SIGMA KAPPA Voices Strong. Hearts United. Handbook for the Vice President of Membership 2015 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual, and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Constitution This purpose builds on the values of our organization: friendship, loyalty, service and personal growth, all bound by a promise. National council affirms that Sigma Kappa collectively can only grow through the prosperity of each individual chapter. Such prosperity must begin with sound and lasting leadership. Each chapter officer is provided a handbook designed to give her the information needed to perform the duties of her office and assist the chapter in achieving the Sigma Kappa Standards of Excellence. Serving as a collegiate chapter officer exemplifies Sigma Kappa's purpose and values. © 2015 Sigma Kappa Sorority Sigma Kappa Sorority Vice President of Membership Handbook page 2 TABLE OF CONTENTS The Vice President of Membership 5 Job Responsibilities 5 Advisor to the Vice President of Membership 6 Recruitment Supervisor 7. Recruitment Styles and Formats 8 National Panhellenic Conference Recruitment Styles 8 National Panhellenic Conference Formal Recruitment Formats 8 Informal Recruitment 9 Rotation 11 Types of Rotation 11 Rotation Groups 12 Rotation Group Leaders 12 Role of the Chapter President & Vice President of Membership During Recruitment Events 14 Round Planning 15 Developing Round Plans 15 Developing a New Round 16 Round Elements 16 Speakers 18 Song Leader & Singers 18 Types of Rounds 19 Skit Round 19 Philanthropy Round 19 House Tours 20 Preference Rounds 22 Pre-Recruitment 26 Preparing for Pre-Recruitment Week 26 Recruitment Excuses 27 Recruitment Workshops 27 Alumnae & Parent Participation 28 Formal Recruitment 29 Round Committee Members 29 General Chapter Members 29 Sigma Kappa Sorority Vice President of Membership Handbook page 3 Matching Potential New Members 29 What to do if the Recruitment Supervisor and Vice President of Membership Advisor are Not Available 30 Assessing Potential New Members 30 Conclusion of Each Event 31 End of Round 31 Membership Selection 32 Membership Selection Committee 32 PNM Tracker/Bidlily Recruitment Management System 32 Legacy Policy 32 Moral Objections 33 Recommendations/Recruitment Introduction Forms 33 Grade Risk Philosophy 33 Preparing for Daily Membership Selection Committee Meetings 34 Invitation List 34 Flex List 35 Bid List 35 Quota Range for Release Figure Methodology Campuses Snap Bidding 36 Following Up 37 Bid Day 37 Informal Recruitment 38 Vacancies in Total Chapter Size 38 Thank You Notes 38 Disposal of Sensitive Information 38 Reports 38 Evaluations 39 Vice President of Membership Notebook 39 Year Round Public Relationships and a Successful Recruitment 40 Chapter Websites 40 Online Communities 40 Getting Assistance from Other Sigma Kappa Chapters 42 Sigma Kappa Sorority Vice President of Membership Handbook page 4 THE VICE PRESIDENT OF MEMBERSHIP The vice president of membership (VPM) is elected by the collegiate chapter and is responsible for the collegiate chapter's membership through formal and/or informal recruitment. She educates and guides the chapter in recruitment techniques, procedures, planned membership growth, as well as college Panhellenic recruitment rules. She is a member of the executive council and is responsible to the president of the chapter. She works closely with the vice president of programming (VPP) to develop a balanced calendar for the chapter that includes recruitment workshops and events.. The continuing membership chairman (CMC) reports to the VPM, and is responsible for planning and coordinating the informal recruitment efforts of the chapters; however, the VPM is responsible for ensuring the chapter's informal recruitment efforts are carried out effectively throughout the year. In light of these responsibilities, the VPM must do the following tasks. They are grouped together as they relate to one another. Prepare for the role: Read, comprehend and follow the Handbook for the Vice President of Membership, the Handbook for the Continuing Membership Chairman and the Membership Selection Procedure Training Manual. Access and watch all training modules associated with the VPM role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable about all policies and procedures regarding recruitment and membership selection. Ensure all recruitment requirements for Standards of Excellence are met. Collaborate with others: Serve as a contributing member of the executive council. Work closely with the recruitment supervisor (RS), VPM advisor and the recruitment team. Attend College Panhellenic meetings focused on recruitment, reporting any proposed changes to the RS, recruitment coordinator/specialized recruitment coordinator / new chapter recruitment coordinator (as applicable) and Panhellenic coordinator prior to approving the changes. Work closely with the VPP to assure that chapter programming and calendar include information and workshops on membership recruitment and membership selection. Work closely with the vice president of new member education (VPNME) to ensure bid day plans are completed prior to recruitment and are competitive Sigma Kappa Sorority Vice President of Membership Handbook page 5 based on norms for the campus. Schedule a time with the VPNME to meet with the new members for recruitment education. Work with the vice president of finance (VPF) to manage the recruitment budget. Work with the VPF to compile all financial information that would be of interest of potential new members (PNMs) to be shared during recruitment. Work with the vice president of alumnae relations (VPAR) to communicate with local alumnae regarding assistance needed during recruitment. Work with the vice president of communication (VPC) to monitor attendance at recruitment events and workshops. Work closely with the sisterhood chairman to ensure sisterhood activities are included in all recruitment workshops and events. Manage others: Educate chapter members on "planned" membership growth. Recruit members to serve on the recruitment team and conduct team meetings. Attend all Membership Selection Committee (MSC) meetings during formal/informal recruitment. Oversee round chairmen and rotation group leaders (RGLs) during recruitment. Work closely with the CMC to ensure informal recruitment plans are in place and well executed. Support the CMC and all of her informal recruitment efforts. Ensure the chapter president meets all legacies during recruitment in support of the Sigma Kappa Legacy Policy. Develop and maintain resources: Build and maintain a VPM file, including information about previous recruitment plans, budgets, evaluations from chapter members and new members from the last formal recruitment, expense reports and VPM reports from the past three years. Develop and implement recruitment efforts, as outlined in recruitment reports, to be approved by the RS/VPM advisor. Develop and organize the pre-recruitment schedule and workshops for each term. Complete a post recruitment evaluation and analysis, making notes about areas to change or keep consistent for following years. Update files and assist in the training of the next VPM. Communication responsibilities: Prepare and submit the VPM reports by the deadlines set forth in the collegiate officer monthly calendar in Live Sigma Kappa. Sigma Kappa Sorority Vice President of Membership Handbook page 6 Send good luck and congratulatory notes to all fraternities and sororities before and after recruitment with the help of the vice president of communications (VPC). In partnership with the vice president of alumnae relations (VPAR), respond to all collegiate members and alumnae who submitted recruitment introduction forms (RIFs), thanking them and letting them know the status of the women they recommended. Send thank you notes to appropriate individuals following recruitment. Advisor to the Vice President of Membership The advisor to the VPM is a member of the advisory board who advises and guides the VPM and CMC year-round in the chapter's recruitment efforts. To learn more about developing a relationship with your advisor, watch the module in SKILLab: Sigma Kappa's Interactive Learning Lab that highlights best practices for building this relationship. What If You Don't Have an Advisor? If you don't have an advisor, there are several other resources to look to for assistance, they are: Advisory board supervisor Collegiate coordinator Recruitment supervisor Recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) Recruitment Supervisor According to the National Policy Handbook, national council appoints the recruitment supervisor (RS) every year for each collegiate chapter. In some cases the VPM advisor is the RS; however, in many situations, national council may appoint another volunteer/staff member to assist the local VPM advisor and serve as the RS. Appointed by national council, the RS is empowered to make membership selection decisions in the best interest of the chapter. When the chapter has both a RS and a VPM advisor, it is important for both of them to communicate regularly. The relationship between the RS and VPM advisor is similar to the relationship between the VPM and CMC concerning informal recruitment. The CMC is focused on the details while the VPM is focused on the big picture and supervising of details. The key to a successful recruitment is clear communication between all involved. In some instances, a national staff member or volunteer may be assigned by the national organization to assist a chapter during recruitment. She may take on the role of Sigma Kappa Sorority Vice President of Membership Handbook page 7 recruitment supervisor or be there to guide the current RS/VPM advisor in their duties. Often times, she will come to the chapter for pre-recruitment to assist with planning and workshops. Sigma Kappa Sorority . Vice President of Membership Handbook . page 8 RECRUITMENT STYLES AND FORMATS Recruitment is constantly changing and evolving. In order to find the most current and up-to-date styles and formats, the VPM should familiarize herself with the National Panhellenic Conference (NPC) Manual of Information (MOI). The MOI can be found in Live Sigma Kappa. National Panhellenic Conference Recruitment Styles There are four styles of recruitment currently used by the NPC, described below. Continuous Open Bidding Potential new members (PNMs) explore options at their discretion. The College Panhellenic does not set dates for recruitment or offering bids. There is no formal bid day; however, an event may be scheduled at an appropriate and convenient time to honor new members. There is no quota used but chapters can match to campus total if campus total has been established. This is determined on a case by case basis depending on the university's needs. Minimally Structured Formal Recruitment Chapters collaborate through the College Panhellenic to ensure there are no schedule conflicts with their planned events. PNMs are free to explore the available options at their discretion and are not required to visit all chapters. Each chapter determines the types and times of social occasions they will host and this may include a preference event. The College Panhellenic determines the date for issuing bids in most circumstances. There is no structured Bid Day; however, a short event that is specific to the campus traditions and situation may be planned by the College Panhellenic to welcome all new members. Quota is not used and chapters pledge to campus total. Partially Structured Formal Recruitment Events are established within a more loosely defined time frame, providing PNMs the flexibility to attend events according to their own schedule and interests. PNMs are required to visit each sorority at least once. A preference event and Bid Day conclude recruitment. Quota is used. Fully Structured Formal Recruitment This style of recruitment is traditional, with structured events highlighting positive aspects of sorority life and responsible membership. Traditional recruitment works well on many campuses, generally those with a large number of women interested in becoming part of the Greek community. The College Panhellenic determines the time and number of events and rounds. PNMs participate in the mutual selection process. Sigma Kappa Sorority Vice President of Membership Handbook page 9 Quota is used. National Panhellenic Conference Formal Recruitment Formats Recruitment formats refer to the "frills" used during a structured recruitment process. Frills refers to the decorations and other pieces of recruitment outside of conversation. These elements include but are not limited to matching/coordinated outfits, elaborate decorations, skits and refreshments. The NPC MOI also states that, "The College Panhellenic as well as individual chapters remain responsible for ensuring that recruitment events are values-based and reflective of the women's fraternal experience. Prior to making a final decision regarding recruitment style, the College Panhellenic should review the philosophy of No-Frills Recruitment and plan to incorporate it into its style selection." Full Frills Full frills generally entails the extensive use of decorations, entertainment and refreshments. Most College Panhellenics that use full frills have some guidelines. These guidelines usually include a strict budget which each chapter must follow, outlines on serving food and drink, and specific time limits for entertainment. While there is a focus on frills for this type of event, the VPM should not forget the importance of conversation. The chapter still must show the PNM the values of Sigma Kappa. Modified Frills Modified frills is the most popular type of recruitment style chosen by Panhellenic groups. The intention of modified frills recruitment is for the focus to move away from the decorations, entertainment and refreshments and to focus more on conversation and personality. If a College Panhellenic has chosen modified frills, chapters have to focus on balancing the decorations and entertainment alongside conversation and values-based recruiting. No Frills The intention of no frills is to move the focus of recruitment away from the decorations, entertainment, and refreshments and focus more on conversation and personality. By choosing a no frills recruitment, the College Panhellenic expects chapters to focus on recruiting through the values of sorority life. Workshops should be planned throughout the semester prior to formal recruitment and in the weeks before formal recruitment to prepare members for conversation. Use the conversation workshops that are provided in Live Sigma Kappa to help the chapter get ready. Sigma Kappa Sorority Vice President of Membership Handbook page 10 Informal Recruitment Informal recruitment should be used in any of the following circumstances: The chapter is not at campus total. They have not obtained formal recruitment quota, even if they are above campus total. They did obtain quota but a potential new member did not accept a bid or dropped out prior to formal pledging, even if they are above campus total. The only exception is when a College Panhellenic is supporting another NPC group colonizing a chapter on their campus. For chapters with winter/spring formal recruitment periods, informal recruitment begins at the beginning of the academic year and continues until the local silence period for the upcoming recruitment. Refer to the College Panhellenic recruitment rules or more details on this. Informal recruitment may or may not be organized and coordinated by the College Panhellenic. Any unaffiliated woman is eligible for informal recruitment, as long as she meets the requirements set by the College Panhellenic and by the national organization and as long as she hasn't signed an Membership Recruitment Acceptance Binding Agreement (MRABA) in the past year; however, if a woman is released during formal recruitment and expresses interest in membership during informal recruitment, she may only be extended an invitation of membership to Sigma Kappa with the written permission of the RS. Unless the chapter is at campus total and has pledged to formal recruitment quota, a chapter should make every effort to reach quota/campus total through informal recruitment. A chapter may find itself below campus total at many points throughout the year due to the loss of a new member during the new member period, seniors graduating mid-year, members withdrawing or members transferring. Taking advantage of informal recruitment will allow a chapter to rebuild its membership to campus total. All chapters should prepare plans for informal recruitment, regardless of past recruitment history. Informal recruitment is critical to the success of many chapters and therefore must be pre-planned. Each chapter should have a designated CMC whose primary responsibility is to plan and implement informal recruitment. She should be elected or appointed when all other officers and chairmen are elected or appointed. The VPM oversees informal recruitment and must support the CMC and ensure the chapter continues their informal recruitment efforts until quota and/or campus total are reached. Sigma Kappa Sorority Vice President of Membership Handbook page 11 For chapters who are not at campus total, or do not achieve quota, it is important to realize that implementing the informal recruitment plan as soon as College Panhellenic allows is essential. Chapters may incorporate recruitment events into their established chapter programs.-Since informal recruitment is typically immediately following formal recruitment, excitement is generally high amongst the new members, and they may be able to bring their non-Greek friends to planned events. Excitement among the new member class can help ensure a successful informal recruitment period for the chapter. It is also beneficial to incorporate the new members into the new member class as soon as possible so they do not miss key bonding time with the chapter and important education. For detailed information regarding informal recruitment see the Handbook for the Continuing Membership Chairman. Sigma Kappa Sorority Vice President of Membership Handbook page 12 ROTATION When building and finalizing round plans, keep in mind that the way your chapter members will meet PNMs is by rotation. By using rotation, chapter members will be able to circulate effectively, using limited time wisely as they keep interaction moving smoothly and get to know as many PNMs as possible. When choosing a rotation system that meets the needs of the chapter, consideration should be given to how many members your chapter has in comparison to the number of PNMs that will be attending events. Also take into consideration the type of rotation other sororities are using on your campus. Lastly, take into consideration the type of recruitment round: open house, displays, entertainment, philanthropy activities, or house tours. Rotation maximizes the opportunity for members to meet PNMs and for PNMs to meet a true representation of the chapter and not just one or two personalities. The goal is for the PNMs to meet at least four members each round. This allows them to meet a variety of personalities and gives them the opportunity to potentially click with a chapter member. It also gives a more even view as to the chapter's opinion on the PNM based on the scoring. Types of Rotation Below are descriptions of each type of rotation style. For diagrams and further explanations of these rotation styles, access the training modules located in SKILLab: Sigma Kappa's Interactive Learning Lab. Bumping Bumping is flexible and easily adaptable for any number of PNMs. In this style of rotation, the chapter is divided into small groups. During each round, a PNM meets one member of a given group, then is transitioned, one by one, to other members of only that group. This rotation provides a comfortable, relaxed atmosphere when the members have practiced enough to know when to rotate and make easy transitions. Practice is required in order to effectively execute this style of rotation. Hostess Hostess rotation allows for flexibility in each recruitment event, producing a comfortable feeling for recruiter and PNM. In hostess rotation, a member is responsible for one PNM and gets to know her well during the recruitment event. This type of rotation works best in a stand-up recruitment situation and allows the member and the PNM to connect early in the recruitment process. Hostess rotation is recommended when recruiting a Sigma Kappa Sorority Vice President of Membership Handbook page 13 smaller number of PNMs or when PNMs are already well known to the chapter members. Buddy Rotation In "buddy" rotation, chapter members are paired up as buddies and exchange PNMs at a designated location. This rotation requires choreography and practice to be successful. Preference Teams Some chapters prefer to have one member assigned to a PNM throughout the entire preference event, while other chapters prefer to take the stress off of one recruiter and add a more social aspect to their preference. In this type of rotation, one member is assigned to "greet" the PNM at the beginning of the event, which allows for lighter conversation and show a more social side of the chapter. Then the member assigned to talk to or "pref" the PNM, will "bump" the greeter when it is time to transition into more focused and softer preference conversation and will continue to host the PNM for the rest of the event. This is applicable when one member would be a good fit for two PNMs coming to the same event. She can be a greeter for one, and when she is "bumped," she can go to the PNM she is going to pref. When there are more members than PNMs, this allows for more of the chapter to get involved in the process and deepen connections with more than one member throughout recruitment. However, this style requires double the preparation and increased time due to matching two sisters for each PNM. Rotation Groups During recruitment, the chapter should be broken up into rotation groups. PNMs will rotate throughout these groups in order to meet the chapter and give the chapter an opportunity to meet and assess them. Effective rotation groups are crucial to a successful recruitment. As the VPM, you should carefully consider your roster when dividing the chapter into 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. Sigma Kappa Sorority Vice President of Membership Handbook page 14 Rotation groups should not be changed as the rounds progress. It is best to keep the same members in the same group, with the same rotation group leader (RGL) throughout recruitment in order to build a trust and comfort factor amongst the chapter members. Since the RGL will represent their voice in the daily MSC meeting, keeping the groups the same each round will allow that RGL to report accurately during the meeting. Rotation Group Leaders RGLs are chosen by the VPM to lead each rotation group. RGLs are responsible for meeting every PNM that comes through their rotation group, hold meetings at the end of each recruitment round to gather the thoughts and opinions about PNMs met by their rotation group, and serve as the voice of the chapter members in their rotation group during MSC meetings. 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 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. To ensure that qualified individuals are selected to serve as RGLs, an application process should be used. The VPM, VPM advisor and RS will review these applications and appoint the RGLs. You may still need to recruit a few members who you feel will do a strong job after this selection process is concluded. A sample application can be found in the VPM supplies in Live Sigma Kappa. 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. Be aware if a group member will be absent or late to any events and guide the other group members in how to handle this change in rotation. 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. Sigma Kappa Sorority Vice President of Membership Handbook page 15 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, but is not limited to: Pens, quick dissolving breath mints or strips, 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. Rotation Group Leader Training One of the keys to a smooth recruitment and membership selection is having well trained rotation group leaders. It is helpful to have a meeting with the RGLs prior to the start of the workshops. This can help build their confidence to be strong leaders during the workshops as well as giving them the tools and knowledge to address many of the questions their rotation groups may have. Rotation Group Leaders Role during Pre-Recruitment RGLs should ensure their group is comfortable with rotation and does not have questions or concerns going into formal recruitment. It is important that each leader know every part of the group's rotation so she can offer immediate suggestions should rotation change in the middle of an event. The group should spend time getting to know each other well during pre-recruitment by meeting for meals, working on projects together and practicing together. It is also recommended that the RGL collect contact information for her group so she is able to contact them if necessary. Rotation Group Leaders Role during Formal Recruitment It is the responsibility of the RGL to keep her group organized and motivated throughout the events. The RGL serves as the voice of the group during post event debriefing. She knows which PNMs made a lasting impression on her group and those of whom her group did not have a favorable impression. RGLs will meet with the recruitment team every day before the events start and after the events conclude for each round. MSC will take place after every round up until the round prior to preference. Since the recruitment team cannot meet every PNM going through recruitment, the RGLs are the eyes and ears for their groups. Their input during the MSC meetings is essential. Sigma Kappa Sorority Vice President of Membership Handbook page 16 Role of the Chapter President & Vice President of Membership during Recruitment Events The VPM and president should serve as ambassadors of the chapter, welcoming all PNMs to the recruitment events. They should not be placed in rotation groups, unless it is necessary due to chapter size. Then one or both should be assigned to separate rotation groups. The president and VPM should make it a goal to say hello and welcome each PNM every day, paying special attention to legacies and PNMs that we need another opinion on. As ambassadors, they will NOT score PNMs unless they are a member of a rotation group, OR have special permission from the RS/VPM advisor in order to meet a questionable PNM, a legacy, a PNM with multiple RIFs, or if a group is having problems rotating and they need more raters. The VPM and president will have a voice and a vote at the MSC meeting. Sigma Kappa Sorority Vice President of Membership Handbook page 17 ROUND PLANNING Deciding on the round plans is one of the first things a VPM will do. Round plans are due to the national organization the semester prior to formal recruitment. Refer to the Collegiate Officer Master Calendar in Live Sigma Kappa for the specific due date. Every effort should be made to complete the plans with as much detail as possible at the time of submission in order to allow ample time to prepare as well as to reduce last minute stress and disorganization. Complete round plans must also include any entertainment that will be provided. 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 on to use their round committees properly to ensure that all details of the plan are prepared ahead of time and are ready to be put into place during formal recruitment. They should meet with the VPM at least once a month during the semester prior to formal recruitment to check in and verify that the plans are being carried out in the manner that the VPM envisioned. 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 semester prior to 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 formal recruitment from the VPC so nametags can be made or purchased. Round Committees Every member of the chapter outside of the recruitment team should be assigned to a round committee. Consider allowing chapter members to sign up for the round committee of their choosing. This prevents the VPM and round chairmen from having to assign committees. Round committees are responsible for: Assisting the round chair in completing decorations. Assisting the round chair in setting up for each round. Assisting the round chair in cleaning up after their assigned round. Preparing refreshments for their assigned round. Sigma Kappa Sorority Vice President of Membership Handbook page 18 Developing Round Plans The process of determining round plans begins with evaluation and questioning of the previous year's recruitment. Evaluations of formal recruitment by both the chapter members and new members should have been completed by the prior VPM and placed in the VPM files. Referring to the evaluations will provide valuable feedback regarding the round. Go through the round returns for each round with your RS and VPM advisor for feedback and help to determine whether or not a new round plan is necessary. When considering round plans, consider the following items: Decorations and set-up Entertainment and activities Nametags Refreshments Conversation Clothing Speeches Developing a New Round If a decision has been made to develop a new round rather than adjust one that is currently in place, the budget must be considered carefully. Can the chapter absorb the cost of the new round with the recruitment budget? Developing a new round theme is a lot of work and should be pre-approved by both the RS, VPM advisor and your recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable). It is recommended that only one round per recruitment be completely replaced. New rounds must also comply with College Panhellenic recruitment rules. Review the return rates for each round over the past three years. Does one round have lower returns than the rest? Are return rates declining over the past few years? Either of these may be an indication of a need for a theme change. Consideration for a new round should take place immediately following formal recruitment. When restructuring a formal recruitment event, it is essential to look at how much time is available prior to formal recruitment. Consider the following for new rounds: How much money can the recruitment budget allow for a new round? Is the chapter supportive of the change? Does the change comply with College Panhellenic recruitment rules? Does the new round have longevity on this campus? Sigma Kappa Sorority Vice President of Membership Handbook page 19 What atmosphere does the chapter want to create? How will the chapter convey this feeling? Is the chapter capable of projecting the image desired? What is the chapter's personality? Will the new round attract/appeal to the kind of women the chapter wants as new members? It often requires many minds working together to develop an effective and competitive round. Talk with your recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable). They see and/or have access to plans from chapters across the district, and many times one of those plans could work for your campus. There is no need to re-invent the wheel if you don't have to! Round Elements Warm Welcomes Every PNM should feel welcomed when she enters into the recruitment space. To begin each round, the president, VPM, or another memorable speaker makes a welcome speech. Members should not automatically be assigned speaking parts because of their position or seniority. Speakers should be the most natural and memorable speakers to represent the chapter. Ensure these parts are practiced so that everyone can hear and see the woman speaking and that parts are delivered with enthusiasm and a smile. Conversation Tips Conversation workshops can be found in Live Sigma Kappa. Use them to help chapter members feel more comfortable making conversation with complete strangers. When teaching chapter members to have recruitment conversations, it is important to keep in mind that we are trying to learn about the PNMs and make connections with them. The more comfortable a PNM is with our chapter, the more likely she will want to return to Sigma Kappa. PowerPoint/Videos Many College Panhellenics allow for the use of technology during formal recruitment. Continue to reference the College Panhellenic formal recruitment rules to ensure you understand the expectations and limitations on your campus. Speakers Speeches can tell a PNM a great deal about the chapter. When choosing speakers, choose members who are comfortable speaking in front of groups. They should be articulate, project their voices well, and be upbeat and positive. Finalize the speakers for each event and send them their speeches before they return for 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 approval. Remind all speakers that speeches must be Sigma Kappa Sorority Vice President of Membership Handbook page 20 written and memorized upon their return so that pre-recruitment practice will go smoothly. A well-written speech should be relatable to the PNMs more so than the chapter members. It should not include inside jokes that would alienate the PNMs. The focus of a speech should be to help the PNMs feel as though they belong and glimpse the chapter's sisterhood, not to simply relive favorite moments. Memorize your speeches over the summer/winter break so that you have time to practice them during pre-recruitment, or ask a polished and well-spoken officer or chairman to take on a speech, which must be memorized before pre-recruitment. Song Leader & Singers 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. 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 to use for formal recruitment. Be sure to have a plan for how the music will be played during the events. Sigma Kappa Sorority Vice President of Membership Handbook page 21 TYPES OF ROUNDS Skit Round When planning a skit round, take into consideration the overall culture of the campus you are on and the types of PNMs who will be coming through recruitment. Try to keep the skit funny without plugging in parts that may offend members of your audience. It also should be relatable to the PNMs and should not include inside jokes. Skits need to be updated regularly to ensure that they are current with popular culture. Songs should be changed each year, and if need be, a new theme or script should be discussed and approved with the RS/VPM advisor and recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) ahead of time. Plan a skit that uses a variety of chapter members, but not so many that PNMs are left by themselves during the round. Chapter members should either be sitting amongst the PNMs or lined up along the sides of the skit area to watch, cheer, and sing along. Skit Auditions Hold skit auditions a semester prior to recruitment. This gives chapter members a chance to try out for parts they will enjoy portraying during the skit and gives them the opportunity to plan in advance for the extra time they will spend during pre-recruitment getting ready for the skit. Prepare your chapter members for skit practice to take, on average, an extra hour during each day of pre-recruitment and will take place each day during formal recruitment until the round the skit is performed. Lights, Camera, Action! Skit decoration needs to be carefully planned out. Many chapters will utilize a skit director to help the skit run smoothly. When planning for a skit, consider the following: Music - Karaoke style songs and cordless microphones should be used when at all possible. Lighting - Is there enough? Too much? Seating - Where/how are the PNMs going to watch the skit? Can they sit comfortably for what they will be dressed in? Can they see/hear all of the skit? Decorations - Does the skit area match the theme of the skit? Costumes - Can skit members quickly perform any costume changes that occur throughout the skit? Panhellenic rules - Were they followed in the script? Philanthropy Round Crafts & Activities Sigma Kappa Sorority Vice President of Membership Handbook page 22 When planning a philanthropy craft, take into careful consideration the length of the event and the room you will be in. Crafts should be easy to complete, not messy and fun. Try to be creative! Plan crafts or activities that require the PNM to walk around the room to complete. This will allow her to view display boards with photos of the chapter, and she will also be able to meet and speak with more chapter members this way. Make sure the craft highlights either the chapter's local philanthropy or one of the national philanthropies. Have pre-written, laminated cards out at various locations detailing to the PNM how their craft benefits that philanthropy. Some craft and activity ideas are: Decorate Valentine's Day, St. Patrick's Day, Mother's Day, or Halloween cards to deliver to a local nursing home. Fill and decorate mason jars with violet colored bath salts and donate them to a nursing home. Decorate reusable water bottles to donate to nursing homes. Decorate flowerpots to educate PNMs on Inherit the Earth and then donate the flowerpots with flowers to university faculty and staff or to businesses within the community. The Heart of Sigma Kappa dollar folding activity where PNMs fold a dollar into a heart and donate it to the Sigma Kappa philanthropy of their choice. Each dollar will be donated to the Sigma Kappa Foundation on behalf of the chapter. Contact your local Alzheimer's Association to see what supplies are needed for the local Walk to End Alzheimer's event and create an activity around that. Example: Put together goodie bags for walkers with items including bottled water and snacks. Making sun catchers or paper flowers to educate PNMs about Inherit the Earth and donate the finished crafts to university faculty and staff or a local elementary school. Set-up carnival type games where PNMs can earn raffle tickets. For every raffle ticket a PNM wins the chapter will donate a dollar to the Sigma Kappa Foundation. Consider having the vice president of philanthropic service (VPPS) introduce the craft and the Sigma Kappa philanthropies. If your College Panhellenic allows chapters to use a video during philanthropy round, videos are available in Live Sigma Kappa. House Tours Presenting Our Best Home Research has shown that people make up their mind about a home within 30 seconds of seeing it. The same concept can apply to a PNM who is walking into the chapter Sigma Kappa Sorority Vice President of Membership Handbook page 23 home/suite/floor prior to a recruitment event. It is important that the chapter facility make an outstanding first impression. Work with your corporation board/property committee/decorating committee four to six months in advance to propose any decoration changes, updates to your home, or other projects that need to be accomplished. Pinterest and other social media websites are great places to reference for inspiration. Always make sure that you are in alignment with the house rules, University Housing Rules, and College Panhellenic recruitment rules as well. Outside the home Landscaping is an aspect that needs to be discussed prior to recruitment. Regardless of when recruitment takes place some of the following items are necessary to address: Does your walkway have landscaping that is competitive with other NPC homes? Do you have either flowers in bloom or greenery around the front door? Is the paint on your front door peeling? Is the trim clean? Has snow been removed from the walkway? Has the grass been cut recently? Is the lawn full of weeds? Do the front porch swings/chairs need to be pressure washed? Are shutters freshly painted? Are they hanging off the windows or installed properly? Are exterior fans running in hot weather? Have you swept the front porch or walkway? Is the welcome mat clean and new looking? Is there ample outdoor lighting and accent lighting for evening events? Inside the home The inside of a chapter home is important too! Remember that a PNM is potentially looking for that home away from home. She is looking for a place that brings comfort, joy, and a sense of security. Just as important as dress checks to ensure that chapter members are poised and ready to recruit, the home needs a dress check. Clean up During pre-recruitment week, organize a major house clean up. You may split the chapter into cleaning groups based on rotation groups. Some of the major items to be addressed include, but are not limited to: Polishing the silver on all plates, serving trays, etc. that are used for refreshments. Also polishing the silver on any awards that have been won by the chapter. Dusting! Dust everywhere. Do not assume that a PNM will not notice the mailboxes or the top of the award cabinet. Picture frames need to be dusted. Vacuum the entire house. This will also need to be repeated prior to each round. Sigma Kappa Sorority Vice President of Membership Handbook page 24 Carpet cleaning. Are there areas that need to be treated for stains or spots? Clutter removal. Store unused items in a storage closet or area so that the house appears clutter free and spacious. Bathroom cleaning. Furniture revival. Do our couches need to be fluffed or spot treated for stains? Guest Bathroom Designate a bathroom for our PNMs and recruitment counselors to use and ensure it is clean and has soap and clean towels. It is also gracious to leave a decorated hostess basket of items your guests may need (feminine products, safety pins, mouthwash, lotion, etc.). Make sure it is checked between events to refresh items as needed and ensure it stays clean. General Décor Every photo, scrapbook, award, or trophy around the house should tell a good Sigma Kappa story to help spark conversation. If College Panhellenic recruitment rules require removing photos of recruitment counselors, make sure that someone is on sticker duty to go through everything and put a small sticker/heart shaped post-it on their names and/or faces! Individual Sleeping Rooms Outside of the rooms should have a flattering photo or door sign displaying the names of the roommates living in the room. Some ways to create effective door décor are to have a photo shoot with the entire chapter and take photos of roommates, executive council, their respective classes, and general chapter photos, so all the photos displayed in and around the house coordinate very well because they are all from the same shoot. Some chapters have members of each room come up with colors theme/style for décor inside their room which can include purchasing or using matching or coordinating comforters and pillows, fabric covered bulletin boards to show off pictures, and accessories that show off their different personalities while representing Sigma Kappa well. Themes should be pre-approved by the RS, VPM advisor and VPM. Make sure that room décor is competitive with the other campus NPC organizations. Preference Rounds Preference is the most important round of recruitment! Each PNM attending a Sigma Kappa preference round will be on the chapter's bid list. Since the chapter does not rate or hold MSC following preference, the final decision of whether or not they want to be a member of Sigma Kappa is left solely up to the PNM. Preference is the last opportunity to share with PNMs just how much you want them to be Sigma Kappa sisters. Just like all other recruitment events, the atmosphere should be warm, welcoming, and comfortable. Since preference events are for the PNMs, it is important to make them feel special. It's important for chapter members to remain in control of their emotions Sigma Kappa Sorority Vice President of Membership Handbook page 25 during the ceremony and focus on creating a positive and memorable experience for the PNMs. Remember, the purpose of preference is to solidify a positive connection between Sigma Kappa and PNMs. The focus of the event should remain on the PNM and making her feel included and at home, not on sharing personal memories between sisters. Utilize Live Sigma Kappa to find pre-written preference round event plans, songs, and other ideas. There are different types of preference rounds. While some chapters may utilize a more casual round style, others may choose a more formal preference round style. Whatever the case, the round must be competitive with other sororities on campus. Refreshments and Room Presentation Set the atmosphere with refreshments and presentation. Consider the following when planning for preference: Use refreshments that are not messy and are easy to eat. Use refreshments that make the house smell good. Use refreshments that are not highly allergic foods. Stay away from nuts, or using foods that use peanut oil. Serve on real glass or china plates. Use cloth napkins rather than disposable ones. If cloth napkins are unavailable, use appropriately colored paper napkins that match your theme, ideally with Sigma Kappa embossed on them. Use fruit garnishes on the rim of the glasses if permitted by the College Panhellenic recruitment rules. When possible, make it personal. Write the PNM's name on the plate in icing or have a small nametag placed on her plate. Use silver or glass serving pieces - trays, bowls, punch bowl, etc. Greenery and flowers can be used to decorate. Be mindful of which flowers are in season when planning the round. Flowers out-of-season may be unavailable or much more expensive than flowers in season. Purchase extras, as some varieties will not last through the entire round. Lights can also be used to decorate the room. Consider projecting a Sigma Kappa logo onto the wall or floor. Large, wooden, freestanding letters can be decorated to match the preference round theme. Battery lit candles come in a variety of sizes and create a warm atmosphere. Candleholders or vases with glass beads can be used with a battery lit candle in them for extra ambiance. Sigma Kappa Sorority Vice President of Membership Handbook page 26 Avoid decorations that are dark and dreary. Too much black can be intimidating and depressing. Be sure to take both the decorations and the chapter's attire into account when planning this round. Key Elements Every Preference Round Should Have Warm Welcome: every PNM who arrives will be somewhere on the chapter's bid list. Each PNM should feel as though she is the most special person in the room and is already a part of the sisterhood. Well-chosen hostess for one-on-one conversations: the chapter member who is assigned a one-on-one conversation with the PNM during preference should have met the PNM previously. She should be able to hold a good conversation and connect really well with the PNM. She should be able to sell Sigma Kappa to the PNM. Seal the Deal Exit: chapter members should be prepared to have a 30 second conversation with their PNM as they walk her out the door where the member seals the deal and leave the PNM feeling as though Sigma Kappa is the perfect choice for them. Entrances Provide a comfortable waiting area for PNMs to gather and wait - if space allows. PNMs should be greeted by their recruiters. Announcing PNMs individually adds ambiance to the event. Have soft music playing in the background from a piano, classical music on a recording, or a group of singers. Have an alumna or member quietly greet each PNM before she is announced. This makes her feel welcome and explains the introduction process. Make subtle connections with PNMs you are not picking up but met earlier in the week or are friends with by making eye contact and smiling or mouthing "hi" with a smile and little wave. Be careful to remind members to not go over the top. Songs All songs should be well rehearsed. Songs can be found be found in Live Sigma Kappa. If singing isn't a chapter strength: Audition soloists, a duet, or small group to sing the song in the middle of the ceremony. Have the small group sing the verses and the chapter sings the chorus. Utilize an upbeat contemporary song with the words dubbed out, which will help the members stay on key. Sigma Kappa Sorority Vice President of Membership Handbook page 27 Avoid songs in a high key or with fast lyrics. Have music playing in the background but do not have members sing. Preference Speeches Consider the overall preference plan when choosing which speeches to include. Do the speeches make sense with the atmosphere you are creating? Do they flow with the event? Do they help your chapter sell Sigma Kappa? Choose speakers based on speaking effectiveness, poise, and personal presentation. Do not choose speakers based on offices held, number of years in chapter, etc. Think of casting a commercial to make the big sale of Sigma Kappa to the PNMs. If speeches are going to be self-written, make sure they do not include inside jokes that only chapter members would understand. Remember that the primary purpose of the speeches are for the PNMs to see themselves in the chapter; this is not a time for seniors, or other chapter members to reminisce on their times here at Sigma Kappa. Pre-written preference speeches can be found in Live Sigma Kappa. Sigma Kappa Sorority Vice President of Membership Handbook page 28 PRE-RECRUITMENT In order to prepare for recruitment, select several days during the semester prior to formal recruitment or during the summer for the recruitment team to get together and make sure that all decorations are made and accounted for. These days can be checkpoints for the team and their committees to make posters, nametags, or any other items that need to be prepared in advance for recruitment. All items should be completed prior to the pre-recruitment week so that the focus then will be on workshops and preparing the chapter members for recruitment. Preparing for Pre-Recruitment Week Many chapters return early for a pre-recruitment week or weekend. This is a fun-filled time designed to prepare the chapter for formal recruitment. It is also a time in which chapter members can re-connect with each other, get to know chapter members better, and in general form a stronger sisterhood. While this week may be tiring at times, try to keep it upbeat and fun so that the sisters enjoy themselves. Refer to the Standards of Excellence (SOE) brochure in the collegiate general supplies in Live Sigma Kappa for the specific requirements pertaining to recruitment workshops and pre-recruitment. Make sure that an email, newsletter and/or GIN notification is sent to the chapter members during the break reminding them of the dates of pre-recruitment. They should be informed of dates, times, locations, and what they need to bring such as food, clothing, or committee needs. Consider using a Facebook event that is set to private and invite all returning chapter members. Using more than one means of communication helps ensure that the entire chapter sees the information they need and is aware of pre- recruitment expectations. When scheduling pre-recruitment workshops on the specifics of each round, it is recommended to start with preference and work backwards. Preference is one of the most important rounds of formal recruitment and should not be left until the end of pre-recruitment to plan and practice. Before setting a pre-recruitment schedule, it is important that the VPM has met with the following people to determine the needs of the chapter: 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 with her and have her 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, Sigma Kappa Sorority Vice President of Membership Handbook page 29 energized, and enjoying pre-recruitment. Find out what she has planned and incorporate those activities into the schedule. VPC: Obtain an updated chapter roster and make sure that all chapter members have a place during formal recruitment RS and VPM Advisor: Meet with the RS and VPM advisor to analyze the needs of the chapter. This will help the VPM pick out and schedule appropriate workshops for the pre-recruitment week. Consider the age of the chapter and recruitment readiness. If the chapter is largely made up of newer members who have never gone through recruitment on the Sigma Kappa side before, conversation workshops will be critical to a successful recruitment. If the chapter is made up of mainly older sisters who have completed several recruitments before, more time can be spent on perfecting the details of the events, sisterhood activities, and rotation group bonding events. 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 formal recruitment events is mandatory. It is important to communicate the dates of pre-recruitment and formal 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 formal 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 are excused. 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: Sigma Kappa Sorority Vice President of Membership Handbook page 30 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. Ensure the chapter's recruitment excuse policy and procedure is clearly detailed in the chapter's Code of Conduct. It is beneficial to review it with the chapter to avoid any confusion. Recruitment Workshops The purpose of workshops is to give chapters a chance to practice what they will be doing for recruitment and to hone their skills and knowledge of Sigma Kappa. Workshops are a chance to prepare members for recruitment mentally. Each workshop has been developed with the intent of encouraging chapters to recruit with a values- based effort on obtaining new members. All workshops are posted in Live Sigma Kappa. 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 that the chapter gets the best experience possible from each one and so that they feel their time is well spent. See the SOE document in Live Sigma Kappa for information about how many workshops must be covered in order to reach Three Star, Two Star, or One Star SOE. Sigma Kappa utilizes a trust your sister's method of recruitment because each sister will not always have the opportunity to meet each and every PNM who walks through the door. The workshops posted online will enable chapters to have the confidence that their sisters will make the right decisions regarding which PNMs should become members of Sigma Kappa. Space out the workshops during pre-recruitment. A chapter should not attempt to complete all workshops in one day. Look through the VPM file and see what the previous VPM completed. Although some workshops will need to be completed each year, not all workshops need to be. It is best to keep the schedule different from year to year in order to avoid boredom and burnout from older chapter members. Select the workshops your chapter will find the most beneficial and do those. Always work in a good mix of conversation, rating practice, preference conversation, PNM reviews, and general workshops. Outside facilitators may be utilized for workshops. Utilize rotation group leaders, experienced recruiters, and executive council members to facilitate the workshops and encouraging member participation. Make sure that when planning workshops, you look at the pre-requisites. Completing workshops in the order they are intended to be completed will make them more Sigma Kappa Sorority Vice President of Membership Handbook page 31 beneficial to the chapter. New Recruiter Workshop It is a good idea to hold a workshop specifically for the chapter's new initiates or first time recruiters. First time recruiters often have misconceptions about recruitment and do not know what to expect. Spending the time to go over what the terms of recruitment mean can lead to more productive workshops when the entire chapter is together as a whole. During this workshop, consider discussing the following items: Expectations of members during pre-recruitment and recruitment - be positive! The membership selection process. What is rotation? What are rotation groups? Conversation. Questions or fears they may have. The role of the VPM and RS and VPM advisor. Alumnae & Parent Participation Have the VPAR send out a newsletter to the alumnae asking for recruitment introduction forms (RIFs) or recommendations. Be sure to include the link to the online RIF, an address where mail is available to be checked and the dates of formal recruitment. If hard copies are received or desired, place all recommendations/RIFs in a notebook and highlight any legacies so that they stand out. Have this notebook readily available for the recommendations/computer chair, the VPM, and the RS and VPM advisor. If utilizing a parent/alumnae day during pre-recruitment week, have the VPAR send out invitations alerting the parents to the time and location they are invited to attend. Make sure they are aware of any costs involved or if the chapter will be providing any meals. Keep them updated on appropriate clothing to wear. Estimate with the RS/VPM advisor the number of alumnae and mothers that will be assisting with formal recruitment. Determine how and when they will assist and, if possible, schedule a time to meet with them prior to formal recruitment. Make sure the VPAR is prepared to act as the hostess/liaison for the alumnae members during events. Sigma Kappa Sorority Vice President of Membership Handbook page 32 FORMAL RECRUITMENT Round Committee Members During formal recruitment, committees should arrive early, typically three to four hours prior to when the rest of the chapter members arrive, in order to setup the round. If possible, the round committee should setup as much as they can the day prior to the round. The committees should be organized by the round chairman and should be ready to setup the round. They should be split up into small groups within the committee and assigned to tasks such as balloons, wall décor, food and drink, or anything else that needs to be accomplished. General Chapter Members Chapter members should expect to arrive at least an hour and a half prior to the start of each day's event. They should arrive dressed and ready to go. All make-up should be on, hair should be styled appropriately and clothing should be pressed and clean. Once attendance has been taken by the VPC, the chapter should spend a few minutes helping the round committee finish up last minute decorations, room set-up, etc. In the time prior to the event beginning have the chapter do a final walk-through of the round. They should also take this time to refresh their memory on songs/chants, speeches, where to stand, rotation, and to answer any last minute questions. Once the final walk-through is complete, bring the chapter members back together to go over last minute details, share the schedule for the day and to pump them up. At this point, the RS should share with them the outcome of the previous round. In particular, she will share what the return rate is from the day before. Regardless of the outcome, be upbeat and positive. If the number is higher than years in past, get excited with your chapter and make sure they know what a great job they are doing. If it is lower than in years past, get the chapter excited over which PNMs are returning. Make sure you have looked and picked out a few names to throw out at the chapter that will excite them. Have RGLs go over with their groups the names of the women they will be greeting at the door for the first party so that they have time to mentally prepare. Lastly, give the chapter time for a bathroom break and have them ready a few minutes prior to the start of the event. It is never a good idea to be rushed! Matching Potential New Members Many chapters have success matching chapter members with PNMs during recruitment in order to help PNMs build strong relationships with Sigma Kappa from the beginning of recruitment. However, matching PNMs is not something all chapters are able to focus Sigma Kappa Sorority Vice President of Membership Handbook page 33 on. When at all possible, PNMs should be matched with chapter members beginning with the first round of formal recruitment. Working with the RS/VPM advisor will help the chapter to determine the most appropriate round or rounds for matching PNMs. What to do if the Recruitment Supervisor and Vice President of Membership Advisor are Not Available If your chapter does not have a RS and VPM advisor available during recruitment, contact your recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) for help. If you make contact in time, she may be able to arrange for a leadership consultant or recruitment team volunteer who can assist. If not contacted in time, she can still assist you in making daily decisions and will decide how your chapter should handle the daily MSC meetings. She can also help create the bid list at the conclusion of recruitment. Keep an open line of communication going with her! Assessing Potential New Members At the conclusion of each event, rotation groups will convene to rate the PNMs they just met. They are only to rate the women they met in their rotation group that event and should not rate women they may have already known prior to recruitment. Sigma Kappa uses a four-point rating scale and assesses PNMs on four different areas. To learn more about this rating scale and criteria areas, access the Membership Selection workshop posted within the recruitment resources section of Live Sigma Kappa. Conclusion of Each Event 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 pulls out her notebook and writes comments about each PNM her group met and ensures she represents every group member's comments. Please note that rating PNMs after preference events is not permitted. End of Round Sigma Kappa Sorority Vice President of Membership Handbook page 34 After the day's events are over, rotation groups meet with their RGL. At this point, they may discuss with their RGL any PNMs who came to the day's events, including PNMs they know but did not necessarily recruit this round. It is important for the RGL to take good notes so that she may voice these opinions in the daily MSC meeting. The RGL will guide the conversation with the group to ensure the feedback is limited to aspects that have not already been reflected during rating. For instance, feedback of "I just couldn't talk with her" should be covered in the conversation rating by that chapter member. RGLs must take into consideration why each 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. Sigma Kappa Sorority Vice President of Membership Handbook page 35 MEMBERSHIP SELECTION Membership selection occurs throughout recruitment. A member casts her vote every time she rates a PNM. Completing a RIF 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 a PNM or a member of the discussions during a Membership Selection Committee (MSC) meeting. If there is a question of breeching confidentiality then the RS should have a conversation with the member. Membership Selection Committee The MSC will meet daily during formal recruitment following the rotation group review meeting. During informal recruitment the MSC will meet when needed. The responsibilities of the MSC include: 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 in the Bidlily Recruitment Management System (RMS) according to daily rankings, RIFs, additional rotation group feedback, and the guidance/recommendation of the RS. Maintains highest confidentiality of discussions during the meeting. Bidlily Recruitment Management System The Bidlily Recruitment Management System (RMS) is Sigma Kappa specific programs utilized by the RS and VPM advisor to keep track of all PNMs throughout recruitment. This program sorts PNMs by their average score and has the ability to produce the daily release list and final bid list to ensure that no mathematical errors are made in determining where a PNM falls. For additional information, please refer to the Bidlily Recruitment Management System User Guide for the Chapter Member available in Live Sigma Kappa. Once recruitment has begun, the RS, VPM advisor or another appointed alumna are the only members who will be allowed access to the Bidlily RMS. Legacy Policy Importance of legacies: It is the belief of Sigma Kappa Sorority that our legacies are extremely important to the success of our sorority. When the chapter is determining whom they wish to pledge, the chapter shall give careful consideration to the following relatives/step-relatives of collegiate members and active Sigma Kappa alumnae: sister, Sigma Kappa Sorority Vice President of Membership Handbook page 36 daughter, granddaughter, and niece. While we believe all relatives of Sigma Kappa members are to be given special consideration, it is necessary to be even more careful in our consideration of those specifically listed above. Whenever possible, a Sigma Kappa legacy should be invited to the first invitational round. If a legacy attends Sigma Kappa's preference event, her name must appear on the first bid list. If a legacy is in danger of being released, the RS shall assess the situation and has the authority to reverse the chapter decision. A full explanation should be given to the chapter by the RS of why the legacy should be a member of the chapter. When a chapter participates in a recruitment format with only one invitational round (typically preference), the chapter will work with the RS to invite back only legacies to whom they intend to extend a bid. PNMs with multiple Sigma Kappa legacy relationships should be given additional consideration. They must be invited to round three in a four-round recruitment format or round two in a three-round recruitment format. These women may not be released without permission from the chapter's recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) and the RS. If the chapter's recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) is unavailable, contact the director of recruitment/director of specialized recruitment/director of new chapter recruitment (as applicable) for permission. Match legacies with specific rotation groups and similar personality type recruiters during each round. Legacies should meet several chapter members, including the chapter president, VPM and RS/VPM advisor (if College Panhellenic rules allow). Chapter leadership should take time to get to know our legacies and ensure they feel as welcome as any other PNM. It is the chapter's responsibility to demonstrate its sincere interest in a legacy by making her feel welcome. Let her know she is wanted for herself, not because of the person to whom she is related. 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. An MO is based on first-hand information about a PNM from a current chapter member regarding that PNM's morals. MOs are given to the RS in person prior to recruitment in a confidential conversation as soon as the chapter member realizes that the PNM is participating in recruitment and are not to be shared with anyone in the chapter, including the VPM. Sigma Kappa Sorority Vice President of Membership Handbook page 37 Because a MO eliminates the PNMs chance of becoming a Sigma Kappa, reasons must be severely serious and must have been witnessed by the chapter member herself. They cannot be hearsay or rumor. It is up to the discretion of the RS to decide if the PNM will receive a MO or if that PNM should be considered carefully by the members of the MSC. Examples of MOs: I was at a party and saw this PNM participate in illegal drug use. I witnessed this PNM displaying inappropriate behavior in public. (note: this is not I HEARD) Recommendations/Recruitment Introduction Forms Sigma Kappa highly 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. While they are not a guarantee to the PNM of being invited back to the first invitational round, they do allow the RGLs more insight as to which PNMs are really liked by the members or may already have a strong knowledge base of Sigma Kappa from knowing alumnae. 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. Additional information about RIFs and the online form can be found on the Sigma Kappa website. 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 to 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, Vice President of Membership Grade Risk Philosophy Sigma Kappa Sorority Vice President of Membership Handbook page 38 PNMs with a GPA below the national requirement to be initiated should be released after the first round of recruitment. Any exceptions need to be approved by the ABS and CC, as outlined in the National Policy Handbook. GPA automatically influences a PNM's overall score through their academic excellence score. Due to 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 can discuss the possibility with the collegiate coordinator/new chapter coordinator/specialized chapter coordinator (as applicable) of not releasing them. If the RFM specialist for your campus has asked that you release PNMs you know you will not be extending a bid to at the conclusion of the first round, then please follow their advice. Preparing for Daily Membership Selection Committee Meetings Rotation Group Review Meeting After RGLs meet with their individual groups, they should take a few moments to gather their groups' thoughts. They should come prepared to discuss both the women that their group favored and those they did not. The PNMs they did not feel strongly about one way or the other will most likely not be discussed. Have them bring a notebook with notes and comments from their group to the meeting. Stress the importance to them of gathering good, detailed information from their group members that is outside of what is already rated on. Organizing the Notes The notes of the RGLs should be on index cards, with alphabetical tabs. All PNMs they met during the round events should be placed in alpha order within the tabs. This will make finding the PNM a quick and easy process. Have them place a small colored post it tab on the PNMs their group felt very strongly about to stay and another colored post it tab on the PNMs their group felt very strongly should be released. Sort the PNMs in Average Score Order The RS/VPM advisor will use Bidlily RMS to sort the PNMs in numerical order from lowest to highest score. The RS will use Bidlily RMS during the meeting to keep track of the PNMs being released. Invitation List Sigma Kappa Sorority Vice President of Membership Handbook page 39 The invitation list includes the PNMs that the chapter would like to invite to the next round based on the carry figure provided to you by the RFM specialist and the F/SA. The carry figure is the maximum number of PNMs you may invite to the next round. It is possible to invite fewer PNMs, but it is highly discouraged, as it will significantly lessen your chances of making quota. This list is submitted by the RS. Flex Lists Flex lists are designed to allow the RFM specialist and F/SA to make any "corrections" to invitation lists during the process. 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 you on your way to quota. Bid List The bid list is compiled by the RS and is never to be handled by nor shared with a collegian. This includes attending hand bid matching. The bid list is prepared in the following order by the RS: Legacies always go to the top of the bid list in alphabetical order, regardless of classification or average score. All PNMs with a rating of 4 All PNMs with a rating of 3 All PNMs with a rating of 2 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. If College Panhellenic requires chapters to list all PNMs invited to preference, place regrets and no shows at the bottom of the list. Otherwise, they are omitted. After the list is prepared, the RS submits it to the College Panhellenic. The RS represents Sigma Kappa at bid matching when permitted by the College Panhellenic. Quota Range for Release Figure Methodology Campuses Quota Range is reevaluated during each round of recruitment based upon PNM retention and historical PNM retention. The final range will be provided following the receipt of all MRABAs. The chapters must place every PNM who attended their preference parties on the bid list in rank order. Legacies, regardless of score, are placed at the top of the bid list. If a PNM matches to a chapter, she must be accepted as a new member. Quota will be run at different numbers within the Quota Range to determine the optimum number for both PNMs and chapters. Sigma Kappa Sorority Vice President of Membership Handbook page 40 Snap Bidding A chapter can only participate in the snap bidding process if quota was not reach during formal recruitment. Under the direction of the College Panhellenic, a chapter may extend bids to women who attended our events but did not pledge a sorority. This includes PNMs who withdrew from the recruitment process after attending at least one round, were released from all sororities during any round of recruitment or chose to intentional single preference (ISP), meaning she did not list all the preference events she attended on her MRABA, and did not match with that organization. Snap bidding should begin immediately after bid matching and ends with the distribution of bids, at which time informal recruitment shall begin. Snap bidding may vary on different campuses. Consult the College Panhellenic recruitment rules on snap bidding. PNMs that were invited to Sigma Kappa's preference event are eligible to receive a bid immediately without further discussion or vote from the chapter since a vote has already been taken. In the event a chapter wishes to extend a snap bid to a PNM they released or released them during the formal recruitment process, they must get prior approval from the RS. Utilize the MSC to make decisions regarding these women before moving forward with extending bids. If your College Panhellenic used silence periods, as soon as the period has ended, a member who is skilled at recruiting and a tactful conversationalist should personally deliver a bid to this PNM. Tell her she is welcome in Sigma Kappa and continue recruiting her. If she does not give you an answer immediately, tell her you will return at a specified time (within 24 hours) to get her answer. All contact during this time should be personal. Remember to escort the PNM to all recruitment events and always make a personal visit to find out if she has accepted a bid. A sample snap bidding script can be found in the Handbook for the Continuing Membership Chairman. Sigma Kappa Sorority Vice President of Membership Handbook page 41 FOLLOWING UP What to Do Immediately After Recruitment Congratulations! Recruitment is over and your job is complete. Or is it? Recruitment is a 365-day process and never truly ends. 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. While making preparations for recruitment rounds, check with the VPNME to see what theme she is planning for Bid Day and what decorations she will be using. If possible, utilize decorations from recruitment in order to share expenses. Items like preference tables, helium tanks, rented tents and leftover balloons are some examples of things that can be shared. Offer to work with the VPNME on selecting heart sisters for the new members. Utilizing rating results can be beneficial here, since the VPM can quickly locate which chapter members rated a new member high in categories like conversation and member potential. These chapter members will often be good matches for the new member on Bid Day. What to do if some PNMs 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 excuse for missing or if they are truly absent. When possible, 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 in talking with her. 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, contact the CMC and let her know that there is an open spot so that she may begin the process of filling it. Most importantly, do not act upset in front of the chapter. Explain to them that this does sometimes happen and that regardless of that outcome, they need to show the ones Sigma Kappa Sorority Vice President of Membership Handbook page 42 who do 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 have a negative impact on Bid Day for everyone. Remember that this is a happy day for the chapter; you are welcoming in new members! What to do if some New Members did not put Sigma Kappa first The first thing to understand as a VPM is that few, if any, chapters have a situation where every single new member put 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. 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 these new members in order to make them feel welcome and at home with Sigma Kappa. The more sisters they meet who they see as similar to themselves, the better the chance that the chapter will retain them as members. Informal Recruitment At the end of bid day, determine if the chapter has achieved quota either through bid matching or by snap bidding. If the chapter has not met quota or is below campus total, meet with the CMC to review the plans for informal recruitment. These plans should have already been discussed with the RS/VPM advisor and should be ready to implement. Go over the list from the College Panhellenic of women not receiving bids with the CMC and her team. Assist her in any way possible in handing out bids in order to meet quota and/or campus total. Vacancies in Total Chapter Size According to the NPC MOI, "Vacancies in the chapter membership roll can be filled only if the chapter is below campus total. A chapter may exceed campus total as a result of its participation in a Panhellenic recruitment when quota/campus total and a preferential bidding system are used. If at any time during the academic year a chapter falls below campus total, the chapter is eligible to conduct informal recruitment efforts to reach campus total again." In 2013, NPC adopted a policy of automatically adjusting campus total no later than 72 hours following bid day. Refer to the College Panhellenic recruitment rules for your campus's specific procedure to reset campus total. Be sure to contact your RS and Panhellenic coordinator if you have any questions about this policy. Thank You Notes Many chapters will receive assistance, monetary donations, flowers or food from alumnae groups or mothers during recruitment. Take note of them during pre- recruitment and formal recruitment and have a list ready for the VPC. Ask the VPC to Sigma Kappa Sorority Vice President of Membership Handbook page 43 send out thank-you notes from the chapter. As VPM, you should send personal thank you notes to the recruitment team and round chairmen thanking them for their hard work. Without them, the job of the VPM would be much harder! Alumnae who sent a RIF or recommendation should be sent a note advising them of the outcome of the PNM's decision. Give a list of RIFs/recommendations submitted to the VPAR, so she can send out such a follow up card. Blank Sigma Kappa Sorority branded cards may be ordered from NHQ using the supply order form found on Live Sigma Kappa. 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. Reports Complete the VPM reports that are found in the VPM annual supplies in Live Sigma Kappa via SmarterSelect. Make sure that all reports are submitted by the deadlines set in Live Sigma Kappa as necessary for SOE. In addition to these required reports, the VPM must complete the 48 hour report through Smarter Select within 48 hours of Bid Day detailing the following information: Quota Number of new members that Sigma Kappa matched during formal recruitment Number of new members accepting bids to Sigma Kappa If you have great recruitment ideas or photos you would like to share, please email those to reports@sigmakapapa.org. Credit will be given to any chapter whose ideas are published in Live Sigma Kappa. Evaluations During the first new member meeting, the new members should fill out the evaluation listed within the VPM supplies on Live Sigma Kappa. The chapter members should fill out the chapter evaluation during the first chapter meeting following recruitment, also located within the VPM supplies in Live Sigma Kappa. These forms should be shared with the RS/VPM advisor and kept in the VPM notebook as tools for preparing for the next formal recruitment. Vice President of Membership File Sigma Kappa Sorority Vice President of Membership Handbook page 44 Update the VPM notebook with photographs of display boards used during formal recruitment, with lessons learned and notes for the next VPM, with vendor lists and contact information, and include a video and script of the skit used. Sigma Kappa Sorority Vice President of Membership Handbook page 45 YEAR ROUND PUBLIC RELATIONS AND A SUCCESSFUL RECRUITMENT Year round positive public relations (PR) is an important aspect of both formal and informal recruitment. It is imperative for the VPM to understand this takes a concerted effort as a positive or negative image on campus can impact recruitment results. Work closely with the PR chairman to ensure that a positive campus presence is established. Chapter Websites A chapter website has become one of the most important tools during the recruitment process. It allows PNMs and their parents, siblings and friends the opportunity to find out more about the sororities at their college or university before recruitment begins. It is important to keep the chapter website up to date, as recruitment is continuous throughout the year. This is your chapter's way of bragging about your accomplishments, collectively and individually. Work with the webmaster to ensure the website it up-to-date, welcoming and gives PNMs a chance to get to know Sigma Kappa before even getting to campus. Social Media Social media websites such as Instagram, Facebook, Linkedln, Pinterest, and Twitter are some of the best, and most cost efficient, ways to communicate with PNMs and to create a 'buzz' about Sigma Kappa; however, just as effectively as these online communities can increase your chapter image, they can also be used in a negative manner as well. Be aware of what chapter members are posting on these sites. Guidelines should be established in the chapter's Code of Conduct to ensure a positive image of Sigma Kappa is being promoted at all times. If a member fails to follow the chapter's guidelines, the Standards Council should handle the incident. The College Panhellenic may have specific guidelines regarding the use of social media during formal recruitment. Be sure you know the rules for your college/university and communicate these rules to all chapter members to ensure compliance. Work with the public relations chairman and webmaster to educate members on correct social media usage. Sigma Kappa Sorority Vice President of Membership Handbook page 46 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 number of members. The chapter should discuss the need for assistance with their RS/VPM advisor, ABS, collegiate coordinator/specialized chapter coordinator/new chapter coordinator (as applicable), recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) and any assigned national staff members who are working with the chapter. Guidelines will be determined. The following steps should be followed when considering this option: Check the College Panhellenic recruitment rules. If it is not addressed, meet with the F/SA to determine how to obtain permission. Once permission is obtained, it is most effective when the assisting chapter can dress like your chapter members and come in contact and converse with PNMs on the recruitment floor. An important question to answer is, must they identify themselves as a member of another chapter? Determine the number of women needed to effectively assist your chapter. Keep the number of members from other chapters to no more than 25-30% of your membership, so they blend in. With the assistance of the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) and RS/VPM advisor, determine which chapters will be asked to assist. Contact the identified chapters before the end of the semester prior to formal recruitment. Make the request to the chapter president and then follow-up in writing or through email. Copy the ABS, RS/VPM advisor, collegiate coordinator/specialized chapter coordinator/new chapter coordinator (as applicable), and recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) for both chapters on the correspondence. State the need; be as specific as possible: communicate the date, time, and details of the event. If the dates are unknown, share the approximate date and time. Be sure to follow-up immediately with a phone call or email when the date and time are set. Communicate arrangements for expenses such as lodging, food, transportation, etc. The visiting chapter should not arrive any later than four hours before and preferably a full evening before the event. Sigma Kappa Sorority Vice President of Membership Handbook page 47 Clarify their role in the recruitment and what the expectations will be for them. Will they: Recruit on the floor as a floater? Recruit on the floor as a part of a rotation group? Greet, handle coats, purses, etc.? Serve refreshments? Be on the floor but not conversing with PNMs? If they are able to assist and will be conversing with PNMs, provide them with fact sheets regarding the chapter and campus. Include favorite campus hangouts, important campus events, varsity athletics teams that the chapter normally supports, and fraternities on campus. Include trends and campus cultures if different from theirs. Include chapter information including important social events and activities, philanthropy events, chapter traditions, Big/Little Sister program, campus involvement including leadership positions, and current chapter officers (an extra 8x10 composite with officers noted would be helpful.) If they will be part of a rotation group, what will their conversation topic be? Provide information regarding round plans, flow, songs and chants, etc. Communicate clothing guidelines and if the assisting chapter needs to purchase clothing or if clothing will be provided by your chapter. Determine the chapter's ability to rate PNMs. If recruiting actively, the visiting chapter members should be involved in rotation group rating and should provide the RGL with notes for daily MSC meetings. Be a gracious hostess chapter Appoint a committee and chairman to hostess each individual member. Communicate any round plan changes immediately. Make arrangements for lodging, meals, and transportation - assume all costs. Include them in the sisterhood/social events that occur during their visit. If at all possible, refrain from asking them to set-up, breakdown sets, or clean up. Have the VPC write a thank you note from the chapter following the event and submit a Sisterhood Recognition Award application for the chapter that assisted at the end of the year. Be prepared Make sure the chapter and guests understand their roles. Have nametags available. Check College Panhellenic rules regarding identification. Use their chapter letter in the bottom corner of the nametags if it is required that they be identified. Sigma Kappa Sorority Vice President of Membership Handbook page 48 Assisting Sigma Kappa Chapters If your chapter receives a request for assistance, respond to the request as soon as possible, copying the ABS, RS/VPM advisor, collegiate coordinator/specialized chapter coordinator/new chapter coordinator (as applicable), and recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator (as applicable) for both chapters in your response. Refrain from sending inexperienced chapter members. This is not a time for them to learn how to recruit, this is a time for your chapter to help another chapter in need; therefore, send experienced members with strong recruitment backgrounds. The chapter making the request should communicate how many women are needed. Be prepared Clarify the date, time and place of the event. Be sure of driving directions and contact phone numbers. Time your arrival at least four hours before the event but preferably the evening before the event begins. Take into account possible traffic and other delays. Clarify the dress for the event and look your very best. Clarify the chapter members' role at the event prior to arriving, i.e. talking with PNMs. Review the campus/chapter fact sheets sent to you. Practice assigned conversation topics. Practice songs/chants. Preparing to visit Be prepared to answer tough questions regarding who you are and why you are there. A good answer to these types of questions is: "Sorority chapters visit each other at different times of the year for football games, Founders' Day, philanthropy events, conferences, and recruitment. We thought it would be fun to come for recruitment. Sigma Kappa is a national organization - that's what makes our sisterhood reach beyond our university." Many questions can be answered as you would during your own recruitment, such as the Big/Little Sister program, Promise program, personal sisterhood anecdotes, social events, and philanthropy events. Don't fabricate, but don't give more information than they ask for. Don't volunteer that you are from another chapter unless directly asked. Take this time to enjoy meeting new sisters and exploring a new campus. Don't give advice to the chapter you are visiting unless asked. Remember this is a stressful time for the chapter you are assisting and they need your support. Sigma Kappa Sorority Vice President of Membership Handbook page 49 Sigma Kappa Sorority Vice President of Membership Handbook . page 50 SIGMA KAPPA Voices Strong Hearts United. 695 PRO-MED LANE, SUITE 300 CARMEL, IN 46032-5323 317-872-3275 f: 317-872-0716 e: INFO@SIGMAKAPPA.ORG WWW.SIGMAKAPPA.ORG Sigma Kappa Sorority . Vice President of Membership Handbook . page 51