Distribution of bids
 

I'm curious as to the process at your school for tabulating and distribution of bids. I'm NOT asking about voting on PNMs but on the practical matter of handling all those final lists from all the different sororities. Are they on scantron sheets, is there a team of people who process the data, are actual bid cards printed, or just a computer generated sheet? Are there fines imposed for tardiness for turning in late bid sheets and are these usually levied? If there are hundreds of girls getting bids, who has the arduous task of making sure the right girl gets the right bid, plus the stuffing envelopes etc. They must be up all night long!

Just curious.
Marie

Our school's really small so everything's done by hand. Here's how it works:

Preference Night- Parties end at 9:00 and sororities have 'til 9:30 to get back to chapter rooms. Final bid lists are due at the Greek Advisor's office by 11:30. Fines are levied against late chapters. The Panhel officers are at the Panhel wing during final selections, so we usually give lists to them and they take them over. Lists are hand-written or (in some cases) word-processed.

Bid Day (morning)- Bidmatching by hand occurs in the GA's office. Bidmatching is usually complete by 2:00. GA calls women who did not match. Snap bidding occurs immediately afterwards.

Bid Day (afternoon)- Advisors leave Bidmatching with their sororities' lists. They write up the bid cards (by hand) and deliver them to the GA's office to be picked up by the Recruitment Counselors.

Bid Day (evening)- Recruitment Counselors go to each woman's room between 4:00 and 6:00 to deliver bids. Women have 'til 7:00 to decide whether to accept or not, though most of them tell their Recruitment Counselors right then and there.

Bid Night- At 7:00 all new members report to the Panhel wing for a ceremony welcoming them to the Panhellenic system and Recruitment Counselor revealing. Then the Recruitment Counselors lead their new members to their chapter rooms.

At my school, everything is done by hand. Preference is until 10 pm, with bid lists and the amount of bid cards for whatever quota is due to the Greek Advisor's office by midnight. The next morning, bid matching is done, and bid cards are addressed by the advisor who sits for each sorority during bid matching.

Rho Chis call any PNM in their group who did not get a bid and offers the option of any snap bids if possible, but there is almost never any of those. The PNMs are told if they don't receive a call by like 3 pm to come to the Student Union at 7 pm for bid distribution. The women come into the ballroom of the union and pick up their card, at which time they find out where they are going, and the sororities pick up their new members. It's a lot of chaos basically, but good chaos :) Then each sorority does bid day/night as they see fit.