Presentation on theme: "Release Figure Management (RFM)"— Presentation transcript:
1 Release Figure Management (RFM) ST. CLOUD STATEU N I V E R S I T Y
2 NPC Recruitment Task Force In advance of its 2003 meeting, NPC examined literally every recruitment practice or process in the Manual of Information including:MarketingRecruitment CounselingTotalRecruitment Style and…Release Figures!!
3 What are Release Figures? National Panhellenic Conference endorses a formula recommending the number of invitations a sorority chapter may issue for each round to assure recruiting success. In addition, it provides the opportunity for a Panhellenic to pledge the greatest number of women.So the priorities are:(1) Promoting parity in Chapter Size and(2) Maximizing number of PNMs pledgedThese are invitation figures, not release figures
4 Goals of Release Figure Methodology To give each chapter a statistical chance to attain QuotaTo allow each PNM to investigate realistic options and ultimately match with a sorority for which she has a preferenceTo optimize the total number of matches, thus growing the entire Greek community while also achieving parity
5 The Psychology of a PNM Setting expectations fairly Focus PNMs on appropriate chaptersPNMs should not expect full party complementsThe Recruitment Counselors must stress the open doors, not the rejections
6 The Psychology of a Chapter Focus chapter time on PNMs it has best chance of pledgingParity among chapters in recruitment is critical for chapter morale – meaning you want all chapters to match or come close to Quota!
8 Release Figure Management An RFM Specialist is assigned to each campus by NPCShe has a back-up Senior SpecialistShe has access to statistics from prior yearsThe “RFM software” calculates invitation figures for each chapterThe Specialist provides these invitation numbers and monitors results throughout recruitment
9 RFM ConceptStronger recruiting groups are required to release more PNMs earlier in the process, allowing those PNMs to focus on the chapters that are the more realistic options for them
10 RFM ConceptSo this means that the chapters that are not as strong in formal recruitment will have more women coming back to their events – so they have to know how to handle that before the PNMs walk in the door!
11 Release Figures are Based on Recruitment Strength Each chapter’s individual overall strength isdetermined by:Weighted return rates for each round over the past three yearsPercentage of bid list used to reach QuotaNumber of PNM’s that list a chapter as their #1 choiceStrength is not indicator of chapter excellence
12 Partial List of 400+ Campuses Already on RFM Mankato StateMarquette UniversityMillikenMontana StateNorth Dakota StateRipon CollegeUniversity of MinnesotaUniversity of North DakotaUniversity of South DakotaU of WI – Eau ClaireU of WI - OshkoshThese schools have either 3 or 4 chaptersAmericanButlerCincinnatiCoastal CarolinaColorado CollegeDelta StateDenver UniversityDickinsonDrakeDruryDukeHillsdale CollegeIowa State
13 St. Cloud State Panhellenic Association Recruitment OverviewSt. Cloud StatePanhellenic Association
14 St. Cloud State Statistics Fall 2011 Minimally Structured Recruitment30 attended first round30 attended second round20, 29 attended Preference18 bids extended by one NPC chapter27 bids extended by one NPC chapter30 bids extended by local chapter33 total number pledgedSpring 2012 chapter sizes – 31, 27 and 18Interest Group looking at NPC affiliation 35
15 RFM, Quota and TotalPartially Structure Recruitment and RFM will assist chapters in reaching parity in recruitmentChapters who do not match to Quota may immediately COB up to QuotaFollowing recruitment, CPH will determine optimum number for Panhellenic Total; may be average chapter size, median chapter size or size of the largest chapterChapters not at Total may COB to Total
17 Implications for Stronger Recruiting Chapters The Tough News First:You must be prepared to release more PNMs earlier in the process.You will be inviting fewer PNMs to all events, which may leave you with excess members on the recruitment floor.In many cases, you will be recruiting against only the other stronger groups for the PNMs you want.Your lists will be shorter, so there may be an initial fear that you won’t reach Quota, or a perception that you’ve “gone to the bottom of your bid list.”
18 Implications for Stronger Recruiting Chapters The Good News!!!You don’t have to worry about PNMs you’re not going to pledge.You can focus more on the PNMs you really want.The RFM Experience shows that you will still make Quota with the PNMs you want.The RFM Experience indicates that your return rates will actually increase.
19 Implications for Weaker Recruiting Chapters The Good News IS the Tough News:All the women stronger chapters are releasing are looking at YOU now!!You will have more PNMs attending your events.You may need to double or triple recruit.You will not be competing against the stronger chapters for as many rounds.You will be entertaining women who have never seriously considered your chapter before – BE READY to sell your experience!!
20 How will my chapter know how many PNM’s to release? Each chapter will be given the exact number of PNM’s they can invite to the next round, which will be based on their weighted recruitment strength and the PNMs priorities and the chapter’s performance as evidenced by those priorities. This number will be delivered after each invitation ranking by the PNMs.
21 Invite or Carry Figures No chapter may exceed the invite numberOver inviting is not permitted in RFMInviting fewer PNMs than the carry figure or “under inviting” is strongly discouragedGreatly jeopardizes a chapter’s chances of matching QuotaCauses PNMs to be unnecessarily released from the systemPermission in advance so RFM Specialist can compensateNational representative may be notified if amount is significant
22 Invite or Carry Figures – cont. Multiple chapters under inviting = lower quotaChapters are not forced to invite PNMs they know they do not wish to pledgeIt is within the rights of each chapter to determine its own criteria for membership – no chapter can be forced to affiliate womenAs soon as a chapter knows that a PNM would not be offered a bid, chapter should discontinue inviting her to events. Grades would be an example
23 Preference and RFM Why Preference is the Most Important Round with RFM The RFM process will normally get the right number of PNMs to your preference round. However, RFM cannot persuade the PNMs to choose your chapter. It is up to your chapter to close the sale.Target bid list lengths for preference are based on historical performance. If your chapter does poorly in preference compared to previous years, you risk not making Quota.
24 Bid ListsAll women attending a chapter’s preference MUST appear on that chapter’s bid listThus, a chapter must be willing to accept any PNM invited to PreferencePrior to bid matching, CPH Advisor and RFM Specialist will verify that no releases were made by chapters after Preference
26 Priority – How it Works Format 11-8-5-2 After Round of 11: Paula PNM(405)00000Hall 000FormatAfter Round of 11:PNM clusters her top 8PNM ranks #9, #10, #11After Round of 8:PNM indicates where she did not visit DNVPNM clusters her top 5PNM ranks #2, #3, #4Paula Pnm
27 Priority – How it WorksPNMs should only rank chapters where they have attended eventsFor ICS, use Option D “select and rank”Do not use “rank all”
28 Priority BenefitsCampuses using Priority Recruitment have higher retentionThe PNMs will only see the chapters that appear on their final schedulesThe PNMs do not have time to consider withdrawing after seeing their schedulesChapters have ample time for membership selection sessions (fewer late lists)
29 Sample Priority Timeline Events from 5-10pm10-11:30pm PNMs submit priorities10pm-8am Chapter Membership Selection8am Chapter lists due online8-9am RFM Specialist and Advisor match PNM preferences with chapter invitations10am Chapter lists available online1pm PNMs receive their schedule of events1:30pm Events begin for next round
31 Why Flex Lists are Important Flex Lists enable the RFM Specialist to:Adjust for unexpected changes in chapter performance compared to past years.Increases the chance of a chapter meeting QuotaOptimizes invitations issued by all chaptersIncreases retention of PNMs
32 Plus and Minus Flex Lists Plus ListThese lists are used to help the chapter if the returns are less than they have been in the past.Minus ListThese lists are used when the chapter is overperforming and they do not need the additional women.
33 What are Flex Lists? Base invitation list – in rank order Minus list 12345…96979899100Minus list10099989796Plus list10110210310410533
34 How Flex Lists are Used 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.
35 What is a Good Format?There should be an even difference between consecutive rounds of recruitment6-4-2If the difference cannot be even, the first drop should be smaller5-4-2 vs 5-3-2vs“Unnecessary” rounds are discouraged35
36 St. Cloud State Format RFM Recommended Format 3 – 3 – 2 Stronger recruiting chapters will release some women after first or Open House round
37 Why Does Format Matter? Uneven format… Unnecessary rounds… makes achieving parity difficultlowers retention by causing large releases in certain roundsincreases UNintentional single preferences which can result in large number of Quota AdditionsUnnecessary rounds…Extend the recruitment process, reducing retentionHave all PNMs visit strongest chapters twiceSets unfair expectations with PNMs37
39 Quota RangeYour RFM Specialist will provide Quota Range to chapters for planning purposes.Quota will be set after Preference after all bid lists have been submitted and bid matching is run.Quota will be set by RFM Specialist in concert with the Fraternity & Sorority Advisor.
40 How Quota Range Works Quota Additions 38 39 40 41 42 43 Chapter AChapter BChapter CChapter DChapter EChapter FChapter GChapter HChapter IChapter JChapter KUnmatched PNMsIntentional singlepreferencesMaximizing PNMsQuota Additions
41 Quota Addition Process PNMs are eligible for Quota Additions when they maximize their options during recruitmentPNM must list every chapter on her MRABA where she attended preferenceImportant not to force PNMs to list all chaptersThe RFM Specialist and Advisor will place any Quota AdditionsConsideration is given to chapters with smaller total membership, the PNMs first choice, position of PNM on chapter’s bid list, and even distribution of new members
42 MRABA Membership Recruitment Acceptance Binding Agreement A PNM must sign this agreement to be eligible for a formal bidMRABA and accompanying script are carefully worded to explain to PNMs their options and their potential consequencesUse the NPC ScriptElectronic Signature is bindingPrint out MRABA and have each PNM sign
43 ReportsNational Headquarters of groups on that specific campus and FSA receive “All Chapter Report”National Headquarters receives chapter specific reportFSA and Area Advisor receive a Total report immediately following recruitment
47 Summary and Outcomes of RFM Program Potentially more New MembersHigher percentage of chapters pledging QuotaPNMs focusing on groups where they have a real opportunity to pledgeChapters able to focus on PNMs they are interested in pledgingPNMs are not unfairly encouraged, will stay in recruitmentPNMs who “play by the rules” will be matched to a groupParity being achieved on college campusesA stronger St. Cloud State Sorority Community!!Emphasize focusing on PNM’sVA Tech +6%, chapter with 10 got 25, more chapters made quota