Supporting Your Community through NPC Sorority Extension

Report
Supporting Your
Community through NPC
Sorority Extension
NGLA 2013
Julie Johnson, National Panhellenic Conference
Gabby Leon, Phi Mu Fraternity
Hannah Cotton, University of Connecticut
Welcome!
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Who We Are
Who Are You
o Campuses considering extension?
o Campuses open for extension?
o Campuses with recent extension?
o Headquarters staff, national representatives,
Panhellenic officers and other roles?
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Program Outcomes
A better understanding of the extension process as a
whole
Opportunities to collaborate with other campuses and
representatives from inter/national organizations
Opportunities to gain tools to facilitate and guide the
extension process
Opportunities to share experiences and best practices
related to extension
Opportunities to collaborate on how to best support a
new group through the colonization process and as a
new chapter on campus
What outcomes would you like from the program?
Overview of the Extension Process
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Exploratory committee & data collection
Proper Authority approval
Determine your timeline
Announce your extension opening
Receive and review materials
Host presentations & make selection
Market for new group
Colonization
Support new group!!
Why Open for Extension?
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To meet the needs of a growing campus
To meet the demands of growing interest from
students in the Panhellenic community
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Recruitment statistics?
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To increase the opportunities for interested
women to be placed
• To maintain manageable chapter sizes
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Space constraints
Areas to consider
To invigorate the community
How to Get Started
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Exploratory Committee formed (motion/vote
required) to research information and data on
campus
Is there a local sorority or an interest group
interested in NPC affiliation?
Notify your NPC Area Advisor and NPC
Delegates with chapters on your campus
Present findings to your Panhellenic – motion
to expand moves the process forward
Keep your mind open – this is just the first
step.
The Exploratory Committee
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Why create an exploratory committee?
Who should be on it?
What information are they looking for?
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Size of current chapters vs. Total – be detailed
Recruitment trends and stats for past 3-5 years
Institutional growth projections
Interest in your Greek system
Potential obstacles (administration, housing, etc.)
Current chapter sizes manageable?
Will the addition of a new group enhance the CPH and
the campus?
Motion to Open for Extension
If the recommendation from the committee is YES:
• CPH is the Proper Authority - their vote decides
• Delegates take motion back to their chapter for
discussion and vote
• Include/update your local chapter advisors &
NPC Delegates/HQ personnel on discussions
• Delegates bring vote of their chapter back to PH
at a subsequent meeting
• Voting is one vote per NPC member group
What next?
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Contact NPC Area Advisor
Contact the Extension Committee Chairman
o Carole Jones, [email protected]
o Note: She will NEED a copy of the meeting
minutes from the vote to extend
Determine how you will advertise/announce your
extension opening. Should you contact member groups
directly?
o Former chapters?
o Previous agreements or recolonization contracts?
o Inactive/dormant chapter "consideration"?
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The Extension Bulletin
What information should be
included?
o Campus, Greek & Panhellenic
community stats
o Current NPC & local groups
o Chapter total and ACS
o TIMELINE
 ALL dates should be included
(exploratory visits, packet deadlines,
presentations, selection and
colonization dates)
o What info do you want from
applicants? Hard copy v.
electronic?
o Housing information for
existing or incoming chapters?
College Panhellenic's Responsibilities
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Determine the main institutional contact.
Determine a timeline for the process.
Determine the Extension Committee
Determine criteria/qualities you want in a new
group – use that as basis for evaluation.
• Will you allow Exploratory Visits? No student
contact during these visits.
o Visits must be held before the application
deadline
Exploratory Visits
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Optional for NPC groups- should you use them?
o Opportunity for the inter/national organizations
to visit campus and learn about the Panhellenic
community firsthand
o Opportunity for the campus to "sell" itself
o What should happen during exploratory visits?
Campus tour
 Greek housing/residence tours (if applicable)
 Meeting with FSA, key university
representatives
Value of exploratory visits?
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How the inter/national organizations
get started
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Research institution and Greek/Panhellenic
community
o Campus stats
o Recruitment stats
Schedule an exploratory phone call and/or visit
Research organization's history with the campus
o Previously closed chapters?
Customize extension materials to meet requests
of campus
Survey alumnae
Reviewing Extension Packets
Campus perspective
• Created rubric for evaluating submissions
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Created chart and scoring system
Ex. Risk Management Policies, New Member
Programs, Colony Support, Extension History
Set up system for each committee member to
evaluate three packets
• Compiled data (scores and comments) to get
an overall idea
• Discussed pros and cons of the top 4 and
narrowed it down to 3
Extension Presentations
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Extension Committee created evaluation form
for attendees to fill out and submit
Determine schedule for the day
Make room reservations
Involve "key" players
o FSA
o Panhellenic and Greek community leaders
o Local advisors
o Campus administration
Best practices for a successful presentation
Selection
•Use the Extension Committee to narrow the field to no
more than three finalists to make on campus
presentations
•Extend invitations and schedule on campus
presentations
•Presentations should include identical itineraries and
should be scheduled as close together as possible.
•NPC organizations expect a 60 to 90 minute period
for their formal presentation plus at least 60 minutes
prep time.
•Other schedule considerations
•Campus calendar
•Overall length of presentation visit
•Content of presentation day
Selection
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Prepare your students (particularly the
Extension Committee) for the presentations
• As soon as possible following presentations,
have the committee members meet to vote on
their choice
o Reviewed evaluation forms, but ultimately
the committee makes the recommendation to
the Panhellenic for the group to invite
• Note: The F/S Advisor does not have a vote at
any point in the process
Once The New Group is Selected
• Supporting the Extension is KEY!
• Allow existing groups to recruit to ACS
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Colonization - how an inter/national
organization prepares
Determine a colonization schedule with the
Fraternity/Sorority Life office and College
Panhellenic
Logistical tasks - room reservations
Identify and train local alumnae to serve as
advisors and members of house corporation
Establish an extension team to facilitate personal
interviews, marketing campaign and recruitment
efforts
Create marketing campaign
Plan recruitment events
Schedule local alumnae support
Getting the Word Out
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Put news on the Panhellenic website, Facebook
page and via Twitter
• Showcase the new group at Orientation sessions
• Invite the new group to recruitment to observe in
detail, and to talk to withdrawn PNMs
• Submit names of unaffiliated women who may
be interested in joining
Public Relations
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Ad in coupon book
Ad on campus
shuttles
Ad in campus
newspaper
Banner in student
union
Chalkboard blitz
Banners on all Greek
houses
BUTTONS!!!
What Else Can PH Do?
• Cultivate a positive/helpful mindset
• Share your secrets
• Recruitment techniques and norms
• Financial Data
• Campus-specific norms and events
• Foster advisor relationships/mentoring
• Include Consultant in everything and help
her
• Help with the men’s groups
• Mindset
• Social calendar
Colonization and PH Assistance
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Immediately begin working with the selected
group to develop their colonization plan.
• Reserve space on campus for various
colonization needs.
• Include the new group in all Panhellenic
communities and marketing.
• Put news on Panhellenic and university
websites.
What Should PH Avoid Doing?
Don’t restrict them to an uncompetitive
size– is Total adjusted to allow to go to
ACS?
• Formal recruitment rules necessarily do not
apply during a colonization period
o Marketing/PR restrictions
o Stored items
o COB limitations
• Don’t go back on “The Deal”/assurances
given during the extension selection
process
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A Success Story
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The George Washington University – Capped
enrollment, increasing interest.
2005 – 8 chapters with 760 members.
Two extensions later…
2010 – 10 chapters with 1,350 members.
Future extensions are limited by physical
space on campus.
GW
Registered First Party
Bid Match
2010
697
612
87.8%
461
66.1% 75.3%
2009
606
507
83.7%
387
63.9% 76.3%
2008
564
488
86.5%
334
59.2% 68.4%
2007
529
445
84.1%
332
62.8% 74.6%
2006
436
365
83.7%
240
55.0% 65.8%
2005
384
295
76.8%
219
57.0% 74.2%
In Conclusion
It takes an entire community to make
a new group successful.
Extension is a process that requires much
hard work and dedication, but it is also very
rewarding.
Contact the Presenters
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Julie Johnson, College Panhellenics Chairman
o [email protected]
Gabby Leon, Phi Mu, Dir. of Alumnae
Engagement, Phi Mu Fraternity
o [email protected]
Hannah Cotton, University of Connecticut
o [email protected]
or other, more specific questions about extension:
NPC Extension Committee Chairman – Carole
Jones, [email protected], 256-864-0509
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