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  1. Delta Sigma Phi Indiana University South Bend.

    As a newly elected Recruitment Director I believe one of the biggest resources any member can have is a names list. I personally have seen a variety of them during my undergrad be it an excel document, Google doc, or the old fashion pen and paper I find that this is one of the most important aspects of recruitment during your chapters recruitment process. If done correctly you can meet hundreds of potential new members, have involvement from your entire chapter, prevent future problems (with Value Based Selection Process) and keep accountability for bringing in New Members.

    Currently my chapter is using a Google Excel Doc for multiple reasons. First off for simplicity of sharing the document with other members so they can see the progress of recruiting new members. The next reason is for simplicity of passing down a reusable names list so the next recruitment director doesn’t have to start from scratch. And finally because it’s very simple to use and works just like a regular excel document without taking up data on your computer or having to worry about the file being lost because its in your email and automatically saves after every key stroke.

    In this article I will be discussing the simple format of the names list along with some other useful tabs for any recruitment director to have to help ensure that your chapter is getting a hold of all of the potential new members on your names list.

    Our current chapter names list document has four tabs, a key, the names list, meetings, and contact responsibility.

    The “key” tab is where you will explain all the short hand notations in your names list document. Currently our key tab has a ranking system (A,B,C,D,E,F, & G), Brother name shorthand, notes short hand, and how to input new information. The Ranking system is not a judgement of the person yet a thing used to see where the potential new member is in during the recruitment process. We have this so we don’t have a brother doing 1 on 1s with a PNM multiple times when he needs to be voted on for membership. How we have the rankings broken down is this:
    – A = Accepted bid
    – B = Need to vote for membership/ Bid
    – C = In the process of Closing
    – D = Fresh lead
    – E = Redshirt (usually for grades) reconsider next semester
    – F = Voted down not fit for membership
    – G = Lead missing information
    We include brother shorthand because if you’re writing in notes and you write your full name that’s going to take up half a cell with information that isn’t useful for our notes section. This also helps distinguish between different brothers and helps figure out who’s who with their initials. Finally if you are writing out everything in the note section you’ll end up with a guy who has notes the length of your screen which isn’t efficient for your names list because it’s wasted space. Some examples of our short hand would be things like:
    -1 on 1 = one on one meeting
    – VM = Voicemail
    – NS = No show to the meeting time

    The next tab is that of the Names list. On our names list we have 11 columns currently in use. These columns are First Name, Last Name, Phone Number, Email, Reference, Brother, Rank, Grade Check, Graduation Year, Notes, then Facebook. You obviously what to know the persons name so the first two columns are self explanatory. But the reason why we separate them is so that we can select all their data entries in combination with others and sort them by either their first or last name whichever is your preference. This also helps if you have an international student who’s first name may be written last and their last name first, everyone loves the sound of their first name and it’s only right that you call them by that. The next two columns are for communication purposes and getting a hold of these potential new members. Our chapter does “cold calls” and we set up meetings through that. We also send out personal emails so that if we couldn’t get a hold of them on their phone. These emails are usually inviting Potential new members to upcoming events and also an attachment of our flyer, calendar of events as well as links to our Chapter website, Facebook and Twitter. The reference portion of the names list is how you keep track of how you obtained this contact information. Examples would be “referral by Brother XX” or “orientation 2” things like that. The Brother column is how you keep track of who has been in contact with the potential new member. This allows for that potential new member to become acquainted with one of the brothers and to create a solid relationship with one brother. This allows for the potential new member the ability to have one guy in mind as a connection to the fraternity so he can later be introduced to other brothers in the fraternity. The next column is the rank, as stated before everyone starts as a fresh lead then moves up or down the names list through that. This is the primary sorting device we classify PNMs on our names list. You want to first sort by rank then by first or last name, this will help you see who is where in the recruitment process and cut out a lot of unnecessary time spent on the names list looking for who’s a fresh lead, who needs a bid and what not. Our chapter uses a system coined by Phired Up Productions called Value Based Selection Process (VBSP). In our VBSP we have a few criteria that must be met by every incoming new member. one of the requirements is having a sufficient GPA that is congruent with our bylaws. If you don’t have a minimum requirement for initiation personally I believe you will face several problems down the line, and if you are not restricting guys who fall below that minimum you will have several problems down the line. A good way to get rid of a bad member is to never initiate them and this can be solved simply by VBSP and a grade check. If your Greek system already has a requirement before students can even apply for Greek life then set your standard higher than theirs so you get the cream of the crop in new members. The next column is graduation year, this allows for this document to be passed down from recruitment director to recruitment director. This does so because as names are added to the list once someone graduates they can be removed from the list. The only other reason why a name is removed from the names list is because they joined your fraternity or another fraternity. If someone becomes an F candidate write down the reason why they were unfit to join, so that future brothers can see why you didn’t vote them in, it also helps the memory when you can see what they had done over previous semesters. The next column is the notes section. You always want to input new information at the beginning of the the notes so you can find the most relevant information. To begin an input start with the date, your initials then any notes you want to put in followed by a period to signify the end of the notes, ex. 7/24/12 ED 1 on 1 set up for 7/25/12 at 6:00 PM @ Library. short simple and to the point to have long drawn out explanations after several meetings and inputs you’ll be getting pretty long notes sections. The final column is a link to the PNM Facebook, this is there so that Brothers can put a name to the face and have an easier way to add them once they accept their bid.

    These next two tabs are not necessary for all Names List documents but can help make a recruitment directors job a lot easier.

    The first one is the meetings tab. I use this to keep track of when a brother has a meeting with a PNM so I can find out how the meeting went and so I can remind them to fill out the notes section immediately afterwards.

    The next tab is the contact responsibility tab. This helps two-fold, one it helps the recruitment director keep track of the brothers that are in contact with potential new members, the second is it keeps track of who brought in new members and who didn’t. This helps keep track because you have a list of the brothers going down the first column then to the right of their names every PNM they are in contact with. If you color code names by their rank you can do so again here to see where each PNM is in their process so you can move them along to the next step. At my chapter we have a reward system for who brings in the most new members, and this is an easy way to keep track of it. You also have a way to see who isn’t talking to Potential New Members and try and motivate them to start talking with someone to bring them in as a New Member.

    With the creation of a successful Names List you can prevent future problems within your chapter, create a successful chapter, create a legacy, and create an environment of recruitment.

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