1. The Real Numbers: NPC Release Figure Methodology (RFM)
Laura Malley-Schmitt, RFM Committee Chairman
Jen Freer, Theta Phi Alpha 2nd Alternate Delegate
Northeast Greek Leadership Association
Annual Conference
February 21-23, 2013 – Hartford

2. Agenda Terminology Pre-RFM Goals Carry Figures Flex Lists Priority
Preference
Bid Lists
Quota
MRABA
Format
Secondary Quota
Extension
Reports
Q & A

3. Terminology RFM Quota Total Carry Figures Quota Addition Flex Lists
MRABA
Explain briefly some of the basic terms used when discussing RFM

4. 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

5. 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

6. 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

7. 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

8. It’s Mutual
What does mutual mean?
Managing expectations

9. 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

10. 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

11. 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

12. 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

13. 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

14. Flex Lists Base invitation list of 100 – not in any particular order2 3 4 5 … 96 97 98 99
100 1 2 3 4 5 … 96 97 98 99
100
Minus list 96 97 98 99
100
Plus list
101
102
103
104
105

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. Format Does Matter
There should be an even difference between consecutive rounds of recruitment
6-4-2

27. Format Does Matter
If the difference cannot be even, the first release should be smaller
5-4-2 vs 5-3-2 vs
“Unnecessary” rounds are discouraged

28. 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

29. 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

30. Special Considerations - Extension
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

31. 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

32. 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%

33. 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

34. 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

35. Recruitment Management Systems
Innova’s Campus Director
Interactive Collegiate Solutions’ Recruiter
Your specialist will need your council login

36. Questions

37. 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
Jane

38. Contact the Presenters
Laura Malley-Schmitt,
Jen Freer,

39. Contact Us NPC office NPC area advisors NPC Executive Committee
(317)
Nicki Meneley, Executive Director
Caitlin Moulton, Panhellenic Support
Emily Ruch, Business Operations
Jules Schenk, Communications & Programs
NPC area advisors
NPC Executive Committee
Jane H. Sutton, Chairman
Jean Mrasek, Vice Chairman
Josette Kaufman, Budget & Finance
Mary Jane Beach, Advocacy
Julie Johnson, College Panhellenics
Jane