Use with The Vice Archon Recruitment

Guide

RECRUITMENT GUIDESTRATEGIC PLANNINGTHE SUPPLEMENTAL OUTLINE TO THE VICE ARCHON RECRUITMENT GUIDE

CONTENTS In this strategic planning guide, we’ll walk step by step through how to create a recruitment plan that fits within the Ideal Chapter Recruitment Model. Using the Vice Archon Recruitment Manual, fill in each of the follow pages to build your recruitment plan. See below for each step of the planning process and the pages to read more about it in your Vice Archon Recruitment Manual. Step 1: Articulate the chapter’s identity. (See pages 3 - 4 in your Vice Archon Manual)

• Your Chapter’s Identity – Page 2 • Determine the Chapter’s Ideal Recruit – Page 3

Step 2: Determine how you will find new members. (See pages 6 -10 in your Vice Archon Manual)

• Set Recruitment Goals – Page 4 • Target the Ideal Recruit – Page 5

Step 3: Craft the message that you’ll put out to the community. (See pages 11 - 13 in your Vice Archon Manual)

• How Are You Seen? – Page 6 • Create Your Marketing Plan – Page 7

Step 4: Create a venues plan to interact with potential new members. (See page 13 in your Vice Archon Manual)

• Set Up Your Venue Plan – Page 8 • Create Your Venues Calendar – Page 9

Step 5: Build Your Recruitment Team (See pages 14 - 16 in your Vice Archon Manual)

• Choose Your Committee – Page 12 • Utilize Your Chapter – Page 13

Appendix:

• Seven Objective Check Sheet – Page 14 • Outline For Your Written Recruitment Plan – Page 15 • Resources – Page 16

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Step 1: Articulate the chapter’s identity. Your Chapter’s Identity Select the three values that we represent that you think are most are most important:

• Character • Leadership • Achievement • Service • Scholarship • Empathy

• Integrity • Abilities • Teamwork • Common Loyalty • Financial

Responsibility

• Citizenship • Lessons of the Ritual • The meaning of the

Letters

Below are the Mission / Vision Statements of Pi Kappa Phi and Push America:

• We will lead. • Pi Kappa Phi will redefine fraternity as a lifelong brotherhood of leaders. • Building leaders of tomorrow by serving people with disabilities today.

How well do you think the chapter is living up to these missions? The top three things that our chapter excels at are:

1.

2.

3.

The top three things our chapter would like to improve this year are:

1.

2.

3.

Looking at the values that you highlighted, the area where your chapter strives, and the areas that you want to improve, what do you think that your chapter’s mission statement might look like?

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Determining the Ideal Recruit

Looking at the sections you filled out above, we see a blueprint for the kind of productive contributing brother that makes your chapter successful. Keeping in mind the ideals expressed in the creed, the values that you listed above, as well as the top three success and the top three improvements, what does your chapter’s ideal recruit look like? Create use these things to create a set of characteristics and standards that all potential new members should have in order to receive a bid. Example: Characteristic: Academic Achievement:

A member must uphold the highest possible standards of scholarship. Measurable standard: In order to receive a bid, potential new members must have a GPA of 2.5 or higher. The top three things that we are looking for in the ‘ideal recruit ‘are: 1. Characteristic:

Measurable Standard: In order to receive a bid, PNMs must … 2. Characteristic:

Measurable Standard: 3. Characteristic:

Measurable Standard: The minimum expectations for any man to receive a bid are: 1. 2. 3. 4. 5. Self Assessment: Do these characteristics and minimum expectations match the mission of the chapter, the things it is successful at and things it want to achieve? How many of your members look like the person that you described above?

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Step 2: Determine how you will find new members. 1. Set Your Goals – Look at not only the men you want to add to the chapter, but be realistic in

how many men you’ll have to reach out to in order to reach that goal. 2. Target Your Audience – Once you’ve figured out how many men you need to recruit, think

about where you go to reach out to them. 3. Names Generation – The driving force behind recruitment is names generation, meaning that

you need to plan a strategy to get new referrals throughout the year. 4. Manage Your List – Using your names list, you can track all the men you are recruiting as they

go through the stages of the recruitment cycle. By using it the right way, you can actively monitor your progress with the recruitment goals you set.

Setting Recruitment Goals Basic Recruitment Goal:

1. Our Chapter’s current size is ________ members.

2. Subtract 30% (Average retention rate) _____________ = end of year size.

3. By the end of this year, we’d like our chapter to have ____________ members. (at least 20% more than line 1)

4. Take line 3 and subtract line 2 = ___________________ = this year’s recruitment goal.

Reaching the Goal: In order to ensure you hit this goal, you must be able to account for several things:

5. Not all the men that you sign will finish the process through initiation. On average, chapters will lose roughly 20% of any given class they start with.

a. Take line 4 and multiply by 1.2 = ___________________ = number of men who sign bids.

6. You’ll need to talk to many more than you actually care to bid in order to be selective and ensure the enough want to sign.

a. Take line 5 and multiply by 4 = _____________ PNM’s the chapter needs to talk to prior to bidding.

7. When you are tracking people on a names list, you’ll notice that a portion of these men are not interested in the fraternity, or even meeting. In order to talk to this many people this year, you’ll need to get up to twice that many names in referrals alone.

a. Take line 6 and multiply by 2 = __________________ the number of referrals you will need on your names list.

THIS YEARS RECRUITMENT GOAL IS ___________________ THE NUMBER OF MEN WE NEED TO SIGN BIDS IS ________________________ THE NUMBER OF MEN WE NEED TO MEET WITH IS __________________________ THE NUMBER OF MEN WE NEED TO ADD TO OUR NAMES LIST IS ______________________

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Targeting the Ideal Recruit Now that you figured out who your ideal recruit is, you can start thinking about where to find him. Look back to the characteristics that you wrote down on page 6. Based on the characteristics of an ‘ideal recruit’ and the minimum expectations, answer the following questions: Where are five locations on campus where you are most likely to find someone like this?

•

•

•

•

•

Name five student organizations that might have members like this or be able to refer someone else?

•

•

•

•

•

What are the top three offices or faculty / staff members on campus who might be able to refer someone like this?

•

•

•

What are the top three majors that our university has that might have people like this? What events / groups / people are involved with that major?

•

•

•

* Consider how to use these people, groups and places to get referrals for our ideal chapter members.

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Step 3: Craft the message that you’ll put out to the community. The Steps of Message

1. Build Your Message – Decide how you tell people about your identity. 2. Create Your Brand – Choose the simple imagery that people can use to recognize you. 3. Marketing Your Message – Strategically use materials and platforms to spread your message

How Do Others See You? Answer the following questions based on your personal experience.

If you had to describe your chapter in one sentence, how would you do it? When non-Greeks see your fraternity, how to you think they see it? How would a sorority woman describe your chapter? How would the campus faculty or staff describe your chapter?

Based on the steps one and two of values, how would you would you what these answers to be different?

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Creating the Marketing Plan Step A: Build Your Message – Decide how you tell people about your identity. Our Chosen Tagline: The Top Five Talking Points:

1. 2. 3.

4. 5.

The Elevator Speech: Step B: Create Your Brand – Choose the simple imagery that people can use to recognize you. Step C: Marketing Your Message – Strategically use materials and platforms to spread your message. For each of these types of marketing, list some ideas for Direct Marketing Mass Marketing

Human Marketing Social Media

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Step 4: Create a venues plan to interact with potential new members. Setting Up Your Venues Plan

Step A: Fit The Cycle – Build a schedule that accommodates PNMs on every level of the recruitment cycle. What types of events could you have for each of the following: Get Referrals / Contact Potential New Members Establishing Relationships / First Time Meetings

Meeting Brothers / Events with the Chapter Interview / Events to Confirm Their Values Align

Step B: Use What You Already Do – Build recruitment into things your chapter already does.

What are ten things that your chapter already does that could be used to recruit?

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Step C: Adapt Year Round – Create a twelve-month schedule that is adaptive to what is going on.

Attach a list of dates and events provide by your university calendar. Include things like move in, homecoming, sports

events, concerts, midterms / finals weeks; anything that can either be used for recruitment or hinder it momentarily.

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Set Your Venues Calendar Using the three steps for Venue, create a tentative schedule for the fal l semester.

Get Referrals / Contact Potential New Members

Establishing Relationships / First Time Meetings

Meeting Brothers / Events with the Chapter

Interview / Events to Confirm Their Values Align

Dec

embe

r

Nov

embe

r

Oct

ober

Sept

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r

Aug

ust

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Create Set Your Venues Calendar Using the three steps for Venue, create a tentative schedule for the spring semester.

Get Referrals / Contact Potential New Members

Establishing Relationships / First Time Meetings

Meeting Brothers / Events with the Chapter

Interview / Events to Confirm Their Values Align

May

April

Mar

ch

Febr

uary

Janu

ary

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Create Set Your Venues Calendar Using the three steps for Venue, create a tentative schedule for the summer.

Get Referrals / Contact Potential New Members

Establishing Relationships / First Time Meetings

Meeting Brothers / Events with the Chapter

Interview / Events to Confirm Their Values Align

Augu

st

July

June

May

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Step 5: Build Your Recruitment Team Choose Your Committee Use the three pi l lars of recruitment to choose a committee to support your strategy.

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Util ize Your Chapter Come up with some examples of what you plan to do to motivate your chapter members in each of the fol lowing ways. !Empower Them: What are three ways decisions or actions that you will include the chapter in?

Set Expectations: What are the basic expectations that you have of the chapter? What are the expectations they should have of you?

Inform Them: What are the ways that you will keep the chapter informed of up-to-date recruitment goals and teach them how to achieve the expectations you set for them?

Encourage Them: What are three ways that you will reward the chapter for achieving expectations and reaching goals?

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Seven Objectives Check Sheet By taking the steps outlined in this manual, you’ll likely be completing most of the following objectives already, but be sure that you are achieving each of the following objectives outlined in the recruitment section of your chapter’s Seven Objectives Report.

Recruitment Success Y/N

How many NIC fraternities are there on your campus?

What is the average fraternity size (initiated men)?

How many initiates are currently in your chapter?

How many pre-initiates are currently in your chapter?

What is your rank in membership on campus?

Does your chapter have an annual recruitment retreat/workshop?

Does your chapter have a written chapter-adopted recruitment program?

Does your chapter recruit year-round?

Does your chapter give out a rush scholarship to incoming Freshmen?

Does your chapter provide a written copy of your chapter's obligations of membership?

Does your campus have deferred recruitment for first semester Freshman?

Does your chapter adhere to alcohol-free recruitment, bid night, big brother night and initiation?

Does your chapter require a minimum 2.3 high school GPA for first semester Freshman?

Does your chapter require a minimum 2.5 college GPA for rushees?

Does your chapter support the NIC open expansion policy?

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Outline For Your Written Recruitment Plan

Once you’ve completed this strategic planning guide, you’ll need to have brief outline that to provide to your leadership consultant and to the chapter. Below is the checklist of things to include refer back to previous pages for the information needed.

! Introduction from the Vice Archon (or Recruitment Chairman): If this is a program that is distributed to the chapter, this letter can be addressed to everyone. This introduction can also be personalized, and the program can serve more as a manual to the next Vice Archon.

! Terms and Definitions: What terms will you be using in this manual? Red Shirt Program? Summer Recruitment? Academic Indexing? It helps to get all of this out of the way at the very start so that it doesn’t pose a problem to readers.

! Leadership and Responsibilities: What are the Vice Archon and Recruitment Chairman and committee responsible for? What are individual chapter members responsible for? Outline everything here so that it is easy to meet your expectations, and also to hold everyone accountable.

! Recruitment goals (each step of recruitment cycle) ! Outline of the ‘ideal’ recruit; what kind of guy your looking for and what the minimum

expectations are. ! Do’s and Don’ts of Recruitment: What should and shouldn’t you say? What is the

attire? How do you handle the “tough” questions? ! ‘Ideal’ recruit targeting strategy ! A copy of the written expectations of membership provided to potential new members ! A copy of or link to the chapter’s names list ! The chapter marketing plan (include samples if possible) ! Key Selling Points of the Chapter: What sets your chapter apart? What key programs

do you offer? ! The recruitment events calendar ! Chapter member expectations, informing / training strategy, and rewards system. ! Recruitment Retreat Agenda: What topics are discussed? When and where is it held? ! A copy of IFC recruitment rules ! A copy of the recruitment budget ! An outline of any scholarships your chapter uses for recruitment. ! Key Contacts: Although these may change from year to year, at least this list serves

to give new chairmen and officers a starting point for developing new contacts.

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Resources

What to learn more about recruitment? There are a number of good resources out there to supplement your efforts. Check out these examples.

Pikapp.org

Refer to the resource library on pikapp.org to find manuals, workshops and other useful materials to assist you in your recruitment efforts.

Pi Kappa Phi Recruitment

Check out Pi Kappa Phi’s new online resource for recruitment assistance. Find supplemental blogs and videos to help you learn more about recruitment. Access workshops, webinars, live tweets and other educational material to train yourself and your chapter. Take part in competitions, polls or our private discussion group to interact with recruiters from chapters across the country, getting advice and sharing your successes. Go to these places to ‘get the tools to create the movement’.

• facebook.com/pages/Pi-Kappa-Phi-Recruitment/123926087658907 • facebook.com/groups/202940669748886/ • twitter.com/#!/Pkprecruitment/