Dear Club Leader,
First...our thanks to you. Students couldn’t have made it through this year without you.
(Important changes will be bolded)
Compared to last year, we have made incremental changes for the Fall, largely in relation to General Body Member (GBM) requirements and logistical differences with the new Penn Labs platform. Using data and feedback from student surveys and club leader focus groups, while also working closely with the Wharton Undergraduate Division, Wharton Council has worked hard to design a recruitment process that takes into consideration both clubs’ needs and the well-being of the Wharton student body. With your help, we hope to ultimately create a community that reduces the stress of, is welcoming towards, and provides equal opportunities for students to learn, socialize, and grow within the Wharton co-curricular community.
The policies below have a twofold purpose:
1. to prioritize the wellness of all students interested in joining Wharton-recognized student organizations
2. to make recruitment effective and efficient for your club, so you can continue with the great work you do
Furthermore, please make sure that you and your board, including transitioning club leaders, take the opportunity to review ALL of our policies that entails with being a Wharton recognized club: Keep an active dialogue with the Wharton Council through your Club Resources Committee Liaison.
● Keep an active dialogue with the Wharton Council through your Club Resources Committee Liaison.
● Participate in the Wharton Undergraduate Leadership Forum (WULF) [Fall] and Club Leader Retreat [Spring]
● Actively attend Office of Student Life Meetings with the Director of Student Life, Lee Kramer.
● At least 50% of the entire club (board inclusive) must continue to be composed of Wharton students.
● At least 25 club members are undergraduate students of the University of Pennsylvania.
● Hold one GBM (with either 25 attendees or 40% of the general body).
● Host one separate event per semester (with either 25 attendees or 40% of the general body).
Going forward, we will continue to revisit and improve these policies based on the feedback we receive from students and the club leaders to achieve the above stated two goals. If you have any questions regarding the policy changes below, we encourage you to contact your club liaison or review our website for more information. Thank you for taking the time to understand the purpose and content of the updated recruitment process for the 2021-2022 academic year.
As a reminder, the following policies have previously taken effect and will remain in effect in the 2021-2022 academic year:
● Descriptions of all club positions (committee, board, etc.) will be available for new students. This information will be shared during information sessions, to the club listserv and through the E-Booklet. Clubs will be responsible for updating this information every semester.
● Clubs will provide examples of questions ahead of time to give applicants a general understanding of the club's expectations for interviews. These questions should be provided at the club's information session(s) at the beginning of the recruiting semester, and to the entire club listserv for those who did not attend.
● Clubs will provide an outline of their recruitment process to be included in the e-booklet
● Clubs will outline and communicate all ways to get involved (i.e. general body, committee, executive board) in the E-Booklet, at their info sessions, NSPs, etc. Clubs will communicate important New Student Programming or Club Recruitment related messages to club constituents using preferred communication methods.
● Clubs may accept applications only after the club has hosted at least one info session (before the application closes on Sunday, September 19th, 2021).
● New Student Programming (NSP) is a program geared towards new students that builds a sense of community, introduces new students to the club, and provides interactive learning opportunities at Wharton. Examples include: interactive workshop, semester long freshmen projects, development teams, upperclassmen and underclassmen socials, etc. Clubs are encouraged to collaborate on NSPs. NSP must be explicitly written in the title of the event.
● Clubs will hold at least one information session during the fall semester and will be required to make the information presented available to the entire club listserv. However, we highly encourage clubs to host two information sessions to allow as many students to attend as possible.
● Clubs are allowed to ask students to RSVP for NSP events. Wharton Council recognizes that it is common practice for clubs to ask further questions of prospective attendees to improve the quality of the programming. Should a club be interested in asking such questions, the questions may not mention, nor bear any weight, on the status and decision of applications, must be specific to the respective NSP event, and not imply any further commitment beyond the specific NSP event.
● Clubs will be prohibited from requesting resumes. A list of past activities is permitted.
● Clubs will be allowed a maximum of two rounds of interviews per applicant during the recruitment process. There will be no group case interviews.
● Clubs may not ask any “networking” questions in relation to asking if the applicant is related to anyone of interest, knows anyone specific in the industry, or can bring someone to the club through his or her connections
● Brainteasers will be prohibited during the interview process (committee, board, etc.)
● For every round of the application, club acceptance and rejection emails must be sent through the Penn Labs system within 2 weeks of the application deadline (before October 3). This is meant to automate the work for club leaders, as we know rejection emails can be a time-consuming aspect of the process. It will also ensure that all students are notified of decisions as clubs have failed to do so in the past.
● Every rejection email sent to applicants must include non-applicant opportunities within the respective club. Non-applicant opportunities are considered ways to be involved in other capacities without an application process.
● Clubs must send personalized rejections from the first round before conducting final round interviews (if applicable).
● Clubs will be able to opt into the consolidated NSP, or can choose to continue their own individual NSP programming if they prefer.
● For clubs still looking to expand and recruit more members past the first deadline, whether there are new positions or they did not receive enough applications in the first round, they can still do this with an opt-in second deadline where there is a higher chance of students applying to their respective club.
● All written applications have to be submitted through the centralized platform made by Penn Labs
● Each Club will be able to ask Club Specific Questions Clubs and can decide on how to break down the total 500-word limit into questions.
● With the introduction of the new system there will be a few changes in the application process in comparison to previous years:
● The GBMer engagement program helps to alleviate school-wide concerns regarding club involvement and enhance opportunities to meaningfully participate in club activities, acquire hands-on experience with various topics/industries, and form connections between passionate students and clubs. GBMer engagement would benefit clubs by expanding its audience while providing more touchpoints to identify strong potential candidates based on their GBMer involvement.
We appreciate your full participation and cooperation with these new policies, which are intended to create a more inclusive and welcoming community for everyone.