Sigma Kappa Handbook for the Vice President of Membership 2020 FOREWORD "The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and support for social, intellectual and spiritual development by bringing women together to positively impact our communities." Article II, Section 1 Sigma Kappa Sorority Bylaws 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. © 2020 Sigma Kappa Sorority Sigma Kappa Sorority Vice President of Membership page 2 TABLE OF CONTENTS The Vice President of Membership 6 Job Responsibilities 6 Recruitment Supervisor 8 Advisor to the Vice President of Membership 8 Assistant to the Vice President of Membership 9 COB Chairman 9 Recruitment Styles, Formats, and Definitions 10 National Panhellenic Conference Recruitment Styles 10 National Panhellenic Conference Values-Based Recruitment Policy 11 Continuous Open Bidding (COB) 11 Definitions of Commonly Used Recruitment Terms 13 Rotation 19 Types of Rotation 19 Rotation Groups 20 Rotation Group Leaders 21 Role of the Chapter President & Vice President of Membership During Recruitment Events 23 Round Planning 24 Round Chairmen 24 Round Committees 24 Developing Round Plans 25 Developing a New Round 25 Round Elements 26 Speakers 27 Song Leader & Singers 27 Types of Rounds 28 Philanthropy Round 28 House Tours 29 Preference Rounds 31 Pre-Recruitment 35 Preparing for Pre-Recruitment 35 Recruitment Excuses 36 Sigma Kappa Sorority Vice President of Membership page 3 Recruitment Workshops 37 Alumnae & Parent Participation 38 Primary Recruitment 41 Round Committee Members 41 General Chapter Members 41 Matching Potential New Members 41 What to do if the Recruitment Supervisor and Vice President of Membership Advisor are Not Available 42 Assessing Potential New Members 42 Conclusion of Each Event 42 End of Round 44 Membership Selection 45 Membership Selection Committee 45 OmegaRecruit Recruitment Management System 45 Legacy Policy 46 Moral Objections 47 Recruitment Introduction Forms 48 Grade Risk Policy 49 Preparing for Daily Membership Selection Committee Meetings 50 Invitation List 50 Flex Lists 50 Bid List 51 Quota Range for Release Figure Methodology Campuses 51 Snap Bidding 51 After Primary Recruitment 52 Bid Day 52 Continuous Open Bidding (COB) 53 Thank You Notes 53 Disposal of Sensitive Information 54 Reports 54 Evaluations 54 Year Round Public Relations and a Successful Recruitment 56 Chapter Websites 56 Social Media 56 Sigma Kappa Sorority Vice President of Membership page 4 Getting Assistance from Other Sigma Kappa Chapters 57 Assisting Other Sigma Kappa Chapters 57 Standards of Excellence 60 Sigma Kappa Sorority Vice President of Membership . page 5 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 primary recruitment and continuous open bidding (COB). She educates and guides the chapter in recruitment techniques, procedures, planned membership growth, as well as College Panhellenic (CPH) recruitment rules. She is a member of the executive council and reports 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 COB chairman reports to the VPM, and is responsible for planning and coordinating the COB efforts of the chapter; however, the VPM is responsible for ensuring the chapter's COB efforts are carried out effectively throughout the year. In light of these responsibilities, the VPM must execute following tasks. Prepare for the role: Read, understand, and follow the Handbook for the Vice President of Membership, the Handbook for the COB chairman and the Membership Selection Procedure Training Manual. Consult with the recruitment supervisor (RS) on areas of the handbooks and training manuals that are unclear or confusing to ensure competency in the VPM role. Access and participate in training modules associated with the VPM role located in SKILLab: Sigma Kappa's Interactive Learning Lab. Be knowledgeable and up-to-date about all policies and procedures regarding recruitment and membership selection, including National Panhellenic Conference (NPC) and CPH policies and procedures. Ensure all recruitment requirements for Standards of Excellence (SOE) are met. Collaborate with others: Serve as a contributing member of the executive council. Work closely with the RS, VPM advisor, and the chapter's recruitment team. Attend CPH meetings focused on recruitment and report any proposed changes to the RS, recruitment coordinator and Panhellenic coordinator prior to voting on the changes. Work closely with the VPP to ensure that chapter programming and calendar include information and workshops on membership recruitment and membership selection. Sigma Kappa Sorority Vice President of Membership page 6 Work closely with the vice president of new member education (VPNME) to ensure Bid Day plans are completed prior to recruitment and are competitive based on norms for the campus. Schedule a time with the VPNME to meet with the new members to gather feedback from their recruitment experience and review attendance requirements at pre-recruitment and recruitment activities throughout the year. Sample evaluations can be found in the VPM supplies on the members only side of the Sigma Kappa website. Work with the vice president of finance (VPF) to manage the recruitment budget and submit to the CPH if necessary. Work with the VPF to compile financial information to share with potential new members (PNMs) using the NPC financial transparency documents available in the VPM supplies on the members only side of the Sigma Kappa website. Work with the vice president of alumnae relations (VPAR) to communicate with local alumnae regarding assistance needed before and during recruitment. Work with the vice president of communication and operations (VPCO) 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. Work closely with the vice president of philanthropic service (VPPS) to create a philanthropy round project if that is a norm of the campus. Assist the chapter in meeting the Standards of Excellence (SOE) criteria by focusing on specific criteria that pertain to her responsibilities, as well as supporting other officers and chairmen. Manage others: Oversee and support the COB chairman to ensure COB plans are in place and well executed. Educate members on the importance of membership growth and what bringing new members into the chapter means for each member. Recruit members to serve on the recruitment committee and conduct team meetings. Attend all membership selection committee (MSC) meetings during primary recruitment and COB. Oversee round chairmen and rotation group leaders (RGLs) during recruitment. 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, photographs of display boards used during primary Sigma Kappa Sorority Vice President of Membership page 7 recruitment, budgets, vendor lists including contact information, evaluations from chapter members and new members, expense reports, and VPM reports from the past three years. Develop and implement recruitment efforts, as outlined in recruitment plans report, 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 assigned deadlines. Work with the COB chairman to ensure COB plans and reports are submitted twice per year by the assigned deadlines. Send good luck and congratulatory notes to all fraternities and sororities before and after recruitment with the help of the VPCO. In partnership with the 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. Recruitment Supervisor (RS) According to the National Policy Handbook, national council appoints the RS every year for each collegiate chapter. In some cases, the VPM advisor is the RS; however, in many situations, national council may appoint another volunteer or staff member to assist the local VPM advisor and serve as the RS. Appointed by national council, the RS is empowered to make membership selection decisions in the best interest of the chapter. When the chapter has both an RS and a VPM advisor, it is important for both of them to communicate regularly. The relationship between the RS and VPM advisor is similar to the relationship between the VPM and COB chairman. The VPM advisor is focused on the details while the RS is focused on the big picture and supervising of details. The key to a successful recruitment is clear communication between all involved. In some instances, a staff member or national volunteer may be assigned by the national organization to assist a chapter during recruitment. She may take on the role of RS or be there to guide the current RS/VPM advisor in their duties. Often times, she will come to the chapter for pre-recruitment to assist with planning and workshops. Other times, she may only be present for primary recruitment. If this is the case for your chapter, work Sigma Kappa Sorority Vice President of Membership page 8 with the staff member/national volunteer prior to her arrival to ensure all recruitment logistics are finalized and that all supplies necessary have been ordered. Advisor to the VPM The advisor to the VPM is a member of the advisory board who advises and guides the VPM and COB chairman year-round in the chapter's recruitment efforts. To learn more about developing a relationship with your advisor, watch the module in SKILLab that highlights best practices for building this relationship. What If You Don't Have an Advisor? If you do not have an advisor, there are several other resources to look to for assistance, they include: Advisory board supervisor (ABS) Collegiate coordinator Recruitment supervisor (RS) Recruitment coordinator Assistant to the VPM The assistant to the VPM is elected or appointed by the chapter and is responsible for assisting in the collegiate chapter's membership through primary recruitment and COB. She carries out responsibilities as directed by the VPM such as helping to facilitate workshops, overseeing round chairmen and planning and executing recruitment events. She reports to the VPM and participates in membership selection. The assistant to the VPM can also serve as the COB chairman simultaneously, however the responsibilities of these two positions are not identical with the COB chairman having specific responsibilities during COB. COB Chairman The continuous open bidding (COB) chairman is elected or appointed by the collegiate chapter and is responsible for the collegiate chapter's membership growth outside of primary recruitment. She educates and guides the chapter in COB efforts until campus total and/or quota are achieved. She works closely with the VPM and VPP in developing a balanced calendar of COB activities for the chapter. Sigma Kappa Sorority Vice President of Membership page 9 Sigma Kappa Sorority . Vice President of Membership . page 10 RECRUITMENT STYLES, FORMATS AND DEFINITIONS Recruitment is constantly changing and evolving. In order to find the most current styles and formats the VPM should familiarize herself with the National Panhellenic Conference (NPC) Manual of Information (MOI), specifically the College Panhellenic Membership Recruitment section. The MOI can be accessed on the members only side of the Sigma Kappa website or npcwomen.org. NPC Recruitment Styles There are four styles of recruitment currently used by the NPC, described below. Continuous Recruitment Continuous recruitment is referred to as COB for campuses who utilize another structure for primary recruitment. PNMs explore options at their discretion. The CPH 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 recruit to campus total or to fill quota if the chapter did not match to quota. Those accepting bids sign a COB Membership Recruitment Acceptance Binding Agreement (MRABA) which is located in the MOI. Minimally Structured Primary Recruitment Chapters collaborate through the CPH 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 recruitment events they will host and this may include a preference event. The CPH 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 CPH to welcome all new members. Quota is not used and chapters recruit to campus total. Those accepting bids sign a MRABA. Partially Structured Primary Recruitment Events are established within a 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. Those accepting bids sign a MRABA. Sigma Kappa Sorority Vice President of Membership page 11 Fully Structured Primary Recruitment This is the most common style of recruitment, with structured events highlighting positive aspects of sorority life and responsible membership. It works well on many campuses, generally those with a large number of women interested in becoming part of the sorority community. The CPH determines the time, number of events and rounds. PNMs participate in the mutual selection process, and those accepting bids sign a MRABA. Bid Day concludes recruitment. Quota is used. National Panhellenic Conference Values-Based Recruitment Policy The NPC MOI states that, "CPHs and individual chapters are responsible for ensuring that recruitment events are values-based and reflective of the sorority experience. A values-based approach should be used with all recruitment styles." In the spirit of values-based recruitment, all decorations should be kept at a minimum. Use of elaborate costuming, determined recruitment attire for the entire chapter, the purchase of special recruitment outfits should be eliminated to reduce individual financial burden. Established guidelines for membership recruitment budgets and a set cap on membership recruitment expenses including the value of donated goods and services should be implemented. Skits should also be eliminated. Workshops should be planned throughout the term prior to primary recruitment and in the weeks before recruitment to prepare members for meaningful, values-based conversation. Use the conversation workshops provided in Workshop Warehouse to help the chapter prepare. Workshop Warehouse can be found on the members only side of the Sigma Kappa website. Continuous Open Bidding (COB) COB should be used in the following circumstances: The chapter is not at campus total. The chapter did not match to quota during primary recruitment, even if they are above campus total. The chapter did obtain quota but a PNM did not accept a bid, even if they are above campus total. The chapter had a change in membership due to a withdrawal, transfer, or expulsion putting the chapter below campus total. For chapters with winter/spring primary recruitment periods, COB begins at the beginning of the academic year and continues until the established time leading up to Sigma Kappa Sorority Vice President of Membership page 12 the upcoming recruitment. Refer to the CPH recruitment rules for more details. The only exception is when a CPH is supporting another NPC group establishing a chapter on their campus. The CPH may set a moratorium where only the establishing group may recruit for a certain period of time. Refer to the CPH for more details. COB may or may not be organized and coordinated by the CPH. Any unaffiliated woman is eligible for COB, as long as she meets the requirements set by the CPH and by the national organization, and as long as she is not currently bound by a signed MRABA; however, if a woman is released during primary recruitment and expresses interest in membership during COB, 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 primary recruitment quota, a chapter should make every effort to reach quota/campus total through COB. A chapter may find itself below campus total at many points throughout the year due to the depledging of a new member, seniors graduating mid-year, members withdrawing, or members transferring. Taking advantage of COB will allow a chapter to rebuild its membership to campus total. All chapters should prepare plans for COB, regardless of past recruitment history. COB is critical to the success of many chapters and therefore must be pre-planned. Each chapter should have a designated COB chairman whose primary responsibility is to plan and implement COB. She should be elected or appointed when all other officers and chairmen are elected or appointed. The VPM oversees COB and must support the COB chairman to ensure the chapter continues their COB efforts until quota and campus total are reached. For chapters who are not at campus total or do not achieve quota, it is important to realize that implementing the COB plan as soon as the CPH allows is essential. Chapters may incorporate recruitment events into their established chapter programs. Since COB typically immediately follows primary recruitment, excitement is generally high among new members, and they may be able to bring their unaffiliated friends to planned events; however, a chapter should not rely on new members to find potential new members.. It is also beneficial to incorporate the new members from COB into the new member class as soon as possible SO they do not miss key bonding time with the chapter and important education. It is important to regularly update the VPNME on the status of COB efforts SO she is prepared to welcome new members and guide them through the Promise for New Members Program.. Sigma Kappa Sorority Vice President of Membership page 13 For detailed information regarding COB see the Handbook for the COB chairman. Sigma Kappa Sorority Vice President of Membership page 14 DEFINITIONS OF COMMONLY USED RECRUITMENT TERMS Bid: An invitation to join a sorority. Bid Day: The last day of recruitment when potential new members (PNMs) receive invitations (bids) to join chapters. The Unanimous Agreements state there is to be no alcohol use or men associated with recruitment, including Bid Day. Bid List: The bid list includes all women who attended preference in rank order with legacies placed at the top. If there are multiple legacies they should be placed in alphabetical order at the top of the bid list. The bid list is assembled and submitted by the recruitment supervisor. Bid Matching: The process of matching the PNM's preferential ranking with the chapter's bid list. Bid matching is always used for fully and partially structured recruitment formats. The preferential bidding system is used, and a membership recruitment acceptance agreement (MRABA) is always signed. Campus Total: The allowable chapter size as determined by the College Panhellenic (CPH), including both new and initiated members. Chapters that fall under total are allowed to participate in continuous open bidding (COB) until they reach total. Carry Figure: A carry figure is the number of PNMs a sorority may invite back to the next round of primary recruitment. It replaces the term "release figure" with the overall goal to use positive language by focusing on the women a group is choosing to invite to the next round of recruitment versus those they are choosing to release. Continuous Open Bidding (COB): COB allows chapters who are below total to recruit new members. During a primary recruitment term, chapters that did not pledge to quota or pledged quota but did not reach total may pledge additional new members following primary recruitment. The intent of COB is to provide maximum opportunities for membership to the greatest number of chapters possible, thus it is encouraged that all chapters below total participate in COB. COB is often incorrectly referred to as informal recruitment. Event: During each recruitment event a chapter will meet a new group of potential new members (PNMs). A series of events makes up a round during primary recruitment. During each event a chapter will meet a new group of PNMs. Sigma Kappa Sorority Vice President of Membership page 15 Flex List: A flex list is actually two lists of PNMs - a plus list and a minus list. Flex lists enable the RFM specialist to ensure the number of PNMs returning to each chapter's events most closely approximate the return number being targeted for that chapter to meet quota. The flex plus list includes those PNMs that if the chapter was able to invite more women back to the next round they would like to invite back. This list is utilized if the chapter's acceptance percentage for the previous round was not within the range expected. The flex minus list includes those PNMs that if the chapter could not invite back as many PNMs to the next round who they would feel most comfortable releasing. This list is utilized when the chapter's acceptances are far above the expected number of PNMs that they need in order to meet quota at the end of recruitment. Sigma Kappa strongly encourages chapters to utilize a flex plus list for all rounds, while keeping in mind any PNM listed on the flex plus list going into preference night must be included on their bid list. Complete flex minus lists are mandatory when requested. Legacies should not be placed on a flex plus or flex minus list. Flex lists are used only on campuses that use the priority ranking system. Intentional Single Preference: When a PNM who attended more than one preference event and does not list all chapters on her membership recruitment acceptance binding agreement (MRABA) following preference round. Legacy: A relative or step-relative including: daughter, sister, niece, granddaughter, or great-granddaughter of a Sigma Kappa member. Manual of Information (MOI): It is the guiding document organized by the National Panhellenic Conference (NPC) and serves as the primary resource for College and Alumnae Panhellenics. The MOI includes NPC's Unanimous Agreements, policies and best practices. Membership Recruitment Acceptance Binding Agreement (MRABA): The binding agreement signed by a PNM following the final preference event she attends during fully structured or partially structured recruitment. A PNM agrees to accept a bid from any chapter she lists on her MRABA. If she receives a bid to a chapter she lists and declines it, she is ineligible to join another organization on that campus until the beginning of the next primary membership recruitment period. If she does not receive a bid to membership, she is eligible for continuous open bidding and extension bids. The MRABA is also used for continuous open bidding and new chapter recruitment bids. Sigma Kappa Sorority Vice President of Membership page 16 Open House Pool (OHP): The Open House pool is the number of PNMs completing the Open House round of recruitment. This number is the constant from which all carry figures are calculated. Parity: Being equal or equivalent. Pledge: A promise made by a new member. It is a verb and should not be used as a noun to describe a new member. Potential New Member (PNM): Any woman who is eligible to participate in recruitment. Primary Recruitment: A period of time designated for membership recruitment during which each sorority holds a series of organized events governed by the CPH. Primary recruitment is no longer referred to as "formal recruitment" or "rush". On Sigma Kappa documents primary recruitment may be abbreviated as PRI. Priority Recruitment: PNMs list their top preferences into their priority "cluster" and then rank their lowest preferences following each round of primary recruitment. For example, if a primary recruitment format is 6-4-2 following the open house round a PNM would list her four top preferences in a priority "cluster" and then rank her fifth and sixth choices. Priority Percentages/Priority Returns: Priority percentages are a recruitment statistic for campuses that use the priority style method defined above for formal recruitment. PNMs put their top preferences of NPC groups into their priority "cluster" and then rank the lowest preferences each round. Panhellenic, with guidance from the campus RFM specialist then matches each PNM to the maximum number of chapters based on the PNMs rankings. Priority percentages are calculated for each round of primary recruitment and can be calculated as: #PNMs Selecting Chapter as a "1" to Return to Next Event (of those invited) #PNMs Invited to Next Event Therefore, a chapter's priority percentage for a round is the percentage of women invited to a round that chose to return. Example: Open House There were 250 women that attended the open house round of recruitment. Sigma Kappa Sorority Vice President of Membership page 17 First Invite Chapter A invited 200 PNMs to the first invitational. Of these 200 women, 150 ranked Sigma Kappa as a "1". Therefore, Chapter A's priority percentage is: 150 = 75%. 200 Preference Chapter A invited 150 PNMs to preference party. Of these 150 women, 120 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: 120 = 80% 150 How do priority percentages differ from return rates? Return rates have historically been used to analyze primary recruitment. The return rate for an event is calculated as: # PNMs Returning to Next Event (Matched through RFM) Total Women Invited to the Next Event How does this differ from priority percentages? PNMs may be matched through RFM to return to a chapter that they did not rank as #1. This can happen when a PNM is not invited back to one of her top-ranked chapters. To fill out the PNM's schedule and increase the opportunity for bid matching, the PNM will then be matched to other chapters that invited her back. Example: Open House There are 250 women that attended the open house round of recruitment. First Invite Chapter A invited 200 PNMs to the first invitational. Of these 200 women, 150 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: 150 = 75%. 200 However, 175 women were matched through RFM to return to first invite (i.e. 25 women matched that did not rank Chapter A as a 1). Therefore, Chapter A's return rate is: Sigma Kappa Sorority Vice President of Membership page 18 175 = 87.5% 200 Preference Chapter A invited 150 PNMs to preference party. Of these 150 women, 120 ranked Sigma Kappa as a "1." Therefore, Chapter A's priority percentage is: 120 = 80% 150 However, 135 PNMs were matched through RFM to return to preference party. Therefore, Chapter A's return rate is: 135 = 90% 150 How do I know my chapter's priority percentages? Each campus using RFM will notify Sigma Kappa National Headquarters of RFM statistics following primary recruitment. Your recruitment coordinator will share these statistics, along with a short analysis, via the recruitment statistics report to be used for future planning purposes. Quota: The number of PNMs each sorority may pledge during a fully or partially structured primary recruitment process. Quota is not set until the final or preference round is completed and the number of PNMs signing the membership recruitment acceptance binding agreement (MRABA) is known. Some campuses utilize a secondary quota comprised of upperclassmen to maximize the placement of PNMs. Quota Additions: Quota additions are unmatched potential new members (PNMs) who maximized their options are matched to chapters that have already filled Quota. To be eligible the PNM must be listed on the chapter's bid list. The Release Figure Methodology (RFM) specialist works with the Fraternity/Sorority Advisor (F/SA) to match quota additions immediately following bid matching. Quota Range: A procedure to determine the best number to use when setting quota. During bid matching all numbers within the quota range are processed so the RFM Specialist and the Fraternity/Sorority Advisor (FSA) may determine the most appropriate number for setting quota. Please note, you will not know what quota is until Bid Day, and the quota range may vary after each round due to retention. Recruitment Introduction Form (RIF): A form used by both collegians and alumnae to recommend or not recommend PNMs for Sigma Kappa membership. Sigma Kappa Sorority Vice President of Membership page 19 Release Figure Methodology (RFM): The purpose of RFM is: To enable each sorority to invite a sufficient number of PNMs to each event to attain quota at the conclusion of recruitment. To allow each PNM to methodically investigate realistic options and ultimately to match with a sorority for which she has a preference among those options. To maximize the number of PNMs who ultimately affiliate with a sorority through recruitment. RFM Specialist: She is a National Panhellenic Conference (NPC) volunteer who works directly with the Fraternity/Sorority Advisor (F/SA) and implements the RFM process with the goal to have every chapter pledge to quota by determining the number of PNMs to invite to primary recruitment events. Rotation Group Leader (RGL): A chapter member chosen by the VPM to lead each rotation group. RGLs are responsible for guiding her rotation group through recruitment, holding meetings at the end of each round to gather the thoughts and opinions about PNMs met by their rotation group, and serving as the voice of the chapter members in their rotation group during MSC meetings. Snap Bidding: Snap Bidding is the process of offering a bid once bid matching has concluded and prior to the start of Bid Day. Chapters who do not match to quota are eligible to snap bid. Chapters may snap bid to quota. Only PNMs who participated in primary recruitment, but did not receive a bid, are eligible for snap bidding. This includes PNMs who did not maximize their options on their MRABA and were not placed as a quota addition. All chapters should have a prepared list of women they would snap bid should they not match to quota. Some campuses have chapters contact potential new members (PNMs) to offer snap bids and others prefer to contact PNMs on behalf of the chapter. Strict Silence: The period of time after the close of preference events and prior to the distribution of bids when there is no communication between PNMs and sorority women. Values-Based Recruitment: Recruitment that focuses on conversations between chapter members and PNMs about organizational values and member organizations. Sigma Kappa Sorority Vice President of Membership page 20 ROTATION When planning 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 interactions moving smoothly to meet 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 use on your campus. Lastly, take into consideration the type of recruitment round and required activities, i.e. open house style, displays, speeches, 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 three members each round, not including preference round. This allows them to meet a variety of personalities and gives them the opportunity to potentially connect with a chapter member. It also gives a varied view of the chapter's opinion on the PNM based on the scoring. Types of Rotation 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. Split Rotation Just like traditional bumping, the chapter is divided up 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. The difference between this rotation and traditional bumping rotation is that two members of the group will not pick up PNMs at the door and start to bump at the same time at different points in the rotation. This rotation works well with larger chapters because it allows for fewer rotation groups with a larger number of members within each group. This rotation style requires practice in order to effectively execute this style of rotation. Sigma Kappa Sorority Vice President of Membership page 21 Hostess Hostess rotation allows for flexibility in each recruitment event, producing a comfortable feeling for the recruiter and PNM. In hostess rotation, a member is responsible for one PNM and gets to know her well during the recruitment event. The recruiter may also introduce her PNM to other chapter members throughout the 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 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 strategic organization 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 seal the deal or "pref" the PNM, will "bump" the greeter when it is time to transition into more focused and intentional 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 strengthen connections with more than one member throughout recruitment. 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. Sigma Kappa Sorority Vice President of Membership page 22 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. 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 trust and comfort among the members. Since the RGL will represent their voice in the daily MSC meeting, keeping the groups the same each round will allow the RGL to report accurately during the meeting. Rotation group sizes can vary depending on the size of the chapter and the number of PNMs participating in recruitment. Smaller chapters may assign five to six members per group while larger chapters may have up to 10 members. Rotation Group Leaders (RGLs) RGLs are responsible for guiding her rotation group through recruitment, holding meetings at the end of each recruitment round to gather the thoughts and opinions about PNMs met by their rotation group, and serving as the voice of the chapter members in their rotation group during MSC meetings. A good representation of Sigma Kappa leaders must be chosen when selecting RGLs. Executive council members and seniors should not automatically be RGLs. Chapter members must feel 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 recruiters who have participated in recruitment on the member side before and are well respected and approachable. 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 fraternity/sorority community. RGLs are 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 Sigma Kappa Sorority Vice President of Membership page 23 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 on the members only side of the Sigma Kappa website. Role of RGLs: 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 on 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. Take notes during discussions for daily MSC meeting. Serve as the problem solver for their group. Foster activities to help their group 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: Meeting daily with the VPM and recruitment team during recruitment. Helping rotation group members with questions and concerns regarding rotation, rating and individual responsibilities. Coordinate with rotation group members to create a recruitment "box" with essentials for each round (limited to the size of a shoebox, if possible). The box should include such items as: 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. RGL Training One of the keys to a smooth recruitment and membership selection is having well trained RGLs. It is helpful to have a meeting with the RGLs prior to the start of the recruitment workshops. This can help build their confidence to be strong leaders during workshops as well as giving them the tools and knowledge to address many of the questions their rotation groups may have. RGLs Role during Pre-Recruitment RGLs should ensure their group is comfortable with rotation and does not have questions or concerns going into primary recruitment. It is important that each RGL 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 Sigma Kappa Sorority Vice President of Membership page 24 together, and practicing together. The RGL should also have contact information for her group SO she is able to reach them if necessary. RGLs Role during Primary 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 membership selection. She should know which PNMs did or did not make a lasting impression on her group. 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 except 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. Role of the Chapter President & Vice President of Membership During Recruitment Events The chapter president and VPM 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. If needed, they 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, VIPs, and any PNMs that the chapter needs another opinion on. As ambassadors, they will NOT rate PNMs unless they are a member of a rotation group, OR have special permission from the RS/VPM advisor because she met a legacy, VIP, a PNM with multiple RIFs, a questionable PNM, and/or a group is having problems rotating and they need more raters. The VPM and president have a voice and a vote at the MSC meeting. Sigma Kappa Sorority Vice President of Membership page 25 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 via SmarterSelect. Refer to the Collegiate Officer Monthly Calendar on the members only side of the Sigma Kappa website 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 media or 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 upon to use their round committees properly to ensure all details of the plan are prepared ahead of time and are ready to be put into place during primary recruitment. They should meet with the VPM at least once a month during the term prior to primary recruitment to check in and verify that the plans are being carried out in the manner the VPM envisioned. 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 of the VPM). Purchase any necessary non-perishable items the term 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 primary 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 chairmen in completing decorations. Assisting the round chairmen in setting up for each round. Assisting the round chairmen in cleaning up after their assigned round. Sigma Kappa Sorority Vice President of Membership page 26 Preparing refreshments for their assigned round. Developing Round Plans The process of determining round plans begins with evaluation of the previous year's recruitment. Evaluations of primary 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. Review the evaluations and round returns with your RS and VPM advisor for feedback to determine whether or not a new round plan is necessary. When considering round plans, consider the following items: Decorations and set-up Speeches and activities Nametags Refreshments Conversation Clothing Before ordering bulk clothing for primary recruitment read the Apparel and Promotional Item Approval Guidelines found on the members only side of the Sigma Kappa website. Greek-licensed vendors are the only vendors who can lawfully produce items with Greek trademarks based on license agreements. Approval from the ABS and RS is required before ordering recruitment clothing. 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 carefully considered. Can the chapter absorb the cost of the new round within the recruitment budget? Developing a new round theme is a lot of work and should be pre-approved by the RS, VPM advisor and your recruitment coordinator. It is recommended that only one round per recruitment be completely replaced. New rounds must also comply with CPH recruitment rules. Consideration for a new round should take place immediately following primary recruitment. When restructuring a primary recruitment round, it is essential to look at how much time is available for planning purposes prior to primary recruitment. Consider the following for new rounds: How much money can the recruitment budget allow for a new round? Sigma Kappa Sorority Vice President of Membership page 27 Is the chapter supportive of the change? Does the change comply with CPH recruitment rules? Does the new round have longevity on this campus? 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 round. Consult your recruitment coordinator as she has access to plans from chapters across the district and many times one of those plans could work for your campus. 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 should make 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 Workshop Warehouse on the members only side of the Sigma Kappa website. Use them to help chapter members feel more comfortable making conversation with PNMs. 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 the chapter, the more likely she will want to return to Sigma Kappa. Videos/Technology Many CPHs allow for the use of technology during primary recruitment. Continue to reference the CPH primary recruitment rules to ensure you understand the expectations and limitations on your campus. Any media that is used for recruitment must be submitted for approval to your recruitment coordinator. This includes social media hype/intro videos and Snapchat and Instagram Stories. For recruitment videos, a minimum of a storyboard is required with the Primary Recruitment Plans. It is important to submit the final draft with Sigma Kappa Sorority Vice President of Membership page 28 enough time prior to recruitment to allow for any edits based on feedback from the recruitment coordinator. It is also important to have your RS and VPMA review it and provide feedback prior to submitting. If a video is suggested or required during a philanthropy round, Sigma Kappa has produced a national philanthropy film for you to use. Speakers Speeches 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, 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 written and memorized before pre-recruitment 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 as those may make PNMs feel alienated. The focus of a speech should be to help the PNMs feel as though they belong and provide glimpse of the chapter's sisterhood, not to simply relive favorite moments. 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 have the lead vocal removed SO chapter member(s) can be heard. When the budget allows, rent cordless microphones and speakers. Be sure to have a plan for how the music will be played during the events. Sigma Kappa Sorority Vice President of Membership page 29 TYPES OF ROUNDS Philanthropy Round Video Sigma Kappa has a national philanthropy film available on the members only side of the Sigma Kappa website. It can be utilized during this round or even during a COB event. It is important to incorporate the national philanthropy film discussion workshop into your pre-recruitment schedule to ensure the chapter can effectively discuss the film with the PNMs. A philanthropy film infographic is also available to download and print. The infographic highlights key facts discussed during the film. Projects & Activities When planning a philanthropy craft, take into careful consideration the length of the event and your recruitment space. Projects should be fun and easy to complete, not messy. Be creative! Plan projects or activities that require the PNM to walk around the room to complete, this will allow her to meet and speak with more chapter members. Consider laminated information cards displayed at various locations to help PNMs understand how the project or activity benefits our philanthropy. It is preferred that all projects and activities reflect Sigma Kappa's partnership with the Alzheimer's Association. Some projects and activity ideas include: 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. Examples: Put together goodie bags for walkers with items including bottled water and snacks or decorate Memory Garden flowers. Contact your local nursing home and find out if there are certain supplies they are in need of for the residents. Other ideas may include: a. Decorate Valentine's Day, St. Patrick's Day, Mother's Day, Halloween cards and/or holiday cards to deliver to a local nursing home. b. Fill and decorate mason jars with violet colored bath salts and donate them to a nursing home. C. 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. Making sun catchers or paper flowers to educate PNMs about Inherit the Earth. Donate the finished projects to university faculty and staff or a local elementary school. Sigma Kappa Sorority Vice President of Membership page 30 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. 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 project and the Sigma Kappa philanthropies, with an emphasis on the Alzheimer's Association. If your CPH allows chapters to use a video during philanthropy round, please use the national philanthropy film available on the members only side of the Sigma Kappa website. 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 home/suite/floor for 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 platforms are great places to reference for inspiration. Always make sure that you are in alignment with the house rules, university housing rules and CPH recruitment rules. Outside the Recruitment Space 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 comparable with other homes, yet unique to Sigma Kappa? 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? Do the front porch swings/chairs need to be pressure washed? Are shutters freshly painted? Are they 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? Sigma Kappa Sorority Vice President of Membership page 31 Is there ample outdoor lighting and accent lighting for evening events? Inside the Recruitment Space The inside of a chapter home is important too. Remember that a PNM is looking for a 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 are to ensure chapter members are poised and ready to recruit, the recruitment space needs a dress check. Clean up During pre-recruitment week, organize a major recruitment space 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 any silver plates, serving trays, etc. that are used for refreshments. Dust everywhere. Do not assume a PNM will not notice the mailboxes or the top of the award cabinet. Picture frames and awards need to be dusted. Vacuum/sweep the entire space. Repeat prior to each round. 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 space appears clutter free and spacious. Bathroom cleaning. Furniture revival. Do couches need to be fluffed or spot treated for stains? Guest Bathroom Designate a bathroom for PNMs and recruitment counselors to use and ensure it is clean, 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 CPH recruitment rules require removing photos of recruitment counselors, make sure that someone is responsible to go through everything to cover their face and names with a small sticker, heart shaped post-it, or similar item that won't damage the item or leave a residue. If there is a photo with multiple recruitment counselors that need to be covered, consider replacing it with another photo that will still tell the same story without the stickers. Sigma Kappa Sorority Vice President of Membership page 32 Individual Sleeping Rooms On or near the door of each sleeping room should be a fun sign or flattering photo of the sisters sharing that room. One way to create door décor is to have a photo shoot with the entire chapter and take photos of roommates SO all the photos displayed in and around the house coordinate. Ensure that room décor is comparable with the other sororities on campus, yet authentic to the chapter and the members who reside in said room. Moving Furniture or Décor Before moving furniture or décor please work with and seek approval from your housing corporation board. 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 a Sigma Kappa sister. 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 is important for chapter members to remain in control of their emotions 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 the members only side of the Sigma Kappa website to view 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 should be comparable with other sororities on campus, yet uniquely memorable to the PNM. Planning Preference: Getting Started As you plan for your chapter's preference event, we encourage you to be open-minded and think creatively. We also encourage you to think critically about what you have done in the past and give yourself permission to consider changing chapter traditions. Every year, we need to ask ourselves: "Is our Preference event giving PNMs the best Sigma Kappa Sorority Vice President of Membership page 33 possible experience?" We have many times throughout the year that we can honor our seniors and graduating members, but Preference should be about celebrating the PNMs in the room who will make up your new member class. It is more important that your Preference event resonate with them, SO you can show them what it means to be a Sigma Kappa. Below are some factors to consider when planning Preference: Talents and Abilities of Chapter Members Play off of your members' strengths and set them up for success by making choices that will compliment your chapter's membership. Before you dive into making decisions, do an inventory of members' talents. Do you have charismatic and polished public speakers? If so, work with them to write and memorize longer and more personal speaking parts. If not, focus on shorter or non-memorized speaking parts. Do you have talented singers or musicians? Solos and small group numbers can be very impactful, and may showcase your chapter's strengths better than a full-chapter song. Logistics, Numbers and Space Factors like number of PNMs, as well as size and layout of your chapter house or ballroom, will shape the choices you make. Make sure to think about the logistics of your event, including number of people per space, noise levels, ease of transition to a ceremony space, etc. Campus Culture and PNM Pool Make sure you understand campus norms. What do other sororities on campus do? Is your recruitment culture more traditional and formal, or casual and trendy? Who are the women who participate in recruitment on your campus? What is the personality type(s) of the PNMs who typically attend your preference event? Budget and CPH Guidelines Be sure you know your campus CPH guidelines. Always be aware of your budget and make sure you are using your resources effectively. Feedback Solicit feedback from your RS, VPM advisor, recruitment coordinator, and chapter members. Refreshments and Room Presentation Set the atmosphere with refreshments and presentation. Be mindful that refreshments and room presentation is comparable to other sororities on campus but uniquely memorable, abides by CPH recruitment rules, is cost effective, and environmentally Sigma Kappa Sorority Vice President of Membership page 34 friendly while aligning with values-based recruitment practices. Consider the following when planning for preference: Select refreshments that are not messy and are easy to eat. Select refreshments that make the house smell good. Select refreshments that are known not to be common allergens. Stay away from dairy, nuts, or foods cooked in peanut oil. Serve on real glass or china plates. Use silver or glass serving pieces - trays, bowls, punch bowl, etc. Use cloth napkins rather than disposable. If cloth napkins are unavailable, use appropriately colored paper napkins that match your theme. 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 more expensive. Purchase extras, as some varieties will not last through the entire round. Lights can also be used to decorate the room. Consider having Sigma Kappa symbols appropriately incorporated into the presentation. 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. 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. The chapter is not required to wear black. 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 well with the PNM. She should be able to sell Sigma Kappa to the PNM. If a member has not previously met the PNM she should talk to sisters who met her in earlier rounds SO she can genuinely express her excitement for meeting 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 leaves the PNM feeling as though Sigma Kappa is the perfect Sigma Kappa Sorority Vice President of Membership page 35 choice for her. Practice is important to ensure members are not bid promising or participating in other unethical recruitment behaviors. Entrances Provide a comfortable waiting area for PNMs to gather and wait. 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 on the members only side of the Sigma Kappa website. If singing is not a chapter strength: Audition soloists, a duet or small group to sing. Have the small group sing the verses and the chapter sings the chorus. Utilize an upbeat contemporary song and find an instrumental version without the words to play as the chapter sings; this will help the members stay on key. 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? Do they relate to the PNMs? Choose speakers based on speaking effectiveness, poise and personal presentation. Do not choose speakers based on offices held, number of years in chapter, etc. If speeches are going to be written by the speaker, 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 time in Sigma Kappa. Sigma Kappa Sorority Vice President of Membership page 36 PRE-RECRUITMENT In order to prepare for recruitment, workshops should begin at least the term prior to primary recruitment. In addition, select dates in the prior term for the recruitment team to get together and make sure 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 the chapter can focus on workshops and preparing the chapter members for recruitment. Preparing for Pre-Recruitment Many chapters return to campus early for a pre-recruitment week or weekend. This is a fun-filled time designed to finalize preparations for primary recruitment. It is also a time in when chapter members can re-connect and form a stronger sisterhood. Time is valuable and scheduling a week/weekend that is either too short or too long will make it ineffective and lose value in the eyes of the chapter. Content is important, SO start with an outline of what workshops and topics that need to be covered. Refer to the SOE brochure in the collegiate officer resources on the members only side of the Sigma Kappa website to plan effectively. Next, determine the amount of time needed for each topic, then determine the length of the week/weekend. There is no required length of pre-recruitment SO it is not necessary to replicate what had been done in prior years. Work with your RS and VPMA to determine the best schedule for your chapter. Make sure an email, newsletter and/or OmegaOne notification is sent to chapter members during the break reminding them of pre-recruitment dates. They should be informed of dates, times, locations, and what they need to bring such as food, clothing, or committee items. Using more than one means of communication helps ensure the entire chapter sees the information and is aware of pre-recruitment expectations. When scheduling pre-recruitment workshops it is recommended to start with preference and work backwards. Preference is the most important round of primary recruitment and should not be left until the end of pre-recruitment to practice. Before setting a pre-recruitment schedule, it is important for the VPM to meet with the following people to determine the needs of the chapter: Round chairmen: Receive regular updates about round plans. 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. Sigma Kappa Sorority Vice President of Membership page 37 RGLs: In order for these members to serve as mentors and be able to answer questions during workshops they should be trained in advance on the details of rating, rotation and membership selection. Sisterhood chairman: Discuss your pre-recruitment goals and have her be prepared to carry out several short 15 and 30-minute sisterhood activities and several five-minute energizers. These are great ways to keep the chapter upbeat, energized and enjoying pre-recruitment. Incorporate her planned activities into the schedule. VPCO: Obtain an updated chapter roster and ensure all chapter members have a responsibility during primary recruitment. RS and VPM Advisor: Meet with the RS and VPM advisor to analyze the needs of the chapter. This will help the VPM select and schedule appropriate pre- recruitment workshops. 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, practicing the intricacies of recruitment that they did not see as a PNM will be important. If the chapter is made up of mainly older sisters who have completed several recruitments, more time can be spent perfecting the details of the events, sisterhood activities, and rotation group bonding events. No matter the age or readiness of a chapter, conversation workshops and practice is critical to a successful recruitment. Recruitment Excuses Recruitment is one of the most important events on a chapter's calendar. In order to be successful, all chapter members should attend and participate, thus, attendance at all pre-recruitment and primary recruitment events is mandatory. It is important to communicate the dates of pre-recruitment and primary recruitment events as far in advance as possible to avoid conflicts. Requests to be excused for recruitment activities must be submitted directly to the RS. It is her role to approve or deny any excuses and to assess fines or sanctions as outlined in the chapter's Code of Conduct (COC). Excuses for pre-recruitment and primary recruitment events are 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 Sigma Kappa Sorority Vice President of Membership page 38 University welcome week/orientation leader CPH recruitment counselor or officer Family vacations or returning from studying abroad or summer internships are only approved if airline tickets were purchased prior to the date the recruitment dates were communicated to the chapter Classes and labs Illness (if the member provides a doctor's note within 24 hours of the absence AND calls the VPM prior to the absence) Unexcused absences: Work is not 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 (COC). It is beneficial to review it with the chapter to avoid any confusion. Additionally, it is important to have a plan for how absent members can make up missed material. Consider a make-up session, video conferencing, or individual material review. Recruitment Workshops All recruitment workshops can be found in Workshop Warehouse on the members only side of the Sigma Kappa website. The purpose of workshops is to give chapters a chance to practice for recruitment, hone their skills and improve their knowledge of Sigma Kappa. Workshops are a chance to prepare members for the rigors of recruitment. Each workshop has been developed with the intent of helping chapters execute a values-based recruitment to welcome new members. The workshops are interactive, giving chapter members an opportunity to think, act and learn. Careful preparation should go into each workshop prior to pre-recruitment, SO the chapter has the best experience possible and feel their time is well spent. Refer to the SOE brochure in the collegiate officer resources on the members only side of the Sigma Kappa website to plan effectively. Sigma Kappa utilizes a trust your sister's method of recruitment because each sister will not have the opportunity to meet every PNM. The workshops will enable chapters to Sigma Kappa Sorority Vice President of Membership page 39 have 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 change the schedule each year to keep members engaged. Select workshops your chapter will find beneficial and meets the needs of the chapter. Always include a mix of conversation, rating practice, preference conversation, PNM reviews and general workshops. Outside facilitators may be utilized for workshops. Utilize RGLs, experienced recruiters, and executive council members to facilitate the workshops and encourage member participation. Consider prerequisites when planning your workshop schedule. Completing workshops in the order they are intended will make them more beneficial to the chapter. New Recruiter Workshop It is a SOE requirement to hold a workshop specifically for first time recruiters. First time recruiters often have misconceptions about recruitment and do not know what to expect. Spending time to review recruitment terms 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 The VPAR should send a newsletter to alumnae asking for RIFs. Be sure to include the link to the online RIF and the dates of primary recruitment. Put all RIFs in a notebook and highlight all legacies SO they stand out. Have this notebook readily available for the recommendations/computer chair, the VPM, RS and VPM advisor. Sigma Kappa Sorority Vice President of Membership page 40 Work with your RS and VPM Advisor to review opportunities to include parents or alumnae in pre-recruitment activities. If inviting parents or alumnae to pre-recruitment activities, the VPAR should send invitations with the time and location of all events they are welcome to attend. Make sure they are aware of any costs involved or if the chapter will be providing food and beverages. All communication should include guidance on appropriate attire. Work with the RS/VPM advisor to estimate the number of alumnae and parents that will be assisting with primary recruitment. Determine how and when they will assist and, if possible, schedule a time to meet with them prior to primary recruitment. Make sure the VPAR is prepared to act as the hostess/liaison for these guests during events. Some ways parents and alumnae can help during recruitment are: Preparing meals for pre-recruitment Serving as PNMs in a mock recruitment setting Preparing food for primary recruitment rounds Ensuring food and décor is refreshed between each event - especially if there is a short turnaround time for members to rate and be ready to go for the next event Sigma Kappa Sorority Vice President of Membership page 41 PRIMARY RECRUITMENT Round Committee Members During primary 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. Committees should be organized by the round chairman and should be ready to set up the round. They should be split up into small groups within the committee and assigned to tasks such as décor, food and drink, or anything else that needs to be accomplished. General Chapter Members Chapter members should expect to arrive at least 90 minutes prior to the start of each round. They should arrive dressed and ready. All make-up should be applied, hair should be styled, 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 first event the chapter should conduct a final walk-through of the round. They should also take this time to practice songs/chants, speeches, where to stand, rotation, and to ask any last-minute questions. Once the final walk-through is complete, bring the chapter members back together to review final details, share the schedule for the day, and to motivate them. At this point, if appropriate, the RS should share 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 past years get excited and make sure the chapter knows 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 selected a few names to share that will excite the chapter). RGLs should meet to review the PNMs they will be greeting at the door for the first event SO that they have time to 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 PNMs should be matched with chapter members during all rounds of primary recruitment. When a PNM is matched with a member based on shared interests, she develops a stronger connection to Sigma Kappa. Many chapters use a matching Sigma Kappa Sorority Vice President of Membership page 42 committee, along with the RS/VPM advisor, to match members and PNMs. To assist with matching chapter members should enter their interests into OmegaRecruit during pre-recruitment. PNM interests can be found on their RIF or recruitment registration. For additional matching best practices, refer to the OmegaRecruit resources on the members only side of the Sigma Kappa website. 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 immediately for assistance. She will be able to arrange for a headquarters staff member or recruitment team volunteer to assist during recruitment, or to be available herself. Always keep open lines of communication with your recruitment coordinator. 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: academic excellence, first impression, conversation, and membership potential. Rating workshops should be part of your pre-recruitment plans and can be found in Workshop Warehouse on the members only side of the Sigma Kappa website. 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 open OmegaRecruit on their phones/computers. They only rate PNMs that they talked to during that event 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 rate a PNM. No comments are to be made about scores in order to allow each sister to provide their own unbiased feedback. If there is time, the rotation group leader takes notes about each PNM her group met and ensures she represents every group member's comments. Rating PNMs after preference events is not permitted. Sigma Kappa Sorority Vice President of Membership page 43 End of Round 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 recruit. It is important for the RGL to take good notes SO that she may voice these opinions in the daily MSC meeting. The RGL should guide the conversation with the group to ensure feedback is limited to aspects that have not already been reflected during rating. For instance, feedback of "I just could not talk with her" should be covered in the conversation rating and is not feedback to be shared. 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 page 44 MEMBERSHIP SELECTION Membership selection occurs throughout recruitment. A member rates every time she assesses a PNM on a rating card. 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 discussions during an MSC meeting. If there is a question of a breach of confidentiality, the RS should have a conversation with the member. New members may recruit but they cannot rate PNMs. Prior to the first MSC meeting, the chapter must conduct a meeting to vote with a 3/4 majority to authorize the MSC to invite PNMs to Sigma Kappa invitational recruitment events and to approve the invited PNMs to be members of Sigma Kappa. This vote must take place at the beginning of pre-recruitment or at the first chapter meeting of the academic year and prior to primary recruitment. This vote is not to determine the specific members of the MSC but rather to give them the authority to operate. At this time the chapter may also vote to authorize the VPM and/or COBC to extend COB bids at their discretion to move quickly and stay competitive with campus norms, if needed The RS will ensure the vote takes place. Sample MSC motion: Collegian 1: I move to authorize the MSC to invite PNMs to Sigma Kappa invitational recruitment events and approve the invited PNMs to be members of Sigma Kappa. Collegian 2: Seconded. Chapter: Votes and motion passes with a 3/4 majority vote. Sample COB motion (if needed): Collegian 1: I move to authorize the officer positions of VPM and COBC to extend COB bids at their discretion. Collegian 2: Seconded. Chapter: Votes and motion passes with a 3/4 majority vote. Membership Selection Committee MSC meets daily during primary recruitment following the rotation group review meeting. During COB, the MSC will meet when needed. Responsibilities of the MSC include: Meet at the conclusion of each round to discuss feedback the chapter has shared with their RGLs about PNMs. Sigma Kappa Sorority Vice President of Membership page 45 Provide consensus on raising or lowering PNM daily scores in OmegaRecruit according to RIFs, additional rotation group feedback, and the guidance/recommendation of the RS. Maintain confidentiality of discussions during the meeting. OmegaRecruit Recruitment Management System The OmegaRecruit Recruitment Management System (RMS) is a Sigma Kappa specific program utilized by members to rate PNMs and for the RS to track of PNMs during recruitment. This program allows PNMs to be sorted by their overall score and has the ability to produce the daily invitation list and bid list to ensure that no mathematical errors occur when determining where a PNM falls. For additional information about how collegiate members utilize OmegaRecruit, please refer to the OmegaRecruit Chapter Member User Guide available on the members only side of the Sigma Kappa website in the VPM officer resources. Once recruitment has begun, only the RS, VPM advisor or another appointed alumna assisting with the management of the RMS are permitted administrative access to OmegaRecruit. Legacy Policy Importance of Legacies: It is the belief of Sigma Kappa Sorority that legacies are extremely important to the success of our sorority. When the chapter is determining whom they wish to pledge, the chapter shall give careful consideration to the following relatives/step-relatives of collegiate members and Sigma Kappa alumnae: sister, daughter, granddaughter, great granddaughter, niece. While Sigma Kappa strongly encourages chapters to invite legacies to join our membership, legacy status does not guarantee membership and chapters are not required to pledge legacies. The legacy policy must be followed during any form of recruitment - primary or COB. A Sigma Kappa legacy should be invited to the first invitational event during primary recruitment. A potential new member with multiple Sigma Kappa legacy relationships should be given additional consideration. She must be invited to round 3 in a 4-round primary recruitment or round 2 in a 3-round primary recruitment. During Continuous Open Bidding (COB) a chapter may extend a bid to a legacy at any time after she is approved by the MSC. If she requires additional consideration, the Sigma Kappa legacy should be invited to the first invitational event during structured COB or two casual COB events. A PNM with multiple Sigma Kappa legacy Sigma Kappa Sorority Vice President of Membership page 46 relationships should be given additional consideration. If she requires additional consideration, a PNM with multiple Sigma Kappa legacy relationships must be invited to round 3 in a 4-round structured COB, round 2 in a 3-round structured COB or three meetings during less structured COB. When a chapter participates in primary recruitment or COB with only one invitational event, the chapter will work with the RS to invite back only legacies whom they wish to pledge. If a legacy attends Sigma Kappa's preference event her name must appear at the top of the bid list. If there are multiple legacies their names must appear at the top of the bid list in alphabetical order by last name. If a legacy is in danger of being released the RS shall assess the situation and has the authority to reverse the chapter's decision. During the membership selection committee (MSC) meeting, the rotation group leaders (RGLs) should provide a full explanation as to why the legacy should not be a member of the chapter. If the RS reverses the decision to release a legacy she should provide a full explanation to the chapter as to why the legacy should be a member of the chapter. A PNM with multiple legacy relationships may not be released without permission from a national recruitment team volunteer. In the event a legacy is released from primary recruitment or COB, only alumnae related to the legacy who completed and indicated on the recruitment introduction form that they wish to receive a release notification will be contacted. This notification is a courtesy and reasons for the release cannot be discussed, as all membership selection business is confidential for the privacy of members and PNMs. Unverified Legacies If you are unable to verify the status of a legacy you may extend her a courtesy invite while you continue to attempt verification via the PNM and / or NHQ. If an unverified legacy attends preference she is not required to be at the top of the bid list. Moral Objections A moral objection (MO) is a serious reason that a chapter member has as to why a PNM should not be invited back to Sigma Kappa. A MO is based on first-hand information about a PNM from a current chapter member regarding the PNMs morals and personal ethics. This may include behavior demonstrated on social media. A MO is given to the RS/VPM advisor during an in-person, confidential conversation as soon as the chapter member is aware that the PNM is participating in recruitment. It is not to be shared with anyone in the chapter, including the VPM. Sigma Kappa Sorority Vice President of Membership page 47 If the MO concerns behavior demonstrated on social media, the post must be shared during this conversation. If a situation qualifies as a MO the RS/VPM advisor must release the PNM at the conclusion of the current round. An exception to this timeline is a situation where a legacy receives a MO, in which case the legacy policy is followed but the PNM is released the round which corresponds to the legacy policy. In this situation, the RS/VPM advisor must clearly communicate to the chapter member who raised the MO when the PNM will be released. The RS/VPM advisor should consult the recruitment coordinator/specialized recruitment coordinator/new chapter recruitment coordinator if guidance is needed for any MO. Because a MO eliminates the PNMs chance of becoming a Sigma Kappa reasons must be very serious and must have been witnessed first-hand by the chapter member or be currently viewable on social media. A MO cannot be hearsay or rumor. It is up to the discretion of the RS/VPM advisor to decide if the PNM will receive a MO. If the RS/VPM advisor does not grant the MO, she may choose to make the MSC aware of the concern. Examples of a MO: I was at a party and saw the PNM participate in illegal drug use. This social media post clearly demonstrates the PNM exhibiting inappropriate behavior. The examples above were either seen first-hand or on social media by the member which makes them eligible to be considered as a MO. If the examples said, "I heard this PNM participated in illegal drug use", it could not be submitted as a MO. 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 invite to the next round. RIFs do not guarantee a PNM will receive an invitation to the next round, but they do give RGLs more insight as to which PNMs are known by members or may already have a strong knowledge of Sigma Kappa from an alumna. RIFs can be used to either recommend or not-recommend PNMs for membership. Many RIFs submitted will be positive in nature; however, there is space on the form to identify what type of recommendation is being provided. Sigma Kappa Sorority Vice President of Membership page 48 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 alumnae women who submit RIFs, thanking them for their contribution. The VPAR should ensure each RIF submitted receives a timely response. The following language can be used as a template to sending thank you notes after recruitment has concluded: Dear (name of alumna), The (chapter name) Chapter at (school name) thanks you for your interest and loyalty in recommending (PNM name). During the recent recruitment period she pledged (which sorority she pledged, if any). We encourage your continued participation in our chapter's membership. Loyally in Sigma Kappa, Vice President of Membership Grade Risk Policy Per the National Policy Handbook, a woman shall have a 2.8 GPA from high school and a 2.5 GPA from college based off of a 4.0 system to be pledged to Sigma Kappa. All exceptions to this policy require approval of the collegiate coordinator/new chapter coordinator/specialized chapter coordinator (as applicable). The RS and collegiate coordinator/new chapter coordinator/specialized chapter coordinator (as applicable) will determine how many, if any, PNMs who are considered a grade risk the chapter may take. PNMs with a GPA below the national requirement to be initiated should be released after the first round of recruitment. 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 thoughts and come prepared to discuss both the women their group favored and those they did not. PNMs they did not feel strongly about one way or the other will likely not be discussed. RGLs should bring a notebook with notes and comments from their group to the meeting. Stress the importance of gathering good, detailed information from their group members that is outside of what is already rated on. Sigma Kappa Sorority Vice President of Membership page 49 Organizing the Notes RGL notes should be on index cards with alphabetical tabs. All PNMs they met during the round events should be placed in alphabetical order within the tabs. This will make finding the PNM a quick and easy process. Use different colored post it notes or tabs to quickly identify PNMs groups feel strongly should be invited to the next round and those that should be released. Sort the PNMs in Overall Score Order The RS/VPM advisor will use OmegaRecruit to sort the PNMs in numerical order from lowest to highest overall score. The RS will use OmegaRecruit during the meeting to keep track of the PNMs being released. Invitation List The invitation list includes the PNMs that the chapter would like to invite to the next round based on the carry figure provided by the RFM specialist and the fraternity/sorority advisor (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. Final invitation lists and the bid list should not be viewed by the chapter at large. In some cases, the RS may need assistance from collegiate members, such as the VPM, president, or members of the technology committee, to submit invitation and bid lists. The RS should emphasize that invitation and bid list information is confidential and she should ensure collegiate members with access to this information have signed the technology confidentiality agreement. See below for more information on bid list submission. The step-by-step outline of the MSC meeting procedures can be found in the VPM supplies on the members only side of the website. 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. The RS will prepare these lists. Sigma Kappa Sorority Vice President of Membership page 50 Bid List The final bid list is prepared by the RS after preference round. The bid lists should not differ greatly from the list of PNMs in average score provided by OmegaRecruit RMS. The final bid list should not be viewed by the chapter at large. In some cases, the RS may need assistance from collegiate members to the bid lists such as the VPM, president, or members of the technology committee. The RS should emphasize that bid list information is confidential and she should ensure collegiate members with access to this information have signed the technology confidentiality agreement. The bid list is prepared in the following order under the supervision of the RS: Legacies always go to the top of the bid list in alphabetical order, regardless of classification or average score. All other PNMs are listed by average overall score from highest to lowest, for example: 4.0, 3.97, 3.23, 2.6 etc. 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. When a CPH 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 CPH. The RS represents Sigma Kappa at bid matching when permitted by the CPH. Quota Range for Release Figure Methodology Campuses Quota range is re-evaluated 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. Chapters must place every PNM who attended their preference events on the bid list in rank order. If a PNM matches to a chapter, she must be accepted as a new member. Snap Bidding A chapter can only participate in the snap bidding process if quota was not reached during primary recruitment. Under the direction of the CPH, a chapter may extend bids to women who attended their 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 the organization(s) she did list. Sigma Kappa Sorority Vice President of Membership page 51 Snap bidding should begin immediately after bid matching and end with the distribution of bids, at which time COB shall begin. Snap bidding may vary on different campuses. Consult the CPH 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. These women would be eligible for a bid if they did not pledge another organization. In the event a chapter wishes to extend a snap bid to a PNM they released or who released them during the primary recruitment process, they must get prior approval from the RS. Utilize the MSC to make decisions regarding these women before extending bids. If your CPH uses 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 COB chairman. Sigma Kappa Sorority Vice President of Membership page 52 AFTER PRIMARY RECRUITMENT What to Do Immediately After Primary Recruitment Congratulations! Primary recruitment is over, but your role is not. Recruitment is a 365- day continuous process. Bid Day Think of Bid Day as another round in recruitment. The VPNME is the round chairman. 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 rented chairs, tables, or tents are some examples of things that can be shared. Offer to work with the VPNME on selecting heart sisters for the new members. Utilizing preference matches can be beneficial here, since the VPM can quickly locate which chapter members talked to each new member. 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 CPH office to determine if these PNMs had an excuse for missing, declined their bid, or if they are truly absent. When possible, send a small (one or two people) team of chapter members to her residence hall, apartment or home 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 the chapter. These chapter members should be caring women who can easily engage in conversation and make the PNM feel comfortable. 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 intention of joining Sigma Kappa, contact the COB chairman and let her know that there is an open spot SO that she may begin the process of filling it. Most importantly, do not act upset in front of the chapter. Explain to them that this sometimes happen and regardless of the outcome, they need to show the ones who do Sigma Kappa Sorority Vice President of Membership page 53 show up that the chapter loves and cares for them. If you get upset about no-shows in front of the chapter, this will have a negative impact on Bid Day for everyone. Remember this is a happy day for the chapter; you are welcoming 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. The chapter is 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 time with these new members to make them feel welcome and at home. By meeting more sisters, the chapter has a better chance to retain them as members. Continuous Open Bidding (COB) 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 COB chairman to review the plans for COB. These plans should have already been discussed with the RS/VPM advisor and should be ready to implement. Review the list from the CPH of women not receiving bids with the COB chairman and her team. You may have to ask the CPH for this list. Assist the COB chairman in any way possible in extending 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 total. A chapter may exceed campus total as a result of its participation in a Panhellenic recruitment when quota-total and a preferential bidding system are used. If at any time during the academic year a chapter falls below total, the chapter is eligible to COB to reach total again." In 2015, NPC adopted a policy of automatically adjusting campus total no later than 72 hours following bid day during the term that primary recruitment is held and within one week (no more than seven days) from the start of the academic term(s) in which primary recruitment is not held. Refer to the CPH recruitment rules for your campus's specific procedure to reset campus total. Be sure to contact your RS, VPM advisor, and Panhellenic coordinator if you have questions about this policy. Thank You Notes Many chapters receive assistance, monetary donations, flowers, or food from alumnae and parents during recruitment. Take note of them during pre-recruitment and primary Sigma Kappa Sorority Vice President of Membership page 54 recruitment and have a list ready for the VPC to 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 follow up notes. Blank Sigma Kappa Sorority branded note cards may be ordered from NHQ using the supply order form found on the members only side of the Sigma Kappa website. A sample follow-up template can be found in the membership selection section of this handbook. 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 notes. Reports Complete the VPM reports in the VPM annual supplies on the members only side of the Sigma Kappa website. All reports should be submitted via SmarterSelect by the set deadline. In addition to these required reports, the VPM must complete the 48 hour report through SmarterSelect within 48 hours of Bid Day detailing the following information: Quota Number of new members that Sigma Kappa matched during primary recruitment Number of new members accepting bids to Sigma Kappa Please email ideas or photos you would like to share to your recruitment coordinator. Evaluations During the first new member meeting, new members should fill out the evaluation listed within the VPM supplies on the members only side of the Sigma Kappa website. Chapter members should fill out the chapter evaluation (also located within the VPM supplies) during the first chapter meeting following recruitment. These forms should be shared with the RS/VPM advisor and kept in the VPM notebook as tools for preparing for the next primary recruitment. Sigma Kappa Sorority Vice President of Membership page 55 YEAR-ROUND PUBLIC RELATIONS AND A SUCCESSFUL RECRUITMENT Year-round positive public relations (PR) is an important aspect of both primary recruitment and COB. It is imperative for the VPM to understand PR takes a concerted effort as a positive or negative image on campus can affect recruitment results. Work closely with the PR chairman to ensure that a positive campus presence is established. Chapter Websites A chapter website and social media platforms are one of the most important tools during the recruitment process. Chapter websites allows PNMs and their parents the opportunity to find out more about the sororities on campus 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 is 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, Twitter and Pinterest are some of the best, and most cost effective 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. Guidelines should be established in the chapter's COC to ensure a positive image of Sigma Kappa is being promoted at all times and your chapter should have a designed process to monitor what chapter members are posting on social media. If a member fails to follow the chapter's COC standards council should address the matter. The CPH may have specific guidelines regarding the use of social media leading up to and during primary recruitment. Be sure you know the rules for your CPH and communicate these rules to all chapter members to ensure compliance. Work with the PR chairman and webmaster to educate members on correct social media usage. Sigma Kappa Sorority Vice President of Membership page 56 GETTING ASSISTANCE FROM OTHER SIGMA KAPPA CHAPTERS Occasionally a chapter needs assistance from another Sigma Kappa chapter due to low membership numbers. The chapter should discuss the need for assistance with their RS/VPM advisor, ABS, collegiate coordinator, recruitment coordinator, and any assigned staff members who are working with the chapter. Guidelines will be determined. The following steps should be followed when considering this option: Check the CPH 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 recruit PNMs. 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 the membership, SO they blend in. With the assistance of the recruitment coordinator and RS/VPM advisor, determine which chapters will be asked to assist. Contact the identified chapters before the end of the term prior to primary 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 and recruitment coordinator for both chapters on the correspondence. State the need, be as specific as possible, and 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. 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 present during a recruitment event but not conversing with PNMs? Sigma Kappa Sorority Vice President of Membership page 57 If they are able to assist and will be conversing with PNMs, provide them with fact sheets regarding the chapter and campus and conduct conversation practice to allow them to feel comfortable assisting the chapter. Include favorite campus hangouts, important campus events and varsity athletics teams that the chapter normally supports. Include trends and campus cultures if different from theirs. Include chapter information including important social events and activities, philanthropy events, chapter traditions, big sister/little sister program, campus involvement including leadership positions and current chapter officers (an extra 8 x10 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 the 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 possible, refrain from asking them to set-up, breakdown 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 CPH rules regarding identification. Use their chapter name in the bottom corner of the nametags if it is required that they be identified. Assisting Other Sigma Kappa Chapters If your chapter receives a request for assistance, discuss the capacity of the chapter to assist with your chapter president, RS, and ABS. Respond to the request as soon as possible copying the ABS, RS/VPM advisor, collegiate coordinator and recruitment Sigma Kappa Sorority Vice President of Membership page 58 coordinator 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. Double check driving directions and contact phone numbers. Time your arrival at least four hours before the event but preferably the evening before. 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 sister/little sister program, Promise for New Members Program, personal sisterhood anecdotes, social events and philanthropy events. Do not fabricate, but do not give more information than they ask for. Do not volunteer that you are from another chapter unless directly asked. Take this time to enjoy meeting new sisters and exploring a new campus. Do not 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 page 59 STANDARDS OF EXCELLENCE It is the goal of Sigma Kappa Sorority that each chapter provides a quality membership experience for its members; it should be an experience that will extend far beyond one's academic career. This goal can only be reached if each chapter's level of performance in all areas of chapter life is exemplary. Because national council is committed to the pursuit of excellence for each collegiate chapter, the Standards of Excellence (SOE) program was developed to measure the health of collegiate chapters and to reward those chapters that excel on the campuses and within Sigma Kappa. The criteria that make up the SOE program are aligned with the following objectives: Essential: 12 essential criteria that all chapters must achieve Fundamental: 13 areas of fundamental growth that all chapters should achieve Chapters of Excellence: Where most chapters should fall Exceeds Excellence: Three Star chapters and Founders' Award finalists Standards of Excellence Judging The established SOE criteria gives national council a better assessment of each chapter and helps to identify the chapters who need additional assistance. National council is confident that each and every chapter can attain the essential and fundamental levels of achievement and are committed to providing the resources, as well as the support, to ensure a chapter's success. It is the goal of national council to notify those chapters that have not met the essential standards as early as possible in the spring term following the rating year. By doing so, the chapter has ample opportunity to develop a plan of action to ensure that all minimum standards are met for the current calendar year. Please refer to the following resources available on the members only side of the Sigma Kappa website for the most up to date SOE information: SOE Brochure SOE Helpful Hints SOE Judging Worksheet SOE Frequently Asked Questions Sigma Kappa Sorority Vice President of Membership page 60 SIGMA KAPPA Live with Heart 695 Pro-Med Lane, Ste 300 Carmel, IN 46032-5323 317-872-3275 f: 317-872-0716 e: info@sigmakappa.org www.sigmakappa.org Sigma Kappa Sorority . Vice President of Membership . page 61