National Panhellenic Conference

Julie Johnson, College Panhellenics ChairmanCarmela Martini, Area AdvisorAFLV Central 2011

Release Figure Methodology (RFM)for Fraternity / Sorority Professionals

Agenda

Pre-RFM Goals Carry Figures Flex Lists Priority Preference Bid Lists

Quota MRABA Format Secondary Quota Extension Reports Q & A

Pre-RFM Chapter carry figures (number to invite) based on

law of averages PNMs carried by chapters where they had no

statistical chance of matching• Set false expectations• Disillusioned with fraternity/sorority life• Multiple recruitment casualties Stronger recruiting chapters pledged quota and

weakest usually did not• Demoralized weaker recruiting chapters• Caused high attrition

CPH revolving door - always a system struggler

Release Figure Methodology

NPC adopted in 2003 with 10 pilot Panhellenics

Today….. RFM is used on over 410 campuses Confusion still exists

• Flex lists• Format• Priority• MRABA

RFM Concept

Stronger recruiting chapters required to release more PNMs earlier in recruitment process, allowing PNMs to focus on chapters that are a realistic option for them

Goals

To give each chapter a statistical chance to attain Quota

To allow each PNM to investigate realistic options and ultimately match with a sorority for which she has a preference

To optimize the total number of matches, thus growing the entire Greek system while also achieving parity

It’s Mutual

What does mutual mean? Managing expectations

Team and Responsibilities• Trained volunteers representing 24 member

groups• Each has a mentor or senior back-up specialist• Provide chapter carry figures, flex list numbers

and quota range• Works with FSA to determine quota and place

quota additions• Familiar with ICS and Campus Director• Can help evaluate recruitment and make

recommendations for improvement

Carry Figures – set daily for ea. group No chapter may exceed the carry figure Over inviting is not permitted in RFM When stronger recruiting chapters over invite

they hurt PNMs• Chapters are not statistically able to offer

membership to the surplus prospects Over inviting hurts other chapters

• Too many invitations in the system makes it statistically impossible for one or more groups to achieve Quota

Carry Figures – cont. Inviting fewer PNMS than the carry figure or

“under inviting” is strongly discouraged Greatly jeopardizes a chapter's chances of

matching Quota Causes PNMs to be unnecessarily released from

the system Permission in advance so RFM Specialist can

compensate National representative may be notified if

amount is significant

Carry Figures – cont.

Multiple chapters under inviting = lower Quota Chapter can’t be forced to invite PNMs they

know they do not wish to pledge• Within the rights of each chapter to determine its

own criteria for membership - no chapter can be forced to affiliate women

• As soon as a chapter knows that a PNM would not be offered a bid, chapter should discontinue inviting her to events – grades

Flex Lists

Two lists of potential new members – plus and minus list

Used to help optimize the invitations issued when a priority process is used by Panhellenic

Provide a powerful tool that enables the RFM Specialist to ensure that the number of PNMs returning closely approximates the return number being targeted for the chapter

Flex ListsBase invitation list of 100 – not in any particular order

12345…

96979899100

12345…

96979899100

96979899100

101102103104105

Minus list

Plus list

Flex Lists

Minus list is MANDATORY Plus list is HIGHLY RECOMMENDED but

cannot be mandatory because Panhellenic cannot mandate a minimum number of invitations

Chapters should be careful about including legacies on flex lists

Priority

PNMs should only rank chapters where they attend events

For ICS, use Option D “select and rank” Do not use “rank all” Re-invitations are a waste of time and energy

for the chapter and PNM

Priority Format 11-8-5-2 After Round of 11

• PNM clusters her top 8• PNM ranks #9, #10, #11

After Round of 8• PNM indicates where

she did not visit - DNV• PNM clusters her top 5• PNM ranks #2, #3, #4

Sample Priority Timeline Events run from 5-10pm 10-11:30pm PNMs submit priorities 10pm-8am Chapter Membership Selection 8am Chapter lists due online 8-9am RFM Specialist matches PNM preferences

with chapter invitations 10am Chapter lists available online 1pm PNMs receive their schedule of events 1:30pm Events begin for next round

Preference

Specialist will get the right number of PNMs to a chapter’s preference round but cannot persuade PNMs to choose a chapter

It is up to each chapter to close the sale Target bid list lengths for preference based on

historical performance If a chapter does poorly in preference

compared to previous years, it risks not making Quota

Bid Lists

• All women attending a chapter’s preference MUST appear on that chapter’s bid list

• Thus, a chapter must be willing to accept any PNM invited to Preference

• Prior to bid matching, verify that no releases were made by chapters after preference

Quota Range

RFM specialist can provide a Quota Range at any time for planning purposes – the first estimate can be provided on Open House day

Quota will be set after Preference after all bid lists have been submitted

Quota is set by the RFM Specialist in conjunction with the FSA

“A” list number is not Quota

Quota Additions• Chapters must accept quota additions unless

specific arrangements made prior to recruitment PNMs eligible for QAs when they maximize their

options during recruitment and…. PNMs must list every chapter on her MRABA

where she attended preference Important not to force PNMs to list all chapters No 5% rule

MRABA A PNM must sign this agreement to be eligible for

a formal bid MRABA and accompanying script are carefully

worded to explain to PNMs their options and their potential consequences

Use NPC Script Electronic Signature is binding Print out MRABA and have each PNM sign Resolution regarding Recruitment

Counselors in MRABA signing

Considerations with Schedule What you’ve “always done” isn’t necessarily the best

approach Elements of your schedule

• Days of the week• Consecutive days vs. rest days• Before term begins vs. after classes start • Number of events per round/chapter• Times of the day for events• Times that lists are due

Format does Matter Uneven format…

• makes achieving parity difficult• lowers retention by causing large releases in

certain rounds• increases UN-intentional single preferences which

can result in large number of Quota Additions Unnecessary rounds…

• Extend the recruitment process, reducing retention

• Have all PNMs visit strongest chapters twice• Sets unfair expectations with PNMs

Format Matters There should be an even

difference between consecutive rounds of recruitment • 12-9-6-3• 6-4-2

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6

3

6

4

2

5

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Format Matters If the difference

cannot be even, the first release should be smaller• 5-4-2 vs 5-3-2• 9-7-5-2 vs 9-6-4-2

“Unnecessary” rounds are discouraged• 4-4-3-2

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2

Secondary or Upper Class Quota Increases retention and usually placement of

upperclassmen in the recruitment process• If a large percent of PNM pool is upper class students• If a large percent of upper class PNMs do not receive

bids Helps groups with weaker recruiting strength

increase their share of freshmen new members Recruitment is seen as a more friendly process Secondary Quota decision must be made by

your Panhellenic well in advance of recruitment

Success of a Secondary Quota

Everyone involved must be committed to following the numbers

There will be two sets of carry figures given to each chapter – primary pool & secondary pool

Separate recruitment groups make it easier to track Upperclassmen

Chapters receive 2 quota numbers Pool of PNMs needs to be significant

Extension – special considerations

Change is not easy! Priority Recruitment is a NECESSITY Must advise RFM team in advance Assignment of Expansion RFM Specialist Special Considerations

• Quota Setting Methods• Changes to format

RFM Works! Higher percentage of chapters pledging Quota PNMs focusing on groups where they have a real

opportunity to pledge Chapters able to focus on PNMs they are

interested in pledging PNMs who “play by the rules” will be matched to

a group – no more “cross-cuts” Parity being achieved on college campuses = a

stronger Greek system RFM only works if the individual groups

follow the recommendations

TrendsNumber of Campuses Completing Recruitment 353

Raw Change in Open House Pool from Prior Year 7516

Percentage Change in Open House Pool from Prior Year 8.02%

Raw Change in Quota from Prior Year n/a

Percentage Change in Quota from Prior Year n/a

Raw Change in Total Pledged from Prior Year: +6548

Percentage Change in Total Pledged from Prior Year +2.4%

Percentage of Open House Pool Matched in 2008 77.5%

Percentage of Open House Pool Matched in 2009 78.27%

When RFM Is Not Enough

Flexible scheduling Support of releasing a modest number of

PNMs Communication with national organizations

about Preference improvements Mechanics of Bid Day

• Bid Distribution• Understanding Bid Day No-Shows

Reports

National Headquarters of groups on that specific campus and FSA receive overall – all chapter CPH report

National Headquarters receives chapter specific report

All-chapter report

Chapter specific report – top section

Chapter specific report – middle section

Chapter specific report – bottom section

Recruitment Management Systems

Innova’s Campus Director Interactive Collegiate Solutions’ Recruiter Your specialist will need your council login

Q & A