American University Panhellenic Council Formal Recruitment Policies and Procedures

American University Panhellenic Council Formal Recruitment
Policies and Procedures
Please note that this an inclusionary document. Anything that is included herein is permitted
during formal recruitment. Anything that is not explicitly mentioned within this document is
forbidden from formal recruitment. For questions please see the Panhellenic Vice President of
Recruitment and/or the Director of Fraternity and Sorority Life.
I.
General Recruitment Rules
A. A Potential New Member (PNM) will be eligible to go through recruitment
if she has obtained at minimum a cumulative GPA of 2.5, has completed at
minimum 12 credit hours at any accredited 2 or 4-year institution and is in
good standing with the University. This does not include any credit hours
earned through AP, IB or concurrent enrollment programs.
B. Total chapter cost of recruitment is limited to $1800.00.
1. This budget includes items donated or purchased by collegians,
alumni, chapter headquarters, etc.
2. Any donated or previously used item will be accounted for at 50% of
the original value.
3. A full report including support documents shall be submitted to the
Panhellenic Council Vice President of Recruitment on December
1st.
C. Chapters will submit a one page summary of their organization no less
than thirty (30) days prior to the start of formal recruitment. This
summary should include estimated financial obligations in the first year
and subsequent years, minimum GPA requirements and
chapter/fraternity history.
D. The promising, directly or indirectly, of bids by any initiated member of
any women’s fraternity is strictly forbidden.
E. No event that is open to PNMs shall occur between the close of grades for
the fall semester and the beginning of formal recruitment.
F. Outside of formal recruitment, a period of silence shall go into effect
between all initiated members of women’s fraternities (with the exception
of disassociated women) and PNMs from the start of Recruitment
Orientation. The only permitted communication between these two parties
during the period of formal recruitment shall be within the confines of
recruitment events.
G. Alumni may provide background support to chapters throughout the
recruitment process. Collegians are the only women permitted to hold
conversation with PNMs.
H. National headquarters-approved methods of recommendations, referrals,
sponsorships, etc., must be brought to the attention of the Panhellenic
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American University Panhellenic Council Formal Recruitment
Policies and Procedures
Vice President of Recruitment and Director of Fraternity and Sorority Life
before December 1.
I. For dues information, please see the Panhellenic By-Laws.
J. Women’s fraternities participating in formal recruitment are not to
discriminate in membership selection practices on any basis prohibited by
law.
K. Those persons stated in the National Panhellenic Conference Honor Code,
as well as those who read and sign this document, will be held accountable
for maintaining these rules.
II.
III.
Formal Recruitment Schedule
A. Formal Recruitment shall be held over Martin Luther King weekend
during the Spring Semester.
B. Formal Recruitment shall consist of an orientation session, open house
round (30 min. events) , service and philanthropy round (45 min. events),
preference round (60 min. events) and bid day.
C. The orientation session shall be one hour long and split into two parts. The
first 30 minute session will be a in a large group setting and will serve as
the kickoff event for Formal Recruitment. The second session will be
Sorority Recruitment Counselor (SRC) facilitated small-group meetings.
D. Potential New Members will attend eight (8) parties during the open
house round, up to five (5) parties during the service and philanthropy
round and up to two (2) parties during the preference round.
E. It is the responsibility of the chapter to keep time for all of their events.
PNMs must be invited into the event and dismissed from the events during
the allotted time for each event.
F. PNMs are required to attend all events to which they have received
invitations. If extenuating circumstances present themselves, the PNM
may appeal for alternative scheduling through the Panhellenic VP of
Recruitment and/or the Director of Fraternity and Sorority Life.
Recruitment Party Regulations
A. All Rounds
1. All regulations set forth by the American University will be strictly
enforced by the Panhellenic Executive Council as well as the
University.
a) This includes but is not limited to the use/presence of
alcoholic beverages, tape, glitter and/or flame candles.
2. The use of balloons is forbidden.
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American University Panhellenic Council Formal Recruitment
Policies and Procedures
B. Open House Round
1. The purpose of this round shall be to showcase the sisterhood
within each chapter and the values that each chapter upholds.
2. Each event within this round will last for thirty (30) minutes. There
will be fifteen (15) minute breaks in between each event.
3. Each event space will contain eighty (80) chairs, large wooden
chapter letters and one large table decorated with fraternity regalia.
Minimal decoration on chairs is permitted and must be approved by
the Panhellenic Vice President of Recruitment by December 1st.
4. Exit/entrance songs and a live performance that is directly related
to sisterhood will be permitted.
5. Chapters will serve ice water only. The dispenser may contain
garnish however there is no garnish to be placed in or on the
serving glass. There must also be at least one dispenser that has
exclusively plain water.
6. PNMs will wear casual bottoms such as denim or leggings, and the
Panhellenic Recruitment t-shirt that will be provided to them at
orientation.
7. Collegians will wear casual bottoms such as denim or leggings, and
the designated Panhellenic Recruitment t-shirt.
8. Advisors, alumni and chapter headquarters staff will wear clothing
that distinguishes themselves from the collegians.
9. The Panhellenic Council will provide nametags for the PNMs.
10. Chapters are required to wear name tags, which they are
responsible for providing. The name tags should clearly distinguish
collegians from advisors, alumni and chapter headquarters staff.
Name tags should be simple in design and easy to read.
11. There will be a scheduled lunch period during which no recruitment
events will be held. Lunch will be provided by the Panhellenic
Council to PNMs and Sorority Recruitment Counselors. Chapters
are responsible for their own lunches.
C. Service and Philanthropy Round
1. The purpose of this round shall be to showcase the service events
and philanthropic causes that the chapter participates in.
2. Each event within this round will last for forty-five (45) minutes.
There will be fifteen (15) minute breaks in between each event.
3. Each event space will contain eighty (80) chairs, large wooden
chapter letters and one large table decorated with fraternity regalia
and service/philanthropy related items. Minimal decoration on
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American University Panhellenic Council Formal Recruitment
Policies and Procedures
chairs is permitted but must be approved by the Panhellenic Vice
President of Recruitment by December 1st..
4. Exit/entrance songs and a video that is directly related to
sisterhood, service and/or philanthropy will be permitted. All
videos must be approved by the Panhellenic Vice President of
Recruitment seven (7) days prior to the start of formal recruitment.
5. Chapters will serve ice water only. The dispenser may contain
garnish however there is no garnish to be placed in or on the
serving glass. There must also be at least one dispenser that has
exclusively plain water.
6. Collegians will wear casual bottoms such as denim or leggings, and
their chapter letters or an appropriate philanthropy t-shirt.
7. Advisors, alumni and chapter headquarters staff will wear clothing
that distinguishes themselves from the collegians.
8. The Panhellenic Council will provide nametags for the PNMs.
9. Chapters are required to wear name tags, which they are
responsible for providing. The name tags should clearly distinguish
collegians from advisors, alumni and chapter headquarters staff.
D. Preference Round
1. Each event within this round will last for sixty (60) minutes. There
will be thirty (30) minute breaks in between each event.
2. Exit/entrance songs and a fraternity ritual will be permitted.
3. Chapters may serve beverages of their choice within NPC
guidelines. The dispenser may contain garnish however there is no
garnish to be placed in or on the serving glass. There must also be at
least one dispenser that has exclusively plain water.
4. Minimal decorations that are related to the chapter’s ritual will be
permitted. A detailed outline of all decorations, to include chapter
attire, must be submitted to the Panhellenic VP of Recruitment for
approval by December 1st.
IV.
Voting Regulations
A. For every voting round of formal recruitment, each chapter must submit
all voting lists within 4 hours of the scheduled end time of the chapter's
final recruitment event.
1. Failure to meet this deadline will result in a fine of $5 per minute.
V.
Sorority Recruitment Counselors
A. In order to participate in formal recruitment, each chapter must submit
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American University Panhellenic Council Formal Recruitment
Policies and Procedures
B.
C.
D.
E.
applications for at least six (6) viable candidates to be Sorority
Recruitment Counselors.
Sorority Recruitment Counselors (SRC) will become disassociated from
their chapter beginning December 1st and ending at calling out. The level
of disassociation is at the discretion of the Panhellenic VP of Recruitment.
SRCs will be initiated women in any of the 8 women’s fraternities at
American University.
SRCs must keep all information regarding their assigned PNMs
confidential. Should they deem necessary, they may report recruitment
infractions or potential issues regarding their PNMs to the Panhellenic VP
of Recruitment, the Panhellenic President and/or the Director of
Fraternity and Sorority Life.
Chapters may report potential infractions to the Panhellenic Vice
President of Recruitment, the Panhellenic President or the Director of
Fraternity and Sorority Life.
By signing this document, I acknowledge the following:
● I have been provided with the full rules and regulations regarding formal
recruitment.
● Any actions or items not specified as permissible within this document are to be
considered forbidden.
● The Panhellenic VP of Recruitment and Director of Fraternity and Sorority Life
reserve the right to alter these rules at any time and will provide significant
notice to my chapter should they choose to do so.
________________________________________________________
Chapter Recruitment Chair
Chapter Name
Date
________________________________________________________
Chapter President
Chapter Name
Date
________________________________________________________
Panhellenic Vice President of Recruitment
Updated: 6/13/2014
Date
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