RECRUITMENT

PROCESS GUIDE
In this guide, you will find all you need to know about how to lead a chapter through an
organized and successful recruitment. From basic roles and responsibilities to the
Membership Selection process and everything in between, you’ll find it here.

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TABLE OF CONTENTS
Recruitment Roles and Responsibilities........................................................................................................... 4
Basic Glossary of Terms ........................................................................................................................................... 6
Preparing the Chapter for Recruitment ............................................................................................................ 8
Workshop Topics ........................................................................................................................................................ 8
Grade Risks .................................................................................................................................................................... 9
Adjective List ................................................................................................................................................................ 9
PNM Review ............................................................................................................................................................... 10
Attendance at Recruitment Preparation and Recruitment Events .................................................... 10
Valid Cons.................................................................................................................................................................... 10
Sponsorship ............................................................................................................................................................... 13
Eligibility for Invitation to Membership ........................................................................................................ 13
Forms of Sponsorship ............................................................................................................................................ 13
Recruitment Information Form (RIF)............................................................................................................. 14
Chapter Membership Selection Committee (CMSC) ................................................................................. 17
Prescreening .............................................................................................................................................................. 18
Tools for Voting ........................................................................................................................................................ 20
Membership Selection ........................................................................................................................................... 21
Release Figure Methodology (RFM) ................................................................................................................ 21
Determining Invite, Release and Vote to Rank Discussion Lists ......................................................... 22
Create the Invite List .............................................................................................................................................. 31
Flex Plus and Flex Minus Lists ........................................................................................................................... 32
Preparing Final Bid List ........................................................................................................................................ 33
Snap Bidding .............................................................................................................................................................. 34
Alumnae Involvement in the Recruitment Process .................................................................................. 35
Virtual Recruitment Considerations ............................................................................................................... 35
Virtual Membership Selection............................................................................................................................ 42

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Post-Recruitment Responsibilities .................................................................................................................. 43
Continuous Open Bidding (COB) ...................................................................................................................... 44
Appendix A – Adjective List................................................................................................................................. 53
Appendix B – RIF Request and Acknowledgement Letters ................................................................... 54
Appendix C –Prescreen Rubrics ........................................................................................................................ 57
Appendix E – Personality Score Sheets .......................................................................................................... 62
Appendix F – Membership Selection Scripts ............................................................................................... 63
Appendix G – Sample Recruitment Evaluation ........................................................................................... 73
Appendix H – Step-by-Step Instructions for Creating Invite and Vote to Rank Discussion
Lists................................................................................................................................................................................ 77
Appendix J – AAC Recruitment Checklists .................................................................................................... 82

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RECRUITMENT ROLES AND RESPONSIBILITIES
The Vice President Recruitment (VPR) is responsible for all aspects of primary recruitment
and Continuous Open Bidding (COB) efforts and the selection of New Members. The VPR
prepares the chapter through recruitment conversation and recruitment presentation
workshops to present themselves in a manner that reflects positively on Pi Beta Phi during
primary recruitment and COB. They also educate members on recruitment policies.

SPECIFIC DUTIES INCLUDE

1. Attend all Panhellenic recruitment meetings, along with any other officers as
designated by campus Panhellenic.
2. Ensure and support the submission of the invite lists during primary recruitment
to campus Panhellenic.
3. Oversee the Director Recruitment Events, Director Membership Selection, any
committees falling under those Directors and the Chapter Membership Selection
Committee (CMSC).
4. Analyze previous year’s recruitment evaluations completed by both New Members
and initiated members, as well as the Primary Recruitment Evaluation, to
determine if rounds need to be changed. Get feedback from the Recruitment
Specialist.
5. Obtain and process all information on Potential New Members (PNMs). Assign
prescreening scores to PNMs in conjunction with the Recruitment Process
Committee. Establish a filing and recording system for Recruitment Information
Forms (RIFs) and acknowledge their receipt.
6. Ensure that every PNM invited to Preference Round has a valid RIF or CMSC
sponsorship. RIFs may be requested from Alumnae Club Recruitment Information
Chairmen (ACRICs), but this is not required.
7. Conduct workshops to prepare chapter members for recruitment, assisted by
other appropriate officers.

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 8. Create a recruitment booklet for chapter members with pertinent information
about recruitment. Ensure members are familiar with all chapter and Panhellenic
recruitment rules, the membership selection process, use of adjectives, pro/con
statements and the valid con procedure.
9. Assign and train rotation groups.
10. Assist the Chapter President (CP) during membership selection sessions and
provide the chapter with all information on RIFs. Order the PNMs based on the
results of membership selection and submit invitation lists and the final bid list to
the Panhellenic office on time and in the proper format.
11. Submit all reports and correspondence on or before the due dates to required
Fraternity officers.
12. Confer with the Alumnae Advisory Committee (AAC) Recruitment advisor on all
aspects of your area of responsibility. Maintain communication with the
Recruitment Specialist throughout the recruitment process.
13. Refer to the Recruitment Events Guide for additional responsibilities.

DIRECTORS AND COMMITTEES SUPPORTING THE RECRUITMENT PROCESS

The Director Recruitment Events (DRE) is responsible for planning and executing events
during recruitment to represent Pi Beta Phi positively to Potential New Members.

• Executes event planning aspects of primary recruitment and Continuous Open

Bidding (COB) events pertaining to themes, decorations, refreshments, songs,
presentations, ceremonies or visuals such as videos or slideshows.
• Reviews and implements ideas from previous year’s recruitment evaluations.
• Organizes the chapter into committees to execute recruitment events.
• Assigns and manages rotation groups during recruitment.
• Assists the Vice President Recruitment (VPR) in completing all recruitment-related
reports.

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The Director Membership Selection (DMS) is responsible for leading the recruitment
process efforts to ensure membership selection aligns with the Fraternity’s core values and
policies and helps the chapter meet recruitment goals.

• Collects all information on Potential New Members (PNMs) and uses the
Fraternity’s prescreening process.
• Manages the chapter’s OmegaRecruit account and supports the chapter’s use of
the program during recruitment.
• File, record and acknowledge the receipt of Recruitment Information Forms
(RIFs) received by mail and electronically.
• Coordinate with the Vice President Recruitment to ensure every PNM invited to
Preference round has sponsorship through the Fraternity’s defined process.
• Supports the Chapter President and Vice President Recruitment in executing
Membership Selection in accordance with the Fraternity’s process.
• Assists the Vice President Recruitment in completing all recruitment-related
reports.

BASIC GLOSSARY OF TERMS

Continuous Open Bidding (COB) — COB is the opportunity to offer bids to PNMs outside
of the primary recruitment period if the chapter has not reached quota or its total
allowable size. Any matriculated, unaffiliated undergraduate student is eligible for COB
without any requirement of prior participation in a primary recruitment period. Some
campuses have a GPA requirement for COB eligibility. Freshman are not eligible for COB in
the fall term for a deferred recruiting campus.

Informal Recruitment — The National Panhellenic Conference (NPC) equates informal

recruitment to COB. Some campuses have a time set aside for a structured informal
recruitment. Ordinarily, it is more casual and relaxed than primary recruitment.

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Quota — Quota is the number of New Members each fraternity/sorority may pledge
during a fully structured recruitment and partially structured recruitment process (see
NPC Manual of Information). Quota is determined at the conclusion of bid matching. All Pi
Beta Phi chapters are expected to meet quota as established by their campus Panhellenic; a
chapter should not save places or bid to bed space or convenient size. This includes
meeting secondary (upperclassman) quota as applicable.

Quota Additions — Good faith PNMs who fail to match in the normal bid matching process
can be placed in a chapter that has already matched to quota. All Pi Beta Phi chapters are
expected to accept quota additions.

Secondary Quota — An additional quota set when a campus has a large number of upper-
class PNMs participating in primary recruitment. If there is a secondary quota, chapters are
expected to match this quota.

Snap Bidding — Snap bidding is available to chapters who do not fill primary recruitment
quota in bid matching. Snap bidding begins immediately after bid matching and ends with
the distribution of bids, at which time COB begins. Chapters must follow local Panhellenic
recruitment rules for snap bidding and the exact procedure may vary from campus to
campus. Refer to NPC’s Manual of Information for NPC rules and policy.

Sponsorship — Sponsorship is the process of expressing definite approval to invite a PNM

into membership. This is required before a chapter may invite a PNM to Preference Round.
Sponsorship may be provided through a RIF or the CMSC.

Total — Total is the allowable chapter size, as determined by the College Panhellenic and
includes both New Members and initiated members (see NPC Manual of Information). To
allow chapters to achieve parity as quickly as possible, total will be automatically adjusted
every regular academic term. Setting total properly ensures continued growth
opportunities and parity among chapters. Every chapter is expected to attain campus total.
To do this, a chapter actively participates in COB until chapter size reaches total.

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PREPARING THE CHAPTER FOR RECRUITMENT
Chapter officers responsible for recruitment preparation should begin, at a minimum, the
term preceding recruitment. To prepare for recruitment, the VPR should do the following:

1. Study this manual. Know the policies and rules pertaining to membership selection.
Be familiar with the online recruitment resources in the Resource Library.
2. Download the Destination Recruitment series from the Resource Library. These
documents contain interactive workshops and tools you can use to prepare your
chapter for a great recruitment.
3. Familiarize yourself with the tools and resources used for membership selection.
4. Attend trainings hosted by your Panhellenic for your campus recruitment platform
(ICS or Campus Director).
5. Set a schedule for recruitment preparation with the chapter; communicate the
schedule well in advance. Preparation must start the term prior to primary
recruitment.
6. Ensure that all chapter members have access to OmegaRecruit and that Chapter
Admin access is correctly assigned.
7. Regularly meet with the DRE and DMS to discuss and implement plans for Spirit
Week, Recruitment and Membership Selection.

WORKSHOP TOPICS

Educating the chapter on how to recruit is an essential part of recruitment preparation.

Most chapters conduct a Spirit Week prior to the start of recruitment to prepare the
chapter on all aspects of recruitment. The VPR, DRE and DMS are responsible for this
education. Topics reviewed during a successful Spirit Week include:

1. Conversation techniques.
2. Rotation group practice.
3. Chapter image.
4. Songs, presentations and ceremonies (with assistance from the Director Fraternity
Heritage and Vice President Member Experience)
5. Entrances and exits.

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 6. Read > Lead > Achieve® and other philanthropic service education (with assistance
from the Director Service/Philanthropy and Vice President Community Relations)
7. Review of financial and housing obligations (with assistance from the Director
Member Finances and Vice President Finance and Housing).
8. Membership selection including valid con process, discussion protocol, , and grade
risk policy. Use the sample Membership Selection Script in Appendix F to conduct a
mock membership selection session.
9. PNM Review.

GRADE RISKS

The VPR must remind the chapter about the grade risk policy during recruitment
preparation workshops. Grade risk policies are clearly defined in the chapter bylaws
addendum and all chapter members should be aware of the policy to understand how
grade risks will be handled during membership selection.

If the chapter’s bylaws addendum allows for a percentage of grade risks, then the grade
risks should be sorted by total score following Open House/Round 1 then placed on the
release list after the first invitational round (Round 2). This will allow the chapter members
to flag grade risks they want to keep for discussion.

If the chapter’s bylaws addendum does not allow for a percentage of grade risks, then all
grade risks should be released following Open House/Round 1 of recruitment.

ADJECTIVE LIST

Discussion during membership selection sessions must be contained to a pre-defined list of

adjectives and pro/con statements. Appendix A includes appropriate approved examples of
pro and con statements and adjectives. The VPR should review the adjectives with the
chapter prior to primary recruitment and modified to include other appropriate and
applicable adjectives and statements at the discretion of the chapter. Modifications to the
adjective list must be reviewed and approved by AAC. If an adjective or pro/con statement
is being used inappropriately or excessively during membership selection, the CP, VPR and
AAC Advisor(s) present can strike it from the list.

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PNM REVIEW

Members should learn PNM names, activities and other information prior to the start of
recruitment. The DMS is responsible for leading these sessions and providing each member
with a list of PNMs. The review should contain the pre-screening points and other pertinent
data from her recruitment registration. The DMS can export the slideshow of PNM data
from OmegaRecruit to help facilitate these sessions.

ATTENDANCE AT RECRUITMENT PREPARATION AND RECRUITMENT

EVENTS

The Vice President Operations (VPO) manages attendance at recruitment preparation and
recruitment events. Attendance at all membership/recruitment workshops, Spirit Week
and primary recruitment week is required for all members including seniors and
expectations should be included in the addendum of the chapter bylaws.

The VPO should set a firm deadline for excuses and define the appropriate reasons for
excuses in the chapter bylaws. With the VPR, they should reinforce these expectations
during recruitment workshops and chapter meetings leading up to the time recruitment
excuses will be due. We recommend that all recruitment excuses be reviewed by AAC, VPO
and VPR and members should be informed of the status of their excuse no less than four
weeks before recruitment. This process should replace any recruitment contracts, per the
advice of legal counsel.

VALID CONS
VALID CON OVERVIEW

Sometimes a chapter member has a specific personal experience with a PNM that is so
negative, it cannot be explained openly by con statements during membership selection
and instead should be expressed privately. This private comment is called a valid con. Valid
cons are never made public. If the comment concerns a PNM’s violation of Pi Phi standards,
the action must have been witnessed personally and/or be verified. The comments must be
factual, not rumor or hearsay. The valid con privilege should be used sparingly and are not
for general dislike of a PNM.

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Some representative examples of valid cons include:

● Drug use witnessed by a member or admitted by PNM to a member.

● Physical act of violence witnessed by a member.
● Bullying witnessed by a member.
● Other concern as approved by your Recruitment Specialist.

Social media messages, posts or photos in conflict with Pi Phi values that would reflect
poorly on the Fraternity at large should only be used as additional documentation of a valid
con and do not substitute for personal witnessing of inappropriate behavior.

VALID CON COMMITTEE PROCEDURE

During recruitment preparation, the VPR should share the definition of a valid con and the
representative examples of behaviors that qualify as valid cons listed above with the
chapter. If a member feels they had an experience with a specific PNM that qualifies, that
member can meet with the Valid Con Committee to explain the circumstances warranting
the need for a valid con. That committee consists of the CP, VPR and AAC Chair and/or AAC
Recruitment advisor.

It is recommended that the committee hosts two valid con sessions – one during Spirit
Week or before recruitment begins and another after the first round of recruitment. This
allows for members to discuss valid cons for PNMs they may not have known were going
through the recruitment process.

The procedure is as follows:

1. The member relates her experience involving the PNM and explains how it could
negatively affect the whole chapter, not just herself personally. The member should
only provide factual information pertaining to the PNM. Items that could warrant a
valid con are listed above.
2. The committee thanks the member for her comment and explains the valid con
process, specifically what will happen in the membership selection session after a
decision is made (see number four below).
3. The member leaves the meeting.

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4. The CP, VPR and AAC Advisor(s) discuss the experience and decide if it would have a
negative impact on the chapter and qualifies as a valid con.
a. If the committee decides that the experience will not have a negative
impact on the chapter:
i. The committee informs the member who brought the concern
forward, letting her know their decision as well as the process for the
next membership selection session.
ii. At the following membership selection session when the PNM’s name
is read, there is no mention of the valid con.
iii. The member who brought forth the valid con may choose to flag the
PNM for discussion. If flagged, the PNM is discussed objectively, as any
other PNM. The member may speak against the PNM using the con
adjectives on the list. The member is not permitted to discuss the
valid con claim in any way during membership selection.
iv. If the PNM is included in the vote-to-rank discussion, the PNM is
eligible to be invited back to the next round of recruitment depending
on the outcome of discussion and vote-to-rank order.
b. If the committee decides that the experience will have a negative effect on
the chapter:
i. The committee informs the member who brought the concern
forward, letting them know the decision as well as the process for the
next membership selection session.
ii. At the following membership selection session, the PNM is placed on
the release list. If the PNM is flagged, the CP announces that a valid
con was given for this PNM before any pro/con statements are
provided. The reason for the valid con will not be discussed with the
chapter.
iii. If chapter members have developed trust and respect among
themselves, they will release the PNM without further discussion. The
member who flagged the PNM can remove the flag.
iv. If a member chooses to continue with the flag, the discussion follows
the process used for all PNMs. The PNM is discussed objectively as any
other PNM. The member who brought forth the valid con may speak
against them using the con adjectives on the list.

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 The member is not permitted to discuss the valid con claim in any way
during membership selection. Note: It is recommended that the
member who brought the valid con be allowed to give the first con, if
they so choose.
v. If the PNM is included in the vote-to-rank discussion, the PNM is
eligible to be invited back to the next round of recruitment depending
on the outcome of discussion and vote-to-rank order.
SPONSORSHIP
ELIGIBILITY FOR INVITATION TO MEMBERSHIP

A collegiate chapter may issue an invitation to membership to a PNM meeting the

constitutional requirements for membership who has:

1) Been sponsored by one of the following:

i) An individual alumna member of Pi Beta Phi or Alumnae Club Recruitment
Information Chairman (ACRIC) via a RIF.
ii) The Chapter Membership Selection Committee (CMSC).
2) Received a favorable vote of the chapter.

Once a bid is matched, the PNM is ineligible to pledge any other NPC group on the same
campus until the beginning of the next year’s primary membership recruitment period.
Transfer students’ eligibility to be pledged should be verified.

FORMS OF SPONSORSHIP

Sponsorship is one requirement for an invitation to membership in Pi Beta Phi. Each PNM
must have a valid Recruitment Information Form (RIF) or CMSC sponsorship before
the chapter can invite them to Preference Round.

Though RIFs are not required due to the CMSC sponsorship option, chapters may make an
effort to obtain RIFs before any PNM is considered for sponsorship by the CMSC. If a PNM
comes from an area where there is a Pi Phi alumnae club with an ACRIC who wishes to be
contacted for RIFs, the chapter may contact the ACRIC to obtain a RIF.

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The method of sponsorship (either RIF or CMSC) must be denoted in eReports when the
New Member information is entered. The VPR should supply this information to the VPO
immediately following Bid Day.

In its recruitment registration information, your College Panhellenic may say that alumnae
sponsorship is not necessary to participate in recruitment. This is correct; however, do not
confuse this with Pi Phi’s requirement to have a RIF or CMSC sponsorship before inviting to
preference or placing on a bid list.

RECRUITMENT INFORMATION FORM (RIF)

There are two types of RIFs:

1. VOLUNTARY: They are sent to you by an ACRIC or an individual Pi Phi alumna.

2. REQUESTED: They are sent to the chapter as the result of the DMS request to an
ACRIC.

Requesting RIFs: The DMS can start requesting RIFs as soon as they have names of any
PNMs. Names and addresses of ACRICs who want to be contacted for requested RIFs can be
found on the website by clicking, “Engage” in the main menu and selecting “Connect with Pi
Phi”. Select the club for which you need the ACRIC’s name and address. Note: not all
Alumnae Clubs have the ACRICs and may not be able to meet the request. There are
examples of letters in Appendix B. You may also consider contacting an ACRIC from an area
in which many of the campus population is from in the event that the list of PNMs is not
released until close to recruitment.

The DMS could prepare a list (preferably in a program such as Excel) that includes the
name, address including zip code, high school, graduation year, parents’ names of PNMs.
This list should be emailed to the ACRIC with your chapter’s name in the subject line.
Provide the chapter’s mailing address in the email, too, in case the ACRIC will mail all
completed RIFs. RIFs must not be emailed due to privacy concerns; however, they may be
submitted online through the Fraternity website ([Link]).

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Receiving RIFs: Set up a filing system for the RIFs. Each RIF is marked with either an “I
recommend” or “I do NOT recommend” designation. Because of their confidential nature, “I
do NOT recommend” RIFs must be filed in a separate binder. Keep your files updated so
you always know which PNMs have valid sponsorship and which require sponsorship from
the CMSC.

• I recommend RIFs (personal connection): These RIFs are written by an alumna

who knows the PNM personally and believes they would be an asset to Pi Beta Phi.
These RIFs count as sponsorship.

● I recommend RIFs (factual information): These RIFs are generally requested by

the chapter and submitted by an ACRIC or individual alumna. They may not
personally know this PNM but feel comfortable recommending them based on their
resume or information they have gathered. These RIFs count as sponsorship.
● I do NOT recommend RIFs: In some cases, an alumna may choose not to
recommend a PNM for membership in Pi Beta Phi. Because of the sensitive nature of
such a designation, the RIF should be treated with confidentiality and should be
known only to the CP, VPR, AAC Chairman and/or AAC Recruitment (and the CMSC
if necessary). Alumnae must provide I do NOT recommend requests via the RIF.
Verbal requests resulting in an “I do NOT recommend” will not be accepted by the
Grand Vice President Fraternity Growth (GVFG) under any circumstances. These
RIFs do not count as sponsorship.

If the chapter is interested in a PNM with an “I do NOT recommend” RIF, the chapter must
consult the GVPFG to validate the “I do NOT recommend” RIF. If a PNM receives an “I
recommend” RIF in addition to an “I do NOT recommend” RIF, and the chapter is interested
in offering the PNM membership, the GVPFG is still consulted. The AAC Recruitment
advisor must call the GVPFG. They should follow the guidelines below:

1. Call between 9:00 a.m. and 10:00 p.m. CST.

2. Provide your name, the chapter’s name, the PNM’s name, address and school and
the name and phone number of ACRIC or individual Pi Phi withholding sponsorship.
3. The GVPFG checks with ACRIC or individual to determine if the reason is valid.
4. The GVPFG reports their decision whether the reasons for the “I do NOT
recommend” are valid or not valid based on the information obtained. The GVPFG
does not divulge the reason for the “I do NOT recommend.”

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If the GVPFG finds the “I do NOT recommend” RIF to be invalid, CMSC will consider the
PNM for sponsorship. Because the PNM did not receive sponsorship through the RIF, they
require a CMSC vote just like a PNM without a RIF. The chapter should not know the PNM
has an “I do NOT recommend” RIF. After careful consideration, the CMSC will take a voice
vote. The decision to sponsor must be unanimous.

If the GVPFG finds the “I do NOT recommend” RIF to be valid, the CMSC can choose to
sponsor the PNM after discussion and a unanimous vote. This is strongly discouraged.

To protect the confidentiality of PNMs, RIFs should not be emailed to chapters. They
must be sent via mail or submitted through the online form on the Fraternity
website. If requesting RIFs from ACRICs, reiterate the RIF must be mailed or
submitted through the Fraternity website.

RIF Acknowledgement: It is important for the chapter to send an acknowledgement of all

paper RIFs and personal letters within two weeks of receipt of a RIF. This is a courtesy to Pi
Beta Phi alumnae who have taken time to send a RIF. It is recommended to send
acknowledgements before recruitment begins to avoid any hurt feelings if a PNM does not
pledge Pi Phi. Any RIF submitted online through the Fraternity website will have an
automatic acknowledgement emailed from HQ, so no acknowledgement letter needs to be
sent to these alumnae from the chapter. The DMS or Recruitment Process Committee
should acknowledge mailed-in RIFs based on the submitter preference as marked at the
bottom of the RIF.

Email acknowledgement - Chapters should use a single email address to send all RIF
acknowledgment emails (rather than the DMS email address). AAC should monitor this
during recruitment and manage any inquiries that arise. It is recommended that the
Chapter President’s official Pi Beta Phi e-mail be used for this purpose. Standard language
for email acknowledgement can be found in Appendix B.

Mail acknowledgement - Postcards are available from Pi Beta Phi Headquarters. Some
ACRICs may include a self-addressed, stamped postcard with their RIFs for you to return to
indicate the RIF has been received. If your chapter chooses to create your own postcard,
standard language can be found in Appendix B.

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CHAPTER MEMBERSHIP SELEC TION COMMITTEE (CMSC)

As the chapter prepares their invitation list for Preference Round and a RIF has not been
obtained, the CMSC is obligated to meet BEFORE the membership selection session
going into Preference Round to consider sponsorship of the PNMs. The Pi Beta Phi
Statutes list the following committee members:
• VPR (Committee Chair)
• CP
• VPO
• AAC member (non-voting)

As Chair, the VPR schedules the meeting to consider PNMs who have chapter endorsement
but either no RIFs or “I do NOT recommend” RIFs. CMSC decisions are not personal
decisions for membership, but rather representation of the chapter leadership. Alumnae
Advisors serve on the committee in an advisory capacity only and may not vote. (Pi Beta
Phi Statutes, Article XI)

To conduct the vote, follow the process outlined below:

• The VPR should present a list of all PNMs who do not have sponsorship through a
RIF.
• If there are no concerns with specific PNMs, the CMSC may vote on all PNMs at one
time. They may use a voice vote to expedite the process.
o If there are concerns with specific PNMs, the CMSC should vote on all
EXCEPT those PNMs. For the PNMs with specific concerns, the committee
should discuss and vote on each PNM individually.
• A unanimous vote is required for committee sponsorship.

In the event that the CMSC decides not to sponsor a PNM, that PNM should be moved to the
release list prior to the start of membership selection the night before Preference Round. If
the PNM is flagged for discussion, the VPR will state that the PNM has not received
sponsorship for membership into Pi Beta Phi by either a RIF or CMSC vote and therefore
cannot be discussed or considered for membership. If the chapter is not familiar with the
role of the CMSC, the VPR may need to explain the committee’s role and note that the PNM
was not sponsored for reasons misaligned with our values and expectations of membership
in Pi Beta Phi. No further discussion is held, as the PNM cannot be considered for
membership without sponsorship even with endorsement by the chapter.

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PRESCREENING
Prescreen points are used to assess a PNM’s qualifications and allow a chapter to better
focus their attention during recruitment on the PNM that embody Fraternity values. As
recruitment progresses, many PNMs will end up with the same total scores. When used
correctly, prescreen points break those ties and provide more variation in PNMs’ total
scores.

Pi Beta Phi utilizes a values-based prescreening system. Prescreen points will be given to
PNMs for leadership, service and scholarship. These points will be awarded based on
information provided by the PNM on her recruitment registration form. That
information can be found through the ICS or Campus Director programs that nearly all
campuses use. If you’d like more information on the PNMs to be provided from the
registration form, we encourage you to ask your Panhellenic to review the requirements
and advocate for what you need. You may also receive some information for prescreening
via a RIF.

There are two prescreen rubrics – one for a four-party system and one for a three-party
system – located in Appendix C of this document. This allows for the appropriate weighting
of prescreen versus personality scores. If you feel that the rubric in Appendix C does not fit
your chapter’s needs, you should consult with your AAC Recruitment and Recruitment
Specialist.

Prescreening is done by the DMS and/or the Recruitment Process Committee. Prior to the
start of recruitment, all PNMs must be prescreened in OmegaRecruit; this is mandatory.

PERSONALITY SCORING

After every party, each chapter member should provide a personality score on each PNM
they met. This is done via OmegaRecruit using a smartphone, tablet or computer. Each
member provides a personality score of 10, 7, 5, 3 or 1 (10 is highest, 1 is lowest) for the
PNMs they met. All five scores should be used because they create a variation in
scores between PNMs that makes defining the invite and release points for
membership selection easier. The personality score recorded for the round is an average
of all scores assigned. Personality scores are assigned individually and only by members
who met the PNM during that round of recruitment.

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Any PNM who does not have a score because they were excused from the round will be
given the average party score for the round.

It is important that the chapter is consistent when assigning scores. Each score should be
assigned a definition, and all members should use the same definitions when assigning
scores. Example definitions are as follows:

• 10 – I love this PNM and can see them as a Pi Phi.

• 7 – I could this PNM being a Pi Phi but want to get to know them better
• 5 – I like this PNM, but I would like to get to know them better OR I did not
personally connect with them, but I know many members in the chapter who would.
• 3 – I am not sure this PNM is a good fit for our chapter, but other members in the
chapter should get to know them better.
• 1 – This PNM is not a good fit for our chapter.

Additionally, chapter members could be given notebooks to record their interactions with
PNMs for use during membership selection. They could also use the notes feature in
OmegaRecruit if the chapter will use their phones for voting as well. Notes may include a
PNM’s likes and interests, topics covered during conversation, the personality score given
to the PNM and the adjectives that could be used to describe them. The DMS should provide
these materials for each member. These notes cannot leave the chapter room or
possession of the recruitment team due to their confidential nature. The notes will be
collected after membership selection each day by the recruitment team. All comments
made in these notebooks are private and should be made so that a member can remember
their interaction with a specific PNM when it comes time for discussion. Personality score
slips (Appendix D) should be on handed out in the event of a technical difficulty with
OmegaRecruit

Members who are ineligible to have a voice and vote in membership selection should
still assign personality scores for the PNMs they meet; it is not fair to the PNM to meet
someone who is not able to provide a score. Additionally, this provides all members with an
opportunity to be involved in the selection of New Members.

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VIDEO-ONLY OPEN HOUSE ROUND PERSONALITY SCORES

Some campuses are using PNM videos in place of a conversational Open House Round. For
these campuses, chapter members will be assigned PNM profiles and/or videos to
review and give a personality score. PNMs should be evenly distributed across all chapter
members, with 3-4 Pi Phis providing a personality score for each PNM. Only members who
“met” or reviewed the PNMs’ answer to the questions or videos may provide a personality
score.
Note: Assign PNMs by Rotation Group. This will make the distribution easier and ensure all
PNMs have approximately the same number of personality scores.

Personality scores (1-10) will be entered into OmegaRecruit during a set timeframe on the
day of Open House Round. Chapter members should have no more than 48 hours to review
the information and submit their personality scores. Any PNM who does not have a score
(because they did not answer any of the questions or submit a video) will be treated as
if they were excused from the round and will be given the average personality score for
the round.
NOTE: If your campus is not holding conversations and Panhellenic is not asking PNMs to
answer additional questions either on a form or through video please contact your
Recruitment Specialist for suggestions on Round 1 scoring.

TOOLS FOR VOTING

OMEGARECRUIT

OmegaRecruit is a web-based program customized to Pi Beta Phi’s membership selection

procedures. User guides and training videos can be found on the OmegaRecruit website.
Your chapter must use OmegaRecruit for voting during Membership Selection.

BACK-UP METHOD: VOTING CARDS

In the event there is a technology issue, chapters should be prepared to place votes during
the vote-to-rank discussion using red (1 point), yellow (5 points) and green (10 points)
cards. Construction paper in each color should be cut into rectangles and backed with black
construction paper. Members hold up the color they wish to vote with following discussion
and the colored cards are counted by CP, VPR and AAC and totaled in the Vote-to-Rank
Workbook (found on the Resource Library). The chapter should always have a set of
voting cards on hand during membership selection in the case that the other voting
technology doesn’t work.

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MEMBERSHIP SELECTION
RELEASE FIGURE METHODOLOGY (RFM)

On campuses using fully structured and partially structured recruitment, the College
Panhellenic should be using NPC’s Release Figure Methodology (RFM). The purpose behind
the use of release figures is threefold:

1. To enable each chapter to invite a sufficient number of PNMs to each event in order
to attain quota at the conclusion of recruitment.
2. To allow each PNM to methodically investigate available options and ultimately to
match with a sorority for which they have a preference.
3. To maximize the number of PNMs who ultimately affiliate with a sorority.

RFM uses a three-year, weighted average of each chapter’s recruitment statistics to

determine its Relative Recruitment Strength (RRS). Chapters that are the strongest
recruiters must be prepared to release more PNMs earlier in the recruitment process. This
allows PNMs to consider realistic options and ultimately match with a chapter for which
she has a preference among those options.

Before each invitational round of recruitment, a chapter is given the number of PNMs they
may invite to the next round. This is the number of PNMs on the chapter’s invite list. No
chapter may exceed the number of invitations for a given round. Inviting fewer PNMs
than the recommended number is strongly discouraged because it jeopardizes the
chapter’s chances of matching to quota. If the chapter plans to extend less than the
recommended number of invitations to any round of recruitment, the AAC Advisor or VPR
must contact the Recruitment Specialist to discuss. In the event that a chapter under-
invites by a significant amount, the RFM Specialist will notify that chapter’s inter/national
organization. It is, however, within the rights of each chapter to determine its own criteria
for membership, and no chapter should be forced to pledge a PNM the group does not wish
to pledge.

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DETERMINING INVITE, RELEASE AND VOTE TO RANK DISCUSSION LISTS

After all personality scores for the round are entered into OmegaRecruit, the DMS, VPR and
AAC Recruitment will export the PNM Report and sort the PNMs from highest to lowest
total score. Using the invite number provided by Panhellenic, the DMS, VPR and AAC will
find the natural breaking points among PNMs to separate the PNM Report into three lists:
the potential invite list, the potential release list and the potential discussion list.

If Panhellenic does not provide the necessary numbers in a timely manner, the VPR, DMS
and AAC should contact the Recruitment Specialist to determine projected invite numbers
so membership selection can begin. The Recruitment Specialist will add a cushion of
roughly 20 percent to last year’s recruitment statistics. Keep in mind that the numbers they
will provide are an estimate.

To understand setting the invite and release points, let’s look at an example:

Example: 1000 PNMs came through recruitment. The chapter can invite back 600
PNMs and must submit flex lists of plus 100 and minus 100. There are no grade risks.

Begin by setting the invite point. Sort the list by total score, highest to lowest. Scroll to the
600th PNM and highlight the line grey. Calculate 95% of the invite number. In this case,
95% of 600 is 570.

Look at the total scores of PNMs right around the 570th PNM. Find a natural break and draw
a line there; the PNMs above this line will be on the potential invite list – highlight them in
green.

The next 5% of the 600 PNMs on the invite list (PNMs 571 to 599) will be the start of the
potential discussion list (30 PNMs) – highlight them in yellow; looking below the invite
number of 600, find the next breaking point in the total score around the 630 point – this is
the end of the potential discuss list, highlight them in yellow. Take a minute to double check
– does your yellow highlight cover the original invite (grey) line – meaning there should be
yellow above and below the invite point – and is the yellow about equal above and below
the invite point. This ensures that PNMs can move from one list to the other.

The remaining PNMs (About 630 to 1000) will be placed on the potential release list –
highlight them red.

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There is no guarantee if a flex list will be used or not. Remember that the motions indicate
that these lists are potential invite and potential release, so there is no guarantee that all of
those PNMs will be invited or released.

If a chapter does not typically flag a lot of PNMs for discussion and there is concern that
there will not be a large enough discussion pool, the VPR can recalculate the lines to make
the potential discussion pool larger. We recommend starting with a 5% increase and
adjusting from there.

Additional examples:

2000 in pool. Invite 800, Flex plus and minus of 150:

• Potential invitation line drawn at 760 (95% of 800).

• Potential discuss line drawn at 761 to about 840 plus any who are flagged for
discussion.
• Around 840 and higher are on the potential release list.

1500 in pool. Invite 750, Flex plus and minus of 100:

• Potential invitation line drawn at 712 (95% of 750).

• Potential discuss PNMs 712 to about 788 plus any who are flagged for discussion.
• Around 788 and higher are on the potential release list.

Before flagging, the potential discussion list would have about 76 PNMs. Let’s say 20 PNMs
were flagged for discussion from the potential invite list, 30 PNMs were flagged from the
potential release list, and 10 PNMs were flagged from the potential discuss list, bringing the
discussion list total to 60 PNMs. Once voting is complete, export the Vote-to-Rank scores
from OmegaRecruit; see below for next steps. There is also a step-by-step guide in
Appendix I.

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SETTING UP MS SESSION

Once you have created your three lists, they will be loaded into Omega Recruit so the
chapter can flag PNMs from each list for discussion. Flagging can take place before the
chapter is gathered for MS or with the chapter gathered for MS— the VPR and AAC should
determine what is best for your chapter.

Regardless of if the chapter is gathered or not, no PNM lists should be read or projected
during the flagging. All flagging should be done individually through OmegaRecruit as
outlined below. Using OmegaRecruit, create a Round called “Flagging Round X”. When
creating this round, please check the “Flagging” box.
• Select 3 Parties for the Round: Potential Invite, Potential Release,
and Potential Discuss
• Assign the Potential Invite List PNMs to Party 1
• Assign the Potential Release List PNMs to Party 2
• Assign the Potential Discuss List PNMs to Party 3
DURING MS SESSION

Membership selection sessions are conducted as formal chapter meetings. The first session
should be opened with ritual, but subsequent sessions do not need to repeat the opening
ritual since the meeting is not formally closed until after the final voting session. Just like a
chapter meeting, membership selection is private and chapter members should be seated
alphabetically.

The CP conducts the meetings, assisted by the VPR. The VPR should present PNM names
and necessary data. They also help the DMS and an AAC member to record votes resulting
from discussion. The CP, VPR and DMS are not required to vote during these sessions, but if
they choose to, they must vote for all PNMs.

Only initiated members may be present. Only members in good standing may vote.
Members on financial, academic, or social probation are bound by the no voice, no vote
restriction if they attend membership selection sessions. If the chapter has a policy that
does not require those with no voice, no vote to attend membership selection, they must
contribute to preparation for the next day’s events at the direction of the Director
Recruitment Events (DRE). New Members may be invited to express opinions but may not
be present at selection sessions.

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They must leave the room before ritual and actual discussion and voting takes place. The
only alumnae who attend membership selection are up to two members of AAC, any
Fraternity officers and Headquarters staff (including LDCs). No other alumnae may
attend except at Grand Council request.

Remind chapter members that membership selection is confidential. Nothing said should
ever go outside the meeting room. It is important members respect and trust the opinions
of one another. No grudges should ever be held because members do not agree on a certain
PNM. A chapter member who has a biological sister participating in recruitment
(sometimes called a sitting sister or in-house sister) that comes up for discussion can
provide their comments and then should be asked to leave the room before discussion of
that legacy takes place. They should then be invited to return to the room for the chapter
vote.

Members are permitted to have cell phones in their possession during chapter meetings,
including membership selection sessions; however, if they are not being used for voting,
they must be turned off and secured under their seats or in a purse or pocket. Under no
circumstances should text messaging be allowed.

The DMS provides the following resources and voting tools for each member, collecting
these materials at the end of each membership selection session:

1. Access to OmegaRecruit for the list of PNMs.

2. Any notes taken by individual members during the recruitment process.
3. Pre-approved adjective list, displayed on poster board or printed.

Below is a high-level overview of the membership selection process. Details for each step
are included in Appendix H:

1. Make motions based on the pre-defined invite and release points.

2. Flagged PNMs are added to the potential discussion list. All flagged PNMs (potential
invite, potential release and potential discuss) are discussed at one time, in alpha
order, using the approved adjective list.
3. After each PNM is discussed, individual voting takes place using OmegaRecruit.
4. Scores are collected via OmegaRecruit.
5. After every PNM on the vote-to-rank discussion list has been discussed, members
are dismissed.

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If there are technical issues with Omega Recruit, the Vote-to-Rank Workbook is available in
the Resource Library and the chapter should use voting cards (outlined in this guide). The
template contains detailed instructions and helpful Excel tips. If you have any questions,
direct them to your Recruitment Specialist.

MEMBERSHIP SELECTION PROCEDURE (OPEN HOUSE/ROUND 1)

Based on years of data and feedback from chapters, Pi Beta Phi does not hold Membership
Selection following the first round of recruitment. If your campus hosts a 3 Round
Recruitment and you feel it is important for your chapter to host MS after Round 1, please
contact your Recruitment Specialist.

To create the invitation list:

1. Export the PNM Report from Omega Recruit.

2. Create tabs – Invite, Release, Flex Plus, Flex Minus
3. Sort PNM List by GPA, largest to smallest. Using your chapter’s GPA requirement as
outlined in your bylaws, put all grade risks at the bottom of the list. Highlight this
list in purple. Note: If your chapter allows for grade risks, then skip this step and
sort all PNMs by total score.
4. Sort all remaining PNMs by total score, largest to smallest.
5. Create invite list using the invite number provided by Panhellenic, create your invite
list so the correct number of PNMs are invited. Highlight this list in green. If PNMs
have the same score, determine selection based on GPA and/or personality score.
6. Highlight all remaining PNMs in red.
7. Copy your green list to your invite tab. Double check that the invite number matches
the number of PNMs are on this tab.
8. Copy your red list to your release tab.
9. Create your flex minus list by starting with the last person on your invite list – this is
the first PNM you would remove from the invite list, if required. From the bottom
up, add the number of PNMs required to your flex minus tab.
10. Create your flex plus list by starting with the first person on your release list – this is
the first PNM you would add to the invite list, if required. From the top down, add
the number of PNMs required to your flex plus tab.
11. Submit invite list to Panhellenic and provide flex lists per Panhellenic requirements.

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MEMBERSHIP SELECTION PROCEDURE (FIRST AND/OR SECOND
INVITATIONAL ROUNDS)

Membership Selection can be held in-person (following university/state guidelines) or

virtually. AAC and VPR should determine in advance how Membership Selection will be
held so the chapter can prepare and practice. For more information about virtual
Membership Selection platforms, please see the Virtual Membership Selection section of
this guide.

A script for each night of membership selection can be found in Appendix E.

Let’s use the same example as outlined above in setting your invite and release points.

Example: 1000 PNMs came through recruitment. The chapter can invite back 600
PNMs and must submit flex lists of plus 100 and minus 100. There are no grade risks.

As outlined above we set the invite and release points before coming into MS with the
chapter. As a reminder our three lists are:

• Potential invite – PNMs 1 – 570 in total score order (scores are 22-16)
• Potential discuss – PNMs 571 – 630 in total score order (scores are 15.98 – 11.5)
• Potential release – PNMs 631 – 1,000 in total score order (scores are 11 and below)

Note: If the chapter’s bylaws do allow for grade risks, they should be placed on the released
list after the first invitational Round (Round 2) and chapter members can flag them for
discussion. Check your bylaws for guidelines on handling grade risks.

Motions to Invite and Release: After opening ritual, the VPR makes a motion to place
PNMs with a “16” or above on the potential invite list, to place PNMs with a score of “11”
and below on the potential release list, and PNMs with a total score between 15.98 and
11.5 on the potential discuss list, unless there is a call for discussion. This is just an
example. In your sessions, these numbers will be based on the invite and release points
that are set because of the numbers you receive from Panhellenic. The motion would be
seconded and passed. See Appendix E and/or F for examples of motions to be made.

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 Flagging for Discussion: All flagging for discuss takes place in OmegaRecruit. The chapter
can flag before or after coming together for MS. If the flagging takes place as a group,
motions should be made before flagging begins, if flagging takes place before the chapter
gathers for MS then the motions will be made after flagging is complete.

Regardless as to if the chapter is gathered or not, no PNM lists should be read or projected
during the flagging. All flagging should be done individually through OmegaRecruit as
outlined below.

PRO TIP: Members should use the search bar at the top of the app to find the names of
PNMs they want to flag.

• Open Party 1 (Potential Invite List) for Voting

o Let your chapter members know that the list is available for
viewing and flagging using OmegaRecruit
o The list will be available for up to 15 minutes for chapter
members to flag from the potential invite list for DISCUSSION
by selecting the flag button.
o Close Party 1 once the time is up.
• Open Party 2 (Potential Release List) for Voting
o Let your chapter members know that the list is available for
viewing and flagging using OmegaRecruit
o The list will be available for up to 15 minutes for chapter
members to flag from the potential release list for DISCUSSION
by selecting the flag button.
o Close Party 2 once time is up.
• Open Party 3 (Potential Discuss List) for Voting
o Let your chapter members know that the list is available for
viewing and flagging using OmegaRecruit
o The list will be available for up to 15 minutes for chapter
members to flag from the potential auto-discuss list for
DISCUSSION by selecting the flag button.
o Close Party 3 once time is up.

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Once flagging is complete, sort the PNM list in OmegaRecruit by “Flagging
Round X” column. Mark these PNMs as Vote-to-Rank.

If a PNM is not flagged, they stay where they are on the potential invite or potential release
list. If a PNM is not flagged on the potential discuss list, they are given the average score of
5 times the number of voting members as the MS voting score. (If you have 100 voting
members 5x100=500 would be the PNMs vote-to-rank score.)

On the invite list, a member should only flag a PNM if they want to discuss this PNMs
because they would NOT like to invite this PNM back to the next round; they MUST
have a con statement for this PNM during discussion.

On the release list, a member should only flag a PNM if they want to discuss this PNM
because they would like to invite them back; they MUST have a pro statement for this
PNM during discussion.

Keep in mind that many PNMs on the potential discuss list are there because their total
score put them in the middle of the list. Sometimes when a PNM’s name is called, chapter
members have no discussion. Rather than forcing the chapter to discuss them or forcing
them to vote without discussion, any PNM not flagged for discussion is given an average
score for the vote-to-rank discussion. To do this, give them a 5 for the total number of
members who are voting during membership selection. For example, if 100 members are
voting, the PNM will receive 100 “5” votes, giving them a total vote to rank score of 500.

Vote-to-Rank Discussion: The vote-to-rank discussion list is sorted in alpha order (which
is how it is automatically compiled in OmegaRecruit). The VPR reads the names during
discussion, providing additional information as needed, such as hometown, prescreen
score, round scores and GPA/grade risk. The CP conducts the discussion.

Discussion must be limited to three sets of cons and three sets of pros for each PNM. Each
set may consist of three adjectives, three pro/con statements or a combination of the two.
For fairness and accuracy of the procedure, no additional comments or efforts to influence
members are allowed.

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To speak about a PNM, a member must be recognized by the CP. The member should then
stand, state their name and qualify how they know the PNM. Qualifiers should be limited to
one or two words such as recruitment, hometown or social. Discussion can begin with
either a pro or a con. If a comment is not followed by an opposite comment (e.g., a pro is
given, but no con is provided), discussion should end since there is no need to hear
repeated pros or cons.

After discussion of each PNM, the CP calls for a vote-to-rank of the PNM. Members will not
be voting to release, but simply providing PNMs discussion scores. Members vote via the
OmegaRecruit app or website, giving each PNM a 1, 5, or 10. Members should base their
opinion and vote on personal interactions or on the specific adjectives heard. Note that 7
and 3 are not used as scores during membership selection; they are only used for
personality scores. Note: These are “vote-to-rank points” only and are not added to the
PNM’s total points. (total points = prescreening + personality)

Following membership selection, the VPR, DMS, CP and AAC Advisors sort the PNMs
discussed using the score from the vote-to-rank discussion. To compile the invitation list,
take all PNMs from the invite list and add the highest scoring PNMs from the vote-to-rank
pile until you reach the invite number provided by Panhellenic. The order of the invitation
list is determined by placing the vote-to-rank PNMs back in the invite list in order based on
their original total score until you reach the limit for invitations.

Example: Assume we have three spots left to fill the invitation list.

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Voting to Invite to Preference Round: Follow the same procedure for discussion and
voting for previous rounds of recruitment. However, before discussion and voting, the VPR
must remind the chapter that a vote to invite to Preference is an invitation to membership.
When a PNM’s name is on the invite list, the chapter has voted to invite them to Preference
and, if they accept, that vote will become an invitation to membership.

After chapter voting occurs, conduct closing ritual and excuse members. The VPR, DMS, CP
and AAC Advisors tally the scores. All PNMs are placed in order of total points, highest to
lowest. Prepare and submit the invitation, flex minus and flex plus lists for Panhellenic as
scheduled.

For more detailed instructions concerning preparation of the invitation lists, please see
Appendix I - Step-by Step Instructions for Creating Vote-to-Rank and Invitation Lists.

CREATE THE INVITE LIST

After the chapter has been dismissed, the Recruitment team exports the vote-to-rank list
from OmegaRecruit and copies the vote-to-rank scores for each PNM to the left of their
name in the Discuss tab.

For any PNM on the Discuss tab that was not flagged for discussion, give them an average
score of a 5 per voting member. (If you have 100 voting members 5x100=500 would be the
PNMs vote-to-rank score.) Sort the sheet by the vote-to-rank score largest to smallest.

Count how many available spaces you have on your Invite tab to reach your invitation
number (750 in the last example) provided by Panhellenic. On the Discuss tab CUT the
rows of the number of PNMs needed to fill the open spots on the Invite tab. Paste them to
the bottom of the Invite tab – make sure this gives you the full number for your invite list.
Sort the invite tab by total score largest to smallest – this puts the PNMs back in their
original order. This is your invite list.

Cut the remaining PNMs from the Discuss tab and paste them on the bottom of the Release
tab. Sort the list in total score order largest to smallest. This is your release list.

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FLEX PLUS AND FLEX MINUS LISTS

Each chapter will be asked to provide flex lists – both a flex plus list and a flex minus list.
These lists provide a powerful tool that enables the RFM Specialist to ensure the number of
PNMs returning to the chapter’s events will maximize a chapter’s chance of having a
successful recruitment conclusion. A full flex minus list is MANDATORY and chapters
are strongly encouraged to submit a full flex plus list. Here is an example of how flex
lists work:

A chapter can invite 100 PNMs to the next round of recruitment. The chapter enters 100
invitations into the recruitment program (e.g., ICS, Campus Director, etc.) and provides the
Panhellenic a flex plus list of five PNMs and a flex minus list of five PNMs. These lists may
be entered in the Panhellenic software program under Flex Lists.

The flex minus list allows the RFM Specialist to know which PNMs the chapter would
release if fewer were needed. The flex minus list is comprised of the PNMs on your invite
list with the lowest total score. Create your Flex Minus list by starting with the last person
on your invite list – this is the first PNM you would remove from the invite list, if required.
From the bottom up, add the number of PNMs required to your Flex Minus Tab.

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The flex plus list allows the RFM Specialist to know which PNMs the chapter would want to
invite back if more invitations were available. This list provides the chapter with another
opportunity to meet PNMs that they liked but were not able to invite back. Create your flex
plus list by starting with the first person on your release list – this is the first PNM you
would add to the invite list, if required. From the top down, add the number of PNMs
required to your flex plus tab. If your chapter is not comfortable filling your flex plus list,
you must call and get permission to submit and incomplete flex plus list from your
Recruitment Specialist.

PREPARING FINAL BID LIST

Chapters do not conduct voting after Preference Round events. Personality scores are not
assigned, and membership selection is not conducted. To prepare the final bid list, simply
remove the names of all PNMs who were invited but did not attend. Put the PNMs in total
score order from the Preference Round invitation list, highest to lowest. You should only
submit one bid list. You may only list PNMs who attended Preference Round events (or
who had excused absence) on your bid list. All PNMS that attended a Preference Round
event must be on the bid list.

The VPR, DMS, CP and AAC should determine the process to break total score ties prior to
compiling the final list (examples: class rank, GPA).

AAC must check invitation lists carefully before submitting to Panhellenic. Only the CP,
VPR, DMS and AAC should know the final list of the PNMs. Out of courtesy to both the
PNMs and the chapter, do not share this information with chapter members or
alumnae.

Once a bid list is submitted there is NO allowance for any corrections. Please check
and double check your final lists before submitting to Panhellenic.

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SNAP BIDDING
Before you begin snap bidding please contact your Recruitment Specialist for support and
input on next steps.

NPC defines snap bidding as an option available to chapters not filling primary recruitment
quota spaces in bid matching. Before your chapter offers snap bids, you should contact
your Recruitment Specialist to discuss. Snap bidding is:

1. Limited to any PNM who participated in the primary recruitment process.

2. Limited only to chapters who have quota vacancies.
3. Starting immediately after bid matching and ending when Bid Day begin, at which
time COB shall begin.
4. Not used to fill spaces in chapter total.

ELIGIBILITY FOR SNAP BIDS

The following PNMs are eligible for snap bids:

1. Any PNM who participated in primary recruitment and dropped out.

2. Any PNM who participated in primary recruitment and did not receive a bid.
3. Any PNM who single intentional preferenced and did not receive a bid.

SNAP BIDDING PROCESS

Snap bidding works most effectively if the chapter is prepared ahead of time. To best
prepare for the possibility of snap bidding, follow the guidelines below:

1. PNMs will be considered for the snap bid list in score order. You should use the list
of PNMs who were not released by Pi Phi but did not match during the recruitment
process to formulate their snap bid list.
2. Panhellenic will direct the process by which snap bids are extended. Bring your list,
in order of preference, to the Office of Fraternity and Sorority Life when directed to
conduct snap bidding.
3. A signed Membership Recruitment Acceptance Binding Agreement (MRABA) shall
be filed with the College Panhellenic before a PNM who has accepted a snap bid may
be pledged.

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ALUMNAE INVOLVEMENT IN THE RECRUITMENT
PROCESS
Per Pi Phi's Policy and Position Statements (Alumnae/Parent Involvement in Collegiate
Recruitment), alumnae may not assist in or be present for recruitment activities, with the
exception of AAC members, Fraternity Officers and Headquarters Staff.

Alumnae of an NPC organization are bound by the College Panhellenic recruitment rules
and should only assist with recruitment preparation activities at the invitation of the
chapter and/or AAC. Alumnae who participate in recruitment preparation activities may
not discuss PNMs in any conversations with chapter members during these activities. It is
inappropriate for alumnae to influence any chapter member’s opinion in any way. Once
primary recruitment begins, there should be no contact between collegians and alumnae
unless those alumnae are directly assisting the chapter with recruitment and/or
membership selection efforts.

The Pi Beta Phi Statutes require that one member of AAC is present for all membership
selection sessions. No more than two members of AAC shall attend any given session. No
other alumnae, except for Fraternity officers and Headquarters staff, can be present during
membership selection. Chapter officers and AAC should remember that all membership
selection discussions are bound by a commitment to confidentiality, meaning no
information shared in these sessions should be given to inquiring alumnae.

VIRTUAL RECRUITMENT CONSIDERATIONS

Many chapters will continue to participate in at least one virtual round of recruitment.
Because of that, information on how to prepare and execute successful virtual rounds is
included in this guide, the Recruitment Prep Guide and the Recruitment Events Guide.
Should you have a virtual round, or several, be sure to utilize all guides just as you would
for in-person rounds.

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TECHNOLOGY FOR VIRTUAL RECRUITMENT

Virtual recruitment efforts will require your chapter officers to be knowledgeable and
creative when using technology platforms and your members to be patient and open-
minded.

Guiding tips for making the most of a virtual recruitment:

1. Over-prepare for virtual recruitment parties as a Recruitment Team and a chapter

so everyone is comfortable with the technology. This will limit frustrations and
distractions during parties and ensure we put our best foot forward.
2. Provide quick and easy troubleshooting techniques to your members so they can
quickly resolve technical issues and move on to meaningful conversations with
PNMs.
3. Look for creative solutions to show your chapter’s unique personality through your
members’ virtual presence.
4. Recognize that members will have different needs during a virtual recruitment;
build in breaks and opportunities to recharge away from the screen.

PLATFORMS

For primary recruitment, the technology platform used will be determined by your Campus
Panhellenic. Since each community is unique, there is not a one-size-fits-all solution, but
with good planning and preparation, your chapter can be successful at using whatever
platform is selected. NPC reported that the majority of our sorority communities have used
Zoom for virtual recruitment parties, while some may use platforms like WebEx, Google
Meet, Microsoft Teams, or another video conferencing or virtual event platform. As soon as
you learn which platform will be used, begin testing all capabilities of the platform. The
Recruitment Team may get early access from Panhellenic to prepare or can sign up for a
free account or a one-month basic account on the selected platform to use for testing
leading up to recruitment.

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RECRUITMENT TECHNOLOGY LEAD

Identify and secure someone in your chapter who will be the point of contact for tech
support during recruitment. This should be a member who is extremely tech-
savvy. Whoever you choose should be very comfortable with technology. Designate a
person as your technology lead who can be available at any point during recruitment
parties to take messages, texts and calls from members and/or Panhellenic. This individual
will need to do in-depth training and scenario testing prior to recruitment and should plan
to attend any technology trainings offered by Panhellenic. During parties, they will monitor
the platform chat for technology questions.

USING ZOOM BREAKOUT ROOMS

Knowledge of how to use Zoom breakout rooms is critical for a successful virtual
recruitment.

Each chapter’s virtual recruitment rounds and events should be set up as chapter events
controlled/hosted by the chapter, not by the Campus Panhellenic or
recruitment counselors. Your Campus Panhellenic will distribute the links to virtual
chapter events in accordance with the invitation and scheduling results from the
recruitment management platform—e.g., ICS or CampusDirector. Your chapter’s
technology lead will need to control the chapter’s recruitment event and execute breakout
rooms.

Ensure several individuals on your Recruitment Team are knowledgeable about how to set-
up breakout rooms and manage them during parties. Zoom offers several videos and
articles on setting up breakout rooms.

All parties will begin with a welcome for all participants and then move to breakout
rooms. Pi Phi recommends that chapters start with all members in the large room with
their cameras off, except for the presenters (e.g. Chapter President (CP), VPR, DRE, DSP,
etc.) for the day. This makes it so the PNMs are paying attention to the presenters and
everyone isn’t spending their time scrolling through the hundreds of faces on the
screen. Specific information about virtual events can be found in the Recruitment Events
Guide in the Resource Library.

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TECHNOLOGY TROUBLESHOOTING
The Recruitment Team can avoid as many technology issues as possible with thorough
preparation and practice. Less technology issues translates to less frustration which
translates to more positive time spent getting to know PNMs. It is critically important
that members are prepared to calmly and seamlessly handle technology issues under
pressure.

Anticipating Technology Issues

Be prepared for these types of technology issues to arise:

• Internet connectivity issues, unstable connections and complete loss of internet for
extended periods
• Computer audio or video setting issues or functionality
• User error
• Video platform issues or bugs

Confirm that all members have the most updated version of the platform downloaded on
their computer and ask that they download the app on their phone to use as a backup. If
your chapter will be running much of recruitment from the chapter facility or
another location where several devices will be accessing the event at one time, be sure to
test out the internet durability in advance. If issues arise at the chapter facility, discuss with
your Chapter House Corporation/Fraternity Housing Corporation as early as
possible if bandwidth must be increased and/or additional hardware must be provided.

Do not require all members to come to one location for virtual rounds. Everyone can do it
from their homes!

Establishing a Technology Protocol

The Recruitment Team and/or the technology lead, should communicate a protocol for
exactly what a member should do if they need tech support during a party.

An example of this protocol is:

1. Refer to the technology troubleshooting cheat sheet and try applicable solutions
2. Chat with the designated technology lead through the video platform
3. If no response, text the designated technology lead at [insert number]

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 • At this point, it may be a good idea to pull someone from the “on deck” group
to take the spot of the recruiting member while they troubleshoot.
4. If no response, call the designated technology lead at [insert number]
5. If no response, call the backup technology support at [insert number]
6. If no immediate solution can be found, inform the VPR and Recruitment Team that
you will miss significant recruiting time

Technology Contingency Plans

Even with preparation and quick tech troubleshooting, you will encounter times when a
member cannot successfully resolve the tech issue. Be prepared with a plan for making
adjustments to your plans if a member will miss multiple parties or entire rounds due to
technology issues.

Platform Resources

Although you may feel like an experienced user after taking classes remotely, seeking out
the support resources available from video conferencing platforms can be extremely
useful. Utilize the links below to access resources for the platform you are using or visit the
platform’s homepage and find the support link.

Zoom: [Link]

Google Meet: [Link]

Microsoft Teams: [Link]

WebEx: [Link]

Last Updated: October 2022 Page 39

REFINING YOUR VIRTUAL PRESENCE

We want all our members to feel confident during virtual rounds. By utilizing this list of
tips below, we hope it not only eliminates distractions, but helps our members feel great
during this strange process.

1. Use a good microphone

Do not use your computer or laptop microphone. Use headphones with a
microphone. Computer microphones tend to give feedback to other participants.
Test your microphone before you video call.

2. Use good lighting

Make sure your room is well lit (side lighting is best). For the best lighting, sit with a
window to left or right or slightly in front of you at 45 degrees. Turn on a table lamp
nearby as well. Do not sit with a window behind you as participants will not be able
to see your face.

3. Adjust camera height to eye level

For the best picture, use a laptop or computer with a built-in camera. Make sure
your camera is eye level. Find a sturdy box or textbook to prop up the laptop. Weird
camera angles can be very distracting – and unflattering – during video conference
calls. If you must use a cellphone, find a way to prop the cell phone up so the camera
is eye level and you do not have to hold it in your hand. The ideal distance from the
camera is typically an arm’s length away.

Try to look into the camera when you talk. If you look at yourself or others on your
screen, it may look like you’re looking at something else. When you’re not talking,
make sure you’re paying attention to whoever’s speaking. It’s often helpful to keep
your own face visible on-screen, just as a reminder you’re on camera, and so you can
see what others are seeing.

4. Dress for success

Dress as if you're meeting face to face. You never know if you're going to have to get
up suddenly or if your camera might fall. Wear clean and appropriate clothing for
your video calls.

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 5. Find a private space

Find a place where you can remain the focus on the video (neutral background, no
bright lights or televisions on, no random passers-by). If you are in a place where
others may be staying, let them know there is a video conference happening. Your
wall art or decorations should be appropriate and your surroundings clean so your
conversations are the focus.

6. Know when to mute and how to speak

During in-person meetings, you can pick up on visual cues to help find the right time
to speak. It’s a lot easier to accidentally interrupt on a video call. Wait for a few
moments of silence before speaking up in case there’s a sound delay.

Speak clearly and watch how fast you speak (and don’t forget to unmute yourself!).
But speak at your normal volume — there’s no need to shout.

RESOURCES

Prior to a virtual recruitment, it is recommended you review the resource list below.

National Panhellenic Conference COVID Contingencies Resource Page

PhiredUp’s Complete Guide to Virtual Recruitment

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VIRTUAL MEMBERSHIP SELECTION
If your campus is hosting some version of a modified recruitment this year. Pi Beta Phi’s
Membership Selection (MS) processes must also be modified to meet state, local and
campus guidelines.

For virtual MS, the chapter will decide the platform that works best for their needs. Pi Phi
recommends chapters use a Webinar platform (like Zoom Webinar) because it allows for
the Recruitment Team to lead the conversation and be seen by all members, present the
PNM slideshow and for chapter members to use the “raise hand” feature and be unmuted
by the recruitment team. The MS procedures outlined in this guide are created to provide
members with the best virtual or in-person experience possible, while still allowing your
chapter members to be the sole decision maker when it comes to the membership for your
chapter.

Adapt MS procedures outlined in this guide to a virtual platform by:

• Providing chapter members with access to the Adjective List via document sharing
platform
• Displaying PNM PowerPoint from OmegaRecruit through screen sharing on secured
virtual platform with PNMs listed in alphabetical order
• Utilizing the virtual raise hand option on the platform (using icon) for chapter members
to give Pro/Con Statements

CONFIDENTIALITY AND RITUAL

During virtual Membership Selection, chapter members should remember all membership
selection discussions are bound by a commitment to confidentiality, meaning no
information shared in these sessions should be given to inquiring alumnae. Confidentiality
should be reminded to all members in advance of MS. Any members who break
confidentiality will be held accountable through Pi Phi’s member accountability process.

Work with your Vice President Member Experience and Director Fraternity Heritage to
plan for virtually opening Ritual at the first virtual MS session. You will close Ritual
virtually following MS before Preference Round.

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POST-RECRUITMENT RESPONSIBILITIES
The VPR responsibilities do not end on Bid Day! Recruitment-related responsibilities that
occur after recruitment include:

1. Submit expenses to the VPFH. Be sure you have all receipts.

2. Work with the VPO to compile the list of New Members from the membership
selection data so they can enter the New Member information in eReports, due three
days after pledging. The VPO may choose to have New Members enter this
information directly into eReports immediately following the pledging ceremony.
New Members cannot be added to eReports until they have been pledged. Important
Fraternity membership statistics are gathered from this information, therefore
accuracy and completeness in names and addresses is imperative.
3. Complete the Primary Recruitment Evaluation in eReports within two weeks of
primary recruitment. See Appendix G for examples of the surveys for initiated
members and New Members requested in that evaluation.
4. File or dispose of RIFs depending on the situation.
a. If the chapter did not pledge to quota or if they are below Panhellenic Total,
file RIFs for any PNMs who are still eligible for membership. RIFs are good
for one year, so they could potentially be used in the next recruitment or as a
source of an alumna name to contact for another RIF. If you retain RIFs for
COB or future recruitment, they must be stored in a secure location. RIFs for
the chapter’s New Members or for PNMs who pledged other organizations
should be destroyed.
b. If the chapter pledged to quota and is at total, destroy all RIFs.
5. AAC should verify this important step has been taken.
6. Shred all notes and lists from membership selection. AAC should verify this
important step has been taken.
7. Prepare your local procedure notebook to train the next officer. This is good to do
while recruitment is still fresh in your mind. Include the return rates for each round,
schedule of work done, methods used, evaluation results and suggestions for
improvement.

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CONTINUOUS OPEN BIDDING (COB)
OVERVIEW

A chapter can fill quota vacancies by using COB. COB also helps a chapter achieve total.
Filling quota vacancies and reaching Panhellenic total are the only circumstances under
which bids can be extended outside of primary recruitment. The intent of COB is to provide
maximum opportunities for membership to the greatest number of PNMs possible. All Pi
Beta Phi chapters are expected to strive for quota and/or total as established by the
campus Panhellenic each term. If there is a question about whether or not the
chapter is eligible, contact the Recruitment Specialist and College Panhellenic.

The VPR and DRE are responsible for COB, though the chapter may choose to appoint a
COB Chair prior to Bid Day. If a chapter chooses not to utilize a COB Chair, the VPR, DRE
and Recruitment Events Committee should oversee all responsibilities of COB event
planning and member intake.

HOW TO SUCCEED IN CONTINUOUS OPEN BIDDING

Attitude, pride and unity are the three most important factors in a successful recruitment.
If a chapter sets a plan to build its membership, it will succeed. Size brings strength and
success as well as greater chapter diversity.

The chapter must know how many PNMs they need to pledge to reach quota and/or total.
This number should be confirmed with Panhellenic based on current membership roster.
Establish a COB action plan, set realistic goals and determine a time frame for achieving
them.

Remember to keep up the chapter’s morale. A well-planned, executed and successful COB
recruitment may be all the chapter needs to eliminate having to do it again next year! Refer
to the Recruitment Prep Guide in the Resource Library for ideas. If New Members are still
needed to reach your goal, keep recruiting. Do not get discouraged. A PNM who is not ready
to pledge now may pledge later. Continue to obtain more names for contact.

Last Updated: October 2022 Page 44

SOURCES FOR POTENTIAL NEW MEMBERS

If your chapter did not reach quota during primary recruitment or is not at Panhellenic
Total, COB events will need to be planned. Meet with the chapter, including New Members,
and build a list of PNMs to invite to COB events. Remember that your New Members and
recent initiates may be your best COB recruiters. Start your COB list with these PNMs:

• PNMs who withdrew or were not matched during primary recruitment.

• Roommates and friends of New Members and initiated members.
• Transfers and new students (especially second term).
• Interested PNMs who were unable to participate in primary recruitment.
• PNMs in classes, clubs and activities and friends from home.

Using these sources, create a names list during one of your chapter meetings. Challenge
each of your members to write down the names of three unaffiliated PNMs.

When a chapter conducts COB often, they may want to reconsider a PNM who has been
previously released either during the primary recruitment process or during past COB
membership selection sessions. A PNM should not be considered for membership more
than one time in a semester/term or more than twice in any one college year.

PREPARING FOR COB

When COB occurs immediately following primary recruitment, the VPR should follow the
steps below:

1. Plan ahead and meet with the Fraternity/Sorority Advisor. This is absolutely
necessary so that you become familiar with local Panhellenic rules. Find out how
and when the chapter may proceed with COB. Discuss NPC guidelines on COB with
the advisor.
2. After bid matching in primary recruitment, obtain a list of PNMs who were not
matched, withdrew from recruitment or were released from recruitment from the
Fraternity/Sorority Advisor. Some of these PNMs may still be interested in joining a
sorority. You may also be able to pull this information from the online recruitment
system (e.g., Campus Director or ICS).

Last Updated: October 2022 Page 45

 3. Remove all the PNMs from the list who were released by Pi Phi in membership
selection. This should be done privately. This is confidential information and should
not be shared with other chapter members.
4. All the PNMs on the bid list but who were not matched are the best ones to COB. By
being on the bid list, they already have the chapter vote. You do not have to hold MS
on these PNMs again. If you have women on the list who were not on the bid list or
PNMs who withdrew from recruitment, the chapter will need to hold MS on these
PNMs.

When COB occurs immediately following primary recruitment, the VPR should be sure to
train New Members as you would for primary recruitment. The VPR should conduct a
workshop to review COB events, Pi Phi facts and general information. New Members
should not participate in Membership Selection.

APPROACHES TO COB
Don’t delay in planning COB events. The DRE and/or COB Chair (if applicable) should work
with the VPR to get the chapter prepared for COB activities and to get events scheduled.
There is no need to restrict the times, places or kinds of recruitment events to be used in
COB. In actual practice, the events are quite informal, and often consist of having PNMs
participate in regularly scheduled chapter functions such as sisterhood events or informal
gatherings of chapter members. One or two chapter members to one PNM is a comfortable
guideline for an informal gathering of members.

If your chapter would like to have a structured approach to COB, you may choose to begin
with a kick-off event. Each PNM should meet several chapter members. The chapter should
be familiar with the PNMs prior to the event. This enables members to focus conversation
appropriately.

Keep a list of possible PNMs all term and plan to hold events at the beginning of the next
term if the chapter is still below quota and/or Panhellenic total. Do not pre-judge an
unaffiliated woman; you never know if they might want to join. If they are an unaffiliated
woman you like, put them on the list!

Regardless of your approach to COB, be sure to follow up with each PNM after every event.
Let the PNM know it was nice to meet them and see them at the Pi Phi event. Let them
know what comes next in the process, specifically how and when they will be notified if
they are being offered a bid or if they will not be extended a bid at this time. Success
depends on personal contact. You can find sample emails in Appendix I.

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COB EVENTS

Every member must make COB their personal responsibility. Plan a fun-filled calendar. The
DRE and/or the COB Chair are in charge of planning the actual activities or events.

Some ideas for events include:

• Ice cream sundae building.

• Dinner, either at the chapter house or somewhere else on campus.
• Small group coffee or lunch date (3–5 people).
• An event that showcases Pi Phi’s philanthropic commitment
• Pi Phi High Five Day; do PR on campus and handout COB fliers.

Once events are planned, ensure that you request that PNMs RSVP for the event so you can
provide escorts for PNMs. It can be intimidating for a PNM to come alone to your COB
event; hence, they may decide not to come. Having a volunteer pick them up on the day of
the party and walk with them will encourage them to attend the event if they are nervous!

VIRTUAL COB

For chapters conducting a virtual Continuous Open Bidding (COB) effort, the chapter will
decide the platform that works best for their needs. For a COB recruitment event, Pi Phi
recommends chapters use Zoom because it allows for an increased number of visible
participants and has the option of breakout rooms. However, if you’ve arranged for a small
group of members to get to know just one or two PNMs, Facetime is a simple option as
well.

Last Updated: October 2022 Page 47

COB PLANNING CHECKLIST

To assist you with your virtual COB efforts, we’ve created this checklist to keep yourself
organized.

Task Responsible Party Complete?

Determine your campus Panhellenic total VPR

Determine your chapter’s current roster number VPO

Determine the number of New Members the chapter VPR + DMS

needs to reach total. (This number is the difference
between the campus Panhellenic total and the chapter’s
current roster number) *If the chapter did not match to
quota during recruitment but is at total, the chapter
can still fill quota vacancies.
After you have determined how many New Members VPR + DMS + DRE
you need to reach total or quota, use that number to
determine how many you need to invite to your events
and work backwards. So, how many invitations should
be extended to COB events?
Identify your PNMs – You can use Chapter VPR + DMS
Builder to build your PNM list or a Google doc
spreadsheet & ask each member to focus on making a
friend with one PNM, and/or utilize your
Fraternity/Sorority Advisor’s office and see if they
would share a list of PNMs who didn’t join other
organizations during primary recruitment the prior
year.

Think about members’ roommates or sports teammates

who are not affiliated with a member organization
and add them to the list!

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What COB activities will be done and how will they be VPR + DRE
executed? Coffee dates, dinner dates, virtual
sisterhoods, etc. – And, who will be involved? What is
the time frame? etc. – How will PNM's get to know
members? Rotation groups, small groups, one-on-one
meetings, etc.

How will you be advertising events for COB? How will VPR + VPCR
you be inviting PNM's – word of mouth, personal
invitations, social media?

Who is planning the events? VPR + DRE

What is the budget for these events? Think about what VPR + VPFH
you will need for these events to be successful? And
how will you know when you’ve been successful?

Prepare an information sheet that can be given to each VPR + VPFH

PNM about your chapter and include financials.

Follow up with PNM after event – personal touches are VPR + DMS/DRE
important and ensure they come to the next event.
How will your chapter follow up? Be specific.

How will members vote for PNM's – when will they do VPR + DMS
that? Membership Selection can be done immediately
after the COB event or at the next chapter meeting, not
all members have to meet the PNM in order to cast a
vote. AAC must be present. Once MS is complete, use
the vote-to-rank score to determine who will receive a
bid. You may use OmegaRecruit!

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COB PERSONALITY SCORES

Personality scores can be used if you have more than 25 PNMs who attended your COB
events. If you use personality scores, create your potential invite, potential release and
potential discuss lists as outlined in the Membership Selection section for primary
recruitment. Your invite number is the number of available spots you have to reach to get
to Total. You are not required to use personality scores, but if you have no base line then all
PNMs will be discussed during MS.

MEMBERSHIP SELECTION IN COB

Membership selection for COB should follow the same guidelines as membership selection
in primary recruitment, whether in-person or virtual. Chapter members can give
personality scores to the PNMs they meet during COB events, and all members should
follow the appropriate discussion protocol during membership selection. If a member
chooses not to be present at a COB voting session, they forego their voice and vote.
Sponsorship must be obtained via the CMSC or a RIF prior to a chapter vote to extend a
COB bid to any PNM.

Membership selection must be conducted at an official chapter meeting. It may be part of a

regular (formal) chapter meeting where the CP presides; the VPR assists. Discussion
follows the organized, controlled pro/con method as in primary recruitment. New
Members are not present during membership selection meetings, as they have not yet been
initiated. The Membership Selection Script in Appendix E includes details on how
membership selection should be conducted. It is required that an AAC member is present
for all membership selection sessions, including during COB.

If you do not use personality scores (have less than 25 PNMs), all PNMs will need to be
brought up for discussion during MS. If you use personality scores, create your potential
invite, potential release and potential discuss lists as outlined in the Membership Selection
section for primary recruitment. Your invite number is the number of available spots you
have to reach to get to Total.

If the PNM does not have at least 50% support from the chapter, then you do not have to
extend a bid for membership.

If you have COB MS questions, contact your Recruitment Specialists.

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EXTENDING A COB BID

Once the chapter votes to extend the bid, it is extended immediately by two or three Pi Phis
who best know the PNM. One should be on Executive Council and/or knowledgeable
regarding finances, time commitment and the New Member program. They should be able
to explain the benefits of joining Pi Phi now. A specific time and place are set to extend the
bid. Pick a location that will provide some privacy, and the PNM will be comfortable.

Extend the bid warmly and confidently, stressing that it is a chapter decision to extend the
bid. Let the PNM know they are welcomed and wanted. The goal is to have the PNM accept
the bid right away. However, if they say they want time to decide, be sure someone stays in
contact with them. Let the PNM know whom and when they should call or when someone
will be in contact with them. Whoever extends the bid should report the PNM’s response to
the DRE and/or COB Chair. A bid is not open-ended; there should be a time limit for
acceptance of the bid (48 hours).

Keep the bid list in priority order so if a PNM declines a COB bid, you are ready to issue a
bid to the next PNM with the highest score.

FOLLOWING UP ON A COB BID

When a PNM accepts the bid, the VPR contacts the Panhellenic advisor’s office and has the
PNM sign a COB acceptance binding agreement within 24 hours. Check any other local
requirements. The Director Fraternity Heritage should arrange for pledging as soon as
possible. Pledging should take place within 72 hours of bid acceptance, unless other
arrangements have been discussed with the Regional Team.

Announce the New Members immediately to the chapter. If several New Members are
pledged, plan a Cookie Shine or Pi Phi-only event as soon as possible; this will function as a
COB Bid Day. Assign a Beta Buddy or Pi Pal. If COB occurs after primary recruitment, the
New Members pledged through COB should be incorporated into the New Member class
immediately. They should receive any additional lessons from meetings that they missed to
catch them up to speed on the lessons taught during the New Member period.

The New Member(s) should be entered into eReports within three days of the pledging
ceremony.

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NATIONAL PANHELLENIC CONFERENCE POLICIES FOR COB

All membership recruitment activities are governed by NPC policies, including COB. NPC
policies regarding COB include:
• Each NPC chapter has the right to COB to reach quota or its total allowable size
during the regular school year as defined by the school calendar.
• A PNM who withdraws from the fully structured recruitment process before signing
the MRABA shall be eligible for COB.
• Neither NPC chapters nor PNMs should be required to register for COB.
• If through recruitment, a PNM receives a bid and declines it, they are ineligible to be
pledged to another NPC group on the same campus until the beginning of the next
year’s primary membership recruitment period.
• When a PNM negates their signed MRABA, refuses to accept their matched bid at the
conclusion of recruitment and does not participate in a pledging ceremony, this
space in the chapter’s quota was not filled. Therefore, the chapter may immediately
bid and pledge another PNM, even if the chapter is over total. In a situation where
the chapter had quota additions, the chapter cannot fill a space in the New Member
class unless they fall below quota. For example, if quota is 30 and the chapter had
two quota additions, they cannot pledge any additional members unless three PNMs
refuse. In this instance, they could pledge one additional PNM.
• COB begins immediately after the designated primary recruitment process and is
open to any unaffiliated female students on campus without requirement of prior
participation in a primary recruitment period.
• COB is not intended to precede or take the place of the regular recruitment period.
• On campuses with deferred (second semester/term) recruitment, any COB prior to
the scheduled recruitment period shall be limited to upper-class and transfer
students. COB would not apply to freshmen until after the designated recruitment
period, as provided for in the Unanimous Agreement III, Panhellenic Compact.
• To accommodate the establishment of a new chapter or to allow a chapter to build
its membership, the College Panhellenic Council may vote to suspend COB for a
period not to exceed three weeks.
• The COB acceptance binding agreement should be signed as soon as a PNM accepts a
bid. The agreement must be filed in the Panhellenic office within one (1) business
day of the date the PNM signs to allow for weekends and holidays. See NPC Manual
of Information for Acceptance Agreement Form.
It is very important to follow your local Panhellenic recruitment rules for COB. The exact
procedure may vary from campus to campus.

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APPENDIX A – ADJECTIVE LIST
Discussion during membership selection sessions must be contained to a pre-defined list of
adjectives and pro/con statements. The adjective list should be reviewed and modified
annually by the chapter to include other appropriate and applicable adjectives and
statements at the discretion of the chapter and AAC. Modifications to the adjective list must
be reviewed and approved by AAC. If an adjective or pro/con statement is being used
inappropriately or excessively during membership selection, the CP, VPR and AAC
Advisor(s) present can strike it from the list.

Pro and Con Statement Examples

Possesses Pi Phi core values/standards May not have Pi Phi core values/standards
Would be an asset to Pi Phi May be happier in another group
Committed to philanthropic service May not be compatible with members
Expresses leadership qualities/experience Would not be committed to Pi Phi
Has high scholarship Has low scholarship
Is a sincere friend Does not seem interested in Pi Phi
Displays integrity

Pro and Con Adjectives

Accomplished Faithful Involved Studious
Adventurous Friendly Lively Talented
Bright Genuine Loyal Thoughtful
Classy Hilarious Memorable Witty
Conceited Honest Passionate Aggressive
Dependable Humble Personable Angry
Dynamic Imaginative Respectful Awkward
Eloquent Independent Sincere Boring
Energetic Interesting Smart Vulgar
Enthusiastic Inventive Spirited
Cranky Impatient Self-Centered
Cynical Inappropriate Spiteful
Dramatic Uninterested Spoiled
Immature Pretentious Tactless

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APPENDIX B – RIF REQUEST AND
ACKNOWLEDGEMENT LETTERS
Sample Letters Requesting Specific Recruitment Information Forms: You may send
this letter to an ACRIC when requesting RIFs for specific Potential New Members. The letter
should be printed on chapter letterhead stationery and include chapter and DMS’s address
where reply is to be sent if it differs from chapter address.

Date _________________

Alumna’s name

Alumna’s street address

Alumna’s town, state and zip

Dear __________________:

My name is (your name) and I am the Director Membership Selection for (chapter) of Pi
Beta Phi. I am responsible for obtaining Recruitment Information Forms (RIFs) for all
Potential New Members (PNMs) who will be participating in our primary recruitment.

Enclosed is a list of the names, addresses, high schools and other pertinent information for
PNMs from your area. We would very much appreciate your help in obtaining information
about these PNMs and filling out a RIF.

Please do not contact the PNM or their family directly.

To protect the confidentiality of PNMs, please return RIFs via mail or online through the
Fraternity website, rather than through email. Thank you for taking your time to help make
our recruitment successful.

Sincerely in Pi Beta Phi,

(Director Membership Selection)

(Address if necessary)

Last Updated: October 2022 Page 54

RIF Acknowledgement Card:

Last Updated: October 2022 Page 55

h

Chapters can choose to create their own postcards rather than using the postcards from
Headquarters. In that event or in the event that an alumna requests an acknowledgement
of their RIF via email, the following language should be used:

Dear [insert alumna’s name],

Thank you for submitting a Recruitment Information Form (RIF) for [insert PNM’s name].
We received the submitted information. We look forward to meeting them during
recruitment at [insert university or college name]. Thank you for your assistance to our
chapter.

Sincerely,

[insert DMS’s name]

Director Membership Selection

[Chapter name / College or University name]

Last Updated: October 2022 Page 56

APPENDIX C –PRESCREEN RUBRICS

Four Event System

Standard (4 recruitment rounds)
(8-point maximum)
Scholarship ● 3 pts. = 0.51 greater than grade risk point
(3 point maximum)* documented in the chapter bylaws.
● 2 pts. = 0.26-0.50 greater than grade risk
point.
● 1 pt. = 0.01-0.25 greater than grade risk
point.
● 0 pts. = Below documented grade risk
point
*Chapters have flexibility to change this scale
to better reflect the academic climate of their
campus; VPR should discuss options with AAC
and regional Recruitment Specialist.

Leadership/Activities • 2 pts. = Superior extracurricular activities

(2-point maximum) and leadership positions.
● 1 pt. = Some activities and leadership
positions.
● 0 pts. = Few activities and no leadership
positions.
Volunteering/Service- ● 3 pts. = Superior and consistent service
Related Organizational involvement.
Involvement ● 2 pts. = Some service involvement.
● 1 pt. = Limited service involvement.
(3 points maximum)
● 0 pts. = No service involvement.

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 Three Event System

Standard (3 recruitment rounds)

(6-point maximum)
Scholarship ● 3 pts. = 0.51 greater than grade risk point
(3 point maximum)* documented in the chapter bylaws.
● 2 pts. = 0.26-0.50 greater than grade risk
point.
● 1 pt. = 0.01-0.25 greater than grade risk
point.
0 pts. = Below documented grade risk point
*Chapters have flexibility to change this scale to
better reflect the academic climate of their
campus; VPR should discuss options with AAC
and regional Recruitment Specialist.
Leadership/Activities • 1 pt. = Superior extracurricular activities
(1-point maximum) and leadership positions.
● 0 pts. = Few activities and no leadership
positions.
Volunteering/Service- ● 2 pts. = Superior and consistent service
Related Organizational involvement.
Involvement ● 1 pt. = Limited service involvement.
● 0 pts. = No service involvement.
(2 points maximum)

Last Updated: October 2022 Page 58

APPENDIX D - STEP-BY-STEP GUIDE ON FLAGGING
IN OMEGARECRUIT
1. In OmegaRecruit, download a report of active PNMs. (PNMs>Reports>Only Active
PNMs>Excel)
2. Remove extra columns that you do not need
3. Sort the list in total score order from highest to lowest (descending). (In Excel:
Data>Sort>Choose column containing total score data>Z to A- descending.)
4. Set the invite and release – according to the 95% rule. Highlight the invite list in
green, the release list in red, and the auto-discuss list in yellow.
5. Create a separate Excel spreadsheet with 2 columns – head the 2 columns MIN &
Party. Copy the invite list first and paste it into this new spreadsheet, then do the
same for the release list and the auto-discuss list. See screenshot.

6. Using OmegaRecruit, create a Flagging Round “X” and check the “Flagging” box.
(previously created)

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7. Upload in OmegaRecruit under PNMs > Upload Parties
8. Upload PNM Parties by Choosing File, check that the Round for Import is Flagging
Round
9. Let your chapter members know that the potential invite list, “Flagging Party 1” is
available for viewing and flagging in OmegaRecruit. After flagging is done, close
Flagging Party 1. Repeat for the potential release list (“Flagging Party 2”) and auto-
discuss list (Flagging Party 3”).
10. Members may flag PNMs by selecting the “flag” button on the PNM ballot.
11. Close each party after time is up. 15 minutes is plenty of time to flag PNMs. NOTE: If
MS is virtual, flagging should take place while members are NOT logged into Zoom
to minimize the amount of time members are sitting in the Zoom meeting for MS.
12. Once flagging is complete, sort the PNM list in OmegaRecruit by “Flagging Round X”
column.
13. Create and copy the list of PNMs to be discussed/voted on during MS and upload
this list into “MS Round X”. When setting up your MS rounds, be sure to check the
“MS” box.
14. You are ready to begin MS. Prepare your script found in this guide.
15. Notify members to log into the secure Zoom meeting for MS.
16. Open Ritual.
17. If virtual, you will need to provide members with access to the adjective list via
document sharing platform. (A locked Google Doc is acceptable).
18. If virtual, allow one member of the recruitment team to be the host of the zoom
screen share projecting the list of flagged PNMs in alpha order in Excel. VPR or DMS
should be monitoring OmegaRecruit on a separate laptop for confidentiality so that
members do not see the voting outcomes. Be ready to show a PNM photo in
OmegaRecruit if requested – you can use the PNM Slideshow in OmegaRecruit.
19. Chapter members should raise their hand (even in the meeting platform if virtual),
to provide to the chapter their pro/con.
20. Chapter members will vote using OmegaRecruit on their phones.
21. After the voting takes place on all flagged PNMs, provide closing remarks using the
script, and close the meeting with ritual.
22. Now – the work to prepare the list to submit to Panhellenic begins.
23. Give any PNM on the potential discuss list that was not discussed the average score
of a 5 for each voting member.
24. Sort those PNMs who were voted on and any PNMs from the potential discuss list in
descending vote-to-rank score order.
25. Preview your original Invite list and determine the number of PNMs you will need to
add back and send to Panhellenic.

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 26. Upload your invite list and flex lists to ICS or Campus Director. OmegaRecruit
connects directly to ICS for uploading; if your campus uses CampusDirector see
below.

Uploading to CampusDirector:
1. Keep in mind, you will need to upload 3 lists into Campus Director (CD) - invite, flex
plus, and flex minus. Open Campus Director and ensure you are using the correct
party to Enter Invitations, and the correct pool (primary or secondary). Your Excel
spreadsheet that you will upload should have the PNMs ordered by MIN in one
column – the invited PNMs, followed by the PNMs on your Flex Plus, followed by the
PNMs on your Flex Minus list separated by --- or +++ . (see screenshot)

Once the list is uploaded, CD will indicate if it was done correctly by the numbers at the top
of the Invited PNM’s, etc. You can manually go into this list and see what PNM should not be
included. Make sure all numbers match up 14/14, 2/2, 2/2 – then you may submit. The User
Guide in CD is a great resource in case you run into any trouble.

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APPENDIX E – PERSONALITY SCORE SHEETS
This page can be printed and copied for chapter use for backup only.

PNM Name: ____________________________________ Round: _________ Event: ________

(Member Name)_____________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

PNM Name: ____________________________________ Round: _________ Event: ________

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

PNM Name: ____________________________________ Round: _________ Event: ________

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

________________________________________________ 10 7 5 3 1

Last Updated: October 2022 Page 62

APPENDIX F – MEMBERSHIP SELECTION SCRIPTS
MEMBERSHIP SELECTION SESSION – After First Invitational Round/Second Round

**Use this script for MOCK MS**

Step Description/ Rationale What to Say

#
1 Chapter President opens with Same as chapter meeting.
ritual.

2 VPO calls roll Ensure chapter meets quorum of 51% of

members eligible to vote.

3 VPR asks to address the VPR: “Madam President, may I address the
chapter. chapter?”
CP: “Yes, you may.”
4 VPR congratulates the chapter VPR: “Hello, ladies! I want to congratulate you on
on a successful day 2 of an outstanding second day of recruitment! I
recruitment. hope you were able to get to know all of the
Potential New Members better! I would just like
to remind you of a few things. Please only use
the adjectives or phrases that are listed on the
poster board behind me or on the sheets of
paper in front of you. Also, I want to remind you
that this is just like a chapter meeting, 100%
confidential. Please keep in mind that the
number of invitations to the next round (as well
as the number released) will be determined by
the NPC RFM (Release Figure Methodology)
Specialist and is dependent on both the PNM's
selections and the invitation list provided by the
chapter. The DMS and I will provide the
chapter's invitation list, flex plus and flex minus
lists based on how PNMs rank in total scores
following membership selection. Are there any
questions at this time?”

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 CP: “There are no more questions at this time. Is
there a motion?”

5 VPR makes motions to invite VPR: “Madam President, I move that we place all
and release PNMs. PNMs with a total score of _______ and below on
[See Determining Invite and the potential release list, place all PNMs with a
Release Points section] total score of _______ and above on the
potential invite list and place all PNMs with a
total score between ___ and ____ on the potential
discuss list and give them an average vote to
rank score of a ___ (5x number of voting
members), unless there is a call for discussion. I
move that we also place all grade risks, defined
by PNMs with a GPA below ____ (grade risk point
as defined in your chapter bylaws), on the
potential release list, unless flagged for
discussion.”
6 Second to the motion. CP: “Is there a second?”
Chapter member: “Second.”
7 CP states the motion and a CP: “The motion on the floor is to place all PNMs
voice vote is taken. with a total score of ___ and below on the
potential release list in addition to all grade risks
defined by PNMs with a GPA below _____(grade
risk point),place all PNMs with a total score of
___and above on the potential invite list and
place all PNMs with a total score of ___ and ____
on the potential discuss list unless there is a call
for discussion. Is there any discussion on this
motion? Seeing none, I call for a vote. All of those
in favor respond by saying [affirmative call] and
those opposed [negative call]. The motion has
passed.”

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8 The chapter may have already Option 1 – VPR: Madam President, all members
flagged PNMs for discussion have had the opportunity to flag PNMs from the
from the invite list prior to potential invite list during the flagging time
the chapter gathering for MS before we gathered for MS. Are there any
(option 1) or they may use this questions about the potential invite list?
time to flag using
OmegaRecruit (option 2). Option 2 - VPR: “Madam President, First I will
open flagging in OmegaRecruit for all Potential
New Members who are on the potential invite
list and have a total score of (invite point #) or
above. Remember all members have 15 minutes
to review the potential invite list in
OmegaRecruit. I recommend that you search for
PNMs by name using the search bar at the top of
the list.
9 The chapter may have already Option 1 – VPR: Madam President, all members
flagged PNMs for discussion have had the opportunity to flag PNMs from the
from the release list prior to potential release list during the flagging time
the chapter gathering for MS before we gathered for MS. Are there any
(option 1) or they may use this questions about the potential release list?
time to flag using Option 2 - VPR: “Madam President, I will open
OmegaRecruit (option 2). If flagging in OmegaRecruit for all Potential New
option 2 is being followed, the Members who are on the potential release list
same process as outlined and have a total score of (release point #) or
above will be followed. above. Remember all members have 15 minutes
to review the potential release list in
OmegaRecruit. I recommend that you search for
PNMs by name using the search bar at the top of
the list.
10 The chapter may have already Option 1 – VPR: Madam President, all members
flagged PNMs for discussion have had the opportunity to flag PNMs from the
prior to the chapter gathering potential discuss list during the flagging time
for MS (option 1) or they may before we gathered for MS. For clarity, any PNMs
use this time to flag using not discussed will receive an average Vote-to-
OmegaRecruit (option 2). If Rank score of a 5 times the number of members
option 2 is being followed, the currently present and voting, which is ____. Are
same process as outlined there any questions about the potential discuss
above will be followed. list?

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 Option 2 - VPR: “Madam President, I will open
flagging in OmegaRecruit for all Potential New
Members who are on the potential discuss list
and have a total score of (discuss range #). For
clarity, any PNMs not discussed will receive an
average Vote-to-Rank score of a 5 times the
number of members currently present and
voting, which is ____. Remember all members
have 15 minutes to review the potential discuss
list in OmegaRecruit. I recommend that you
search for PNMs by name using the search bar at
the top of the list.
11 Chapter President opens the CP: “Now, we will open the floor for discussion
floor for discussion/ vote-to- on the PNMs held for discussion. Remember to
rank. use the pro/con statements and the adjectives
on your list, you are limited to a combination of
three or less. Please have statements or
adjectives in mind before you begin speaking.
The format to present your pro or con is to stand
up and say, “Madam President, I have a pro or
con. I know (PNM name) from (recruitment/
hometown/ social) and they are (insert three
adjectives or statements)”. We may start on
either a pro or con, we must alternate between
the two and there is a maximum of three of each
per discussion. Remember to listen and trust
your sisters.”
12 VPR brings up each PNM in VPR: “We will now discuss (PNM Name), who
the discussion/ vote-to-rank has a total score of _#__.”
list individually in alpha order. CP: “Who would like to open discussion?”
Member 1: “Madam President, I have a con. I
It is the Chapter President’s know (PNM Name) from (recruitment/
and AAC member’s hometown/ social) and they are (3 adjectives/
responsibility to ensure that phrases from list).”
discussion is appropriate. CP: “Is there a pro?”
Both have the authority to Member 2: “Madam President, I have a pro. I
stop inappropriate discussion. know (PNM Name) from (recruitment/
hometown/ social) and they are (3 adjectives/
phrases from list).”

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 CP: “Is there another con? (Can go through two
more of each pro and con.) Seeing none, we will
move to vote.”
13 Vote-to-rank each PNM CP: “Remember we are now voting to rank, not
individually following release or invite back. Vote by using
discussion. OmegaRecruit. These points are just for sorting
purposes this round and are not added to their
VPR, CP and AAC count and total score. Your vote is personal and
record the votes using confidential. Please vote now.
OmegaRecruit. The chapter
cannot know the outcome of
the vote. It is recommended to
keep a backup count using the
vote-to-rank workbook.
14 Continue discussion on all
PNMs and voting to rank,
following steps 13 and 14.
Some situations which you
should be prepared to handle:
- Inappropriate comments.
(e.g., stories instead of
adjectives/ phrases to
describe a PNM)
- Side chatter
Members may ask “points of
information” to describe what
a PNM looks like to jog their
memory. This is allowed as
long as kept appropriate.
15 CP thanks and dismisses CP: “Thank you for such a great job today. Please
members. remember to turn in your notes since this
- Include any other information cannot leave this room. Remember
instructions for the next day of that all discussion during MS is strictly
recruitment. confidential and should not be shared with
- Remind members of any anyone outside of this room. Get some sleep, and
Panhellenic recruitment rules we will see you tomorrow at ___ dressed
that will apply to members for appropriately and ready to go!”
the rest of the evening.

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 MEMBERSHIP SELECTION SESSION – Pre-Preference Round

Step # Description/ Rationale What to Say

Before Membership selection
happens, CMSC (Chapter
Membership Selection Committee)
must meet. [See Sponsorship
section].
1 VPO calls roll (Ritual does not need Ensure chapter meets quorum of 51% of
to be re-opened since it was never members eligible to vote.
closed at the end of the previous
day).
2 VPR asks to address the chapter. VPR: “Madam President, may I address
the chapter?”
CP: “Yes, you may.”
3 VPR congratulates the chapter on VPR: “Hello, ladies! Great job on another
another successful round of day of recruitment! Since this is the
recruitment and shares important membership selection session before
reminders. preference, there are a couple important
things to point out.
1. All PNMs who attend our
Preference events have a chance of
receiving a bid to this chapter. Even the
very last person on our list has the
opportunity to receive a bid. A vote to
invite to Preference is a vote to invite to
membership.
2. This is the last opportunity for
discussion on these PNMs. Any PNM you
have concerns with or questions about
needs to be brought up for discussion
tonight.
3. The process is going to run the
exact same way as last night!
Again, this is just like a chapter meeting,
100% confidential. Are there any
questions at this time?”
CP: “There are no more questions at this
time. Is there a motion?”

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4 Follow steps 6-14 from the first
invitational script. PNM scores
should reflect pre-screening and all
rounds of personality scores.
5 DMS should ask members to
prioritize 3-5 PNMs that they would
like to be matched with during
Preference, following the process
outlined best for the chapter.
6 CP thanks members and closes CP: “Thank you for doing such a great
ritual. job today and tonight. Before you leave
- Include any other instructions for for the evening, we will be closing ritual.
the next day of recruitment. A couple of reminders before we stand:
- Remind members of any Please remember to turn in all materials
Panhellenic recruitment rules that related to PNM scores since this
will apply to members for the rest information cannot leave this room.
of the evening. Also remember that all discussion
- Close ritual. during MS is strictly confidential and
should not be shared with anyone
outside of this room. Get some sleep,
and we will see you tomorrow at ___
dressed appropriately and ready to go
for Pref! Please stand to close ritual.”
7 Chapter President closes ritual Same as chapter meeting.

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 MEMBERSHIP SELECTION SESSION – COB
(During chapter meeting)

Step # Description/ Rationale What to Say

0 VPR should prepare the chapter Same as Membership Selection for
with the adjective list, voting primary recruitment.
platform and other materials that
are used during MS for recruitment.
(You can use OmegaRecruit for
COB.)
1 Under New Business, VPR makes a VPR: “Madam President, I move we
motion. discuss and vote to invite to
membership the Potential New
Members participating in continuous
open bidding (COB) process.”

CP: “Is there a second to the motion?”

Member 1: “Second.”

CP: “The motion on the floor is to

discuss and vote to invite to
membership those Potential New
Members who are participating in the
COB process. The chapter has __
(number) of spaces available to reach
Total. Today we will discuss ___
(number) of PNMs. All of those in favor
please respond by saying ___,(affirmative
voice vote) and those opposed
___(negative voice vote). The motion has
passed/not passed.”
2 All PNMs will be discussed in alpha CP: “Now, we will open the floor for
order following the same discussion on all Potential New
procedures as primary recruitment Members. Remember to use the pro/con
membership selection. statements and the adjectives on your
list, you are limited to three or less.
Please have statements or adjectives in
mind before you begin speaking.

Last Updated: October 2022 Page 70

Refer to the COB section of this The format to present your pro or con is
guide for guidance on how to best to stand up and say, ‘Madam President, I
manage the COB MS process. have a pro/con. I know (PNM name)
from (recruitment/ hometown/ social)
It is the Chapter President’s and and they are (insert three adjectives or
AAC member’s responsibility to statements)’. We may start on either a
ensure that discussion is pro or con, we must alternate between
appropriate. Both have the the two and there is a maximum of three
authority to stop inappropriate of each per discussion. Remember to
discussion. listen and trust your sisters.”

VPR: “We will now discuss (PNM Name),

who has a total score of _#__(if
applicable).”

CP: “Who would like to open

discussion?”

Member 1: “Madam President, I have a

con. I know (PNM Name) from
(recruitment/ hometown/ social) and
they are (3 adjectives/ phrases from
list).”

CP: “Is there a pro?”

Member 2: “Madam President, I have a

pro. I know (PNM Name) from
(recruitment/ hometown/ social) and
they are (3 adjectives/ phrases from
list).”

CP: “Is there another con? (Can go

through 2 more of each pro and con.)
Seeing none, we will move to vote.”

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3 Vote to rank each PNM individually CP: “Remember we are now voting to
following discussion. invite to membership. Vote by using
OmegaRecruit. These scores are just for
VPR, CP and AAC count and record sorting purposes this round and are not
the votes. The chapter cannot know added to their total score. Your vote is
the outcome of the vote. personal and confidential. Please vote
now.
The list of PNMs will be placed in
total score order to determine
invitations to membership. A
majority vote is recommended to
invite any PNMs for membership.
[See Continuous Open Bidding
section for details on extending a
COB bid]
4 Chapter meeting continues and Same as chapter meeting.
ritual is closed by the CP.

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APPENDIX G – SAMPLE RECRUITMENT EVALUATION
SAMPLE for New Members:

Part I. Rate the primary recruitment parties from 1 to 5 (1 is poor, 5 is excellent)

Poor Fair Average Good Excellent

Round 1 1 2 3 4 5
Round 2 1 2 3 4 5
Round 3 1 2 3 4 5
Round 4 – Preference Round 1 2 3 4 5

What aspects of the parties were the best? (List rounds and solicit feedback for each.)

Round 1:

Round 2:

Round 3:

Preference:

What aspects of the parties could be improved? (List rounds and solicit feedback for each.)

Round 1:

Round 2:

Round 3:

Preference:

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Part II. Read the following statements regarding recruitment. Circle the number that
corresponds with the extent to which you agree or disagree with the statement.

Strongly Disagree Neutral Agree Strongly

Disagree Agree
1. I felt the most comfortable at the 1 2 3 4 5
Pi Phi house.
2. The conversations I had at the Pi 1 2 3 4 5
Phi house were meaningful and
memorable.
3. Every time I visited Pi Phi, 1 2 3 4 5
members were interested in talking
to me.
4. Pi Beta Phi values were visible 1 2 3 4 5
during recruitment.

Part III. Please answer the following questions about your overall recruitment
experience.

What distinguished Pi Phi from the other organizations?

What could Pi Phi have done to make recruitment better for you?

Any other comments:

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SAMPLE for Initiated Members:

Part I. Rate the primary recruitment parties from 1 to 5 (1 is poor, 5 is excellent)

Poor Fair Average Good Excellent
Round 1 1 2 3 4 5
Round 2 1 2 3 4 5
Round 3 1 2 3 4 5
Round 4 – Preference Round 1 2 3 4 5

What aspects of the parties were executed well? (List rounds and solicit feedback for each.)
Round 1:

Round 2:

Round 3:

Preference:

What aspects of the parties could be improved? (List rounds and solicit feedback for each.)
Round 1:

Round 2:

Round 3:

Preference:

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Part II. Read the following statements regarding recruitment workshops (both
during and before spirit week). Circle the number that corresponds with the extent
to which you agree or disagree with the statement.

Strongly Disagree Neutral Agree Strongly

Disagree Agree
1. The workshops were
1 2 3 4 5
informative.
2. Conversation skills were
1 2 3 4 5
reviewed thoroughly.
3. I felt prepared for
1 2 3 4 5
recruitment.
4. I felt the number of
1 2 3 4 5
workshops was adequate.
5. I felt I was adequately
prepared for membership 1 2 3 4 5
selection procedures.
6. I felt membership selection
was efficiently run after each 1 2 3 4 5
party.

Part III. Which of the following things need more emphasis in preparation for
recruitment next year? (Check all that apply.)
Membership Selection ____ Do’s and Don’t ____
Conversation Skills ____ Party Décor ____
Recruitment Rules ____ Party Information ____
Preffing ____ Rotation ____
Other ____

Additional comments/concerns:

Last Updated: October 2022 Page 76

APPENDIX H – STEP-BY-STEP INSTRUCTIONS FOR
CREATING INVITE AND VOTE TO RANK
DISCUSSION LISTS
You can access the video recording of this process here.

1. Open the Vote-to-Rank Workbook and set it aside for later.

2. In OmegaRecruit, make sure all the necessary columns show on the PNM List.
3. On left hand side, select arrow next to PNMs. Click report and check the “Only Active
PNMs?” button. Click “Excel Download”
4. Remove extra columns that you do not need (vote counts, extra rounds, etc.).
5. Add tabs at the bottom for Invite, Release, Discussion, Flex + and Flex -.
6. Now you are ready to set Invite/Release points.
7. If appropriate, identify your grade risks as outlined in your bylaws. Note: if your
bylaws do not allow for your chapter to accept grade risks, then all grade risks
should be released following Round 1.
a. Sort the list by GPA column highest to lowest
b. Highlight the grade risks in purple (or some color other than red, yellow, or
green)
8. Sort all remaining PNMs in by Total score, largest to smallest. Your goal is to create
3 lists - the potential invite list, the potential release list and the potential discussion
list.
9. Using the invite number provided by Panhellenic, highlight the invite number PNM
in grey.
10. Using the invite number provided by Panhellenic, calculate 95% point as outlined in
this guide.
11. Set the potential invite point according to instructions provided in this manual.
Highlight all rows above the potential invite point in green.
12. Set the potential release point according to instructions in this manual. Highlight all
rows below the potential release point in red.
13. Highlight all rows in the middle (this will be your potential discussion list) in yellow.
14. Once all rows with PNMs have been color-coded; copy into their correct tabs. Green
is copied to the Invite Tab, Yellow is copied to the Discuss Tab and Red (and grade
risks) are copied to the Release Tab.
15. Prepare your motions.

Last Updated: October 2022 Page 77

16. Steps 1-15 are completed before MS starts without the chapter present. Note:
chapter can flag PNMs for discussion prior to gathering for MS; if this is the option
selected by chapter leadership and AAC then complete steps 20-25 now.
17. Chapter comes into the room and sits alphabetically.
18. Take roll.
19. Make motions for voting.
20. Open the potential invite list in OmegaRecruit for chapter members to flag for
discussion. Leave the list open for flagging for 15 minutes.
21. Open the potential release list in OmegaRecruit for chapter members to flag for
discussion. Leave the list open for flagging for 15 minutes.
22. Open the potential discuss list in OmegaRecruit for chapter members to flag for
discussion. Leave the list open for flagging for 15 minutes.
23. Once flagging is complete, sort the PNM list in OmegaRecruit by “Flagging Round X”
column
24. Cut the rows of all PNMs flagged for discussion, indicated by a score of 1,and move
them to the Discuss Tab in your excel workbook. (This process can be completed by
the DMS while MS is going on, if they are choosing to not vote.)
25. Create and copy the list of PNMs to be discussed/voted on during MS and upload
this list into “MS Round X”. When setting up your MS rounds, be sure to check the
“MS” box.
26. Save the PNM Report and set it aside.
27. Chapter members will vote using OmegaRecruit on their phones. Voting will take
place in alpha order, which is the order OmegaRecruit automatically places the
PNMs in the Vote to Rank.
28. When the voting is complete, the chapter can be released for the night.
29. Once all votes are recorded, export the Vote-to-Rank list from OmegaRecruit and
sort the list in alpha order.
a. Please note: when conducting MS, the PNM list on OmegaRecruit will mark
any PNMs that were not discussed and voted on as “regret”. This is a
temporary status, as they will be assigned the correct status once the party
list is uploaded into OmegaRecruit for the next round.
30. Sort the Discuss tab in alpha order; insert a column on the left. Copy and paste the
vote-to-rank scores to the column on the left ensuring they match to the PNM –
make sure that the total scores are aligned to the right names.

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31. Give all PNMs on the Potential Discuss list that were not flagged an average score of
a 5 per voting member. (Multiply 5 times the number of voting members; so if there
are 100 voting members 5x100=500; each PNM not flagged would receive 500 Vote
To Rank points.)
32. Re-sort the list by vote-to-rank score, highest to lowest (descending).
33. Create the invite list.
a. Go to the Invite tab of the PNM Report. Count the number of PNMs on the list
and determine how many additional PNMs need to be added to complete
your invite list.
b. Go to the Discuss tab and take the top (however many) from that list and cut
them from here and paste them into the invite list of the Master Voting
Report at the bottom.
c. Sort the invite list by total score, highest to lowest. Confirm you have the
correct number of PNMs on the list.
d. This is your invite list.
34. Create the release list.
a. Go back to the Discuss tab. The remaining PNMs will be released.
b. Cut of the remaining PNMs from the list and paste them into the Release tab
in the Master Voting Report.
c. Sort the release list by total score highest to lowest.
d. This is your release list.
35. Create the flex minus list.
a. Go to the Invite tab of the PNM Report. Make sure your invite list is sorted
highest to lowest by total score.
b. The LAST person on your invitation list is the FIRST person on the flex minus
list. They have the lowest total score on the entire invitation list, therefore
they are the first PNM you would want to remove if necessary.
c. To make this simple, count the number of PNMs you need on your flex minus
list from the bottom up on your invite list.
d. Copy (DO NOT CUT) them into the flex minus tab.
e. Insert a column on the left. Fill in a count – this will ensure you have the right
number of people on your list.
f. Sort by the count column highest to lowest. This will invert your list and put
it in the right order.

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 g. This is your flex minus list.
36. Create the flex plus list.
a. Go to the Release tab of the Master Voting Report. Make sure your release list
is sorted highest to lowest by total score.
b. The FIRST person on your release list is the FIRST person on the flex plus list.
They have the highest total score on the entire release list, therefore they are
the first PNM you would want to add if given the opportunity.
c. To make this simple, count the number of PNM you need on your flex plus
list.
d. Copy (DO NOT CUT) them into the flex plus tab.
e. This is your flex plus list. Note: You do not need to re-sort your flex plus list,
as it should be in the correct order.
37. Save the Master Voting Report using the date and time. Also note if it is primary or
secondary quota if you have both.
38. Enter the information into ICS or Campus Director (invite, flex plus, flex minus).

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APPENDIX I – COB EMAILS
Should the chapter vote to not invite a PNM to membership via COB, you must inform her.
Consider sending the following email:

Dear [PNM name],

Thank you for your interest in Pi Beta Phi at [campus name]. We regret to inform you
that we will not be offering a bid at this time. We have enjoyed getting to know you
and wish you the very best. Thank you for your interest in Pi Beta Phi.

In Pi Phi,

[VPR Name]
VP Recruitment

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APPENDIX J – AAC RECRUITMENT CHECKLISTS

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