Download File - Huntingdon College Panhellenic

Huntingdon College
PANHELLENIC COUNCIL
Recruitment Rules
2014-2015
**There will be a mandatory Recruitment meeting the Sunday, August 24th of Big
Red Weekend at 8:00p.m. All chapter members and any advisors participating in
the Recruitment process must be in attendance. **
RECRUITMENT RULES
1. The use of alcoholic beverages and the participation of men are prohibited from recruitment
(through the completion of Bid Day). (Per GREEN BOOK Page # MR-28)
2. Strict silence is the period of time from the end of the woman’s last event (preference night)
until the issuance of bids is complete. Strict silence is defined as verbal, written, printed or text
message communication between the Potential New Members (PNM) and fraternity members,
new members, or alumnae. Sorority members may engage in normal conversation (consisting of
saying hello in passing, not ignoring PNM) but should not have interaction beyond this without
another member of a different chapter present(per GREEN BOOK MR 29)
3. A factual sheet including a list of fees to be incurred by members during collegiate membership
and grade requirements will be provided to Panhellenic Recruitment Vice President by the last
school day of the Spring semester. This list will be used to provide a range of fees and grade
requirements to PNMs as general information for Panhellenic membership (per GREEN BOOK
pg MR 29)
4. A roster of women participating in formal recruitment should be submitted to the Recruitment
Vice President at the Recruitment meeting during Big Red Week. This roster will be used to
make a maximum number for parties (if the smallest roster is at 14 women in house recruiting,
the biggest party size will not exceed 14 women).
5. No affiliated sorority woman or alumnae advisor shall initiate contact with PNMs through
Facebook, Twitter, text messaging, phone calls, e-mail, etc. Some exceptions may apply, such
as RAs, roommates, long standing relationships, and teammates, but this excludes contact
pertaining to Panhellenic recruitment.
A. A long term relationship is defined as a friendship lasting more than 1 year long. Paperwork
should be submitted to Panhellenic Executive Council by the first day of class via email at
[email protected] Approval from the EC Panhellenic members will be received
via e-mail with answers being sent back to the President, Recruitment Chair, and Advisor of
the individual sororities.
B. If a PNM contacts an affiliated sorority woman or alumnae, please refer them to the
Director of Greek Life or provide the following statement “Unfortunately due to my
affiliation with a specific organization, I am unable to discuss specifics, but I would
encourage you to participate in recruitment. You can find more information on recruitment
registration and activities at www.huntingdonphc.com.”
C. Sorority women should not add PNMs to any social media site over the summer. Gamma
Chis and Panhellenic EC are the only women allowed to invite PNMs on media sites for
Recruitment purposes. If a PNM requests to follow or friend you, please do not accept the
request until the conclusion of fall recruitment. The PNMs will be made aware of the
recruitment rules as well.
D. ALL Panhellenic women with the exception of Panhellenic and Gamma Chis (including
teams/cheerleading/OLs/band) will be required to deactivate their Facebook profile Monday
(August 25) at 9:00a.m following the Recruitment meeting held on Sunday of Big Red
Weekend. They can be reactivated on Saturday following Bid Day activities. Chapter
members however should not engage in conversation via any social media site including
Facebook and Twitter prior to this date.
7. Absolutely NO communication between disaffiliated Panhellenic Members, Recruitment
Counselors, and active members during any part of recruitment. Contact should also be limited
during Luau, Summer Orientation sessions, organizational fairs, etc. This rule is in effect from
April 1, 2014 until Bid Day.
8. There should be no discussion of any specific fraternity information such as finances, bid
distribution, or new member period with the PNMs outside the formal events. Only Panhellenic
members are allowed to discuss the process of recruitment or explain bid matching, snap bids,
or open bidding to the PNMs. If a new member asks, please refer her to Panhellenic, a Gamma
Chi, or the Director of Greek Life.
9. No one should encourage single intentional preference incorrectly called “suicide bidding.” If a
PNM asks for information regarding the subject, she should be referred to the Director of Greek
Life.
10. There will be no promising of bids directly or indirectly by any member, new member or
alumna of a fraternity. (Per GREEN BOOK page MR-29)
11. Sororities are not permitted to have representatives or displays set up at the Organizational Fair.
Panhellenic will provide resources and representatives to answer questions of PNMs.
12. Fraternity members may not buy anything for a PNM (soft drink, meal, etc.). No favors or gifts
may be given to women by the fraternity and/or individual members. (Per GREEN BOOK page
# MR-28)
13. One full-size sheet banner per chapter is permitted for the purpose of raising awareness of
Recruitment and Greek life. Receipts for banners should be included with your receipts to be
turned into Panhellenic following Recruitment (it must fall within your designated budget).
Wordage must be approved by the Director of Greek Life or Recruitment Vice President. Each
chapter will be assigned a location to hang their banner on Sunday at the Recruitment meeting
held during Big Red Weekend. The color of the banner is up to the chapter.
14. No window paint will be allowed on any residential hall window.
15. No sorority woman can decorate/car chalk vehicles for the purpose of recruitment advertising.
Cars of affiliated sorority members and any other willing person(s) can be decorated in sorority
colors, letters, mascots, etc. following the Recruitment meeting held during Big Red Weekend.
Multiple sororities can be represented on a single car as long as the letters do not interfere with
another sorority's letters. No sayings can be present that may be offensive to another sorority.
Wordage must be approved by the Director of Greek Life or the Recruitment Vice President.
1. Cars may be decorated during Luau, but wordage must be approved prior to by the
Director of Greek Life or Recruitment Vice President. PNMs’ cars should not be
decorated.
2. No sorority woman can decorate a PNMs car or influence a PNM to decorate their car
for Recruitment.
16. No individual sorority information, pamphlets, leaflets, or flyers will be distributed to PNMs at
any time prior to Formal Recruitment. Any information about a sorority will be submitted by
the sorority to Panhellenic. All final products from Panhellenic must be approved by the
individual sororities prior to publication and distribution.
RECRUITMENT WEEK RULES
24. A woman must attend membership recruitment events to which she has received invitations. In
case of illness or an emergency, the woman shall notify the Panhellenic Recruitment Counselor.
The Director of Greek Life or Recruitment Vice President will then notify the chapter’s Advisor
and/or Recruitment Chair. (Per GREEN BOOK page MR-28)
25. A maximum of five alumnae members/advisors are allowed to attend Huntingdon College
Recruitment events. Huntingdon College staff members that are affiliated with one of the three
fraternities as an adviser or alumnae may be present. Per Green Book proposed guidelines,
these alumnae members should respect all Panhellenic membership rules and not interfere
with the recruitment process or pressure potential members about their bid selection.
26. Chapter rooms will be examined before each event by the Director of Greek Life and
Recruitment Vice President. The Director of Greek Life will be allowed to attend any event that
he/she chooses. Room checks should occur no later than 30 minutes prior to the first party of
each night. Scrap books, slideshows, and composites can be checked up to 1 week in advance of
Formal Recruitment.
1. All decorations for Open House, Theme Night, Philanthropy Night, and Pref Night must
be kept inside the front door of the chapter room with the exception of one rotating door
decoration. The door decoration may change each night to match the theme.
2. Anything seen by an official new member (i.e. composites, scrapbooks, videos,
slideshows, etc.) must be adjusted so as not to reveal the identity of the disaffiliated
members of the Panhellenic Council or any Recruitment Counselor.
27. No food, souvenirs, napkins, or drinks may leave the chapter room after any sorority
recruitment function. PNMs will be instructed to not remove any of these items as well.
28. Chanting/singing is permitted before the arrival of and after the exit of PNMs for each party
(including Open House).
29. Time will be kept separately for each sorority during each party. Time will begin as soon as the
sorority door shuts.
1. A 2 minute leeway for early or late events will be granted. Anything over or under
the 2 minutes will result in a fine of $50.00 per minute including the first 2 minutes.
30. At the end of the first night, each chapter has 1 hour to submit their invitation list via ICS. After
the second night, each chapter has 1 hour to submit their invitation. After the third night each
chapter has 1 hour and 30 minutes to submit their invitation. No leeway will be granted. Late
lists will result in a fine of $50.00.
BID MATCHING
31. Membership Recruitment Acceptance Binding Agreements (MRABA) will be signed
immediately after the last event the woman attends. (Per GREEN BOOK page # MR-29) After
the MRABA has been signed, all PNMs must remain in silence until the distribution of bid
cards.
32. Bid Day invitations must be a 4x6 card and placed in a white envelope. Bid Cards are due to
the Director of Greek Life 1 hour prior to the beginning of Bid Day activities.
33. Snap bidding is an option available to chapters that did not fill Quota spaces in bid matching.
Snap Bidding is done before bids are distributed. Snap Bidding is not intended to fill spaces in
the chapter Total. Snap Bidding is limited to any woman who participated in the designated
membership recruitment. Snap Bidding shall begin immediately after bid matching and end
with the distribution of bids. (Per GREEN BOOK page # MR-58)
ORIENTATION LEADERS
33. Active sorority members may talk about Greek Life to her Orientation group but not about
specific sororities. The Orientation Leader will refer all specific questions to Panhellenic
Council members or Recruitment Counselors. Active members should encourage participation
of Greek Life and in Formal Recruitment but should not stress a specific sorority.
PNM MIXER
35. Sorority members may set up one informational table at the PNM Mixer. The display may
include pictures (with no Panhellenic members or Gamma Chis), trophies and awards (2011 to
2014 only), letters, mascots, t-shirts, or any other paraphernalia. Panhellenic will provide the
table.
36. No items may be arranged on the floor.
37. There can be no “give-aways” at this event- this includes food and beverages.
38. One advisor and two members may be present.
COUNCIL MEMBERS AND GAMMA CHIs
39. Panhellenic Council members may not attend their chapter meetings at the start of school prior
to Formal Recruitment unless approved by the Panhellenic Adviser and Recruitment Chair. She
may return to her chapter after Formal Recruitment is completed. Panhellenic Council members
may not participate with their sororities on Badge Day or Jersey Day at the start of school prior
to Formal Recruitment.
40. Gamma Chis are not allowed contact with affiliated sorority members outside of recruitment
events or any event sponsored by Huntingdon College. Problems/infractions are to be reported
either to the Panhellenic President, VP of Recruitment, or the Director of Greek Life ONLY.
BUDGET
41. The budge for Formal Recruitment events is a total of $750.00. If an individual and/or alumna
spend money, the amount must be added into the sorority's total budget. Receipts must be kept
and turned into the VP of Recruitment or VP of Finance one week after Bid Day. If the receipts
are not tuned in by this day, there will be a fine of $5.00 per day cumulative fine. All money
collected will be deposited into the Panhellenic Council's Agency Account.
CHARGES AND FINES
42. Violation of any rule is subject to judicial procedures. If any infraction occurs during Formal
Recruitment, an infraction report shall be filed with the Panhellenic President or VP of
Recruitment within 24 hours of the alleged incident. If an infraction happens during the summer
period, an infraction report shall be filed before the third day of the fall semester. There will be
no mediation during recruitment, but involved chapter(s) will be notified. Copies of the alleged
violations must be sent to the accused sorority's President, Recruitment Chair, and Adviser via
e-mail within 48 hours of the infraction filing.
43. In accordance with National Panhellenic Council's Manual of Information, Huntingdon College
Panhellenic Council will not be able to set generally based fines, as updates in procedures and
policies have been made. Huntingdon College will follow Judicial Procedures outline in the 14th
Edition of the Manual of Information. Mediation shall be encouraged and utilized as an
educational tool in lieu of a system of fines.
44. A copy of the 14th Edition of the Manual of Information will be available in the Office of
Student Life. All Panhellenic Executive Cabinet members and Panhellenic Delegates have a
copy in their binders. Each Chapter President, Recruitment Chair, and Chapter Adviser should
also have an updated copy. These are available for purchase through the National Panhellenic
Conference website.

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