Policies

I. General Provisions

• A Fall Formal Recruitment shall be held.
• All NPC Unanimous Agreements shall be upheld.
• All fraternity members, alumnae, and prospective members are responsible for knowing and observing the Membership Selection Policies.
• The PHA shall provide standardized financial information on each chapter to the prospective member through their Recruitment Counselors.
• The NPC Quota-Total system shall be used during Fall Formal Recruitment. The decision of when quota will be set shall be determined at the last Recruitment council before Fall Formal Recruitment. The Quota Additions process will be utilized after bid lists have been exhausted by the computer bid matching process. One alumnae advisor from each chapter will be invited to participate in the Quota Additions and verification process.
• The Panhellenic Association reserves the right to find a chapter or prospective member responsible for an infraction even though it may not be specifically covered in this document.
• The KU Panhellenic Judicial Board reserves the right to impose monetary fines, up to $250, for repeated offenses and/or infractions, even when such fines are not directly stated in this document.

II. Implementation of NPC Recruitment Resolutions

• Eliminate all outside decorations except one banner for each Fall Formal Recruitment event round.
• Fall Formal Recruitment activity shall be confined to the chapter house or other Fall Formal Recruitment facility, which is defined as the inside of the structure, the front porch, and the steps leading to it.
  • Open House Round – The use of any themes and decorations shall be prohibited. Banners are restricted to the chapter name and/or a simple greeting which is defined as “Welcome to Chapter name”
  • First Invitational Round – Decorations are NOT permitted.
  • Second Invitation Round – No more than 20 minutes of the event period may be dedicated to a skit. Decorations must be limited to the rooms in which perspective members are being recruited.
  • Preference Round – Decorations must be limited to the rooms in which perspective members are being recruited.
• Discourage elaborate costuming and the purchase of special recruitment outfits.
  • On Open House Round, all chapter members will wear T-shirts that clearly support KU and the Greek Life Community as a whole and shorts. (Women uncomfortable in shorts may wear skirts or pants).
  • The bulk ordering or mandated purchases of clothing are prohibited for all rounds of Fall Formal Recruitment. Except for chapter logo printed T-shirts. Individuality of chapters is encouraged with the exception of shorts.
• The total amount spent on recruitment activities may not exceed $4,000.00. This amount includes any gifts, donations; mandated fees placed upon chapter members, and any chapter expenditures. Each chapter is required to turn in an itemized copy of their budget to Panhellenic. Mandated fees placed upon chapter members do not include short-sleeved printed tee shirts. The purchase of these T-shirts will not be mandatory.
• The duration of Recruitment shall be from the time Residence Halls open up to and including Bid Day.
  • There shall be no chapter activities involving collegiate men and/or alcohol for the duration of Recruitment. This includes, but is not limited to, the participation or attendance of collegiate men at mock recruitments.
  • There shall be no chapter activities involving alcohol for the duration of Recruitment. This applies to all chapter members whether or not they are of legal drinking age (21). This includes, but is not limited to, a casual drink with a meal.
  • There shall be no chapter activities involving men and/or alcohol for a 24 hour period after the time a prospective member receives her bid. This applies to all chapter members whether or not they are of legal drinking age (21). This includes, but is not limited to, a casual drink with a meal and the general fraternizing with men.
  • These stipulations are otherwise known as the Three Bs: Boys, Booze, and Bars.

III. Contact Rules

• Phase 1: Academic school year (fall and spring semesters). This phase includes any time that the University of Kansas is having classes or final examinations and Fall Formal Recruitment is not in progress.
  • Individual fraternities may have sibling parties.
  • Continuous Open Recruitment may occur during this time, provided that the chapter meets the requirements. (Article V)
• Phase 2: Summer and Winter Breaks. Summer break will begin on the last day of final examinations in May and will last until the University Residence Halls open. Winter break will begin on the last day of final examinations and will last until the first day of Spring semester.
  • Pre-recruiting by any active fraternity of the University of Kansas Panhellenic Association of any women enrolled at the University of Kansas and/or planning to participate in Fall Formal Recruitment at the University of Kansas about a specific chapter is prohibited. This may include visits to chapter houses or other casual, conversational interaction between chapter members and prospective members regarding specific chapter Recruitment activities that takes place on or off the University of Kansas campus. Any fraternity member or alumnae communication about any specific chapter(s) is considered pre-recruiting. However, speaking favorable about the Greek community is highly encouraged.
  • Local Panhellenic, active or alumnae, may hold pre-recruiting activities which do not violate the University of Kansas Membership Selection Policies.
• Phase 3: Fall Formal Recruitment begins when the University Residence Halls open and continues up to and including Bid Day.
  • There shall be no contact, besides normal, casual contact, between prospective members and fraternity members, active or alumnae, outside of the recruitment events. This applies to familial relationships when a chapter member and prospective member are related in any way. Normal, casual contact is friendly behavior or the way that you would normally address an acquaintance. Inappropriate contact may include, but is not limited to, assisting with move-in day, text messaging, Facebook/MySpace, lunch dates, and shopping. Strict silence shall be enforced from the point at which a prospective member signs her preference card until the point at which she receives her bid.
  • There shall be no discussions between Recruitment Counselors and any fraternity member pertaining to membership selection and/or prospective members.
  • Local Panhellenic, active or alumnae, may not hold pre-recruiting activities.
  • Fraternity members shall not make promissory comments, or indicate in any way to a prospective member that she will be given any invitation to a recruitment event or for membership. For example, statements alluding to future Recruitment events may inadvertently cause a prospective member to assume a future invitation to a chapter. This may include, but is not limited to, “I’m looking forward to seeing you tomorrow.” Neither shall any fraternity member ask a prospective member to state her fraternity preference or any other fraternity that is recruiting her. Likewise, a prospective member shall not give a promise, verbal or written, to join a certain fraternity before formal bids are given through the Panhellenic Association. Neither shall a prospective member state her fraternity preference or any other fraternity that is recruiting her.
  • During Fall Formal Recruitment a prospective member shall have no contact with any University of Kansas undergraduate or alumnae fraternity member, male or female, starting at the time that a prospective member signs her preference card to when she receives her bid.
• Violation of Contact Rules is a MAJOR infraction.

IV. Continuous Open Recruitment

• Purpose: Continuous Open Recruitment (COR) enables chapters that do not fill FFR quota and/or are below campus total to take additional new members through an informal recruitment process.
• COR begins 24 hours after the completion of Fall Formal Recruitment (defined as the time at which the Panhellenic Association issues bids to prospective members on Bid Day) and continues throughout Phase 1 (Contact Rules, IV).
• Panhellenic Role
  • Update and distribute COR prospective member roster and “COR Prospective Member Interest Forms” to chapters once every week.
  • Distribute roster of bids extended through COR to Fraternity & Sorority Life Advisor(s) once every month.
  • Act as a liaison between prospective members and chapters.
  • Host, organize, and plan a COR Open House for all chapters participating in COR at the beginning of the fall semester.
• Chapter Role
  • Prior to participation in COR a chapter must submit a member roster to the Panhellenic Association (Assistant for Recruitment).
  • Chapters must inform the Panhellenic Association (Assistant for Recruitment) of COR events by completing a “Notice of COR Event Form” no later than one week after the date of the event.
  • Chapter purchases for prospective members shall be limited to: food, non-alcoholic beverages, and planned COR activities or entertainment.
  • Chapter financial obligations for new members must be communicated to prospective members participating in COR events. The prospective member is allowed to take only financial information home.
  • Bids shall be issued to prospective members (orally or in writing) by only the by only the chapter officer responsible for the recruitment process or other fraternity member designated by this woman.
  • Within one week of meeting campus total and/or quota, a chapter must submit a member roster to the Panhellenic Association (Assistant for Recruitment).
• Prospective Member Role
  • Eligibility: Any woman enrolled at the University of Kansas as a full-time student is eligible to participate in COR unless:
    • She is or was an initiated member of a chapter.
    • She signed a preference card and refused the chapter to which she was matched.
    • She signed a preference card and de-pledged within one calendar year.
  • Eligible and interested women should complete the “COR Prospective Member Interest Form” and return it to the Panhellenic Association (Assistant for Recruitment).
  • Within one week of accepting a bid, the new member must sign and return a preference card to the Panhellenic Association (Assistant for Recruitment).

V. Recruitment Staff/Recruitment Counselors

• Effecting Chapter
  • Chapters shall not reveal Recruitment Staff or Recruitment Counselors before or during Fall Formal Recruitment.
  • Recruitment Staff and Recruitment Counselors will not participate in any recruitment workshops or any recruitment activities. They will not be penalized in any way.
  • No chapter president may be a Recruitment Counselor.
  • Chapters should expect Recruitment Staff and Recruitment Counselors to maintain the standards listed in Article V and are encouraged to report concerns or possible violations to the Judicial Board.
• Effecting Recruitment Staff and Recruitment Counselors
  • Recruitment Staff and Recruitment Counselors shall not reveal their affiliations during Fall Formal Recruitment.
  • Recruitment Staff and Recruitment Counselors will become members of the Panhellenic Association and disaffiliate from their chapters during Recruitment meetings; they will completely disaffiliate at the beginning of Recruitment Work Week.
  • Recruitment Staff and Recruitment Counselors must attend all required Recruitment Staff Events, if a woman must be absent Recruitment Staff must notify the Vice President for Recruitment, Recruitment Counselors must notify the Head Recruitment Counselors.
  • Recruitment Staff and Recruitment Counselors will keep the confidentiality of the Prospective Members and will not speak to chapter women about the Prospective Members. They will not go back to individual chapters and discuss with those chapters the business that was spoken about Recruitment with Recruitment Staff, Recruitment Counselors and the Prospective Members.
  • Recruitment Staff and Recruitment Counselors may not speak unfavorably of any chapter, individual, nor may they present any biased information or views.
  • In the absence of a Recruitment Counselor, a Recruitment Staff member will escort prospective members to parties.
  • Any member of Recruitment Staff that does not follow the expectations set before her in her position will be asked to step down as a member of Recruitment Staff and return to her individual chapter. The incident will then go to Judicial Board which will then decide upon an appropriate penalty for that woman and her chapter.
  • Any Recruitment Counselor that does not follow the expectations set before her in her position will be asked to step down and return to her individual chapter. That specific chapter will then be suspended the following year in regards to the eligible number of Recruitment Counselors.
    • For a chapter with one infraction to this policy, they will be allowed the minimum number of Recruitment Counselors, which will be two (2).
    • For a chapter with two or more infractions to this policy, they will be unable to have any member of their chapter be selected as a Recruitment Counselor for the following year.
    • This infraction/penalty for the chapter will last for one year (for example being Recruitment 2000 to Recruitment 2001.)
  • Memos may be sent by Recruitment Staff at any time during recruitment. Time sensitive information will be sent prior to disc turn in deadlines.
• Selection of Recruitment Counselors
  • Recruitment Counselors shall be selected at a designated time by the Panhellenic Association. The nominee must have been involved as a sorority member during a minimum of one formal recruitment period at the University of Kansas.
  • Each chapter may submit a specific number of applicants as designated by the Panhellenic Association as representatives through an application and interview process. At least two women from each chapter will be chosen.
  • A woman may only be a Recruitment Counselor once with the exception of the Head Recruitment Counselors.
  • Recruitment Counselor must be a student at the University of Kansas during the time of election, the Spring semester prior to Recruitment, and the Fall semester of Recruitment. Recruitment Counselors may also be students at the University of Kansas Medical Center during the Fall semester of Recruitment.
• Effecting Recruitment Counselors
  • Recruitment Counselors will remain outside the recruiting area while the events are in progress.
  • Recruitment Counselors may not return to their chapters on Bid Day until the Panhellenic Association releases them.
  • Recruitment Counselors who have more than one unexcused absences will be ineligible to act as a Recruitment Counselor. The Head Recruitment Counselors must excuse any and all absences.
  • While the prospective members are inside chapter houses for an event a Recruitment Counselor must be present outside the chapter facility at all times to record event times and be available to Recruitment Staff.
  • Recruitment Counselors are responsible for taking prospective members to the bathroom during passing times between events. Recruitment counselors and prospective members must be out of the chapter seven to ten minutes before the event starts to allow the chapters’ adequate time to prepare for the next event.

VI. Fraternity Role

• No fraternity member may buy anything for a prospective member nor may any prospective member leave the event with anything from the chapter.
• During Fall Formal Recruitment a fraternity may not re-extend an invitation to a prospective member who was not on its signed invitation list unless permitted by the Vice President for Recruitment with approval from the Director of Fraternity and Sorority Life.
• During Fall Formal Recruitment a fraternity must include on the final bid list all prospective members who were invited and attended the chapters’ preference activities.
• Each chapter is responsible for educating its members on appropriate recruitment conversation and each chapter is responsible for what individual members say and do during Recruitment.
• All chapters are responsible to start and end on time as noted in the Recruitment Schedule and official Recruitment time. The Vice President for Recruitment will provide “official recruitment time.” Chapters will be allotted a grace period set by the Judicial board before the event is scheduled to begin and immediately after the event is scheduled to end. Chapters may also be allotted a grade period after the event is scheduled to begin and before the event is scheduled to end. Violations of the official recruitment schedule will result in a mandatory $25.00 fine for each violation.
• If a chapter’s recruiting area is not suitable, an appropriate facility will be selected by the chapter and approved by the Vice President for Recruitment and the Director of Fraternity and Sorority Life.
• The use of holding rooms shall be permitted provided that there are no decorations, and there are no activities for the prospective members while waiting for the event to begin.
• In the event of inclement weather chapters must use their best judgment making every effort to place the prospective members in an area separate from chapter members. If two rooms are not available in keeping the chapter members separate from the prospective members please use your judgment in keeping them separated in the room you are using.
  • In the event of inclement weather chapters may provide prospective members with trash bags to use when going from rounds to rounds.
  • Contact in the event of inclement weather will be held as follows:
    • Please report damages or late starts to the main recruitment phone line. If your chapter must start late please note that you must end on time unless otherwise informed by the Vice President for Recruitment or the Director of Fraternity and Sorority Life.
    • The Vice President for Recruitment and the Director of Fraternity and Sorority Life will make all decisions regarding changes to Fall Formal Recruitment and will be in contact with the Recruitment chairs.
    • The House Director and Presidents should be the first ones to inform prospective members on where they should be moving to with only Chapter Executive Board members to follow with directions.
• During recruitment activities no chapter or chapter members may speak unfavorably of any other chapter or individual.
• During Fall Formal Recruitment, a chapter must be able to be contacted on a designated recruitment phone 24 hours a day. The chapters will be required to submit two phone numbers to the Panhellenic Association. One number must be a local phone number, preferably a landline. Failure to answer the designated Recruitment phone at all times will result in an initial fine of $25.00. An additional $25.00 will be issued for every incident thereafter.
• Each chapter is responsible for sending a representative from their chapter to every Recruitment Council meeting during the school year and the weeks surrounding Recruitment. If a representative cannot make a meeting, she shall send a chapter member in her place and will be held responsible for all material and information that is covered.
• The formal recruitment food schedule shall be the following:
  • When water is served it must be served in clear plastic cups.
  • Open Houses: water must be served at every event.
  • First Invitational: water must be served at every event.
  • Second Invitational: water must be served at every event
  • Preference Event: water must be served at every event and food and drinks may be served at every event.
  • Violations of the food schedule will result in a mandatory $25.00 fine per individual day of Recruitment.
• In the event that meals are not served in the dining hall facilities and are being provided by Panhellenic, they must be served in an area of the chapter that has no decorations. Chairs and tables must be provided for every prospective member. The Vice President for Recruitment must approve alternative dining solution if there is no area that can satisfy the above requirements.
• The Panhellenic Association strongly urges fraternities to invite only those prospective members they are SERIOUSLY CONSIDERING FOR MEMBERSHIP and follow the University of Kansas Panhellenic Association recommended release figures.
• Only active chapter members are allowed to participate in each chapter’s Fall Formal Recruitment. Alumnae, national officers, and house directors may help in an indirect manner only.
• Deadlines for chapter disc and invitational lists will be strictly enforced. To be on time a collegiate chapter member must accompany the completed disc and invitation list to the recruitment headquarters.
  • The collegiate member will be appointed by the chapter, and attend all disc and invitation deadlines.
  • An initial fine of $75.00 is issued for being one minute late. Thereafter, an additional $75.00 fine will be issued for every additional fifteen minutes late. After one hour past deadline, the $375 fine is still enforced and the chapter will be brought before the Judicial Board at that time. There will be no adjustments in time.
  • For each minute that a chapter is late for deadline they must wait one minute before receiving their list for the following event. There will be a 1 hour cap on the wait.
• First Invitational Round is reserved for, but not limited to, the presentation of philanthropy.
• Second Invitational Round is reserved for, but not limited to, the presentation of chapter financial obligations. It is the chapter’s responsibility to make sure that each prospective member is introduced to such information.
• If a chapter facility is available, Second Invitational Round is reserved for, but not limited to, a chapter house tour for prospective members.
• Second Invitational Round is reserved for, but not limited to, the presentation of a skit.

VII. Judicial Board Role

• PHAJB notice of infractions will not be distributed after the disc turn in deadline

VIII. Prospective Member Role

• No Prospective member shall buy anything for a fraternity member.
• During Fall Formal Recruitment a prospective member shall attend all events that she is scheduled to attend. In the event of illness or other emergency, she shall notify the Recruitment staff office and/or a Recruitment Counselor.
• Mandatory Acceptance shall be in effect for all prospective members. Failure to maximize event schedules accordingly shall result in the prospective member being released from the Fall Formal Recruitment. This applies to all event schedules, but not to preference card signing.
• No prospective members shall speak unfavorably of any chapter, chapter member, or other prospective member.
• Each prospective member is responsible for submitting all appropriate application materials and her non-refundable registration fee by the designated deadline in order to be eligible for Fall Formal Recruitment activities.
• Each prospective member must be a full time student at the University of Kansas to be eligible to participate in Fall Formal Recruitment.
• Chapters will be notified of any prospective member schedule conflicts by Recruitment Staff.
• Prospective members are responsible for reporting any violation of the Membership Selection Policies to the Panhellenic Association Recruitment Staff.
• If a prospective member decides to withdraw during Fall Formal Recruitment, she must complete a deferral form.
• A prospective member must report to the designated area and sign her preference card within 1 1/2 hours of the last preference round event she attends. A prospective member must be silent while making her decision unless she has questions for a Recruitment Staff Member.
• Prospective members will wear identical T-shirts on open house round.
• A prospective member may not drive to any Recruitment events.
• The use of cellular phones shall be prohibited during Fall Formal Recruitment.
• Strict silence shall be enforced from the time that the prospective member signs her preference card to when she receives her bid card.
• The use of alcoholic beverages or illegal drugs shall be prohibited.
• Prospective members shall refrain from social activities outside of the Panhellenic Association’s activities and will observe the designated curfew established by the Panhellenic Association.
• Chapters must allow Recruitment Counselors and prospective members to enter the chapter facility during passing times to use the restroom. A Recruitment Counselor and chapter escort(s) shall be present while prospective members are inside the facility. The chapter reserves the right to determine the number of women to be allowed into the house; however, it is recommended that no more than five (5) prospective members enter at one time. Chapters must designate the public bathroom to be a bathroom on the first level of the chapter house, if the facility allows.

IX. Membership Selection Policies Infractions

• National Panhellenic Conference Judicial Procedure Manual and Unanimous Agreements shall be upheld.
• During Recruitment the Judicial Process will be shortened to effectively address issues in a timely manner.

X. Prospective Member Grade Requirement

• There will be a grade requirement for prospective members set by the Panhellenic Association
  • A 2.75 cumulative GPA is required for prospective members coming out of high school
  • A 2.8 cumulative GPA is required for prospective members who are sophomores or transfer students

XI. Fall Formal Recruitment Structure

• Fall Formal Recruitment will consist of five stages: an open house round, the first invitational round, the second invitational round, the preference round, and Bid Day.
  • Open House Round
    • The open house round will consist of 13 events.
    • The length of each event will be 25 minutes, and the length of each passing period will be 25 minutes.
  • First Invitational Round
    • The first invitational round will consist of 8 events.
    • The length of each event will be 40 minutes, and the length of each passing period will be 35 minutes.
  • Second Invitational Round
    • The second invitational round will consist of 5 events.
    • The length of each event will be 50 minutes, and the length of each passing period will be 35 minutes.
  • Preference Round
    • The Preference round will consist of 3 events.
    • The length of each event will be 60 minutes, and the length of each passing period will be 40 minutes.
  • Bid Day

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