Recruitment Advisor Training Goal: To help VPR and chapter to have a successful recruitment. How to achieve goal: Planning “Failure to plan is planning to fail”

Recruitment Advisor Duties Perform duties of E.C. Advisor Serve as COR advisor Member of Recruitment Information Evaluation Committee Member of Tally Committee Complete Recruitment Advisor Report

Recruitment Information Evaluation Committee Membership Coordinator (chair), Recruitment Advisor, Membership Advisor, and COR Coordinator. Evaluates RIF prior to formal recruitment and COR Prepares Report on Chapter Inventory

Tally Committee Membership Advisor (chair), another advisor (Recruitment Advisor), and official visitor. Tallies members scores after each event

Spirit (Work) Week Checklist: Hand out Recruitment Folders Dress check Practice and rehearsals for all events Sisterhood activities Review membership selection Review PNM information

Reports Recruitment Advisor Report Formal Recruitment Results Report Due 2 weeks following Formal Recruitment (FR) Formal Recruitment Results Report Due 3 days after FR Executive Council Report, Recruitment Team Completed each month. Advisor reviews and signs. VPR should mail to Recruitment Specialist (RS) Continuous Open Recruitment Supplement Complete and attach to EC report if chapter participates in COR.

Formal Recruitment Preparation begins right after the previous formal recruitment. The semester prior to recruitment is heavily focused on formal recruitment. As advisor you need to help the Vice President Recruitment (VPR) stay on schedule with her planning.

Spirit Week also known as Work Week Distribute Recruitment Booklets Dress Check Event practices/dress rehearsal Preference Practice Skit Practice Membership Selection (MS) Review PNM information/review Review of Fraternity and Chapter knowledge Panhellenic Rules review Sisterhood activities Alumnae activities- call and remind them of events, needs, changes

Tasks during Formal Recruitment Announce and post times to be dressed and ready to go Announce and post times to set up and take down Call alumnae to remind of events or changes Details: have a member or alumna who is in charge of stocking bathrooms, etc.

Tasks to be completed during Formal Recruitment, Cont’d. Have an energizer planned for each day Perform Membership Selection each day As Recruitment Advisor (RA) let VPR know how to contact you and when you are available Be flexible!

Tasks completed immediately following Formal Recruitment VPR should report bid matching results to RS Formal Recruitment Results Report due 3 days after recruitment Follow up with VPR/COR if COR implemented

Tasks completed immediately following Formal Recruitment, Cont’d. Help COR Coordinator implement COR plan Chapter should evaluate recruitment: What worked well? What could be better? Ask new members what they liked and did not like at any chapter they visited during Formal Recruitment. Survey is located in the back of the New Member Guide.

Tasks completed immediately following Formal Recruitment, Cont’d. Make changes now! Alumnae Relations Coordinator writes thank you notes to alumnae who helped during recruitment. Send notes to alumnae who submitted personal recommendations. Recruitment Advisor report submitted within two weeks after FR.

Tasks to be completed in next few months following Formal Recruitment Plan Recruitment Training School (RTS) and put on calendar Decide on changes, (skit, songs, etc.) Train new VPR after elections Notify Recruitment Specialist (RS) of new VPR contact info Assign event chairs and committees- Inventory needed supplies Continue COR if needed VPR mail EC report to RS Recruitment Event Planning Forms (REPF) due March 15 (fall recruitment), October 15 (deferred)

Tasks completed prior to Spirit (Work) Week Have Recruitment Training School (RTS) Monthly meetings with event chairs Attend all meetings with CPH regarding recruitment VPR and committee should inventory supplies, etc VPR mail EC report to Recruitment Specialist (RS) monthly Contact RS with any questions.

Recruitment Training School (RTS) Have a schedule to hand out to all participants including alumnae Assign rotation groups Practice skit Practice Preference Conversation review Rotation/conversation practice Song practice Entrance/Exit

RTS, Cont’d. Show examples and hand out list of attire needed for each event- Don’t forget shoes! Committee time scheduled Schedule future meetings Make sure all banners, props etc are ordered, bought, etc. VPR make Resident Supervisor aware of dates, needs, etc. Use available resources (alumnae for speakers)

Break Prior to Formal Recruitment Collect RIFs and organize (Membership Coordinator) in Recruitment Information Notebook Evaluation committee meets and evaluates as needed Alumnae Relations Coordinator (ARC) should contact alumnae and schedule help Check with speakers and guests to verify dates and times Prepare Recruitment Booklets

Recruitment Booklets Contents Schedule for spirit week and formal recruitment Copy of songs used List of clothing for each event PNM information Name, hometown, high school, class, GPA, activities and legacy information Housekeeping or rules needed to know Fun Facts about Alpha Gam and your chapter

Continuous Open Recruitment (COR) Occurs following formal recruitment Used by chapters to fill quota/total spaces Prepare a list of potential new members from formal recruitment, Panhellenic, suggestions from alumnae and collegians Fill vacancies as they occur during the year.

Ideas for COR Use small groups (2-5 members) Dinner, shopping, ice cream, etc. can be an event Do not overwhelm your calendar. Use what you have planned for Chapter activities. No need for large weekly COR events Evaluate PNM after meeting her May offer bid after two meetings Contact RS for ideas and help Use COR supplement for EC reports

Membership Selection For questions contact: Membership Handbook Advisor (Membership or Recruitment) Recruitment Specialist (RS) or RS-Membership Selection Director of Recruitment International Vice President-Membership

Membership Tasks Prior to FR Complete Chapter Membership Inventory Completed by Recruitment Evaluation Committee Helps determine balance and strength of chapters Do you have a large junior class that needs replacement after graduation? Need singers/dancers/student government? Helps members identify needs. May apply to conversation skills.

Membership, Cont’d. Computer program operational- if you need program, contact IHQ prior to Spirit (Work) Week Duplicate evaluation cards for each PNM Duplicate RIF for each PNM Establish Recruitment Information Notebook(s) Duplicate Target/Alert cards Find or make red/buff/green card sets

Membership Tasks, Cont’d. Prepare info sheets for Recruitment Booklet Name, hometown, high school, class, GPA, activities, legacy information each PNM Committee evaluates Recruitment Information Forms- Score sheets in Resource Guide of Membership Handbook. Organize and file RIFs in Recruitment Information Notebook after each round of recruitment events. Order enough bid cards if not provided by Panhellenic

Topics to cover with Chapter prior to Recruitment Alpha Gamma Delta Legacy policy Recruitment Information Forms Use of Recruitment Booklet How the bid list is prepared and adjusted Individual Voting Procedures

Voting Procedures Assign personal identification code Use of evaluation cards Explanation of membership evaluation scoring Target/Alert cards Red/buff/green voting cards Tally committee Carry/release numbers

During Recruitment Update master ledger or computer program Read the list of guests at each event Pull RIF of PNMs who are released, regret or withdrew in Recruitment Information Notebook and file properly

Membership Session Inform chapter of carry/release figures. Read names of PNMs who were released or withdrew. Read list of Target cards. Discuss/vote if required. Read list of Alert cards. Discuss/vote if required.

Bid List Bid list committee: Consists of Chapter Advisor, Membership Advisor (Chair), Recruitment Advisor, Membership Coordinator and official chapter visitor. It is recommended that only advisors prepare the bid list.

Preparing the Bid List Prepared by committee. Divided into two lists. First List: Contains names of highest scoring PNMs and all legacies in alphabetical order. Second List: Names of all other PNMs who qualify in descending numerical order Uses following information: PNM scores Chapter inventory requirements Names of PNMs attending preference

Snap Bidding Takes place after bid matching and prior to handing out bids For chapters that did not fill quota Each campus has their own way of handling this process. Be prepared with PNM names, phone numbers, and snap bidding teams

Following Recruitment Notify each alumna who wrote a personal recommendation Destroy RIFs of PNM who pledged other groups Mail RIFs of new members to PD w/in 2 weeks Destroy Recruitment booklets, evaluation cards, target/alert cards (collect from members after final voting session) Re-file, alphabetize RIFs for COR Complete and mail Formal Recruitment Results to RS and IHQ Inform EC any time chapter falls below total