|
The members of the College Panhellenic Council strive to live by and follow the rules and regulations that have been established by the Panhellenic Constitution and Risk Management Policies. These documents have been created to maintain order, organization, moral values, and to ensure the safety of all members of the Panhellenic community. |
|
The College Panhellenic Council Recruitment Regulations and Guidelines are in accordance with the 14th edition of the National Panhellenic Conference Manual of Information and the 1991 and 2003 NPC Recruitment Resolutions. |
College Panhellenic Council
of
Virginia Commonwealth University
Recruitment Regulations and Guidelines
Adopted: April 12, 2011
In accordance with the 14th edition of the National Panhellenic Conference Manual of Information
and the 1991 and 2003 NPC Recruitment Resolutions
I. The Panhellenic Creed – NPC Manual, page I-3
We, the Undergraduate Members of women’s fraternities, stand for good scholarship, for guarding of good health, for maintenance of fine standards, and for serving, to the best of our ability, our college community. Cooperation for furthering fraternity life, in harmony with its best possibilities, is the ideal that shall guide our fraternity activities.
We, as Fraternity Women, stand for service through the development of character inspired by the close contact and deep friendship of individual fraternity and Panhellenic life. The opportunity for wide and wise human service, through mutual respect and helpfulness, is the tenet by which we strive to live.
II. The Panhellenic Compact – NPC Manual, page UA-2 and 3
1. A woman who is or who has ever been an initiated member of an existing NPC fraternity shall not be eligible for membership in another NPC fraternity.
2. To be eligible to pledge an NPC fraternity chapter on the campus where a woman is enrolled, she shall be regularly matriculated according to the definition of matriculation established by the institution.
3. No woman student shall be asked to join an NPC fraternity during any school recess except during a formal membership recruitment period and the ensuing Continuous Open Bidding held immediately prior to an academic term.
4. A signed Membership Recruitment Acceptance or a Continuous Open Bidding (COB) Acceptance is binding. If a potential member receives a bid under the preference system, she is ineligible to be pledged to any other NPC fraternity on the same campus for one calendar year. If a potential member does not receive a bid under the preference system, she is eligible for COB.
5. Each College Panhellenic Council shall establish a Bid Day to conclude the formal membership recruitment period. A Bid Day is the scheduled time when invitations to membership are issued.
6. A woman who has had her pledge broken by an NPC fraternity, or who has broken her pledge to an NPC fraternity, may not be asked to join another NPC fraternity on the same campus for one calendar year from the date she was originally pledged. However, she may be repledged to the same NPC fraternity chapter at any time within that calendar year.
7. When a woman who has been pledged but not yet initiated transfers to another campus, her pledge is broken, and she is eligible to pledge an NPC fraternity on that campus at the earliest opportunity.
8. Women who have been pledged but not yet initiated into a chapter whose charter has been rescinded or relinquished or of a colony which has been dissolved shall be eligible to pledge another NPC fraternity immediately following the official release by the NPC fraternity.
III. Standards of Ethical Conduct – NPC Manual, page UA-3
1. National Panhellenic Conference fraternities shall impress upon their undergraduate and alumnae members that they shall respect and obey the letter and the spirit of all NPC UNANIMOUS AGREEMENTS.
2. In case of Panhellenic difficulties, all chapters involved shall do their utmost to restore harmony and to prevent publicity, both in the college and the community.
3. National Panhellenic Conference denounces the arbitrary priority rating of women’s fraternities.
4. National Panhellenic Conference denounces the ranking or categorization of chapters determined by administrative personnel according to a chapter’s compliance with university standards or guidelines.
5. National Panhellenic Conference fraternity members shall not suggest to any potential member that she refuse a bid from one group in order to wait for a bid from another group or suggest that a potential member list only one choice on her Membership Recruitment Acceptance.
6. It is in accord with the dignity and good manners of fraternity women:
A. To avoid disparaging remarks about any fraternity or college woman;
B. To create friendly relations between fraternity and nonfraternity women;
C. To avoid publicity on Panhellenic matters.
7. National Panhellenic Conference discourages the use of Greek-letter fraternity names and insignia in inappropriate or distasteful commercial advertising.
8. National Panhellenic Conference has no affiliation or connections with any high school sorority.
IV. Virginia Commonwealth University Panhellenic Council Code of Ethics
This Code of Ethics was written to replace the lengthy recruitment rules used in the past by the Virginia Commonwealth University Panhellenic Council. This Code of Ethics, in combination with the National Panhellenic Conference UNANIMOUS AGREEMENTS and recommendations for recruitment, will now serve as the recruitment regulations and guidelines for the Virginia Commonwealth University Panhellenic Council.
1. The Virginia Commonwealth University Panhellenic Council Code of Ethics:
We, the sorority women of Virginia Commonwealth University, strive to maintain the following Code of Ethics. We do hereby agree to abide by Virginia Commonwealth University Policies and Procedures, Fraternity and Sorority Life student policies, and the National Panhellenic Conference “Unanimous Agreements.”
In our effort to achieve excellence, our goal is to hold the following ideals:
● To promote and develop leadership characteristics amongst our members.
● To act as positive role models to both the campus and the community.
● To uphold the GPA requirements set forth by our respective international organizations.
● To foster and protect the VCU Fraternity and Sorority Community, by uniting, so as to solidify our common goals.
● To recruit for the betterment and support of our Fraternity and Sorority Community.
● To preserve the rights of all members, no matter their status or affiliation.
● To be respectful of all chapters and commit to make no disparaging remarks about members or other chapters.
● To respect and uphold the regulations and standards we set forth as NPC and local Panhellenic chapters.
● To thrive on the aforementioned ideals, in the security of our future endeavors.
2. The NPC UNANIMOUS AGREEMENTS are as follows:
A. Recruitment UNANIMOUS AGREEMENTS - NPC Manual, page UA-5
1. Each College Panhellenic Council shall establish rules governing membership recruitment activities.
2. Each NPC fraternity chapter has the right to COB to reach Quota or its total allowable chapter size during the regular school year as defined by the school calendar. To accommodate the colonization of a chapter or to allow a chapter to build its members, the College Panhellenic Council may vote to suspend COB for a period not to exceed three weeks.
3. Each College Panhellenic Association shall prohibit the use of alcoholic beverages in membership recruitment and Bid Day activities. (This includes verbal and visual references).
4. Each College Panhellenic Association shall prohibit the participation of men in membership recruitment and Bid Day activities. (This includes verbal and visual references).
5. All members, including alumnae and new members, shall be bound by College Panhellenic Association rules governing membership recruitment.
6. Regardless of recruitment style, a Potential New Member shall sign a binding agreement of membership.
B. Preferential Bidding - NPC Manual, page UA-6
When a Preferential Bidding System is used, the College Panhellenic Association shall observe the following:
1. When a woman receives a bid under the Preferential System, the signing of the Membership Acceptance is binding to the extent that she shall be considered ineligible for one calendar year to accept a bid from any other NPC fraternity on the same campus. However, she may be repledged by the same NPC fraternity chapter at any time within that calendar year.
2. The person in charge of preferential bidding shall be required to safeguard all records and keep them for one year from the date of signing.
C. Continuous Open Bidding (COB) - NPC Manual, page UA-6
1. During COB, the proof of a woman’s acceptance of membership shall be a dated COB Acceptance signed by the woman and witnessed by a member of the NPC fraternity chapter.
2. The person in charge of record-keeping shall be required to safeguard all COB records and keep them for one year from the date of signing.
V. College Panhellenic Council of Virginia Commonwealth University Recruitment Regulations and Procedures
1. The College Panhellenic Council hosts both formal and informal recruitment periods. All rules and regulations guiding the formal recruitment process also apply to individual chapter events during informal recruitment.
2. Formal Membership recruitment shall be held beginning September 14, 2011 and concluding with bid day on September 18, 2011. Each potential new member will register on-line at www.cpcvcu.com and pay a $40.00 registration fee.
3. A woman must be a regularly matriculated student to be eligible for recruitment and new membership. She must have a 2.75 cumulative high school GPA and/or 2.3 cumulative college GPA if more than 9 credits have been completed at VCU (or another college/university.)
4. All NPC UNANIMOUS AGREEMENTS shall be upheld. Please see section IV of the Virginia Commonwealth University Panhellenic Council Recruitment Regulations and Guidelines.
5. All members (including alumnae and new members) are responsible for understanding and observing the membership recruitment regulations as well as the Virginia Commonwealth University Panhellenic Council Code of Ethics.
6. If participating in formal recruitment, a woman shall attend orientation and membership recruitment events to which she has accepted invitations. In case of illness or other emergency, the woman shall notify the Panhellenic Director of Recruitment and/or her Recruitment Counselor. The Panhellenic Director of Recruitment shall notify the fraternities involved.
7. No fraternity members may buy anything for a potential member (meal, soft drink, etc.). No potential member may buy anything for a fraternity member.
8. Women must provide their own transportation to and from all events during formal recruitment.
9. No favors or gifts may be given to or promised to women by the fraternity and/or by individual members.
10. All formal membership recruitment events shall be held in the University Student Commons.
11. The first night of formal recruitment will be designated as the philanthropy round, the second night will be designated as sisterhood round.
12. The College Panhellenic Council will provide supplies for nametags for potential members during formal recruitment.
13. Membership Recruitment Acceptance Agreements will be signed immediately after the last event the woman attends. Continuous Open Bidding Acceptance Agreements should be signed within 24 hours of when a woman accepts a bid.
14. There will be no promising of bids directly or indirectly by any member, new member or alumna of a fraternity.
15. No fraternity members, including new members and alumnae, may visit a potential member in her place of residence during formal recruitment.
16. Normal social contact and conversation shall be allowed between potential members and fraternity members, new members, and/or alumnae during formal membership recruitment.
17. Strict silence is designated as the period of time from the end of the woman’s last event until the issue of bids. Strict silence is defined as verbal, written, printed or electronic communication between potential members by fraternity members, new members, or alumnae.
18. A factual sheet including a list of fees to be incurred by members during collegiate membership, grade requirement, and housing obligations will be provided to each Potential New Member by the Panhellenic Council. Each chapter will be responsible for submitting the information to the Director of Recruitment by May 1, 2011.
19. For formal recruitment, each chapter must submit a “Chapter Recruitment Plan” to the Director of Recruitment by August 1, 2011. This plan will include descriptions of each round of recruitment, including room layout, equipment/set up needs, attire, and food being served. A checklist will be provided to each Recruitment Chair by March 28, 2011.
20. For informal recruitment, each chapter must submit a “Chapter Recruitment Plan” to the Director of Recruitment one week prior to the first informal recruitment event. This plan should include date, time and location of events.
21. Initiated collegiate members, new members and inter/national fraternity representatives may assist the chapter with membership recruitment activities. Alumni present will be under advisement of the inter/national fraternity representatives.
22. The Panhellenic Director of Recruitment, in combination with the Panhellenic recruitment chairs and the Coordinator for Fraternity and Sorority Life, will set the formal recruitment budget for each chapter. The 2011-2012 budget will not exceed $870.00, and shall include the value of all donated good and services, recruitment expenses, and use of audio-visual equipment other than for sisterhood round. No more than $220.00 of this budget is reserved for the Panhellenic Unity Shirt worn during first round and $300.00 of this budget is reserved for items related to the “Philanthropy Round.”
23. All membership recruitment publicity for the Formal Recruitment Process will be the sole responsibility of the College Panhellenic Council through the CPC Marketing Team which is made up of active members of the CPC community. Any flyers or promotional items are to go through the CPC approval process.
24. All slideshows and videos for each round used during formal recruitment are due to the Director of Recruitment no later than 5:00 pm, Wednesday, August 24, 2011. Any changes to be made to the final video are to be submitted by 7:00 pm, Wednesday, September 7, 2011. No additional changes can be made after approval from the Director of Recruitment.
25. Per the NPC Unanimous Agreement, no sorority woman or potential new member may have any association with alcohol starting 24 hours before the start of formal recruitment through 24 hours after bid day. For 2011-2012 that would be 7:00 p.m. on Tuesday, September 13 through 7:00 p.m. on Monday, September 19, 2011.
VI. College Panhellenic Council of Virginia Commonwealth University Continuous Open Bidding Guidelines and Procedures
1. Each CPC chapter has the right to extend bids to reach Quota or its total allowable chapter size during the regular school year as defined by the school calendar.
2. Prior to the defined Formal Recruitment period, no sorority may host a event or activity for the purpose of recruitment.
3. Prior to the defined Formal Recruitment period, sororities may extend membership invitations to any eligible upper class undergraduate woman (any student who has attained 12 or more credits at VCU with a 2.3 cumulative GPA) from the start of the first day of class until the start of the Formal Recruitment period.
4. A moratorium of recruiting will take place for all chapters that fully participate in the Formal Recruitment process beginning on Monday, September 19, 2011 till Sunday, October 2, 2011 for Zeta Tau Alpha’s recruitment period.
5. Continuous Open Bidding will resume for the chapters that partially participate in the Formal Recruitment process after the completion of Bid Matching at the end of the designated Formal Recruitment Period.
6. Any woman that accepts a membership invitation must begin her new member education process within 48 hours of bid acceptance. All women that accept membership invitations after 8:00 a.m. on Monday, September 12, 2011 or after Bid Matching on Sunday, September 18, 2011 can be included in Fall 2011 New Member Education Process, Bid Day, and Sorority Walk.
7. CPC and the CPC Recruitment Advisor must be notified before any bids are extended to ensure that the chapter has space available and to verify that the woman meets the eligibility requirements.
8. A woman has 24 hours to accept or decline a bid. An accepted bid is a binding agreement. The woman must complete the Membership Recruitment Acceptance Agreement and a VCU Hazing/Grade Release Card within 24 hours of bid acceptance. If a woman accepts a invitation to membership she cannot accept a bid from another sorority until one calendar year from the time of bid acceptance.
College Panhellenic Council
of
Virginia Commonwealth University
Recruitment Regulations and Guidelines Appendix
The appendix of the College Panhellenic Council of Virginia Commonwealth University Recruitment Regulations and Guidelines is under the jurisdiction of the Director of Recruitment and the elected recruitment chairperson for each chapter. The appendix will be updated annually during the spring semester.
I. 2011- 2012 Recruitment Schedule and Agreements
1. Potential New Member Orientation
Event: This event will be for all registered PNM’s - it will preview formal recruitment, educate the PNM’s on all policies and procedures and Recruitment Counselor groups will meet.
Date: Wednesday, September 14, 2011
Time: 7:00 p.m.
People: All potential new members & Recruitment Counselors/Staff
Location: Commons Theater
Other: This event will be planned cooperatively by the Recruitment Counselors and the CPC Director of Recruitment.
The deadline to register for formal recruitment is 11:30 p.m. on Wednesday, September 15, 2011
2. Sorority Recruitment – Night 1
Event: This event will be for all registered PNM’s, and will introduce them to CPC member organizations that do not fully participate in the formal recruitment process. It will allow these chapters to interact with potential members and preview their COB events following formal recruitment.
Date: Thursday, September 15, 2011
Time: 7:00pm- 11:30pm with the first party beginning at 8:00pm
Rounds: 4
Length: 30 minutes with 15 minutes between each round
Location: Richmond Salons I-II (Zeta Tau Alpha)
Richmond Salons III-IV (Alpha Epsilon Phi)
Virginia Rooms C-D (Phi Sigma Rho)
Attire: For potential members – Casual
For chapter members - Panhellenic Recruitment Shirt and denim bottoms
3. Event: Philanthropy Round – Night 2
Date: Friday, September 16, 2011
Time: 4:00 p.m. - 11:30 p.m. with the first party beginning at 5:00 p.m.
Rounds: 6
Length: 40 minutes with 20 minutes between each round
Attire: For potential members- casual
For chapter members- Panhellenic Recruitment Shirt and denim bottoms
Room: Alpha Gamma Delta Richmond Salon I-II
Phi Mu Richmond Salon III-IV
Alpha Sigma Alpha Virginia Rooms C-D
Phi Sigma Sigma Virginia Rooms A-B
Sigma Sigma Sigma Commonwealth B
Alpha Omicron Pi Commonwealth A
NOTE: Chapters will have access to their rooms as of 8:00 a.m. on Friday, September 17, 2010.
Other:
● 1 display table about the chapter philanthropy
● Drink to be served (one additional table)
● Chapter may show a video related to their philanthropy
● Chapters must release all women who are not academically eligible for their chapter after this round
4. Event: Sisterhood Round – Night 3
Date: Saturday, September 17, 2011
Time: 1:00 p.m. - 6:00 p.m. with the first party beginning at 1:30 p.m.
Rounds: 4
Length: 45 minutes with 15 minutes between each round
Attire: For potential members- business casual
For chapter members- business casual (Chapters who choose to wear letters and business casual bottoms must wear non matching letters.) All attire will be approved through the Recruitment Plan submitted to the CPC Director of Recruitment.
Room: Same as above
Other:
● No decorations.
● 5 tables to display the five aspects of sorority life: sisterhood, service/philanthropy, scholarship, leadership, and social. The chapter may use one vase of the organization’s flower on one of the display tables.
● Refreshments to be served (one additional table)
● Chapters will show a slide show or video that is no longer than 10 minutes
5. Event: Preference Ceremony – Night 4
Date: Sunday, September 18, 2011
Time: 9:00 a.m. - 12:00 p.m. with the first party beginning at 9:30 a.m.
Rounds: 2
Length: 50 minutes with 15 minutes between each round
Attire: For potential members- semi-formal attire
For chapter members- ritual/ceremonial attire
Room: Same as above
Other:
● Food and drink can be served
● Supplies as related to the ritual/ceremony may be used.
6.Event: Bid Day
Date: Sunday, September 18, 2011
Time: 5:00 p.m.
Attire: For potential members: black dress bottoms and a shirt they can put a bid day shirt over
For chapter members: Letters with black dress bottoms and appropriate dress shoes.
Room: Commonwealth Ballroom
7. Quota will be set according to the National Panhellenic Conference guidelines.
8. The chapter Recruitment Chairperson is responsible for submitting lists and accessing lists in according to the following schedule:
Schedule for Philanthropy Round: 10:00 p.m., Thursday, September 15, 2011
Invitations for Sisterhood Round: 2:00 a.m., Saturday, September 17, 2011
Schedule for Sisterhood Round: 10:00 a.m., Saturday, September 17, 2011
Invitations for Preference Round: 9:00 p.m., Saturday, September 17, 2011
Schedule for Preference Round: 11:30 p.m., Saturday, September 17, 2011
Bid List Due: 2:00 p.m. Sunday, September 18, 2011
Final Bid Matching (Advisors Only): 3:00 p.m., Sunday, September 18, 2011
Open Bid Extension can begin 4:00 p.m., Sunday, September 18, 2011
Bid Day Activities: 5:00 p.m. Sunday, September 18, 2011
9. Room reservation payments/receipts are due NO LATER than one week from the date of invoice.
10. All Chapters must submit their budgets and receipts from formal recruitment by Thursday, September 23, 2011 or the fine will be $50 per day that is it late.
11. Late Fees for Formal Recruitment Lists and invitations:
i. A $30 fine will be charged per item for any material one to fifteen minutes late. An additional $25 per item will be charged for each additional 15 minutes that each material is not turned in.
ii. If the materials are not turned in within one hour from the time due, an ADDITIONAL $100 fine will be assessed, plus $1 per minute.
II. Implementation of the 1991 NPC Recruitment Resolutions
1. All outside decorations shall be eliminated. This refers to any decorations outside the confines of the walls of the chapter facility. Decorations on the porches and yards are not permitted.
2. All recruitment entertainment shall be confined to within the chapter facility. There will be no signs, decorations, or singing on the porch or in the yards of the chapter facility.
3. There will be no skits during any round of parties.
4. The formal recruitment budget and expenses shall include the value of all donated good and services. The sorority recruitment chair shall provide a list of expenses (refreshments, supplies, etc) to the CPC Director of Recruitment and Coordinator for Fraternity and Sorority Life by September 1.
1. The Director of Recruitment, the Coordinator for Fraternity and Sorority Life and the chapter recruitment chairpersons will set the formal recruitment budget limits for the year. The 2011-2012 Formal Recruitment Budget may not exceed $870.00.
2. No favors, gifts, or preference letters, shall be presented to potential new members prior to their accepting invitations to membership.
3. The Panhellenic Council will continually ask if a conversation workshop would be beneficial to the fraternity members on the annual recruitment evaluation.
I. Implementation of the 2003 NPC Recruitment Resolutions
1. The alternative methodology for Release Figures will be used as designated by the National Panhellenic Conference process for Release Figure Management.
2. Campus Total, which is currently 60, will be reviewed on an annual basis according to the guidelines provided by the National Panhellenic Conference. Total will not be lowered at any time at Virginia Commonwealth University. Total may be raised only with a 3/4 vote of the member chapters of the Panhellenic Council.
3. The Virginia Commonwealth University Panhellenic may, upon consultation with the Panhellenic Advisor and the approval of the NPC Area Advisor, vote to adopt a more appropriate Recruitment Style for their campus. The options are: Continuous Open Recruitment, Minimally Structured Recruitment, Partially Structured Recruitment and Full Structured Recruitment.
4. The concept of “No Frills” Recruitment will be fully implemented. This means: reduced recruitment budget; total elimination of decorations; elimination of recruitment skits; elimination of all gifts, favors, preference letters or notes for potential members until they have accepted bids; development of conversation skills workshops; and implementation of release figures.
5. The Virginia Commonwealth University Panhellenic Council will use the National Panhellenic Conference marketing plan based on the Recruitment Processes Committee Report.
6. The council will promote and encourage personal and informative Panhellenic-spirited contact with potential members at all time, year round.
7. A Recruitment Handbook be prepared that includes all National Panhellenic Conference recruitment programs, i.e. Unanimous Agreements, programs, resolutions and recommendations.
8. The council will establish a Committee on Recruitment to monitor trends and recommend and implement strategies.
9. Member chapters of the Virginia Commonwealth University Panhellenic Council will not discriminate in membership selection practices on any basis prohibited by law or by the Virginia Commonwealth University Non-Discrimination Statement which states that we do not discriminate based on an individual’s race, gender, disability, age, national origin, religion or sexual orientation.
IV. Infractions of the Recruitment Rules and Guidelines or the Code of Ethical Conduct
1. Information regarding the Panhellenic Council Judicial Procedures for Recruitment Infractions and/or violations of the Code of Ethical Conduct can be found on pages 2-8 of the Judicial Procedures section of the NPC Manual. The Virginia Commonwealth University College Panhellenic Council will follow these procedures, which can also be found on page 19 of the Constitution and By-Laws of the College Panhellenic Council of Virginia Commonwealth University.
2. Violations of the Code of Ethics, not in relation to recruitment, will be handled according to the Judicial Board of Review Guidelines in the Constitution and By-Laws of the College Panhellenic Council of Virginia Commonwealth University.