Panhellenic Executive Board: 2017-2018// VP of Recruitment, VP of New Member Relations & Vice President of Recruitment Personnel.

VP of Recruitment

  • Plan, implement, and evaluate all Formal and Informal Recruitment activities for chapters of the Panhellenic Association.
  • Serve as a primary contact for all Recruitment related questions.
  • To field questions and concerns from individual chapters concerning recruitment to ensure each chapter’s preparation and success during the recruitment process.
  • Approve chapters’ recruitment preparation and event plans, to ensure compliance with all recruitment rules and guidelines.
  • Formal Recruitment duties include, but are not limited to:
    - Propose dates for Formal Recruitment
    - Work with venue(s) selected for Formal Recruitment, as well as chapters to finalize recruitment rooms and corresponding reservations.
  • Host roundtable meetings for Chapter Recruitment Chairs beginning at the end of January.
  • Work with the Vice President of Recruitment Personnel to plan Recruitment Preparation Week for the Executive Board and Recruitment Guides. 
  • Plan all logistics, including timeline and schedule (Matrix) with the assistance of the Panhellenic Advisor, the Vice President of Recruitment Coordination and the Vice President of Recruitment Personnel.
  • Work closely with the Vice President of Recruitment and Personnel, and the Recruitment Coordinator on all recruitment tasks to ensure the Recruitment Guides are aware of the process and prepared to guide the Potential New Members through the recruitment process. 
  • Informal Recruitment duties include, but are not limited to:
    - Be responsible for the organization of Informal (Spring) Recruitment for participating chapters.
    - Design an effective plan for chapters not reaching total to use Continuous Open Bidding (COB) processes.
    - Design and implement, alongside the Vice President of Marketing and Public Relations a recruitment marketing plan and timeline that promotes a positive image of Panhellenic’s year-round recruitment efforts.
    - Research other institutions’ recruitment processes to improve our Panhellenic Recruitment. Facilitate and share ideas with other institutions seeking advice.
    - Review and evaluate the Panhellenic Recruitment process and make appropriate adjustments for the following year.
    - Co-chair the committee reviewing the Recruitment Rules and facilitate the presentation of proposed changes to the recruitment rules and guidelines with the Vice President of Conduct and Integrity.
       - Following changes to this document, the Vice President of Recruitment shall print and distribute the amended version to chapters within one week.
  • Reevaluate Campus Total within 72 hours of Formal Recruitment alongside the Panhellenic Advisor and President and again within one week of the start of the Spring semester. Send this information to chapters accordingly upon its establishment.

  • Create an annual marketing and public relations plan for the Association including a 365-Day Recruitment Marketing Plan in conjunction with the Vice President of Public Relations. 


THE VP OF RECRUITMENT COORDINATES AND OVERSEES THE FORMAL AND INFORMAL RECRUITMENT PROCESSES.


VP of New Member Relations

  • Work with the Vice President of Recruitment to coordinate Formal Recruitment.
  • Plan Orientation Night as well as all recruitment information sessions with the assistance of the Vice President of Recruitment.
  • Attend all Recruitment Roundtables and serve as the official secretary for the meetings, distributing the minutes no later than the following Recruitment Roundtable to all Recruitment Chairs, Presidents, and Advisors.
  • Assist the Vice President of Recruitment in working with the Recruitment Chairs by coordinating meetings, approving presentation items, and additional recruitment tasks as needed.
  • Assume the duties of the Vice President of Recruitment in her absence, inability to serve, or at her call. 
  • Oversee and answer all communication with potential new members through Panhellenic email and Recruitment Facebook groups.
  • Conduct post Recruitment evaluation for potential new members, and all other necessary individuals after Recruitment.
  • Formulate and edit all the content that will appear in the recruitment booklet and work with the Vice President of Marketing and Public Relations to create the booklet.
  • Train on the Recruitment Management system and assist the Vice President of Recruitment in all necessary functions using this program.
  • Carry out all the logistical and training details dealing with Interactive Collegiate Solutions (ICS) and coordinate potential new member ranking during Recruitment Week.
  • Facilitate all aspects of the registration process for Formal Recruitment.
  • Organize and maintain the Potential New Member interest list.
  • Communicate with Potential New Members on the interest list regularly with information regarding Panhellenic, chapter, and upcoming Recruitment events.
  • Assume the position of Vice President of Recruitment at the end of the Vice President of Recruitment’s term following an affirming vote of the Panhellenic Council.
  • Oversee the Rho Gamma Logistics team in conjunction with the Vice President of Recruitment Personnel
  • She will plan the appropriate amount of classes for the Logistics team to become acclimated with Campus Director and their role.
  • Oversee the New Member Development process with the Vice President of Membership Development:
    - Oversee the educational processes for new members including an event within four weeks of Formal Recruitment to introduce and welcome new members to Panhellenic.
    - Co-host roundtable discussions for New Member Educators at least once per semester.
    - Serve as liaison for New Student Connections.

THE VP OF NEW MEMBER RELATIONS ASSISTS WITH THE RECRUITMENT PROCESS AND SERVES AS A RESOURCE FOR ALL NEW MEMBERS. 


VP of Recruitment Personnel

  • Plan all aspects of the Recruitment Guide selection process including, but not limited to: creating announcements, preparing the application, scheduling interviews, assigning Executive Officers and/or previous Recruitment Guides to interview and coordinate final selection.
  • Plan and hold Recruitment Guide Information Sessions for the women interested in the position.
  • Manage Recruitment Guide Interview Committee.
  • Coordinate all aspects of the Recruitment Guide program:
    - Create agendas, materials, and schedule speakers for the training of Recruitment Guides: to ensure that Recruitment Guides are aware of the process and are prepared to guide the Potential New Members through the recruitment process. 
    - Schedule workshops and retreats for the Executive Board Officers and Recruitment Guides to improve team morale.

- Organize and order all aspects of Recruitment Guide apparel such as t-shirts, and other merchandise, in collaboration with the Vice President of Marketing and Public Relations.
- Organize and plan all booths for marketing of recruitment along with the Vice President of Member Development.
- Coordinate the activities of Recruitment Guides during recruitment and delegate tasks to the rest of the Executive Board Officers, in collaboration with the Vice President of Recruitment.
- Ensure and oversee that Recruitment Guide role is continuous after the Formal Recruitment process.
- Implement a recognition program for Recruitment Guides.
-Complete an evaluation process of the Recruitment Guide program and create a post-recruitment report for successor. 


THE VP OF RECRUITMENT PERSONNEL TRAINS AND OVERSEES THE RECRUITMENT GUIDES. 

Panhellenic Executive Board: 2017-2018// VP of Conduct and Integrity and VP of Public Relations

VP of Conduct and Integrity

Serve as the Chief Judicial Officer of the Panhellenic Association. Duties include, but are not limited:

  • Supervise and train the Panhellenic Ethics Board.
  • Collaborate with Student Rights and Responsibility to create the curriculum and train the Ethics Board.
  • Interpret the meaning and application of all Panhellenic documents (including but not limited the Standing Rules, Bylaws, and judicial proceedings) as they apply to any situation, which may arise, while consulting with the President and Advisor.
  • Enforce and ensure the completion of all sanctions.
  • Maintain a complete and up-to-date file, which will include a copy of the current USF Panhellenic Association Bylaws, Standing Rules and Infraction information for the past 5 years.
  • Be responsible for proper mediation procedures:
  • - Facilitate and mediate informal discussions between Panhellenic representatives and other councils along with the President to improve fraternity and sorority relations.
    - Coordinate the formal mediation process, including the recruitment and training of mediators in conjunction with the Panhellenic Advisor.
  • Coordinate and oversee the revision and implementation of all USF Panhellenic Association governing documents, and assure the council is in accordance with National Panhellenic Conference expectations and guidelines.
  • Revise and edit the Panhellenic Association Bylaws annually in collaboration with the Panhellenic Ethics Board and Panhellenic Executive Board.
  • Co-chair the committee reviewing the Recruitment Rules and facilitate the presentation of proposed changes to these rules and guidelines with the Vice President of Recruitment.
  • Educate the Panhellenic Association at large regarding bylaws and guidelines once ratified by the Panhellenic Council.
  • Receive, review, and present any request for amendments, additions or deletions to the Panhellenic Bylaws.
  • Host roundtables each semester with the Risk Management and/or Standards Chair depending on each Panhellenic Chapter’s leadership structure.
  • Serve as the parliamentarian for the Panhellenic Association and assure Robert’s Rules of Order is being followed.
  • Train the Panhellenic Delegates on proper Robert’s Rules of Order
  • Serve as a liaison to University Departments focusing on safety and prevention.
  • Serve as a liaison between Panhellenic and the Center for Student Wellbeing, Center for Victim Advocacy and Violence Prevention, Student Health Services Departments and the Title IX office at USF to report information regarding events, educate about University resources, and provide educational facts to enhance a healthy lifestyle.
  • Serve as a liaison between Panhellenic and the USF Police Department to report information about safety and provide resources for the Panhellenic community.
  • Plan, implement, and evaluate at least one educational program per semester promoting:
    -  Risk reduction within the Panhellenic Association.
    Women’s health within the Panhellenic Association.
  • Plan and help facilitate Safe Sisters training once a semester.
    - Hold round tables for Safe Sisters once a month 

THE VP OF CONDUCT AND INTEGRITY MEDIATES, ENFORCES ROBERT'S RULES AND LIAISES BETWEEN USF RESOURCES AND PANHELLENIC.


VP of Public Relations

Be responsible for all public relations and marketing efforts for the Panhellenic

Association, including, but not limited to the following duties:

  • Be responsible for the advertisement of Panhellenic Recruitment and all Panhellenic sponsored events.
  • Oversee, coordinate and delegate tasks to the Panhellenic Marketing Team.
  • Create an annual marketing and public relations plan for the Association including a 365-Day Recruitment Marketing Plan in conjunction with the Vice President of Recruitment.
  • Create marketing material for all Panhellenic sponsored events in collaboration with the Executive Board Officer planning the event.
  • Design, edit, approve, and order the recruitment booklet, and recruitment items including, but not limited to: Potential New Member bags and giveaways, Bid Day shirts in conjunction with the Vice President of Recruitment, and the Vice President of New Member Relations. 
    - For paid advertisement, collaborate with the Vice President of Finance to assure all advertisements are in line with our printer’s and designer’s standards.
    - Work with a graphic designer, in collaboration with the Vice President of Administration, when appropriate.
  • Serve as Panhellenic photographer, or hire one in collaboration with the Vice President of Finance, when appropriate. This may be delegated to the Marketing Team if the VPPR is not available and a photographer is not hired.
  • Organize the participation of the Panhellenic Association’s involvement in USF’s Student Orientation and Admissions programs.

 

  • Oversee the correct usage of the Panhellenic Association brand on all materials, campaigns, and documents, facilitate overall brand development and revisions processes with the help of the Marketing Team and approve all marketing materials in conjunction with the Panhellenic Advisor before they go to print.
  • Be responsible for delegating and the timely completion of all online communication efforts for the Panhellenic Association to the Marketing Team. This includes, but is not limited to, the following duties:
    - Regularly maintaining and updating the Panhellenic website.
    - Regularly maintaining the Panhellenic BullSync account.
  • Maintaining and implementing a Panhellenic blog to showcase achievements in the Panhellenic community.
  • Overseeing all Panhellenic social media accounts.
  • Monitoring chapter websites, blogs, and social media for appropriate content; if inappropriate content exists, contact the Vice President of Conduct and Integrity.
  • Create an annual marketing and public relations plan for the Association that includes a 365-Day Recruitment Marketing Plan that is also created in conjunction with the Vice President of Recruitment.
  • Create and distribute a monthly Panhellenic newsletter, which will serve to educate and inform the Tampa, USF, and the Fraternity and Sorority community about Panhellenic news and events.
  • Order recruitment and non recruitment apparel for the whole recruitment team and executive board.
  • Formulate and edit all the content that will appear in the recruitment booklet and work with the Vice President of New Member Development. 

THE VP OF PUBLIC RELATIONS STRATEGIZES FOR AND PROMOTES PANHELLENIC AS A WHOLE, AS WELL AS MAINTAINING THE BRAND.


Panhellenic Executive Board: 2017-2018// VP of Professional and Personal Development and VP of Community Development

VP of Professional and Personal Development

  • Plan, implement, and evaluate all programs and activities promoting scholastic excellence within the Panhellenic Association, including, but not limited to:
    - Coordinate academic enhancement programs throughout each semester that meet the community’s needs (for example: time management, finals week preparation, faculty relations, etc.).
  • Actively work with Panhellenic chapters who are not above the all–women’s grade point average to create programming and benchmarks that provide support to improve academic performance.
  • Work to establish relationships with scholastic and honors organizations on campus and encourage Panhellenic participation in them.
  • Coordinate any academic scholarship processes and recognize members with outstanding scholarship.
  • Serve as a Liaison to Alumnae Panhellenic Associations in the state of Florida for the purpose of marketing scholarships opportunities available.
  • Recognize Panhellenic chapter members for scholarly honors and efforts. Host roundtables each semester with the scholarship chairs from each Panhellenic Chapter.
  • Produce a New Member Scholarship Handbook each fall with study tips and information for new members.
  • Serve as a Liaison to University Departments focusing on academic success, scholarship, and career readiness. These departments include, but are not limited to: Office of Student Success, Transitional Advising Center, Career Services, and Office of National Scholarship.
  • Coordinate any developmental or leadership scholarships on behalf of the Panhellenic Association (UIFI, LeaderShape, etc.).

THE VP OF PROFESSIONAL AND PERSONAL DEVELOPMENT SUPPORTS COMMUNITY MEMBERS WITH ACADEMICS AND FUTURE SUCCESS.


VP of Community Development

  • Oversee the planning, implementation, and evaluation of all Panhellenic Association programs.
  • Assess members of the Panhellenic community to understand programming needs and implement opportunities based on identified needs.
  • Coordinate leadership and personal development opportunities and programming, seeking co sponsorship for events with campus organizations and departments.
  • Plan and execute the end of the year Panhellenic Awards Banquet.
  • Create, update, coordinate, and distribute the Panhellenic calendar.
  • Be responsible for the planning and coordination of Panhellenic’s philanthropic and service efforts. Duties include, but are not limited to:
    - Chair the Circle of Sisterhood Committee. A committee that creates and coordinates philanthropic events to raise money and awareness for Circle of Sisterhood.

- Hosting roundtables at least once per semester with chapter philanthropy and/or community service chairs (depending on each Panhellenic Chapter’s leadership structure.)
- Coordinating the process of selecting philanthropy event dates every semester.
- Review and approve chapter philanthropy packets in accordance with the Philanthropy Event Guidelines.
- Work with the Center for Leadership and Civic Engagement and local charities to increase service involvement between the women of Panhellenic and the Tampa community.

  • Pick sister sororities
  • Plan the annual Panhellenic banquet and awards ceremony.
  • Serve as liaison and connector for Panhellenic and Multicultural affairs, Greek Village Council, and Athletics and other fraternity and sorority councils and student orgs.
  • Plan the Panhellenic Banquet. 

THE VP OF COMMUNITY DEVELOPMENT SUPPORTS AND OVERSEES THE COMMUNITY'S PHILANTHROPIC EFFORTS.