Panhellenic Code of Ethics & Recruitment Rules

COLLEGE PANHELLENIC COUNCIL

CODE OF ETHICS

We, the members of sororities at Ohio University, agree to promote honesty, respect, sisterhood and cooperation within the College Panhellenic and our respective chapters and in our daily lives. This code of ethics is designed to inspire our members, reinforce exemplary conduct and values-based leadership and perpetuate lifelong membership to enrich the sorority and Panhellenic experience.

We, as College Panhellenic members of Ohio University, agree on and commit to:

• Uphold and demonstrate the Panhellenic spirit in thought, word and action through our chapters as well as individual members.
• Demonstrate ethical behavior and conduct ourselves in a manner consistent with the mission and values of the College Panhellenic, each inter/national organization and the institution.
• Respectfully adhere to the Unanimous Agreements and all policies established by the National Panhellenic Conference (NPC).
• Avoid disparaging remarks about any sorority or collegiate woman and refrain from discussing Panhellenic matters with nonmembers.
• Provide an equitable and inclusive sorority experience for all women who are interested at the institution.
• Recognize friendly relations with all collegiate women, both sorority members and nonmembers, realizing the importance of creating and building friendships.
• Plan recruitment events that provide opportunities for the greatest possible number of women to become sorority members while protecting the rights and privileges of individuals and chapters.
• Provide a safe, positive and enriching recruitment experience, understanding that membership is a social experience arrived at by mutual selection.
• Strive to be truthful, honorable, open and friendly to all potential new members during all recruitment events.
• Be respectful of the rights of every potential new member to make a personal choice, including but not limited to: not joining the sorority community at a specific time, intentional single preference or preference all sorority chapters.

We, as College Panhellenic members of Ohio University, also agree on and commit to:

• Respectfully adhere to the bylaws and recruitment rules of the College Panhellenic Council.
• Abide by all local and federal laws and NPC inter/national Unanimous Agreements, policies and best practices.
• Hold one another accountable to this code of ethics, remembering at all times that we represent not only our individual chapters but also the Panhellenic community as a whole.

As Panhellenic women of Ohio University, these are the tenets by which we strive to live.

Date adopted: September 2023

2024 RECRUITMENT RULES 

I. Statement of Promotion of the Sorority Experience

We, the College Panhellenic members, will actively promote the overall sorority experience to potential new members, at all times, year-round, through personal and informative Panhellenic-spirited contact. We will do this through all forms of communication.

Promotion of the sorority experience does not mean creating an unfair advantage for a particular chapter. It does mean being friendly and responding to questions potential new members might ask of Panhellenic members. It does mean promoting sorority membership in general, not a particular organization. It also means current and alumnae members do not have to hide their sorority affiliation or be forced to delete social media accounts, cover up their association or be penalized for talking about their association.

II. Strict Silence

Strict silence will begin at 5:00 PM on Saturday, September 7 and last until bid distribution at 12:30 PM on Sunday, September 8. No sorority member, including alumnae and new members, may communicate with potential new members during this period. It is the only period when positive Panhellenic contact is restricted. Strict silence is defined as oral, nonverbal, written, printed, text message and electronic communication or communicating through a third party about the recruitment process. 

III. Statement of Adherence to NPC Unanimous Agreements and Policies Regarding Recruitment

All NPC member organizations represented at Ohio University adhere to NPC Unanimous Agreements and policies. All organizations will follow these valued and non-negotiable policies during the recruitment process.

IV. Statement of Values-Based Recruitment

All NPC member organizations represented at Ohio University will engage in the following practices that align with the Values-Based Recruitment Policy during membership recruitment:

• Focus on conversations between chapter members and potential new members about organizational values and member organizations.
• Establish guidelines for membership recruitment budgets and set a cap on membership recruitment expenses, including the value of all donated goods and services.
• Keep decorations to a minimum and confined to the interior space used for recruitment rounds.
• Eliminate the required purchasing of recruitment event attire for chapter members.
• Eliminate gifts, favors, letters and notes for potential new members.
• Eliminate all forms of bid promising, oral or written, to join a certain sorority before bids are distributed by Panhellenic.
• Eliminate extraneous and costly performances. This includes, but is not limited to, recruitment skits and door stacks.

V. Statement of Membership Recruitment Acceptance Binding Agreement (MRABA)

The College Panhellenic Association will uphold and use the membership recruitment acceptance binding agreement (MRABA) for each potential new member interested in joining a sorority, whether during primary recruitment or continuous open bidding. We agree to all policies and steps pertaining to the MRABA.

VI. Recruitment Finances

• The College Panhellenic Council has established a $2,000 budget cap for individual chapters for the entirety of Primary Recruitment. Any donation of goods or services the chapter receives must be included in the $2,000 limit. The chapter may allocate their budget as they see fit, but the total may not exceed $2,000.
• The $2,000 budget cap does not include the following:
  • The cost of food during Primary Recruitment for members
  • Shirts for members participating in primary recruitment
  • Bid Day
• An estimated recruitment week budget must be submitted to the Panhellenic Vice President of Recruitment and Panhellenic Advisor by August 1. This budget shall include linens, name tags, flowers, balloons, decorations, food, drinks, utensils and flatware, etc.
• A finalized itemized accounting of all recruitment expenses must be submitted to the Vice President of Recruitment and Panhellenic Advisor within two weeks following Bid Day.
• Space checks will be completed by members of the Panhellenic Executive Council to check for approved expenses.

VII. Social Media, Marketing, & Advertising

Interaction via social media for individuals, chapters, and the College Panhellenic is allowed to promote the overall sorority experience (not one chapter over another), encourage participation in Panhellenic recruitment and answer specific questions about joining sororities on campus. Posts on social media, flyers, shirts, banners, and other marketing materials should focus on chapter values, leadership, philanthropy and sisterhood and be an appropriate representation of the College Panhellenic Council and Sorority and Fraternity Life at Ohio University.

Any conversations, either in-person or through social media, that pressure a potential new member, imply she would receive a bid (bid promising), or encourage her not to keep an open mind through the recruitment process are not allowed.

All recruitment shirt designs, either for the recruitment process or bid day, must be submitted to the Vice President of Recruitment, Vice President of New Member Services, and Panhellenic Advisor for approval no later than July 1. The College Panhellenic Council Officers or the Office of Sorority and Fraternity Life may reject any shirt design if deemed inappropriate.

VIII. Primary Recruitment Schedule and Logistics

Chapters must submit a recruitment week plan for approval by the Vice President of Recruitment and Panhellenic Advisor with a full description of each round, including conversation focus, activities/interactions, clothing, projects, videos, and presentations by July 1, 2024.

No food will be permitted during any round. Water can be available to potential new members.

Round 1: Meet the Chapters round, Friday, August 30 & Saturday, August 31 and 25 minute parties

Guidelines:

• This round will focus on the individual potential new member and the individual chapter. It will be an opportunity to provide potential new members with an informative introduction to sorority life, and what makes each sorority unique. There may be a presentation lasting no more than 10 minutes with a 4-minute video limit. The Panhellenic Recruitment Team must approve both videos and presentations by the specified date that is provided to the chapter VPR.
• Decor should be minimal and consistent with the submitted, approved recruitment plan.
• Potential new members will visit all 10 chapters.

Invitation list deadline: 4:00 AM on Sunday, September 1

Round 2: Values and Service round, Sunday, September 1 and 35 minute parties

Guidelines:

• This round will focus on showcasing each chapter’s commitment to service, philanthropy, diversity and inclusion. Furthermore, this will provide prospective new members with a chance to see how they can develop through external collaborative programming. There may be a presentation lasting no more than 10 minutes with a 4-minute video limit. The Panhellenic Recruitment Team must approve both videos and presentations by the specified date that is provided to the chapter VPR.
• Decor should be minimal, can be themed to the chapter’s philanthropy initiatives, and consistent with the submitted, approved recruitment plan.
• Potential new members may visit up to 8 chapters.

Invitation list deadline: 7:00 AM on Monday, September 2

Round 3: Sisterhood round, Monday, September 2 and 45 minute parties

Guidelines:

• This round will focus on showcasing the values that each organization, member, and potential new member has to offer. This round is intended to provide potential new members with information regarding the chapter’s sisterhood, financial obligations, and membership requirements. Chapters are required to present financial information. Financial information sheets will be available to potential new members online for them to review. There may be a presentation lasting no more than 10 minutes with a 4-minute video limit. The Panhellenic Recruitment Team must approve both videos and presentations by the specified date that is provided to the chapter VPR. Chapters are encouraged to highlight expectations and obligations of being a member, including time commitments and new member/member requirements.
• House tours are permitted during this round.
• Decor should be minimal and consistent with the submitted, approved recruitment plan.
• Potential new members may visit up to 5 chapters.

Invitation list deadline: 7:00 AM on Tuesday, September 3

Round 4: Preference round, Saturday, September 7 and 60 minute parties

Guidelines:

• The purpose of this round is to allow the potential new members a final glimpse into their final chapter(s), helping them see the benefit of being Greek through chapter preference ceremonies, to help determine which chapter is the best fit for them. No videos or slideshows with sound are permitted during this round.
• Decor may accompany a preference theme and be consistent with the submitted, approved recruitment plan.
• Potential new members may visit up to 2 chapters.

Bid list deadline: 11:00 PM on Saturday, September 7

IX. Recruitment Guides

Recruitment Guides (also known as Rho Gammas) and members of the College Panhellenic Council will remain associated during primary recruitment.

Guidelines and expectations for Recruitment Guides and the College Panhellenic Council Officers during recruitment shall be:

• Recruitment Guides and the College Panhellenic Council Officers are free to share their organization affiliation but should frame their experience as part of a greater whole.
• Recruitment Guides and the College Panhellenic Council Officers will be expected to:
  • Promote the Panhellenic spirit and build potential new members’ spirit.
  • Educate and answer potential new member’s questions about recruitment rules and procedures.
  • Be objective when dealing with potential new member’s problems.
  • Encourage communication among members of the recruitment guide groups throughout the school year.
  • File recruitment infractions, if necessary.
  • Participate and attend the following events/trainings:
    • Spring retreat
    • One week of Bobcat Student Orientation (BSO) – May 28 through July 2, 2024
    • Spirit Week – August 19 through 23, 2024
    • Involvement Fair – August 25, 2024
    • Recruitment Kick-Off
    • All days within the Primary Recruitment period
    • Any other trainings outlined by the College Panhellenic Council and/or the Office of Sorority and Fraternity Life
• Recruitment Guides and the College Panhellenic Council Officers are not permitted to:
  • Participate in their chapter’s membership recruitment event, including planning events, set-up, decorating, event clean up, preparation or cooking, etc.
  • Recruit members for any individual sorority/fraternity.
  • Attend her chapter’s recruitment discussions, recruitment planning, recruitment workshops, or member selection meetings, volunteer any information about any potential new members or participate in membership voting.
  • Voice any opinions or concerns they may have about potential new members to affiliated members.
• During the Primary Recruitment period, Recruitment Guides may have contact with members of any chapter participating in the recruitment process. However, they may not discuss any potential new member or recruitment-specific activities.

X. Continuous Open Bidding (COB)

Continuous Open Bidding can be conducted during the academic year, specifically during the primary and non-primary recruitment terms when:

• A chapter has not matched quota during primary recruitment. The chapter can COB until quota is achieved.
• A chapter is below the established total at any point in the term.

Primary recruitment term: COB can begin once total is set, and all bids through the primary recruitment process have been distributed. Non-primary term: COB may begin once total is set within 24 hours of the first day of the non-primary term.

PNMs must meet the academic standards of the organization where they are being offered a bid for membership. Panhellenic can support the COB of all chapters with marketing and promotion.

XI. Alumnae Involvement

Alumnae involvement during primary recruitment is limited to behind-the-scenes roles, not one that actively participates in the recruitment process. If alumnae, or chapter house directors, are executing the function of designated inter/national member organization staff, traveling leadership consultants, or volunteers, they may assist the member chapter during the primary recruitment process, but they cannot communicate with potential new members during primary recruitment.

XII. Fineable Violations & Fines Assessed

All fines are due within 30 days of each chapter’s receipt of the final invoice for Recruitment Infractions. For every day late, a $50 fine will be added.

Depending on the severity of some of these infractions, a chapter may receive a fine as well as a referral to the Peer Accountability Board.

Date adopted: April 2024