PHA database organizes recruitment decisions

Twenty-four hours after three party, several hundred bids were awarded to women across campus. It was a long, challenging and emotional process.

And it was a computer database that ultimately helped make and organize all the final decisions.

Since 2004, IU’s Panhellenic Association has used Interactive Collegiate Solutions, a database based out of Texas, to keep each woman’s — and all 19 chapters’ — rankings organized.

ICS’ web-based programs are marketed primarily to greek organizations, and its website advertises that its “Collegiate Recruiter” keeps its clients organized while saving them time and money.

In an era before computers, women in each house, with the help of Rho Gammas, were responsible for keeping track of whom they invited back and when.

For several decades, though, IU’s PHA has employed some type of computer database to keep track of all the women, the chapters and their preferences. 

This year, seniors Ellen Mauger and Eileen McClary are the directors of computer recruitment and are solely responsible for overseeing IU’s recruitment database.

They had to learn the program, explain it to each chapter and the Rho Gammas, and double-check all the data entered.

“It’s about ease of use and reliability,” Mauger said. “Most schools use an automated database system.”

Both Mauger and McClary said the technology — and their responsibilities — had their challenges in the beginning, but it got easier with each rush party.

“It’s straightforward when you use it day-in and day-out like we do. It’s second nature,” Mauger said.

In a sorority system as large as IU’s, Mauger said computers are the only way to get every woman’s rankings accurately and efficiently accounted for.

In most instances, each potential new member and her Rho Gamma ranked and submitted preferences on a laptop following the end of each round of parties. Georgia Smithee, known as “Rho Gamma Jordan,” met with each of the women in her group individually. Together they ranked and talked about the houses, but the women themselves hit the “save” button.

In this, Smithee said, the girls rushing felt more responsibility in the process and knew that their choices had been submitted — and submitted accurately.

“From my point of view, it’s the best way to ensure accuracy in everyone knowing where they want to be,” Smithee said. “They see the verification screen, but then I go back to Panhel and double-check everything again. There’s a real sense of security.”

As McClary explains it, the women are still making the concrete decisions. The database just organizes it.

Mauger and McClary’s position exists simply to make sure everything is working properly and that everyone’s opinions are factored into the overall equation.

Though it’s challenging work — Mauger and McClary’s real work begins after the rounds and lasts into the wee hours of the morning — both women agree it’s necessary and important.

“If we didn’t have it, I don’t understand how anything could be done on time,” Smithee said. “We couldn’t do the bulk of this recruitment process in a week. It would take days to sort everything out.”