DRAFT Recruitment Rules 2023.docx

CSUSM Panhellenic Recruitment Rules, Approved December 8, 2022

RECRUITMENT RULES OF

CALIFORNIA STATE UNIVERSITY SAN MARCOS PANHELLENIC COUNCIL

Statement of Positive Panhellenic Contact

We, the women of California State University San Marcos, will promote panhellenic-spirited

contact with all potential new members throughout the year. Strict silence will begin at the time

of MRABA signing and last until bid distribution at bid day. No sorority member, including

alumnae and new members, may communicate or live with potential new members during this

period. Strict silence is defined as verbal, nonverbal, written, printed, text message and electronic

communication or communicating through a third party. If potential new members live with

sorority members, only casual greetings and contact are permitted.

Statement of Adherence to NPC Unanimous Agreements and Policies Regarding Recruitment

All NPC member organizations represented at California State University San Marcos believe in

strictly adhering to NPC Unanimous Agreements and policies. All organizations will follow

these valued and nonnegotiable policies during the recruitment process.

Statement of Values-Based Recruitment

All NPC member organizations represented at California State University San Marcos will

promote the following practices during membership recruitment:

1. Engage in values-based conversations.

2. Choose recruitment activities and behaviors that reflect the core values of our

organizations.

3. Make informed choices, based on shared values, about potential new members. 4.

Educate potential new members about the values, benefits and obligations of sorority

membership.

In accordance with NPC policy, California State University San Marcos recruitment events do

not include skits, elaborate decorations and costumes.

Statement of Membership Recruitment Acceptance Binding Agreement (MRABA) The

California State University San Marcos Panhellenic will uphold and use the current iteration of

the NPC membership recruitment acceptance binding agreement (MRABA) for each potential

new member interested in joining a sorority, whether during formal or informal recruitment. We

agree to all policies and steps pertaining to the MRABA.

Statement of Automatic Reset of Total

Spring 2023 Total: All Spring 2023 recruiting (deferred recruitment)

1. A College Panhellenic should evaluate total every term. In the academic term that

primary recruitment is held, total will be automatically adjusted no later than 72 hours

following bid distribution.

2. If a College Panhellenic has deferred recruitment, total will be automatically adjusted

within one week (no more than 7 days) from the start of the first term of the academic

year.

3. Total will be set to largest chapter size.

Logistics and Limitations

Provisions establishing the logistics, limitations, and schedule relating to recruitment

matters shall be set forth annually in an Addendum to these Recruitment Rules and attached

hereto.

2023 RECRUITMENT

ADDENDUM TO RECRUITMENT RULES

REGARDING RECRUITMENT LOGISTICS AND LIMITATIONS

Primary Recruitment Period

A. The primary recruitment period is defined as the first day of the spring semester until the

last day of the recruitment process. Primary recruitment for spring 2023 will be Friday,

January 27

- Sunday, January 29th. Bid day will be held on Monday, January 30st.

NPC Recruitment Style

A. Fully structured recruitment (FSR) will be used at California State University San

Marcos.

New Member Eligibility

A. A potential new member can only be offered membership if the individual meets

eligibility requirements as outlined by the University in the Fraternity & Sorority

Handbook.

B. The University requires that any student who intends on participating in the recruitment

process of any fraternity or sorority must have a minimum 2.5 cumulative GPA. This

requirement is verified by Student Life & Leadership. Any student who does not meet

this minimum 2.5 GPA requirement is not permitted to go through recruitment and may

not receive an invitation or bid from any fraternity or sorority with the exception of NPC

sororities that determine their organization’s minimum GPA.

C. The University requires that in order to be eligible for membership, a student must have

12 college units completed. Transferred college units and AP credit can meet this

requirement. Students must be currently enrolled in at least 6 units at CSUSM, but cannot

be enrolled through Extended Studies/Open University.

D. Any student who intends on participating in the recruitment process of any fraternity or

sorority must be in good standing with California State University San Marcos (academic

dishonesty, conduct, housing, etc.).

E. Each potential new member must submit a registration form to have eligibility verified.

No bids may be issued by a chapter without prior Student Leadership and Involvement

Center eligibility verification.

New Chapter Support

A. If a new organization joins the community, the following efforts will be agreed upon to

support the growth and development of this group(s).

B. The Coordinator of Fraternity & Sorority Life will coordinate with the existing

Panhellenic chapters to allow representatives from the new chapter’s headquarters staff

and/or volunteers attend recruitment events for the purpose of gaining insight of the

set-up and structure of these events for the following recruitment cycle. These

individuals’ purpose is only to observe, and they shall not participate or disrupt the

recruitment event in any way. Questions and/or concerns shall be addressed by the

chapter to the Coordinator of Fraternity & Sorority Life immediately.

C. Certain items commonly used for recruitment are owned by existing chapters but must be

procured for new chapters. These items include: champagne flutes, lattice or wall panels,

round and rectangular linens, table size and large wooden letters, flameless tea lights,

beverage dispenser, twinkle lights, and vases. A list of these items will be provided to

new chapters, and the one-time cost of procuring such items will not be included in the

recruitment budget for the group’s first formal recruitment.

D. Other methods of support may be discussed and/or voted upon as needed. IV.

Panhellenic president liaison responsibilities

A. Panhellenic president will assist the Greek Leadership Council in the coordination of at

least one All Greek and/or Sorority/Fraternity-community specific event during the

recruitment period. This event should highlight the recruitment process and each chapter.

B. Panhellenic president will ensure the reservation and coordination of space for chapter

flags to be hung. An effort will be made to notify each chapter at least a week prior to

them being up. The flags will be taken down after week 3 each semester by the

University Student Union staff.

Continuous Open Bidding (COB)

A. If chapters would like support from Panhellenic for advertisement and promotion, submit

event details at least one week prior to events.

B. First year students who are ineligible for COB may attend open non-recruitment events

(no member/invitation-only events) hosted by the chapter.

C. In the event an organization is participating in COB for a semester, they cannot co

host an event with a fraternity or include men if PNMs will be present. If they are

not participating in COB, they are free to host those types of events but email the

Coordinator of Fraternity and Sorority Life or designee prior to the event that

they are not planning on participating in COB that semester [working draft; not

approved].

Primary Recruitment

A. Use of Alcohol: Per NPC policy, College Panhellenic-planned or -sponsored events shall

be alcohol-free. Moreover, College Panhellenics shall not spend Panhellenic funds to

purchase alcoholic beverages for any purpose.

B. Men

a. No men may be present or assist with any recruitment events or sorority

events, including Bid Day.

b. Sororities may not co-host or co-promote any event with fraternities during

the recruitment period. There shall be no participation from men at any

membership recruitment or Bid Day activities. Men may assist in transporting

and setting up events but should not be present when PNMs are gathering or

attending the events.

C. Social Media

a. All sorority members will make social media accounts private (i.e. Instagram,

Twitter, Snapchat, Pinterest, Facebook etc.) starting at 12:00am (midnight) on

first day of recruitment until bids are opened on Bid Day. All sorority

members will remain inactive on all accounts during this timeframe (i.e.,

posting, liking, sharing, commenting, etc.). Exceptions include Chapter

President and a member at large appointed by Chapter President. Additional

exceptions may be granted by the Vice President of Membership and

Recruitment.

b. Sororities and individual chapter members may not spotlight any individual or

shared-affiliation Recruitment Counselors in social media posts during the

recruitment period.

D. Events

a. Attendance at any social events, calendared or non-calendared, during the

recruitment period is prohibited for ALL chapter members (i.e. Parties and

Mixers etc.). Members of legal drinking age may patronize third party vendor

establishments serving alcohol.

b. Chapters may not host philanthropy events or fundraisers during the formal

recruitment period.

E. No members, including collegians and alumnae, may visit a potential new member in

her place of residence during the recruitment week. No potential new member may

visit an active member or alumnae’s place of residence during recruitment week

(unless she lives with said individuals).

F. No gifts shall be given to a potential new member until she has received and accepted

her bid from the sorority at Bid Day. Food, utensils, tissues, hygiene products, and

trash at recruitment events is not considered a gift.

G. The Coordinator of Fraternity and Sorority Life may attend any scheduled

recruitment event.

Dress

A. Uniform dress and/or accessories are not encouraged. If chapters purchase any uniform

dress or accessories, the associated cost will count toward the chapter’s recruitment budget.

Chapters must submit attire selections for all three days of recruitment for approval to the

Coordinator of Fraternity and Sorority Life and the Vice President of Membership and

Recruitment, no later than December 1 annually.

a. Day 1: Long jeans or skirts (no shorts) and t-shirt designed by or on behalf of the

Vice President of Membership and Recruitment. T-shirts provided will be chosen

by organizations. T-shirts will be paid for out of chapter budgets and will not

count towards their recruitment budget.

b. Day 2: Non-matching attire; scheme chosen by chapter. Dresses, pants, skirts,

rompers, and shirts. No shorts.

c. Preference: Formal appropriate attire. Chapter may choose the colors.

Recruitment Team

A. Selection

a. Will be selected prior to fall sorority showcase.

i. Vice President of Membership and Recruitment will work with chapter

presidents (and/or designee) and the Coordinator of Fraternity and

Sorority Life to interview and select the strongest candidates.

ii. Team will be comprised of at least one member from each NPC sorority.

iii. Must have and maintain a 2.5 semester and cumulative GPA.

iv. Each applicant will be reviewed and approved by her chapter president

and advisor before submitting her name for consideration.

B. Responsibilities

a. Serve under the Vice President of Membership and Recruitment and recruitment

counselor chairwoman.

b. Recruitment Team Members will emphasize positive sorority contact and become

knowledgeable about all chapters so that they can effectively support women

going through recruitment.

c. Help coordinate all aspects of Formal Recruitment promotion and publicity. d.

Will help foster the accountability of all chapters to the recruitment calendar,

procedures, and rules.

e. Will help coordinate and run any All-Sorority recruitment events.

f. Recruitment Team Members will be intentional about interacting with Greeks

from all chapters during the recruitment period.

g. The Recruitment Team will remain affiliated. An Affiliated Recruitment

Counselor may not:

i. Represent her chapter. Example: Letters, T-Shirts, Tote Bags, Pants, etc.

ii. Represent a chapter through electronic sources or social media (i.e.,

Facebook, Instagram, Twitter, email/text signature). Social networking

accounts must be deactivated (or make private if deactivation is not

available) prior to Recruitment Orientation until bids are opened on Bid

Day.

iii. Promote only her chapter when talking to potential new members or

disclose affiliation conversationally or when not asked.

iv. Socialize in a public setting with chapter members during recruitment

weekend.

h. Affiliated Recruitment Counselors may:

i. Wear sorority jewelry, keep stickers on notebooks or computers.

ii. Keep stickers or license plate frames on cars.

iii. Participate in any public events (including parties, mixers, a sister’s

birthday dinner) outside of her home.

iv. Attend chapter meetings and Fraternity & Sorority community-wide

events (i.e., Meet the Greeks).

v. Be showcased in recruitment videos and not covered on composites in

chapter rooms.

vi. Disclose what chapter they are a member of – if asked by a potential new

member.

Schedule

A. Recommended by NPC for 5 chapters or fewer (2 round invitational is recommended)

a. Prior to Day 1: Panhellenic orientation (45 minutes), to be held in advance of the

primary recruitment process.

b. Prior to Day 1: Meeting with recruitment counselors (30 minutes), to be held in

advance of the primary recruitment process.

c. Open House: 6 or 7 invitational rounds held in person, 30 minutes each,

20-minute break.

d. Philanthropy: 4 invitational rounds held in person, 45 minutes each, 15-minute

break.

e. Preference: 3 preference rounds in person 1 hour each, 15-minute break.

Women sign the MRABA virtually and immediately after their last event.

f. Bid Day: Planned by chapter, day following preference, held in person

Space and Room Capacity

A. Four chapters will utilize ballroom quadrants A-D, one chapter will utilize USU 2310AB

or designated alternate space

B. Order of rotation for the chapter using non-ballroom space: Alpha Chi Omega (2023),

Alpha Xi Delta (2024), Alpha Omicron Pi (2025), Delta Zeta (2026), Gamma Phi Beta

(2027)

Recruitment Personnel

Panhellenic and Recruitment Counselors

A. The Recruitment Team is made up of all Panhellenic Executive Board Officers, the

Coordinator of Fraternity & Sorority Life, Graduate Assistant, and the Recruitment

Counselors.

B. The Panhellenic executive officers and Recruitment Team shall administer Primary

Recruitment.

C. The collegiate Recruitment Team members remain affiliated.

Alumnae and National Officers

A. Alumnae are subject to the same limited/no contact rules and ethics guidelines as

collegians leading up to and during primary recruitment.

B. They may attend events to observe, help set up, or assist in preparation.

D. A maximum of five alumnae members per chapter are allowed in the room during the

membership recruitment process. These women must be identified as alumnae on

their nametags.

E. National officers shall remain in an advisory capacity only; unless otherwise

approved by the Panhellenic Recruitment Team.

F. Advisors, chapter consultants, and national organization visitors may visit other

organizations’ recruitment events. Other than preference, for which may only visit

before events begin.

Recruitment Ethics

Oral Bidding

A. There shall be careful conversation and no promising of a return invitation or bid, orally,

in writing, or electronically, to any potential new member, (e.g., “See you later”, “See you

tomorrow”, “We love you”) at any time during primary or informal recruitment.

B. There shall be no comments about seeing a potential new member in the future.

C. Potential new members may not be told directly or indirectly that they are on a chapter’s

bid list.

D. There shall be no mention of withdrawing for the purpose of Continuous Open

Bidding (COB) or Snap Bidding.

Strict Silence

A. There shall be no communication between chapter members (including alumnae and

recruitment counselors) and potential new members outside of recruitment events

from the MRABA presentation after Preference until Bid Day events.

a. This includes but not limited to, written, verbal, printed, typed, or electronic

forms of contact including online networking services from collegiate

members, non-initiated members, or alumnae.

B. Members, non-initiated members, and alumnae shall have no contact whatsoever with

recruitment counselors from the Sunday before the start of Primary Recruitment until

bids are opened.

Tabling and Public Relations

A. The Panhellenic Vice President of Membership and Recruitment will coordinate tabling

during Formal Recruitment. Panhellenic will reserve, pay for, and coordinate staffing for

the table.

B. Panhellenic Executive Officers and Recruitment Team Members will staff the table.

Individual chapters may table at events approved by Panhellenic Vice President of

Membership and Recruitment.

C. Chapters must publicize Panhellenic Primary Recruitment prior to formal recruitment.

D. The designated chapter account may advertise on campus and on social media

encouraging a “Go Greek” message, beginning on the first day of classes until start of strict

silence period (MRABA presentation after Preference until Bid Day events).

E. Individual chapter members may advertise on campus and on social media encouraging a

“Go Greek” message, beginning on the first day of classes until recruitment begins. They

may not post until bids are opened on Bid Day.

Promotion of the Sorority Experience

All sorority women including collegians, alumnae, College Panhellenics, Alumnae Panhellenics,

inter/national organizations and the National Panhellenic Conference should actively promote the

overall sorority experience and membership opportunities in organizations. This should be done

through all forms of communication (e.g., print, digital, in person) in the spirit of Panhellenic

unity and desire to reach out to all women to share the opportunity for sorority membership.

College and Alumnae Panhellenic rules should not infringe on the rights of individuals, chapters

and/or organizations in the content or forms of communication to promote the sorority

experience.

Specified Rules for Each Round of Recruitment

Open House

A. 6 or 7 invitational rounds, 30 minutes each, 20-minute break.

B. Theme: Open House.

C. Dress: T-shirt or scheme chosen by chapter.

Philanthropy

A. PNM visits a maximum of three chapters.

B. 4 invitational rounds, 45 minutes each, 15-minute break.

C. Theme: Philanthropy and community service

D. Dress: Non-matching attire; scheme chosen by chapter.

E. Each chapter must do a presentation on their individual chapter’s philanthropy and

service and cover all points provided by Panhellenic.

F. Each chapter must do a finance presentation and share financial transparency form

covering all details and categories included on the form. See NPC Financial

Transparency Program section for details.

G. Details below in video section.

Preference

A. PNM visits a maximum of two chapters.

B. 3 preference rounds, 1 hour each, 15-minute break.

C. Theme: Formal event

D. Dress: Formal appropriate attire. Chapter may choose the colors.

E. Entertainment: Ceremonies and songs are permitted.

Bid Day

A. No chapter shall extend a bid to any potential new member from the first day of classes to

the bid day.

B. Bid matching will occur on the Monday following the close of recruitment unless

otherwise established by Panhellenic in agreement from all chapters.

C. Panhellenic will coordinate new members opening their bids.

D. Chapter Bid Day celebrations will be coordinated by chapters.

E. No chapter may distribute bids before eligibility has been confirmed.

Finances

Chapter Budgets

A. Chapters are expected to work under the identified budget cap set by Women’s

Recruitment Committee, with allowance made to new chapters for items identified in

new chapter support section. The budget cap for formal recruitment is $1,500 (video

included).

B. This budget does not reflect expenses on pre-owned items

C. Chapters are to provide the Panhellenic Recruitment Vice President of Finance with every

recruitment receipt accompanied by an expense report provided by the Vice President

of Recruitment within two weeks following primary recruitment.

D. Recruitment video maximum cost begining in 2023 will be maximum $300.

NPC Financial Transparency Program

A. All chapters will share detailed financial information (member dues, chapter fees and

assessments, etc.) with potential new members prior to extending a bid. The financial

information will be shared during day two (philanthropy).

B. Coordinator of Fraternity & Sorority Life will provide PNMs with an approved financial

transparency form during the Philanthropy Round of primary recruitment.

C. The financial transparency form shall adhere to the 2020 NPC Financial Transparency

Program expectations, found on the NPC website.

a. https://www.npcwomen.org/login/college-panhellenics/financial-transparency/

D. The financial transparency form should be completed by the Chapter President, VP of

Finance, VP of Recruitment, and the Recruitment and Chapter advisors.

E. The financial transparency form is due to the Coordinator of Fraternity & Sorority Life at

least two weeks before the start of primary recruitment.

PNM Registration Fee

A. Recruitment registration fee will be $30

Recruitment Violations

A. Violations of these Recruitment Rules should be reported to the Vice President of

Membership and Recruitment.

B. A first response will be to facilitate open communication between the involved chapter

presidents to resolve the conflict at the lowest and most informal level possible.

C. Any violations of the Student Code of Conduct and/or behaviors that jeopardize student

safety must be reported to the Coordinator of Fraternity & Sorority Life immediately for

review and inquiry.

D. Matters relating to alleged violations by National Panhellenic Conference (NPC) chapters

of NPC Unanimous Agreements, this Panhellenic Association’s Code of Ethics, or other

matters outlined in the NPC Manual of Information shall be referred to the Judicial

Committee for resolution in accordance with the NPC judicial process.