DRAFT 2016 Spirit Week & Formal Panhellenic Recruitment ... · DRAFT 2016 Spirit Week & Formal...

DRAFT

2016 Spirit Week & Formal Panhellenic Recruitment Schedule

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PNM Recruitment Team Panhellenic Gamma Chis Chapters Delivery Other

Spirit Week Saturday, August 6th All Day Chapters Move In to Houses Chapter Houses

11:00 am Confirm Pizza Order with Little Caesar’s

Sunday, August 7th 1:00 pm Chapter Assistant Meeting CB 212

2:00 pm Head Gamma Chi Meeting CB 212

3:00 pm Panhellenic Executive Council Meeting CB 212

3:30 pm Panhellenic Council Meeting CB 212

4:00 pm Recruitment Chair Meeting CB 212

5:00 pm President & Social Chair Meeting

Social Chairs meet 5:00-5:30pm

Panera provided for Presidents

CB 212

Monday, August 8th 10:00 am Recruitment Staff sets up for Gamma Chi Training Private Dining

Room @ The 90

11:00am Recruitment Team arrives for Recruiter Orientation Chapter Assistants take attendance

Singletary Center

11:00 am Make decision about rain location for Candlelight

12:00-5:00pm Recruiter Orientation

12:00 pm,

2:00pm

4:00pm

Singletary Center

12:00-5:00 pm Gamma Chi Training Private Dining Room @ The 90

5:30pm Panhellenic Committee Meetings

Scholarship: In charge of introducing scholarship speaker during the UK Survival Session during recruitment week. (August 15th - 6:30pm & 7:30pm)

VP of Organization: Coordinate pizza delivery for move in day (August 13th). Help organize meal with CSF (this will take place August 16th from 6p.m. to 9pm).

Programming: In charge of introducing police officer and representative from VIP Center during the UK Survival Session during recruitment week. (August 15th 6:30pm & 7:30pm).

Intersorority Relations: Helps organize the Candlelight Ceremony. Introduces scholarship chairs to recognize 4.0 GPAs, and introduces speaker.

Philanthropy: Discuss, and organize, school supply drive for recruitment week. It will take place August 13th at 6:00pm during the PNM orientation.

COB: Discuss COB plans.

White Hall VP Org 208 Programming 211 Scholarship 212 Intersorority 213 Philanthropy 214 Leadership 215 Publicity 217 COB 219

5:00 pm Recruitment Team Dinner with Jeannine Triplett

7:00 pm Recruitment Team sets up for Candlelight Memorial Hall

8:00 pm Candlelight Greek Plaza

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Tuesday, August 9th 9:00 am New Member Educator Training CB 214

9:00-10:00am Chapter Computer Training All chapters must send their computer person to do an initial training on how to use CampusDirector & OrgSync upload

CB 212

9:00-12:30pm Review of Philanthropy Round Functions

9:00 10:00 11:00 12:00

9:15 10:15 11:15 12:15

9:30 10:30 11:30

9:45 10:45 11:45

Chapter Houses

10:00 am Preference Volunteer Training CB 212


1:00-4:30 pm Chapter Meeting Visits

Sarah and Lauren will be meeting with all of the chapters to motivate the members for the exciting week ahead, while also reminding everyone of the rules for recruitment week

1:00 3:00

1:30 3:30

2:00 4:00

2:30

Chapter Houses

Wednesday, August 10th 9:00 am Confirm Jimmy John’s Order

9:00-11:00 am Dean West available for meetings with National Consultants POT 575

9:00-12:30 pm Chapter Computer Training (30 min per chapter)

9:00 10:30 12:00

9:30 11:00

10:00 11:30

Chapter Houses


1:00-3:30 pm Mock Rotations; Chapter Assistants Swipe 1:00-1:30 pm 2:00-2:30 pm 3:00-3:30 pm

Chapter Houses

5:30 pm Recruitment Chair & President’s Meeting

Dinner Provided

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Thursday, August 11th

9:00-11:00 am Chapter Computer Training Time (30 min per chapter)

9:00 11:30

9:40 12:00

10:20 12:30

11:00

Chapter Houses


1:00-4:30 pm Chapter Meeting Visits

Sarah and Lauren will be meeting with all of the chapters to motivate the members for the exciting week ahead, while also reminding everyone of the rules for recruitment week

1:00 3:00

1:30 3:30

2:00 4:00

2:30

Chapter Houses

7:30pm Gamma Chi Social SkyZone

Friday, August 12th 8:00am Recruitment Team arrives to set up for training King Alumni

9:00-2:00 pm Gamma Chi Training King Alumni

11:30 am Jimmy John’s Delivery for Gamma Chi Training King Alumni

1:00pm Computer and Printer Delivery King Alumni

2:00-4:00 pm Gamma Chis and Sorority Women Move In Sorority Women must register at https://orgsync.com/82160/forms/197498

Residence halls

3:00 pm K Week Packets Delivered King Alumni

5:00-7:00 pm Gamma Chi Meeting King Alumni

7:00-8:00 pm Advisor Meeting/Training – chapter recruitment advisors must be in attendance

King Alumni

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Formal Recruitment Week Move In & Orientation

Saturday, August 13th 8:00—3:00pm Recruitment Assistants answer phones POT 575

8:30 am Potential New Members move in 9:00 am Even floors 11:00 am Odd floors

Residence Halls

1:00 pm Recruitment Team sets up for Family Orientation Singletary Center

2:00 pm Family Orientation Session 1 Singletary Center

4:00 pm Gamma Chis call any woman who has not moved in or checked in to the residence hall. Notify Emily Britt of the women who do not respond and have not checked in.

Residence Halls

4:00 pm Recruitment Staff arrives King Alumni House

5:00 pm Recruitment Team sets up for Family Orientation Singletary Center

5:30 pm House Directors arrive for Family/PNM Orientation Singletary Center

5:30 pm Philanthropy Chairs deliver school supplies Singletary Center

5:30 pm Pizza Delivery begins—Nisha coordinates Gamma Chi Groups XX – XX pick up pizza

King Alumni House

6:00 – 8:00 pm Fast Track Orientation Arts & Sciences Building

6:00 pm Parent Orientation Singletary Center

6:00 pm Gamma Chis groups XX – XX meet with recruitment groups Commuter groups meet in White Hall CB 201, 203, 204, 205, 207, 208, 209, 211, 212, 213, 214, and 215

Residence Halls

6:15 pm Chapter Assistants set up to take attendance at PNM Orientations

Singletary Center

6:30 pm Pizza Delivery 2—Nisha coordinates Gamma Chi Groups XX – XX pick up pizza

King Alumni House

7:00 pm PNM Orientation for Gamma Chi groups Alpha - XX Singletary Center

7:00 pm Gamma Chi Groups XX – XX meet with recruitment groups Gamma Chi Groups XX – XX meet with recruitment staff Bring: grade changes, name tag reprints, missing PNM information, and all lunch orders

Residence Halls King Alumni

8:00 pm PNM Orientation for Gamma Chi groups XX - Nu Singletary Center

8:00 pm Gamma Chi Groups XX – Nu Meeting Bring: grade changes, name tag reprints, missing PNM information, and all lunch orders

Residence Halls

7:00 pm Recruitment Staff calls missing PNMs

Midnight Final PNM list posted to CampusDirector with NEW numbers based on alphabetical order and primary/secondary pool designation

Open House Day 1

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Special Schedules apply to FastTrack

Nursing. Other groups will be noted in

this schedule by August 1.

Sunday, August 14th 7:30 am Sorority House Review by Recruitment Team

Lauren: Ellie:

Sarah: Mary Ann:

8:00 am Gamma Chis pick up Open House Schedule & final list of recruitment group with Potential Member ID numbers

King Alumni House

8:30 am Gamma Chis meet with recruitment groups Residence Halls/ KAH

Open House Functions 30 minute functions

Start End

9:00 AM 9:30 AM

9:40 AM 10:10 AM

10:20 AM 10:50 AM

11:00 AM 11:30 AM

11:40 AM 12:10 PM

12:20 PM 12:50 PM

BREAK

2:00 PM 2:30 PM

2:40 PM 3:10 PM

3:20 PM 3:50 PM

4:00 PM 4:30 PM

4:40 PM 5:10 PM

5:20 PM 5:50 PM

6:00 PM 6:30 PM

6:40 PM 7:10 PM

7:20 PM 7:50 PM

SPECIAL SCHEDULES 10 minute split functions

Start End

11:40 AM 11:50 AM

12:00 PM 12:10 PM

12:20 PM 12:30 PM

12:40 PM 12:50 PM

BREAK

5:20 PM 5:30 PM

5:40 PM 5:50 PM

6:00 PM 6:10 PM

6:20 PM 6:30 PM

6:40 PM 6:50 PM

7:00 PM 7:10 PM

7:20 PM 7:30 PM

7:40 PM 7:50 PM

6:00—9:00pm Dessert Reception for PNMs

6:00—7:00 pm Groups Alpha – Delta

7:00—8:00 pm Groups Epsilon – Theta

8:00—9:00 pm Groups Iota – Nu

CSF

8:00pm Chapters send 10 recruiters for Special Schedules Sigma Chi House


9:00 pm Gamma Chi debrief meeting King Alumni House

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Open House Day 2 Monday, August 15th

Open House Functions 30 minute functions

Start End

9:00 AM 9:30 AM

9:40 AM 10:10 AM

10:20 AM 10:50 AM

11:00 AM 11:30 AM

11:40 AM 12:10 PM

12:20 PM 12:50 PM

BREAK

2:00 PM 2:30 PM

2:40 PM 3:10 PM

3:20 PM 3:50 PM

4:00 PM 4:30 PM

4:40 PM 5:10 PM


Start End

4:00 PM 4:10 PM

4:20 PM 4:30 PM

4:40 PM 4:50 PM

5:00 PM 5:10 PM

Following last function

Gamma Chis meet with group and PNMs complete Sorority Sorts with rankings.

Residence Halls/KAH

5:30 pm Recruitment staff arrives King Alumni House

6:00pm Chapters send 10 recruiters for Special Schedules Sigma Chi House

6:30 pm Gamma Chi groups Alpha – Zeta attend UK Survival Session Memorial Hall

6:45 pm Gamma Chis Alpha – Zeta enter priority rankings King Alumni House

7:30 pm Gamma Chi groups Eta – Nu attend UK Survival Session Memorial Hall

7:45 pm Gamma Chi groups Eta – Nu enter priority rankings King Alumni House

9:00 pm Gamma Chi debrief meeting King Alumni House

10:10 pm Deadline for chapters to submit PNM Invitation and Plus/Minus lists online at https://uky.mycampusdirector.com for SECOND ROUND. Print a hard copy of each list for chapter records. Do not forget to submit invitations for both primary and secondary pools. Plus List: List in the order you wish to add. The PNM you would like to be added first is listed at the top of the window. Minus List: List in the order you wish to be removed from your invitation list. The PNM you would like to be released first is listed at the top of the window.

https://uky.mycampusdirector.com/

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Philanthropy 1 Tuesday, August 16th

Second Round Functions - PNMs may attend up to 10 functions

40 minute functions The number of functions may be reduced for some

chapters Start End

9:00 AM 9:40 AM

9:55 AM 10:35 AM

10:50 AM 11:30 AM

11:45 AM 12:25 PM

BREAK

1:00 PM 1:40 PM

1:55 PM 2:35 PM

2:50 PM 3:30 PM

3:45 PM 4:25 PM

4:40 PM 5:20 PM

5:35 PM 6:15 PM

BREAK - TENTATIVE

7:00 PM 7:40 PM

7:55 PM 8:35 PM


Start End

4:10 PM 4:25 PM

4:40 PM 4:55 PM

5:05 PM 5:20 PM

5:35 PM 5:50 PM

6:00 PM 6:15 PM

7:30 am Sorority House Review by Recruitment Team

Lauren: Ellie:

Sarah: Mary Ann:

7:00 am Second Round (1st Invitational) schedules available online for chapters

7:30 am Gamma Chis pick up PNM Schedules King Alumni House


8:00—3:00pm Super Crew Training – chapter members to be excused

11:00 am Jimmy John’s Delivery Scheduled

Recruitment assistants package for each group

Greek Park

12:25 pm Gamma Chis pick up food King Alumni House


6:00pm Chapters send 8 recruiters for Special Schedules Sigma Chi

6:30 pm Gamma Chis debrief meeting. King Alumni House

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Philanthropy 2

Wednesday, August 17th

Second Round Functions - PNMs may attend up to 10 functions


chapters Start End

9:00 AM 9:40 AM

9:55 AM 10:35 AM

10:50 AM 11:30 AM

11:45 AM 12:25 PM

12:40 PM 1:20 PM


Start End

12:10 PM 12:25 PM

12:40 PM 12:55 PM

1:05 PM 1:20 PM


8:00—6:00pm Super Crew Training – chapter members to be excused

11:30 am Recruitment Staff arrives King Alumni House



Residence Halls/KAH

2:30 pm Gamma Chis enter priority rankings. Debrief meeting immediately following.

King Alumni House

7:00 pm Deadline for chapters to submit PNM Invitation and Plus/Minus lists online at https://uky.mycampusdirector.com for THIRD ROUND. Print a hard copy of each list for chapter records. Do not forget to submit invitations for both primary and secondary pools.

7:00 pm LLP Events – Community Socials


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Sisterhood 1

Thursday, August 18th

Third Round Functions - PNMs may attend up to 6 functions


chapters Start End

9:00 AM 9:50 AM

10:05 AM 10:55 AM

11:10 AM 12:00 PM

BREAK

1:30 PM 2:20 PM

2:35 PM 3:25 PM

3:40 PM 4:30 PM

4:45 PM 5:35 PM

5:50 PM 6:40 PM

BREAK - TENTATIVE

7:30 PM 8:20 PM

8:35 PM 9:25 PM


Start End

1:30 PM 1:50 PM

4:10 PM 4:30 PM

4:45 PM 5:05 PM

5:15 PM 5:35 PM

5:50 PM 6:10 PM

6:20 PM 6:40 PM


Lauren: Ellie:

Sarah: Mary Ann:

7:00 am Third Round (2nd Invitational) schedules available online for chapters

8:00 am Gamma Chis pick up PNM Schedules King Alumni House

8:00–1:00 pm LLP Community Events


8:00—2:00pm K Crew Training – chapter members to be excused


7:00pm Chapters send 5 recruiters for Special Schedules Sigma Chi

Following Last Function

Gamma Chis debrief meeting. King Alumni House

TBD Gamma Chis move to Kirwan 2

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Sisterhood 2

Friday, August 19th

Third Round Functions - PNMs may attend up to 6 functions 50 minute functions

The number of functions may be reduced for some chapters Start End

9:00 AM 9:50 AM

10:05 AM 10:55 AM

11:10 AM 12:00 PM

8:00—2:00pm Regular Move In – chapter members to be excused

8:00—1:00pm Optional LLP Events

11:30 am Recruitment Staff arrives King Alumni House



Residence Halls/KAH

12:00 pm Gamma Chis enter priority rankings. Debrief meeting immediately following.

King Alumni House

4:00 pm Potential New Members and Gamma Chis do Pre-Preference Orientation. Commuter groups in White Hall

CB 201, 203, 204, 205, 207, 208, 209, 211, 212, 213, 214, and 215

5:00 pm Deadline for chapters to submit PNM Invitation and Plus/Minus lists online at https://uky.mycampusdirector.com for PREFERENCE. Print a hard copy of each list for chapter records. Do not forget to submit invitations for both primary and secondary pools.

5:30 pm K-Crew Leaders busy – chapter members to be excused

5:30 pm Residence Hall floor meetings

7:00 pm K-Week Kick Off


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Preference Round

Saturday, August 20th

Preference Round Functions - PNMs may attend up to 2 functions 55 minute functions

The number of functions may be reduced for some chapters Start End

8:00 AM 8:55 AM

9:05 AM 10:00 AM

10:10 AM 11:05 AM

11:15 AM 12:10 PM

12:20 PM 1:15 PM

1:25 PM 2:20 PM


Lauren: Ellie:

Sarah: Mary Ann:

7:00 am Preference Round schedules available online

7:00 am Gamma Chis must be moved out of the residence halls. Be sure to leave the rooms the same as when you moved in. Return keys to front desk.

7:00 am Gamma Chis pick up PNM Schedules from Susan and drop off personal items

DO NOT DISTRIBUTE UNTIL AFTER PRE-PREFERENCE ORIENTATION QUIZ HAS BEEN SUBMITTED

King Alumni House

8:00 am Recruitment Team & Staff set up for MRABA Signing Memorial Hall

8:30 am Preference Volunteers arrive Memorial Hall

9:00—5:00 pm Immediate after attending last preference event PNMs go to sign (MRABA) and record their preferences or withdraw from recruitment

Memorial Hall

9:00—10:30am Honors Reception Memorial Coliseum

11:30 am Salsarita’s Delivery – Preference Volunteers Memorial Hall

2:20 pm Gamma Chis report to King Alumni immediately following the last round. Gamma Chis will stay until chapters have submitted their bid lists and all MRABAs have been verified.

King Alumni House

3:30 pm New Student Induction Ceremony

4:30 pm Salsarita’s Delivery – Gamma Chis King Alumni House

6:00—9:30pm K-Crew Leaders busy – chapter members to be excused

9:00 pm Deadline for chapters to submit preference list online to https://uky.mycampusdirector.com for BID MATCHING. Every woman scheduled to attend a preference event must appear on that fraternity’s bid list. Print a hard copy of each list for your chapter records. Do not forget to submit invitations for both primary and secondary pools.


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Bid Day Sunday, August 21st

6:00 am Chapters check Campus Director for Snap Bid Eligibility List

7:00 am Chapters submit snap bid lists via email to [email protected]

7:30 am Gamma Chis receive list of PNMs who did not receive a bid for notification as well as any PNMs who should be offered a snap bid.

8:30 am Gamma Chis return Snap Bid acceptances via text message to Emily Britt at 205-541-4144

9:00 am Chapter Advisors arrive with at least 120 bid cards and envelopes. Chapter advisors complete bid cards, double check them and return them to Emily Britt.

King Alumni House

11:30—2:15pm K-Crew Leaders busy – chapter members to be excused

12:00 – 2:00pm K-Team Lunch Meeting

2:00 – 4:00pm LexMart

12:00 pm Chapter Membership Recruitment Chair meeting and bid list distribution

King Alumni House

3:30 pm Recruitment Staff moves to Memorial Coliseum

4:00 – 7:00pm IFC Main Lawn Mingle Main Lawn

4:00 pm Gamma Chis meet PNMs and take them to the Panhellenic pledging ceremony. Bids will be distributed after the ceremony. Gamma Chis return a hard copy of the snap bid acceptances.

4:00 pm Chapter Presidents report to Panhellenic pledging ceremony Memorial Coliseum

4:30 pm Three representatives from each chapter report to assigned area to meet new members. Chapters should take roll, report to Emily Britt via text message at 205-541-4144 any new members not present, have new members complete the blue grade release card and give to Sarah Macke before leaving.

Memorial Coliseum

Chapter members are required by the Dean of Students Office and NPC to remain inside their Recruitment Facilities/Chapter Houses beginning at 2pm until new members arrive on the lawn.

5:00 pm New members report to chapters in the Coliseum.

5:30 pm New members report to chapter houses when recruitment staff releases the chapters from their assigned area.

6:00pm Chapter events begins

Continuous Open Bidding BEGINS Sunday, August 21, 2015 at 7:00 pm.

No formal or informal bids may be offered until this time. All COB new members must complete an acceptance card and grade release card within 24 hours of accepting the bid. Chapter total will be set on August 26

based on average chapter size.

mailto:[email protected]

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Chapters’ Deadlines Monday, August 15 10:00 pm Invitation List for Second Round Wednesday, August 17 7:00 pm Invitation List for Third Round Friday, August 19 5:00 pm Invitation List for Preference Round Saturday, August 20 9:00 pm Preference List for Bid Matching Sunday, August 21 7:00 am Snap Bid List emailed to [email protected] Sunday, August 21 9:00 am Chapter advisors complete bid cards

Deadlines Fines

$5.00/minute for

1-30 minutes late

$7.00/minute for

31-45 minutes late

$10.00/minute for 46-

60 minutes late

$15.00/minute for 61

or more minutes late

Any information submitted more than an hour and a half late will also have non-monetary penalties.

First time beyond an hour and a half late – one hour of service must be completed for every minute that

the information was late

Second time beyond an hour and a half late – social probation for the Fall 2016 semester (social

probation means a chapter may not sponsor any social activities, including formals, dances, etc.)

Flex List Instructions

Plus List: List in the order you wish to add. (First possible addition is listed at the top of the window.)

Minus List: List in the order you wish to be removed from your invitation list. (The PNM you would like to be

released first is listed at the top of the window.)

Adding PNMs to Invitation Lists

Chapters who would like to add potential new members to their invitation list once it has been submitted will be

allowed only if the Potential New Member has an opening in her schedule and charged a fee of $500 per

Potential New Member.

Snap Bid Instructions

In Campus Director, under “General” click “Withdrawn PNMs”. Select “Alphabetically” and “List all PNMs who

have withdrawn”, then “Save to File.” Delete all women with “-1” who did not attend Open House. List the

remaining women in preferential order you agree to pledge. Email the list to [email protected] by 6:00 a.m.

Friday.

Emergency Numbers

Panhellenic President Sarah Macke 502-554-4701

Panhellenic President Elect Ellie Cahill 630-747-8842

Panhellenic VP Recruitment Lauren Winkler 502-552-4358

Panhellenic VP Recruitment Elect Mary Ann Miller 513-565-2324

Director, FSA Susan West 859-338-8222

Assistant Director, FSA Emily Britt 205-541-4144

Assistant Director, FSA Jenna Lyons 803-917-9654

Recruitment Assistant Maddie McNabb 859-628-2554

Definitions

Recruitment Team: PC President, VP-Recruitment, President Elect, & VP-Recruitment Elect

Recruitment Staff: Recruitment Assistants



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Round Descriptions

Round One – Open House

The first recruitment functions will be open houses that are intended to provide potential members with an informative introduction to sorority life and Greek membership.

Potential members are provided a recruitment week shirt for her to wear during the first round.

No decorations shall be used during open house.

There will be no conversation breaks allowed during the party period.

Sorority members are to wear their nationally distributed letter jerseys in their sorority colors.

The potential members are encouraged to dress in comfortable shorts and to wear walking shoes. Chapters must use activities or songs promoting “Go Greek” if they choose to sing while potential members exit the house.

Round Two

The second recruitment functions are intended to further familiarize sorority life to the potential members including each chapters’ philanthropy as well as getting to know them better.

Conversation for the each of the functions will emphasize the chapter's service opportunities.

Chapters may choose to have a service activity promoting their philanthropy during this round. This activity must directly relate to their philanthropy and help educate the Potential New Member on the chapters’ individual philanthropy. They also must put use to their service activity by contributing the results of the project to the appropriate agency.

Dress for potential members is casual shorts, skirts, and comfortable walking shoes.

Sorority members will wear a T-shirt promoting their philanthropy and/or philanthropy event. Chapters must use existing philanthropy shirts during this round.

Round Three

The third recruitment functions are intended to provide the potential members with the chapter's expectations of members i.e. financial, scholarship, housing obligations, service hours, etc. These topics should be discussed before the potential new member leaves the round.

Chapter may use a multimedia and testimonial presentation during this function. The presentation may not be professionally created. The presentation should not include singing or choreography but can include recorded background music. The presentation may last up to six (6) minutes of the event. The multimedia presentation must go along with the theme of “A year in the life of “name of chapter” and represent a normal day as a chapter member. This may include but is not limited to chapter meetings, study hours, sisterhood events, etc. Some topics that would be useful to discuss are financial obligations, time commitments, academics, sisterhood and the new member process. This must be a realistic portrayal of the chapter. No cups, bars, designer names, interactions or references to men are permitted.

One wall may be decorated where the multimedia presentation is taking place. Chapters may hold the presentation in multiple rooms but the decorating should not be extended to the other rooms.

Round Four - Preference

The final recruitment function is Preference, which is the final opportunity for potential members and sorority members to discuss membership commitment.

Potential members are encouraged to wear reception dresses.

No gifts, favors, preference letters or notes may be presented to the potential members at any time during any function or before pledging takes place.

DRAFT 2016 Spirit Week & Formal Panhellenic Recruitment ... · DRAFT 2016 Spirit Week & Formal...

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