The Real Numbers: NPC Release Figure Methodology

(RFM)

Laura Malley-Schmitt, RFM Committee ChairmanJen Freer, Theta Phi Alpha 2nd Alternate Delegate

Northeast Greek Leadership AssociationAnnual Conference

February 21-23, 2013 – Hartford

Agenda• Terminology• Pre-RFM• Goals• Carry Figures• Flex Lists• Priority• Preference• Bid Lists

• Quota• MRABA• Format• Secondary Quota• Extension• Reports• Q & A

Terminology• RFM• Quota• Total• Carry Figures• Quota Addition• Flex Lists• MRABA

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

• 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

Carry Figures – cont.

• 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 order12345…

96979899100

12345…

96979899100

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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

Flex Lists

• 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 #2, #3, #4

• After Round of 8– PNM indicates where she

did not visit - DNV– PNM clusters her top 5– PNM ranks #6, #7, #8

Priority

• 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

Sample Priority Timeline

• 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

Preference

• 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

Bid Lists

• 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 Range

• 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

Quota Additions

• 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

MRABA

• 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

Considerations with Schedule

• 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 Does Matter

• There should be an even difference between consecutive rounds of recruitment – 12-9-6-3– 6-4-2

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Format Does Matter

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• 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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Format Does Matter

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

• 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

Success of a Secondary Quota

• 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

Special Considerations - Extension

• 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

RFM Works

Trends - 2012

Number of Campuses Completing Recruitment 417

Raw Change in Open House Pool from Prior Year 6230

Percentage Change in Open House Pool from Prior Year +5.27%

Raw Change in Total Pledged from Prior Year: +5265

Percentage Change in Total Pledged from Prior Year +5.7%

Percentage of Open House Pool Matched in 2008 78.53%

Percentage of Open House Pool Matched in 2009 78.82%

• 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

When RFM is not Enough

Reports• National Headquarters of groups on that

specific campus and FSA receive overall – all chapter CPH report

• National Headquarters receives chapter specific report

• These reports are confidential and for good reason as it would be very easy to misinterpret the data provided and the numbers used

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

Recruitment Management Systems

Questions

2013 Reminders

•2012 Annual Report on www.npcwomen.org•CPH Annual Reports are due on April 15•Academic Achievement Report – as soon as grades are available for Fall and Spring•College Panhellenic Awards Submissions due by June 1 • Look on the NPC website and in upcoming newsletters

for more details!•Judicial Procedures Forms – within 30 days

Contact the Presenters

• Laura Malley-Schmitt, malley@alum.mit.edu • Jen Freer, npc2@thetaphialpha.org

Contact UsNPC office

(317) 872-3185Nicki Meneley, Executive Director nicki@npcwomen.org

Caitlin Moulton, Panhellenic Support caitlin@npcwomen.orgEmily Ruch, Business Operations emily@npcwomen.orgJules Schenk, Communications & Programs julia@npcwomen.orgNPC area advisors

https://www.npcwomen.org/college-panhellenics/advisors.aspx

NPC Executive Committee Jane H. Sutton, Chairman janesutt@gmail.comJean Mrasek, Vice Chairman jmrasek@chiomega.comJosette Kaufman, Budget & Finance jmgga@aol.comMary Jane Beach, Advocacy theta.delegate@gmail.comJulie Johnson, College Panhellenics jjohnsonkd@aol.com