NPC Release Figure Method

Julie Johnson, College Panhellenics Chairman Carmela Martini, Area Advisor AFLV 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 Lists
Base invitation list of 100 – not in any particular order
1 2 3 4 5 … 96 97 98 99 100 1 2 3 4 5 … 96 97 98 99 100 96 97 98 99 100 101 102 103 104 105 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

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

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

Trends Number 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

NPC Release Figure Method

by Association of Fraternal Leadership & Values

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NPC Release Figure Method Presentation Transcript