UNIVERSITY OF TENNESSEE, KNOXVILLE COLLEGE PANHELLENIC ASSOCIATION
RECRUITMENT RULES
I. Adherence to NPC Unanimous Agreements and Policies Regarding Recruitment
All NPC member organizationsatthe Universityof Tennessee,Knoxville adhereto NPC UnanimousAgreementsandpolicies.All organizationswill follow thesevaluedandnonnegotiable policies during the recruitment process.
II. Membership Recruitment Acceptance Binding Agreement (MRABA)
The College Panhellenic Association will uphold and use the membership recruitment acceptance binding agreement (MRABA) for each potential new member (PNM) interested in joining a sorority, whether during primary recruitment or continuous open bidding. We agree to all policies and steps of the MRABA.
III. Bid Promising
Any action or communication (oral or written) by a sorority member that directly or indirectly indicates to a PNM an invitation to join a certain sorority prior to that PNM receiving a bid is prohibited.
IV. Strict Silence
Strict silence between collegiate chapter women and PNMs shall be observed only between the beginning of a member organization’s preference events and the distribution of bids. PNMs who registered and were not matched during bid matching may be contacted during this time for the purposes of snap bidding or COB.
V. Promotion of the Sorority Experience
CollegeandAlumnaePanhellenic rules must not infringe on the rights of NPC member organization chapters in how they communicate, contact and promote the overall sorority experience and membership opportunities to potential new members. All sorority promotions should be positive and in the spirit of Panhellenic unity through all forms of communication (e.g., print, digital, in-person).
VI. Values-Based Recruitment
All chapters of a College Panhellenic Association, as well as their members, must incorporate the following practices into their membership recruitment events:
● Focus on conversations between chapter members and PNMs about organizational values and member organizations.
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● Keep decorations to a minimum and confined to the interior space used for recruitment rounds.
● Eliminate the required purchasing of recruitment event attire for chapter members.
● Eliminate gifts, favors, letters, and notes for PNMs in primary recruitment.
● Eliminate extraneous and costly performances. This includes but is not limited to recruitment skits and door stacks.
VII. Setting Total and COB
Total is set and announced by the RFM/total specialist, which concludes the bid matching process. COB begins when total is set and announced.
VII. Primary Recruitment Dates & Round Overview
Recruitment Rounds + Events:
Round 1: Go Greek
Length of round: Virtual Round open prior to the start of in person Primary Recruitment Guidelines:
• The purpose of Go Greek Round is to provide prospective members with an informative introduction to sorority life and Greek membership.
• Chapters will submit a video up to 5 minutes in length to the Panhellenic Recruitment Team for approval. The Chapter President, Recruitment Chair and one other chapter executive board member must speak on behalf of the chapter. These videos should give an overview of the chapter’s history, values, involvement, and a look into what it means to be part of the organization.
Round 2: Philanthropy Round
Length of round: 30 minutes
Guidelines: The purpose of Philanthropy Round is to familiarize PNM’s with the philanthropic and community service activities in which chapters participate.
• Each chapter is allowed to give a presentation to explain their national/local philanthropy
o All philanthropy videos will be reviewed and approved by the Panhellenic Recruitment Team
• Each chapter is required to mention Circle of Sisterhood during this round.
• Chapter members must wear either philanthropy t-shirts or clothing related to the chapter’s philanthropy (scrubs, jerseys, etc.) that has been approved by the Panhellenic Recruitment Team. Presidents and Recruitment Chairs must be in the same attire as the chapter members.
• Chapters will provide water for the PNM’s this round. They must be served in clear, plastic cups. No stickers or chapter letters/pictures should be placed on the cups.
Decor limits
• There shall be few decorations in the recruiting space. Chapters are encouraged to decorate according to their philanthropic organization. Excessive decorations may include but are not limited to large floral arrangements, large wooden letters, balloons, candles, tulle, etc.
Round 3: Sisterhood Round
Length of round: 45 minutes
Guidelines: The purpose of Sisterhood Round is to further familiarize PNM’s with sorority lifeandall of the responsibilities that go with it. This round will inform the PNMs of the benefits and obligations of being in a sorority and have a glimpse into the daily life of a sorority woman.
• Emphasis should be placed on financial obligations, time commitments, academics, sisterhood, and the new member process. These 5 topics must be covered and discussed to the fullest extent before PNMs leave this round.
o Financial Obligations: What exactly dues cover, the amount of dues depending on membership status (new member, etc.), housing/meal plan requirements, various purchasing that may be charged (philanthropy events, t shirts, etc.), and resources offered by the chapter for those concerned with dues (payment plans, scholarships, etc.)
o Time Commitments: Weekly meetings, New Member meetings, community service hours, study hours, sisterhood events, philanthropic events, Homecoming week, outside organizations etc.
o Academics: GPA requirements, study hours, resources to help women with grades, expectations and rewards for maintaining GPA and consequences for not meeting minimum expectations
o Sisterhood: What sisterhood means to the respective chapter, retreats, sisterhood events, sisterhood on a daily basis, emphasis on the lifelong commitment and the benefits of alumnae membership.
o New Member Process: Expectations for the first semester, new member retreat, learning about the organization, initiation, nonhazing policies
o All sisterhood videos will be reviewed and approved by the Panhellenic Recruitment Team
• These topics can be covered in all one segment or can be spread throughout the round and must have a visual component with them (PowerPoint, Canva, poster, etc.). Each chapter may select up to 5 members of their choice to present these topics.
• A maximum of 12 minutes should be reserved for speaking parts during this round.
• Videos/slideshows are optional and may not exceed 5 minutes. This time is factored into the 12 minutes maximum allotted for speaking parts. No cups, bars, designer names, or negative interactions should be referenced. Chapters are encouraged to document their events throughout the year to share with PNMs
• Chaptermembers shouldwearan outfittheyfeel appropriately fits their sisterhood that is approved by the Panhellenic Recruitment Team.
Decor limits
• There shall be few decorations in the recruiting space. Excessive decorations may include but are not limited to large floral arrangements, large wooden letters, balloons, candles, tulle, etc.
Round 3: Preference round
Length of round: 60 minutes
Guidelines: The purpose of Preference Round is to showcase the core ideals and values of a chapter through meaningful conversation and activities.
• Chapters may provide PNMs with a nametag, but the PNMs cannot leave the chapter facility with the nametag.
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• Individual single stemmed flowers used for preference ceremonies will be allowed
• Chapter members may not give PNMs letters at any point during this round, as emphasis shall be placed on the conversations held.
• A chapter member shouldspeakon behalf of themselves, not the chapter.
• Gamma Chis who are entering the senior year can “sit in” on their Preference Round for their chapter organized by the Panhellenic Recruitment Team.
Bid Day
• Bid day will be defined as the time between bid extensions and 8 a.m. the following morning
• Bid Day banners must follow the rules of the Sorority Village Association
• Chapters must submit their Bid Day themes and plans to be approved by the Vice President of Recruitment and Vice President of New Member Development by a date set by the Panhellenic Recruitment Team
• ChapterBid Days can last nolongerthan four hours and must conclude an hour before Torch Night
• All new members are expected to attend Torch Night Welcome Home
• This event is designed to create a safe and entertaining event for all New Members and their respective Bid Day Buddies. The event will occur within one week of the conclusion of Bid Day.
• This event requires mandatory attendance for all New Members and their respective Bid Day Buddies
For all rounds of recruitment:
• All videos/speaking parts/presentations must be approved by the Panhellenic Recruitment Team.
• Outfits and decor must be approved by the Panhellenic Recruitment Team.
o Panhellenic reserves the right to ask chapters to remove decorations from their recruiting space they deem excessive and not conducive to the recruitment process.
• The number of chapter members allowed in the room during each round is limited to 100 members including the Chapter President and Recruitment Chair. This excludesnon-membersthat might be in other areas of the chapter facility as
well as Recruitment Counselors, member(s) of the Panhellenic Recruitment Team and/or University officials.
• Chapters and chapter members may not discuss the PNM’s future in any way associated with the chapter (future rounds, Bid Day, etc.)
• No skits, favors, or entertainment whatsoever will be allowed. Cheering and singingwill be permitted in the rounds following but is not required. There will be no stomping before, during or after rounds.
• PNMs are not to leave the chapter facilities with anything they did not enter the facility with.
VIII. Recruitment Counselors and Peer Accountability Board
A. Recruitment Counselors will be referred to as Gamma Chis on the University of Tennessee, Knoxville campus.
B. Recruitment Counselors have a duty to look out for the best interests of the PNM. RecruitmentCounselorsserve as disaffiliated representatives of the chapters. While acting as a disaffiliated member, Recruitment Counselors are bound by established Panhellenic Recruitment regulations.Anydeparturefrom therecruitment regulationswill resultin an immediate dismissal from the Recruitment Counselor position. The Recruitment Counselor’s chapter may be held responsible for her actions and may be charged with a recruitment infraction.
C. Recruitment Counselors are to disaffiliate from their chapter 30 days prior to recruitment beginning until Gamma Chi roll call on Bid Day unless specified otherwise by the Panhellenic Recruitment Team.
D. Disaffiliation requires Recruitment Counselors to refrain from displaying any identifying insignia in both attire and belongings including social media, key chains, tote bags, car decals etc.
E. Recruitment Counselors may speak to sorority women until Recruitment Counselor retreat or the day on which the first day of chapter work week begins, whichever happens first. At this time, a period of no contact begins between Gamma Chis and chapter members and lasts until the endof disaffiliation on Bid Day. This period of time is otherwise referred to as “No Contact”.
F. Recruitment Counselors are never to reveal their affiliation or any other Recruitment Counselor’s affiliation to a PNM.
G. Recruitment Counselors are never to use their position to relay chapter opinions to a PNM or to influence a PNM’s decision about which chapter to join. They also will not relay an opinion about a PNM to a chapter.
H. Recruitment Counselors may not make any derogatory remark to a PNM about Panhellenic, a sorority, any sorority member or another PNM.
I. Recruitment Counselors must abide by the Panhellenic Constitution and bylaws.
J. Recruitment Counselors are not allowed to enter chapter facilities during the Formal Recruiting period outside of the designated party times. Recruitment Counselors will be able to move into residence halls or their sorority house at the time designated by Panhellenic.
K. Recruitment Counselors are required to take the Gamma Chi Leadership course, LEAD349
L. Each Gamma Chi will be responsible for procuring a minimum of $150 in donations, sponsorships, or paid dues. These funds will be used to cover the cost of apparel, food, supplies, and activities throughout Gamma Chi retreat and Primary Recruitment.
M. The Peer AccountabilityBoard will consist of a member from each chapter that will serve as a disaffiliated member throughout the Primary Recruitment process. The role of the Peer Accountability Board is to review potential infractions with recruitment counselors and ensure fair enforcementof the PanhellenicBylaws and Recruitment Rules during the calendar year of their term.
N. Peer Accountability Board Members will serve as house-captains within a designated chapter facility during all recruitment rounds. House Captains serve as a liaison between Chapter Recruitment Teams and The Panhellenic Recruitment Team. House-Captains may not be stationed within theirown chapterfacilities,with theexception of Preference Round. Chapters must station house-captains within listening proximity of the recruiting-space.
VIIII. Recruitment Finances
Chapters must stay within the approved recruitment budget. This includes all donations, but excludes chapter recruitment retreats, food for chapter members, Bid Day, and chapter correspondence costs. An outlined budget must be presented to the Recruitment Team by the end of spring semester. Panhellenic requires an itemized expense report with all receipts to be submitted to the Sorority and Fraternity Life Advisor/VP of Recruitment within 5 business days after Bid Day.
a. Chapters will be allowed to budget $25,000 for all Formal Recruitment expenses. All donated goods must be included in the chapter’s total budget. Chapters may spend a maximum of $6,000 on florals. Chapters may spend a maximum of $6,000 on Recruitment videos. The remaining portion of the budget may be spent on rentals, decor, food for PNMs, etc. dependent on budget approval from the Panhellenic Recruitment Team. Recruitment Budget due date will be determined in the Spring semester prior to the year’s Primary Recruitment. Recruitment Budgets are to be reviewed and approved by the Panhellenic Recruitment Team.
b. Chapters who go over the allotted budget will be subject to a reduction in the following year’s recruitment budget
i. Chapters who go over the allotted budget the second year are subject to a fine equal to or double the amount of the combined funds exceeded
c. Gifts for Recruitment Counselors/Peer Accountability Board member cannot exceed $50 per Recruitment Counselor/Peer Accountability Board member Gifts, including receipts, must be approved by the recruitment team to maintain equity across chapters.
d. Exceptions may be made for those chapters who traditionally have a large numberof PNM’s attending their parties or for chapters purchasing for the first time items that will be owned rather than rented (i.e. folding chairs, tables, etc.). Those requesting exceptions should submit written documentation tothe Sorority andFraternity Advisor andVicePresident of Recruitment by July 1.
e. After written documentation is received by the Sorority and Fraternity Advisor and Vice President of Recruitment, they will determine if an exception will be granted. Chapter must provide estimated additional expenditures.
IX. Continuous Open Bidding (COB)
• COB can be conductedduring the academic year, specifically during the primary and non-primary recruitment terms when:
• A chapter has not matched quota during primary recruitment. The chapter can COB until quota is achieved.
• A chapter is below the established total at any point in the term.
• Primary recruitment term: COB begins once total is set and announced.
• Non-primary term: COB begins once total is set and announced within 24 hours of classes beginning of the term.
• Panhellenic can support the COB of all chapters with marketing and promotion.
X. Alumnae Involvement
● Sororities will be heldresponsibleforinformingandeducatingalumnae members of Recruitment Rules, NPC Unanimous Agreements and policies, and the Code of Ethics and for the observance of these rules.
● Their participation and assistance should be reserved for a behind-the-scenes role, to support and never to actively participate in the recruitment process, allowing potential new members to contact them directly.
● Chapters are responsible for the actions of their alumnae during recruitment.
● Violations involving alumnae may be referred to the Panhellenic Peer Accountability Board and/or the inter/national organization.
XI. Fineable Violations & Fines Assessed
• All fines collected for recruitment related infractions will be split 50/50 between the Panhellenic Recruitment Account and donation to Philanthropic causes.
• All fines are to be paid to UTK Panhellenic within 30 days of fines being distributed.
• All fines and Alleged Infraction Reports will be reviewed by the Peer Accountability Board and the Panhellenic Advisor. The Peer Accountability Process will be set in motion once an alleged infraction report is filed.
• In theevent that a chapteris havingtechnological issueswith submittinglists,the chapter shouldcommunicatewith thePanhellenic Recruitment team and may be exempt from the stated fine.
No individual of the chapter recruitment team present for an RTF meeting (Chapter must have at least one representative present at each RTF meeting)
No Gamma Chi applications from chapter
Gamma Chi images displayed during Primary Recruitment Rounds/on social media while Gamma Chis are disaffiliated
during recruitment
Contact from chapter member to Gamma Chi Primary Recruitment $50 Per occurrence
Chapter contact with Peer Accountability Board or Panhellenic Executive Board during Primary Recruitment outside of fulfilling their position roles Primary Recruitment
$50 Per occurrence
Gamma Chi not fulfilling duties/being removed from their position (extenuating circumstances may be excusedby Panhellenic Recruitment Team)
Before or during Primary Recruitment
$100 Per occurrence
Contact from chapter member to PNM outside of Primary Recruitment Rounds including Strict Silence (including verbal, social media, etc.) Primary Recruitment
Late submissions for recruitment materials (outfits, decor, budget, videos, scripts, etc.)
Late list submission
$100 Per occurrence
Unapproved video shown during Primary Recruitment Rounds
Unapproved recruitment decor /outfits
Pre recruitment
Primary Recruitment
Primary Recruitment
Primary Recruitment
Timing; early start or exceeding time Primary Recruitment
$50
Each day, per material
$450 + additional $100 for each 30 minutes the list is late
Each time a list is due in the recruitment system.
$500 Per video
$200 Per round decor is displayed/outfits worn
$20 per additional minute on top of additional fine 1. 10-20 seconds over round time 2. 20-40 seconds over round time 3. 40-60 seconds over round time
PNM leavingroundwith an item (not preapproved)
Failure to follow Crisis Management Plan (ex: continuingroundswhen recruitment team had instructed to pause rounds for emergency weather)
Verbal or written bid from a chapter member to a PNM, including language similar to “Can’t wait to see you tomorrow”
Failure to follow the Promotion of the Sorority Experience Policy
COB MRABA not submitted within 48 hoursof bid acceptance
Miscellaneous: Any measurable action which violates a section of the recruitment rules where no direct fine/sanction is specified
Primary Recruitment
Primary Recruitment
4. 60-120 seconds over round time
$25 Per item per PNM
$500 Per occurrence
Pre + Primary Recruitment
$100-250 (subject to mediation) Per occurrence
All year $200 (subject to mediation) Per occurrence
When chapters are eligible for COB
$100 Per PNM
Various Not to exceed $500 Various
The following documents are included in the recruitment rules: ● UTK Recruitment Schedule and Logistics
UTK Code of Ethics
● PNM Code of Ethics