opportunity to think, act, and learn. Careful preparation should go into each workshop prior to pre-recruitment so the chapter gets the maximum benefit from each one and so that they feel their time is well spent. See the Standards of Excellence document on the members only side of the Sigma Kappa website for information about how many workshops must be conducted. For additional assistance on selecting and facilitating certain workshops, contact your Sigma Kappa Sorority Recruitment Supervisor page 25 recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator. Rotation Groups During recruitment, the chapter should be divided into rotation groups. PNMs will rotate throughout these groups to meet chapter members and give the chapter an opportunity to meet and rate them. Effective rotation groups are critical to a successful recruitment. As the RS, you should work with the VPM to carefully consider the chapter roster when dividing the chapter into rotation groups. As the RS, you approve the rotation groups. It is important to select balanced rotation groups that represent the chapter accurately and include a mixture of ages, majors, backgrounds and personality types. It is not recommended to create rotation groups made up of all seasoned or strong recruiters. Very close friends should not be placed in the same group as they may influence the group's opinion or possibly make other group members feel alienated. Having members with varied personalities and experiences in each group will give PNMs a better opportunity of finding a member they connect with. Once recruitment begins rotation groups should not be changed. It is best to keep the same members in the same group, with the same RGL, throughout recruitment in order to build trust and comfort among the members. Since the RGL will represent their voice in the daily MSC meeting, keeping the groups the same each round will allow her to report accurately during the meeting. See the Handbook for the Vice President of Membership for more information on rotation groups and types of rotation. Rotation Group Leaders To ensure that qualified individuals are selected to serve as RGLs, an application process should be used. The RS/VPM advisor will work with the VPM to review these applications and appoint the RGLs. The VPM may still need to recruit a few members who are strong candidates after the selection process has concluded. A sample application can be found in the VPM supplies on the members only side of the Sigma Kappa website. A good representation of Sigma Kappa leaders must be chosen when selecting RGLs. Executive council members and seniors should not automatically be RGLs. The members must feel that their RGL will represent them in the MSC meeting process fairly and voice the true feelings of the group members, not just their own personal judgments. RGLs should be seasoned recruiters who have been through recruitment on the member Sigma Kappa Sorority Recruitment Supervisor page 26 side before and are typically extroverted or can portray extroverted tendencies if that is not their normal demeanor. Having the trust of their rotation group members is a key quality because they will be representing them during MSC. RGLs are also very polished, strong leaders and represent Sigma Kappa in a positive way on campus and throughout the Greek community. RGLs are your Sigma Kappa recruitment role models and mentors. Role of Rotation Group Leaders Ensure group members feel comfortable with their roles and the order of rotation. Ensure their group members know when and where to be at all times. Serve as a Sigma Kappa role model for recruitment. Mentor first-time recruiters and help them feel comfortable recruiting. Gather information when scores are inconsistent. Take notes during discussions for daily MSC meeting. Serve as the problem solvers for their group. Motivate their groups to get to know each other well. Represent the voice of their group during MSC. Keep the daily MSC meeting discussions confidential. The RGLs are responsible for all of the following: Meet daily with the VPM and recruitment team. Help rotation group members with questions and concerns regarding rotation, rating, and individual responsibilities. Prepare a recruitment "box" with essentials for each round, limited to the size of a shoebox if possible. The box should include pens, quick dissolving breath mints, bottled water, notepads (one per group member), a small mirror, event lists, a daily schedule, and other items as deemed necessary by the RGL and group. Speakers, Speeches & Songs Speakers, speeches and songs can tell PNMs a great deal about the chapter. When approving speakers and singers ensure the VPM has chosen members who are comfortable in front of an audience. They should be articulate, project their voices well, have good body language and be upbeat and positive. Speakers and the speeches for each event should be finalized before the start of pre- recruitment. If the speakers are writing their own speeches, require them to send a copy of the speech to the VPM and RS/VPM advisor for final approval. Remind all speakers that speeches must be written and memorized so that pre-recruitment practice will go smoothly. Sigma Kappa Sorority Recruitment Supervisor page 27 If the round plans call for a song to be sung by a select group of women, select those women and give them plenty of time to rehearse the song prior to pre-recruitment. Song try-outs may be appropriate in order to ascertain the singing talent of the chapter. Make sure that all songs are practiced, in tune and memorized. If singers are writing their own words to songs, send a copy of the words to the VPM and RS/VPM advisor for approval. The VPM should select a song leader to be responsible for bringing the music for all songs to pre-recruitment. Music should be karaoke style, with the lead vocal removed so that the chapter member(s) can be heard. When the budget allows, rent cordless microphones and speakers. Sigma Kappa Sorority Recruitment Supervisor page 28 PRIMARY RECRUITMENT Round Chairmen Round chairmen are responsible for carrying out the round plans as prepared by the VPM. These women are hardworking, dependable, thorough and creative. They should be women whom the VPM can rely upon to use their round committees to ensure that all details of the plan are prepared ahead of time and are ready to be put into place during primary recruitment. They should meet with the VPM at least once a month during the term prior to primary recruitment to check in and verify that the plans are being carried out per her plans. In addition, round chairmen should be prepared to: Take inventory of all supplies the chapter has that will be used during their round. Purchase any materials necessary for their round (with approval by the VPM). Purchase non-perishable items the term prior to primary recruitment. Organize and oversee the set-up and cleanup of their round. Ensure that all decorations are completed two weeks prior to pre-recruitment week. Obtain a complete list of chapter members who will be attending primary recruitment from the VPCO SO nametags can be made. Round Committees Every chapter member should serve on a round committee for primary recruitment. Consider allowing chapter members to sign up for the round committee of their choosing. This prevents the VPM and round chairmen from having to determine the rounds for which each member is available to serve. During primary recruitment, committees should arrive early, typically three to four hours prior to the rest of the chapter, in order to set up their round. If possible, the committee should set up as much as possible the day/evening prior to their round. The committees should be organized by the round chairmen and ready to set up for the round. They should be split up into small groups within the committee and assigned to specific tasks, such as balloons, wall décor, food and drink, etc. General Chapter Members Chapter members should expect to arrive at least an hour and a half prior to the start of each day's round. They should arrive dressed and ready to go. All make-up should be on, hair should be styled appropriately, and clothing should be clean and pressed. Once attendance has been taken by the VPCO, the chapter should spend a few minutes helping the round committee finish up last minute decorations, room set-up, etc. Sigma Kappa Sorority Recruitment Supervisor page 29 Sigma Kappa Sorority . Recruitment Supervisor . page 30 It is suggested that chapter members arrive well before the event begins, to do a final walk-through of the round to refresh their memory on songs/chants, speeches, where to stand and rotate, and ask any last-minute questions. Once the final walk-through is complete, bring the chapter members back together to go over last-minute reminders, share the schedule for the day and pump them up. At this point, the RS/VPM advisor should share with them the outcome of the previous round. Specific information that is appropriate to share with chapter members can be found in the Membership Selection Meeting Procedures found in the VPM supplies and RS supplies on the members only side of the Sigma Kappa website. Regardless of the outcome, be upbeat and positive. Get the chapter excited about the PNMs who are returning. Share a few names of returning PNMs that will excite them. Have RGLs review with their groups the names of the women they will be picking up at the door for the first event so that they have time to mentally prepare. Lastly, give the chapter time for a restroom break and have them ready a few minutes prior to the start of the event. Matching Potential New Members Matching chapter members with PNMs during recruitment helps the PNMs build strong relationships with Sigma Kappa from the beginning of recruitment. When possible, PNMs should be matched with chapter members beginning with the first round of primary recruitment. However, matching PNMs is not something all chapters need to focus on for every round. Working with the RS/VPM advisor will help the chapter to determine what round or rounds matching PNMs is most appropriate for. Conclusion of Each Event At the conclusion of each event, rotation groups will convene to assess the PNMs they just met. They are only to rate the PNMs they met in their rotation group during that event and should never rate PNMs they may have already known prior to recruitment. New members may recruit, but they may not rate PNMs. Rating does not take place after the Preference round. No talking as soon as the event is officially over. RS/VPM advisor stands with the list of PNMs that attended that round in case there is a question. Members, without talking, walk straight to their rotation group meeting spot. Members sit in a semi-circle without talking, and they only rate the PNMs that they talked to that day in their rotation group. No one from an outside group or within their group who did not have a conversation with the PNM is permitted to score a PNM. No comments are to be made about another group member's scores. If there is time, the rotation group leader can record comments about each PNM Sigma Kappa Sorority Recruitment Supervisor page 31 her group met and ensures she represents every group member's comments. End of Round After the day's events are over, rotation groups meet with their RGLs. At this point, they may discuss with their RGL any PNMs who came to the day's events, including ones they know but did not recruit this round. It is important for the RGLs to take good notes so that they may voice these opinions in the daily MSC meeting. Please refer to the Membership Selection Procedure Training Manual for more information about the daily MSC meeting. The RGLs will guide the conversations with their groups to ensure that the feedback is limited to aspects that have not already been reflected on the rating cards. For instance, feedback of "I just couldn't talk with her" should be covered in the conversation rating by that chapter member. The RGLs must take into consideration "why" each chapter member feels the way she does about the PNM she is bringing up for discussion. Simply voicing a 'we liked her' or 'we did not like her' if a PNM is in question to be released is not enough information for the MSC to make an informed decision. This, along with the scores that were given after each event, is the opportunity for the chapter to have their voice in the daily membership selection process. Once these rotation group meetings are over, RGLs will meet with the rest of the MSC. Round committee members, or other assigned chapter members, will stay and clean up the room in order to prepare it for the next day's events. Snap Bidding Snap bidding is the process used between the conclusion of bid matching and the start of bid day activities. All PNMs who attended at least one event during primary recruitment, but did not receive a bid, are eligible for snap bidding. Snap bidding ends when bids are distributed. COB begins as soon as bid day begins. A chapter can only snap bid to quota if it was not reached during primary recruitment. In most cases, the FSA will be in communication with the RS/VPM advisor if snap bidding is anticipated for the chapter. The RS should consult the chapter's scoring from recruitment to assess whether a woman would be a desired candidate for a snap bid. Sigma Kappa Sorority Recruitment Supervisor page 32 Getting Assistance from Other Sigma Kappa Chapters Occasionally there are times when a chapter needs assistance from another Sigma Kappa chapter due to a low membership numbers. The RS/VPM advisor should discuss the need for assistance with the chapter, advisory board supervisor (ABS), collegiate coordinator, recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) and any assigned national staff members who are working with the chapter. Should the need arise for another chapter to assist during primary recruitment, or if the chapter is asked to assist another chapter, refer to the procedure outlined in the Vice President of Membership Handbook. Sigma Kappa Sorority Recruitment Supervisor page 33 COB COB is an opportunity for chapters to reach their maximum membership potential by pledging to quota and/or campus total at any other 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 honor new members. See the Handbook for the Continuous Open Bidding Chairman for more information on types of COB. Continuous Open Bidding COB begins at the start of bid day and lasts until a chapter either achieves quota and / or campus total. 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 has established a COB moratorium as another NPC group establishes a chapter on their campus. If this occurs on your campus please refer to the College Panhellenic recruitment rules and the NPC MOI for additional information. COB may take place during each academic term until the start of the next primary recruitment period unless restrictions are in place from College Panhellenic. Structured COB A Sigma Kappa structured COB takes place throughout a designate period, often one- week period. It is a coordinated COB effort planned by the COB Chairman. The schedule of structured COB is similar to primary recruitment with a designated place, time and theme or Sigma Kappa focus placed on the event. Structured COB may or may not be organized and coordinated by the College Panhellenic. Determining the Need for COB The RS/VPM advisor should evaluate chapter membership numbers immediately following the conclusion of primary recruitment and at the beginning of each term once total has been reset. If the chapter is not at quota and/or total, the RS/VPM advisor must contact the COB Chairman to set preliminary membership recruitment goals. Establish goals that are attainable and realistic. If primary recruitment plans have been formulated, the RS/VPM advisor should: Review the COB/COB Plans with the COB Chairman, VPM and chapter president. Finalize the plans, timeline, responsibilities and dates of action. Follow-up with the COB Chairman weekly via telephone and email until quota/total is achieved. Sigma Kappa Sorority Recruitment Supervisor page 34 If COB plans have not been formulated, the RS/VPM advisor should: Work with the COB Chairman, VPM and chapter president to do SO immediately. Contact the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) for ideas and support. Follow-up with the COB Chairman weekly via telephone and email until quota/total is achieved. The RS/VPM advisor should work with the College Panhellenic, COB Chairman and VPM to determine if COB is the right fit for meeting the chapter's needs. If the College Panhellenic is planning to host a structured COB event, it may be best for the chapter to participate instead of organizing their own events. Sigma Kappa Sorority Recruitment Supervisor page 35 RECRUITMENT TOOLS Rating Education Sigma Kappa uses a four-point rating scale, with one (1) being the lowest possible rating and four (4) being the highest. Scores are given for four different membership categories: academic excellence, first impression, conversation and membership potential. The academic excellence score is calculated by the RS, but all other categories are scored by the members following their conversations with PNMs. When providing ratings for PNMs, it is important that members know, understand and reference the established membership standards identified by the chapter through use of the "Ideal Sigma Kappa" workshop. The one (1) to four (4) ratings help illustrate how a PNM meets these set standards as outlined below: If a PNM exceeds the established membership standards, she receives a four (4). If a PNM meets the established membership standards, she receives a three (3). If a PNM almost meets the established membership standards, she receives a two (2). If a PNM does not meet the established membership standards, she receives a one (1). Each category is evaluated separately, so a PNM can have a mixture of scores. Therefore, scoring a four (4) in one category does not mean the PNM will score a four (4) in all other categories. These categories are independent of one another. Rating and membership selection workshops can be found on the members only side of the Sigma Kappa website. Academic Excellence: This category is rated using a combination of the nationally- approved minimum GPA and the campus all-sorority average. Per Sigma Kappa national policy an incoming freshman must have a 2.8 high school GPA to be pledged and an upperclassman must have a 2.5 college GPA. Chapters with deferred recruitment will use a 2.5 GPA as their minimum standard since all PNMs will have completed at least one term of college prior to recruitment. Exceptions to pledge women below the national minimum GPA average must be approved by the collegiate coordinator/new chapter coordinator/specialized chapter coordinator. Academic Excellence Thresholds The Low GPA Threshold is the initiation requirement for the chapter. These GPA thresholds will most likely be different for high school and college. Women with a GPA below this threshold will receive a one (1) for their academic excellence rating. Sigma Kappa Sorority Recruitment Supervisor page 36 The Middle GPA Threshold is the all-sorority average or chapter's overall (or average) GPA from the most recent, whichever is higher. For example, if chapter's overall GPA is a 3.2 and the all-sorority average is a 3.3 the Medium GPA threshold would be 3.3. This will be the same threshold for both high school and college GPA thresholds. Women with a GPA below this threshold but above the low threshold will receive a two (2) for their academic ratino The High GPA Threshold is the all-sorority average + 0.4. This will be the same threshold for both high school and college GPA thresholds. Women with a GPA below this threshold but above the middle threshold will receive a three (3) for their academic excellence rating. Women with a GPA above this threshold will receive a four (4) for their academic excellence rating. Some PNMs provide high school GPAs that are not on the standard 4.0 scale. It is much easier to evaluate high school GPAs on Sigma Kappa's one (1) to four (4) rating scale when they are all of equal value. Therefore, all GPAs must be converted to the standard 4.0 scale. Instructions for making GPA conversions can be found in the OmegaRecruit Recruitment Management System Recruitment Supervisor User Guide. Below is the formula used when making GPA conversions by hand. GPA Calculation Formula PNM's GPA/high school's GPA scale X 4 (PNM's GPA divided by the high school's GPA scale. Multiply the resulting number times 4.) Examples: PNM's GPA is a 4.2 on a 5.0 scale 4.2 divided by 5 = 0.84. .84 x 4.0 = 3.36 PNM's GPA is a 10.8 on a 12-point scale 10.8 divided by 12 = 0.9 .9 x 4.0 = 3.6 PNM's GPA is a 92 on a 100-point scale 92 divided by 100 = 0.92 92 x 4.0 = 3.68 Conversation Rating This category is used to determine how easily the conversation flowed between the PNM and chapter member. Was she easy to talk to? Did she appear to have many things in common with either that chapter member or with other members of the chapter? Was she interested in learning about Sigma Kappa? Be sure that chapter members do not confuse a shy PNM as one who is disinterested. Primary recruitment can be an intimidating experience for some PNMs since they do not have the security of already being in a sorority. If a PNM is the least bit shy, she can tend to "clam up" and conversation can be difficult. Sigma Kappa Sorority Recruitment Supervisor page 37 First Impression Rating This category is used to determine the overall first impression of a PNM. Does she dress appropriately? Is she polished in appearance? Does her appearance reflect that she takes recruitment seriously? Is she approachable and friendly? This is not a rating on whether she is "cute" or "pretty," but rather if she would represent Sigma Kappa well during recruitment and when wearing letters. Membership Potential Rating This category is used to determine whether or not the PNM will be a contributing member of the chapter. Will she uphold the values of Sigma Kappa? Will she be a committed member? Does she appear to be someone who would take on a leadership role? Would she possibly be a member who helps the chapter accomplish tasks and goals without necessarily holding an officer position? Will she be financially responsible to the chapter and the national organization? Will she attend functions willingly and with a good attitude? PNMs should never be rated based on their college classification. For help determining what makes the difference between a one (1) and a four (4) for each category refer to the "Values-Based Membership Selection" workshop found on the members only side of the Sigma Kappa website. Red Flags for the RS/VPM Advisor When Monitoring Scores It is necessary for the RS/VPM advisor to take notice of any trends occurring in the rating of PNMs by certain rotation groups. This can be done using the OmegaRecruit Chapter Hub dashboard. See below for more information about OmegaRecruit. Red flags to monitor include: If the majority of PNMs that are scored by a rotation group are receiving identical scores from every rotation group member, this may be an indication that members are influencing one another's assessment of PNMs. If a rotation group is consistently rating PNMs the same score across every category, this could be an indication that members do not understand the difference in the rating categories. The categories are independent of one another and rarely should a PNM receive the same score across every category. If the PNMs are not meeting at least three members per round, this may be an indication that a rotation group is not rotating effectively. If members are consistently only using 1s and 4s to rate PNMs, this may be an indication that they do not truly understand our PNM assessment process or are trying to skew or intentionally "game" the system to release certain PNMs. If the RS/VPM advisor notices any of these red flags, or inappropriate comments, address these concerns with the RGL of the group in question as soon as possible to Sigma Kappa Sorority Recruitment Supervisor page 38 determine whether the group needs further education or what other next steps should be taken to escalate the issue. Inaccurate or inappropriate rating is a violation of our membership selection policies and should be treated seriously with immediate action. New members may recruit, but they may not rate PNMs. OmegaRecruit Recruitment Management System OmegaRecruit recruitment management system (RMS) is a web-based membership selection tool chapter members use to rate PNMs and the RS/VPM advisor use to keep track of all PNMs throughout recruitment. For additional information, please refer to the Omega Recruit Recruitment Supervisor User Guide available on the members only side of the Sigma Kappa website. Sigma Kappa Sorority Recruitment Supervisor page 39 MEMBERSHIP SELECTION Membership selection occurs throughout recruitment. A member rates every time she assesses a PNM using a rating card. Completing a RIF also expresses the member's voice about the PNM. The MSC invites PNMs to Sigma Kappa invitational recruitment events. Membership selection is always confidential, whether it is the member rating of a PNM or the of a PNM during an MSC meeting. Prior to the first MSC meeting, each members should sign the Membership Selection Confidentiality Agreement found under RS resources on the members only side of the Sigma Kappa website. If there is a question of breaching confidentiality, then the RS should have a conversation with the member. New members may recruit, but they may not rate PNMs. Please refer to the Membership Selection Procedure Training Manual for more specific information related to membership selection and procedures. Membership Selection Committee The MSC will meet daily during primary recruitment following the rotation group review meeting. During COB, the MSC will meet when needed. The responsibilities of the MSC include: Maintaining highest confidentiality of discussions during the meeting. Meeting at the conclusion of each round to discuss the thoughts and opinions of the PNMs that the chapter has shared with their RGLs. Providing consensus on the order placement of PNMs within OmegaRecruit according to daily rankings, RIFs, additional rotation group feedback and the guidance/recommendation of the RS. Recruitment Introduction Forms Sigma Kappa strongly encourages its members, both collegiate and alumnae, to complete RIFs for PNMs. These forms are brought to the recruitment team meeting at the conclusion of each day's events in order to help the RS/VPM advisor guide the chapter in making smart decisions on who to release or invite back. A RIF does not guarantee a PNM will be invited back to the first invitational round, but it does allow the RGLs more insight as to which PNMs are preferred by the members or may already have a strong understanding of Sigma Kappa from knowing an alumnae. RIFs also help a chapter understand which PNMs, if any, are legacies to Sigma Kappa and should receive special consideration during the recruitment process. RIFs can be used to either recommend or not-recommend PNMs for membership. Many RIFs submitted will be positive in nature; however, there is space on the form to identify what type of recommendation is being provided. Sigma Kappa Sorority Recruitment Supervisor page 40 Additional information about RIFs and the online form can be found at http://www.sigmakappa.org/Recommend_a_Member.aspx An acknowledgement must be sent from the chapter to those alumnae women who submit RIFs, thanking them for their contribution. Work with the VPAR to ensure each RIF submitted receives a timely response. The following language can be used as a template for sending thank you notes: Dear (name of alumna), The (chapter name) Chapter at (school name) wishes to thank you for your interest and loyalty in recommending (PNM name). During the recent recruitment period she (which sorority she pledged, if any). We encourage your continued participation in our recruitment program. Loyally in Sigma Kappa, (name of VPM) Vice President of Membership (name of chapter) Sigma Kappa Legacy Policy Importance of Legacies: It is the belief of Sigma Kappa Sorority that 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 Sigma Kappa alumnae: sister, daughter, granddaughter, great granddaughter, niece. While Sigma Kappa strongly encourages chapters to invite legacies to join our membership, legacy status does not guarantee membership and chapters are not required to pledge legacies. A legacy is of great importance to Sigma Kappa because: 1. She possesses built-in knowledge about sorority life and a basic acceptance of membership principles. 2. A legacy can influence other PNMs because of her knowledge. 3. Ongoing support of Sigma Kappa family and Sigma Kappa friends is guaranteed. 4. She has an interest in Sigma Kappa because of her relationship to a Sigma Kappa. Procedure A Sigma Kappa legacy should be invited to the first invitational event during primary recruitment. A potential new member with multiple Sigma Kappa legacy relationships should be given additional consideration. She must be invited to round 3 in a 4-round primary recruitment or round 2 in a 3-round primary recruitment. During COB a chapter may extend a bid to a legacy at any time after she is approved by the MSC. If she requires additional consideration, the Sigma Kappa legacy should be Sigma Kappa Sorority Recruitment Supervisor page 41 invited to the first invitational event during structured COB or two casual COB events. A PNM with multiple Sigma Kappa legacy relationships should be given additional consideration. If she requires additional consideration, a PNM with multiple Sigma Kappa legacy relationships must be invited to round 3 in a 4-round structured COB, round 2 in a 3-round structured COB or three meetings during less structured COB. When a chapter participates in primary recruitment or COB with only one invitational event, the chapter will work with the RS to invite back only legacies whom they wish to pledge. If a legacy attends Sigma Kappa's preference event her name must appear at the top of the bid list. If there are multiple legacies their names must appear at the top of the bid list in alphabetical order by last name. If a legacy is in danger of being released the RS shall assess the situation and has the authority to reverse the chapter's decision. During the membership selection committee (MSC) meeting, the rotation group leaders (RGLs) should provide a full explanation as to why the legacy should not be a member of the chapter. If the RS reverses the decision to release a legacy she should provide a full explanation to the chapter as to why the legacy should be a member of the chapter. A PNM with multiple legacy relationships may not be released without permission from a national recruitment team volunteer. In the event a legacy is released from primary recruitment or COB, only alumnae related to the legacy who completed and indicated on the recruitment introduction form that they wish to receive a release notification will be contacted. This notification is a courtesy and reasons for the release cannot be discussed, as all membership selection business is confidential for the privacy of members and PNMs. Unverified Legacies If you are unable to verify the status of a legacy you may extend her a courtesy invite while you continue to attempt verification via the PNM and / or NHQ. If an unverified legacy attends preference she is not required to be at the top of the bid list. Protocol to Release a Legacy If a legacy is in danger of being released, the RS shall assess the situation and has the authority to reverse the chapter's decision. 1. When the chapter is made aware of a legacy through a RIF, the Sigma Kappa to whom she is related should be contacted by the chapter president, VPM or RS/VPM advisor, where the College Panhellenic rules allow, acknowledging her participation. When the member's contact information is not provided, the chapter may look her up using Member Search on the members only side of the Sigma Kappa website or contact NHQ during business hours for current information. 2. Contact NHQ during business hours to determine the member's status: member of an alumnae chapter, current/former national officer or advisory/corporation board Sigma Kappa Sorority Recruitment Supervisor page 42 member, Foundation contributor, etc. This is important and should be a consideration in any release decision concerning the particular legacy. 3. If a legacy is released, ONLY Sigma Kappa members who completed and indicated on the RIF that they wish to receive release notification will be contacted. The RIF allows the alumna to decide how she would like to be contacted if she would like to be contacted. If the RIF indicates she would prefer a phone call or email, it is always best to attempt contact via phone call first, as a personal conversation gives the RS the chance to speak with the Sigma Kappa and help alleviate any hurt feelings that releasing a legacy may cause. This call should be placed immediately, preferably that same night unless otherwise indicted on the RIF. If the member is unavailable via phone call and has indicated she would like a phone call or email, a follow-up email may be sent. It is important to ensure the alumna is notified of the release prior to the PNM receiving her invitation list. Remember to be respectful and avoid calling an alumna in the middle of the night. If a release occurs during an inappropriate time of day, place the call first thing in the morning unless otherwise indicted on the RIF. This release notification is a courtesy and reasons for the release cannot be discussed, as all membership selection business is confidential for the privacy of our members and PNMs. 4. For legacies being released who only have one Sigma Kappa relationship, the RS MUST send an email to the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator and the collegiate recruitment specialist to notify them of the release. This ensures that the necessary parties are aware of protocol being followed should questions arise from the legacy's Sigma Kappa relative. 5. Should the chapter feel it necessary to release a multiple legacy, this should be done at the conclusion of the round preceding preference during primary recruitment. PNMs with multiple Sigma Kappa legacy relationships may not be released without permission from a national recruitment team volunteer. Additionally, when a PNM with multiple Sigma Kappa legacy relationships is going to be released, the RS MUST immediately send an email to the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator, national vice president for membership, director of recruitment/director of specialized recruitment/director of new chapter recruitment (as applicable) and director of growth. Sample Phone Script "Hi (name of Sigma Kappa alumna). My name is (name of RS) and I am the recruitment supervisor for the Sigma Kappa (chapter) at (institution). The Sigma Kappa women had the opportunity to meet (name of PNM) during recruitment. They have enjoyed getting to know her during and they value the importance of your Sigma Kappa experience I wanted to reach out to you to let you know that Sigma Kappa will be not be inviting Sigma Kappa Sorority Recruitment Supervisor page 43 (name of PNM) back to the next round of recruitment. I realize this may not be the news you wanted to hear, and I am sorry. The women of Sigma Kappa hope that (name of PNM) will continue through the process of recruitment and find a home that will come to mean as much to her as Sigma Kappa has meant to you." Sometimes a relative is disappointed her legacy has been released and may have an impassioned response that requires escalated communication. An RS should communicate directly with the recruitment coordinator, who should communicate with the director of recruitment/director of new chapter recruitment/director of specialized recruitment and NVPM. In these cases, the following should be verified to help guide additional conversations with a disappointed relative: Was a RIF submitted? If not, has she claimed her website account? Is she a foundation donor? Is she a member of an alumnae chapter? If a disappointed relative exhibits inappropriate behavior, immediately begin the escalation procedure. In the event a legacy is released by mistake or any other emergency arises, contact the F/SA and recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator and director of growth immediately. 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. If a situation qualifies as a MO the RS/VPM advisor must release the PNM at the conclusion of the current round. An exception to this timeline is a situation where a legacy receives a MO, in which case the legacy policy is followed but the PNM is released the round which corresponds to the legacy policy. In this situation, the RS/VPM advisor must clearly communicate to the chapter member who raised the MO when the PNM will be released. The RS/VPM advisor should consult the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator if guidance is needed for any MO. 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 Sigma Kappa Sorority Recruitment Supervisor page 44 currently viewable on social media. A MO cannot be hearsay or rumor. It is up to the discretion of the RS/VPM advisor to decide if the PNM will receive a MO. If the RS/VPM advisor does not grant the MO, she may choose to make the MSC aware of the concern. 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. The examples above were either seen first-hand or on social media by the member which makes them eligible to be considered as a MO. If the examples said, "I heard this PNM participated in illegal drug use", it could not be submitted as a MO. Grade Risk Policy It is not necessary to automatically release a PNM who is considered a grade risk during the first round of releases. These PNMs will receive an overall lower placement on the daily invitation list due to their academic excellence score being lower. The only grade risks that should always be released at the conclusion of the first round are those that have a GPA below the national requirement to be initiated. Please see National Policy Handbook for the specific information. Under RFM some chapters are asked to release a large number of women after round one and/or round two. If this is the case, it may be better to invite back a PNM who can be initiated in order to fill the next round's events. Consider if the PNM is scoring well in the conversation, first impression or membership potential categories. It may be more beneficial to keep the grade risk that the chapter likes and release other PNMs. If that PNM is still scoring very high after the next round, then the RS/VPM advisor can discuss the possibility of not releasing them with the collegiate coordinator/new chapter coordinator/specialized chapter coordinator. However, if the number of PNMs the chapter is being asked to release is very low, it may be more prudent to release the grade risks rather than keep them. If the RFM specialist has asked that you release PNMs you know you will not be extending a bid to at the conclusion of the first round, please follow their advice. Pledging Policy Any individual who consistently lives and identifies as a woman who qualifies for membership under the Bylaws and is pursuing a bachelor's degree at a college or university in which a chapter is located shall be eligible to be pledged. Please see National Policy Handbook for the full list of conditions to be pledged to Sigma Kappa. Sigma Kappa Sorority Recruitment Supervisor page 45 Invitation List The invitation list includes the PNMs that the chapter would like to invite to the next round based on the carry figure provided by the RFM specialist and F/SA. The carry figure is the maximum number of PNMs the chapter may invite to the next round. This number is determined based on the chapter's PNM priorities and historical returns. It is possible to invite fewer PNMs, but approval must first be secured from the chapter's recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator. Inviting fewer PNMs is highly discouraged as it will significantly lessen the chapter's chances of matching to quota. This number is not shared with collegians. At the conclusion of each MSC meeting, the RS should prepare the daily invitation list. The final bid list is prepared by the RS after preference round, in rank order with legacies listed at the top. If there are multiple legacies their names must appear at the top of the bid list in alphabetical order by last name. Invitation and bid lists should not differ greatly from the list of PNMs in average score provided by OmegaRecruit. The final invitation lists and bid list should not be viewed by the chapter at large. In some cases, the RS may need assistance from collegiate members, such as the VPM, president, or members of the technology committee, to submit invitation and bid lists. The RS should emphasize that invitation and bid list information is confidential and she should ensure collegiate members with access to this information have signed the technology confidentiality agreement. See below for more information on bid list submission. See the step-by-step outline of the MSC meeting procedures found in the VPM supplies on the members only side of the Sigma Kappa website. Flex Lists Flex lists are designed to allow the RFM specialist and F/SA to make "corrections" to invitation lists during recruitment. Sometimes a chapter's performance differs a bit from years past, and it becomes necessary to adjust their invitation matching to compensate. Think of the flex lists as a "safety net" to help the chapter on its way to matching quota. If requested by College Panhellenic, flex lists are to be completed and submitted along with the invitation lists. There are two types of flex lists, the flex plus/add list and the flex minus/remove list. To complete the flex plus/add list, begin with the PNMs the chapter is releasing. The flex plus/add list is comprised of the highest scoring PNMs on the "release" list in order from highest to lowest average score until you reach the requested flex plus/add number. This list is named the flex plus/add list because a PNM who was released may actually be added back to chapter's invitation list in case Sigma Kappa was asked to release too many for a particular round. Think of this list as "if we could invite more PNMs, who would be our next choice?" Sigma Kappa Sorority Recruitment Supervisor page 46 Ensure no grade risks, moral objections or legacy intended to being released are on the flex plus list. To complete the flex minus/remove list, begin with the PNMs the chapter is inviting back to the next round. Start with the lowest score of the PNMs that are on the Sigma Kappa "invitation" list and work upward to the highest score until the flex minus/remove number is achieved. This list is named the flex minus/remove list, because a PNM on the invitation list to the next round may actually be released in the event that the carry figure for Sigma Kappa did not end up releasing enough PNMs. Think of this list as "if we couldn't invite as many PNMs, who would we chose to not invite?" It is imperative to ensure that legacies are never on either flex list. All chapters MUST provide a flex minus/remove list each round it is requested. This is non-negotiable. While it is not mandatory for a chapter to provide a flex plus/add list, not doing so is considered under-inviting. The stronger a chapter is at recruitment, the lower their carry figure will be. It is always important to take advantage of the "safety net" of a flex plus/add list. Please note that use of a flex plus or flex minus list is not always indicative of chapter performance. It could be because other chapters performed better or worse than past years, or if PNM retention increased or decreased from past years. Many factors influence the need for a flex plus or flex minus list. Bid List The final bid list is prepared by the RS after preference round. The bid lists should not differ greatly from the list of PNMs in average score provided by OmegaRecruit RMS. The final bid list should not be viewed by the chapter at large. In some cases, the RS may need assistance from collegiate members to the bid lists such as the VPM, president, or members of the technology committee. The RS should emphasize that bid list information is confidential and she should ensure collegiate members with access to this information have signed the technology confidentiality agreement. The bid list is prepared in the following order under the supervision of the RS. 1. Legacies always go to the top of the bid list in alphabetical order, regardless of classification or average score. 2. PNMs should then be ranked starting with the highest average score to the lowest average score. If there is a duplication of scores, the PNMs are ranked by GPA. If the GPA is the same, then place a PNM with a RIF/recommendation above a PNM without one. The RS must Sigma Kappa Sorority Recruitment Supervisor page 47 place every PNM who attended the chapter's preference round on the bid list. Place regrets and no shows at the bottom of the bid list. If a PNM matches to a chapter during bid matching, she must be accepted as a new member. After the bid list is prepared, the RS submits it to the College Panhellenic in the format that Panhellenic is using. The RS represents Sigma Kappa at bid matching when permitted by the College Panhellenic. Sigma Kappa Sorority Recruitment Supervisor page 48 AFTER PRIMARY RECRUITMENT Recruitment is a 365-day process and never truly ends. If the chapter does not match quota during primary recruitment, or matched quota but remains under campus total, please refer back to the information regarding COB. Remaining engaged with the chapter year round ensures effective planning for the next primary recruitment, more effective COB practices and builds rapport and trust with the chapter. Bid Day Think of Bid Day as another round in recruitment. The VPNME is the round chair. While this round is not technically the responsibility of the VPM to plan and execute, it is important for the VPM and VPNME to work closely together to ensure a successful day. If Some New Members Do Not Attend Bid Day Occasionally, a chapter will have PNMs who do not show up on Bid Day. The first step is to contact your College Panhellenic office to determine if these PNMs had an excused absence. When possible and applicable, send a small (1-2 people) team of chapter members to her dorm room or apartment to visit her in person. It may be possible that Sigma Kappa was not her first choice and she is unsure if she wants to be a part of our sorority. These chapter members should be caring women who can make the PNM feel comfortable and convey their sincere hope she will accept the bid. It may still be possible to have the PNM join Bid Day festivities once she is more comfortable. Otherwise, have the chapter members take her out to lunch or dinner on her own to get to know her better. If it is obvious that the PNM has no intentions of joining Sigma Kappa, the VPM should contact the COB Chairman and let her know that there is an open spot so that she may begin the process of filling it. Most importantly, keep the VPM calm. If able, have her explain to the chapter that this sometimes happens and that regardless of the outcome they need to show the new members who did show up that we love them and care for them. If the VPM gets upset about no-shows in front of the chapter this will negatively affect Bid Day for everyone. If Sigma Kappa Was Not Some New Members First Choice It's important to help the VPM understand that few, if any, chapters have a situation where every single new member listed Sigma Kappa as their first choice after preference. This is why Bid Day is still an important part of recruitment. We are technically still recruiting these women. The VPM should work with the VPNME to select the appropriate heart sister for that new member, ensuring she is caring, responsible, fun and has a personality that will click with the new member. Make sure that both the president and VPM spend some time with new members so they feel welcome and at Sigma Kappa Sorority Recruitment Supervisor page 49 home with Sigma Kappa. The more sisters they meet who are similar to themselves, the better the chance that the chapter will retain them as members. Disposal of Sensitive Information The RS and VPM advisor are responsible for proper collection and shredding of all sensitive recruitment related documents. This includes, but is not limited to, chapter member and RGL notebooks, anything physical related to rating and conducting a "Master Reset" in OmegaRecruit. Recruitment Supervisor Reports Complete the RS primary recruitment report through Smarter Select. The report is due within 14 days of the conclusion of primary recruitment. Additionally, the recruitment supervisor is required to submit a term report at the end of each term. Details about each report is available on the members only side of the Sigma Kappa website in the RS Supplies. The RS/VPM advisor should also review all VPM and COB Chairman reports prior to being submitted. A complete listing of these reports along with deadlines is found on the members only side of the Sigma Kappa website under the VPM and COB Chairman supplies. If you have great recruitment ideas or photos you would like to share, please submit them through the Members Only side of the members only side of the Sigma Kappa website at :https://sigmakappa.org/members-only/toolbox/recruitment-photo- submissions/. Evaluations During the first new member meeting, the new members should fill out the evaluation listed within the VPM supplies on the members only side of the Sigma Kappa website. The chapter members should fill out the chapter evaluation during the first chapter meeting following recruitment, also located within the VPM supplies on members only side of the Sigma Kappa website. These forms should be shared with the RS/VPM advisor and kept in the VPM notebook as tools for preparing for the next primary recruitment. Maintaining Recruitment Statistics Chapter recruitment statistics and reports should be on file for a minimum of three years by the RS/VPM advisor. To obtain missing reports, contact the chapter's recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator. Standards of Excellence Sigma Kappa Sorority Recruitment Supervisor page 50 Ensuring that the chapter's recruitment efforts align with Sigma Kappa's Standards of Excellence program requirements is an important responsibility of the RS/VPM advisor. Refer to the Standards of Excellence materials on the members only side of the Sigma Kappa website under Collegiate General Supplies for specific requirements. Sigma Kappa Sorority . Recruitment Supervisor . page 51 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 www.sigmakappa.org Sigma Kappa Sorority . Recruitment Supervisor Handbook .