CampusDirector - Round-To-Round Management

CampusDirector - Round-To-Round Management

As the CampusDirector Admin for your community, you are the conductor of the process, ensuring that each round is set properly, scheduled, and executed and that invitations and priorities are inputted. This checklist will help you move from round to round by providing a "flow" you should follow. 

Round-To-Round Check List:

1. Schedule the events for the round. 

  1. Make sure the round is configured, event times are set, any schedule conflicts are entered, chapter invitation numbers are set (if applicable), and you have run and saved schedules.  
  2. Reminder! If you have two pools, you have to schedule BOTH pools individually.

2. Check your schedules and make any individual adjustments as needed.

  1. It's always good to make sure your event sizes are how you like them (See Event Count Matrix) and that you do not need to make any adjustments to individual schedules.  

3. Adjust chapter and participant access to fit your needs. 

  1. If you want to restrict or enable chapter users or participants to access schedules when you release them (AKA finalize the round), make sure you have that enabled or disabled if you don't. 
    1. See How to prevent chapters or PNMs from seeing their schedules

4. Finalize the round! 

  1. Finalizing the round makes it so that the chapters and participants can see their schedule, if you have enabled access. Make sure you click save! 
  2. When the time is right, don't forget to enable participants to see their schedules!

5. Don't panic, when you finalize a round the next round opens! This changes the current round displayed on your homepage. It does this because you are getting ready for the next round (chapters will have to enter invitations for that next round, and participants will enter their priorities in the next round). 

6. Your events happen and finish! 

7. If you have an RFM-style process, your participants will enter their priorities/rankings on the PNM Companion App. And your chapters will input their invitations for the next round. This will also occur in invitational rounds. 

  1. PNM Logins AND Editing MUST be turned on so PNMs can submit their chapter priorities/rankings. Manage PNM Logins from Setup > Site Setup > Configuration.
  2. For campuses that utilize the secondary pool, chapters need to save their primary AND secondary pool invitations in order to officially submit it to the council.

8. You can check the status to ensure all chapters and participants have entered their invitations and/or priorities. 

  1. Round >View Reports > Lost PNMs - Will show you all the PNMs that have not submitted their priorities yet.
  2. Round > View Reports > Chapter Submit Status - Will show you which chapters have submitted the lists with a timestamp. 

9. Withdraw any PNMs not continuing the recruitment process. Go to Actions > Edit Withdraws to find the PNM you need to withdraw.

10. If running an RFM-style process, your RFM specialist may handle adjusting flex lists and invitations. 

11. Return to Step 1 and schedule the events for the next round. 

Note that your process may vary if you are not following an RFM-style process. If you are not scheduling events, you will not follow this process. 



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