Visits and Fairs: Pre-Visit & Visit Posting Policy and Procedure

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1 Objective/Notes: To establish consistent and efficient procedures for the creation and delivery of Pre-Visit s and posting all high school visits, college fairs, and community visits to the OSU Admissions website and SharePoint. This Policy & Procedure is specific to all recruitment trips where OSU admissions staff are meeting with prospective students. This includes, but is not limited to, high school visits, college fairs, and community visits. The policy and procedure must be fully implemented and maintained in order for future projects including online posting of visits and consolidated calendaring of visits to progress. This updated process consolidates all visit reporting and calendaring so that counselors only have to fill out a form in Slate to generate a pre-visit and/or post the information on SharePoint and the OSU Admissions website via an interactive visit map that will be linked on every counselor/territory page. Date Implemented: January 22, 2015 Updated: August 2015 Last Updated: August 27, 2015 Types of High School and Community Visits* *As practices and expectations for visits evolve, this section should be updated to reflect those changes in both practice and language. For the purposes of determining the recruitment event category and whether a pre-visit is sent, the following descriptions are provided. High School Visit A regular high school visit will take place in the high school and notices will be sent to juniors and seniors from that high school 7 days before a visit. notices are auto sent and do not normally require involvement of data management or communications staff. Senior Only High School Visit The same procedures as a regular high school visit apply; however, notices are only sent to seniors from the high school. Community Visit (Specific High School) A regular community visit will take place in an appropriate, as determined by a counselor and her supervisor, community location. notices will be sent to juniors and seniors from a list of area high schools 5 days before a visit. The five day notice is to alleviate double s on the same day if a community visit corresponds closely to another high school visit. notices are auto sent and do not normally require involvement of data management or communications staff. Senior Only Community Visit The same procedures as a regular community visit apply; however, notices are only sent to seniors from the list of high schools.

2 Geographic Proximity Community Visit (Geographic Proximity) A geographic proximity community visit will take place in an appropriate, as determined by counselor and her supervisory, community location. notices will be sent to an audience determined by a counselor, her supervisor, and a member of the data management team. For example, Counselor Office Hours at a local coffee shop would fall into this category. Geographic proximity community visits require involvement of the data management to ensure that an appropriate geographic proximity and audience is selected for the scope of the visit. s for geographic proximity events will be created manually by a member of the data management team and reviewed by the counselor prior to being sent. College Fairs (Calendar Posting Only) A specific college fair in a counselor s territory where students can reasonably expect OSU participation in the fair. This includes, but is not limited to, fairs in Oklahoma, Texas, Arkansas, Kansas, and Missouri. s to students are not sent for specific fairs due to the number of fairs and the geographic overlap of fairs. If there is a special exception where an needs to be sent, please work with the Recruitment Coordinator and the Communications team. Out of State College Fairs (Under the Sun s) - College fairs taking place in locations where OSU does not have a physical presence in the state or territory (California, Colorado, Illinois, Arizona, Nebraska) where a counselor is traveling for an intensive schedule of fairs and visits. s are sent to students about these fairs in order to increase OSU visibility. High school visits to specific schools during the same trip should be recorded as a high school visit in order to generate the pre-visit s that are sent separately. Visit Scheduling All types of visits must be scheduled and reported AT LEAST 11 days before the event date. Eleven days is required to allow for this procedure to be fully implemented. High school and community visits should be scheduled as early as possible. To add a visit, please use the following Slate portal: This form lists all future events currently scheduled. Events in orange reflect visits where the pre-visit has already gone out and cannot be edited. At the bottom of the page, there are direct links to each form to submit new events. To fill out each form, please select the link to log into Slate and fill out the form. Each form is slightly different in order to send automated s; please refer to the specific instructions below for each type of visit and the associated form.

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4 High School Visits and Senior Only High School Visits Visits should be reported as early as possible, but no later than 11 days before an event at this website: All fields and sections of this form are required. 1. Use the High School Search to search for the high school to be visited. The CEEB for the selected high school will be automatically inserted into the CEEB Code field. 2. Select Seniors Only if the event is a Senior Only High School Visit. 3. Enter the exact location of the visit. This will appear in the notice to students exactly as it is entered in this box. Check spelling, capitalization, punctuation and room numbers. 4. Select the date of the event. It should be NO LESS than 11 days in the future. 5. Select a start and end time. Be sure to select a.m. or p.m. 6. Select the name of the counselor making the visit. 7. Submit. Community Visits and Senior Only Community Visits Visits should be reported as early as possible, but no later than 11 days before an event at this website: All fields and sections of this form are required. 1. Use the High School Search to search for the high schools to be visited. Enter each high school CEEB code in the CEEB1 CEEB8 boxes as needed. Do not enter anything in CEEB1-CEEB8 other than a CEEB code. 2. Select Seniors Only if the event is a Senior Only Community Visit. 3. Enter the location name of the visit. This will appear in the notice to students exactly as it is entered in this box. Check spelling, capitalization, punctuation and room numbers. 4. Enter the address of the location. This address will be run through mailing address validation. Validation can be skipped by selecting Skip Validation when the form is submitted. It should be noted that many students will use this address in map programs. Please test the address in Google Maps to ensure the address matches the location. 5. Select the date of the event. It should be NO LESS than 11 days in the future. 6. Select a start and end time. Be sure to select a.m. or p.m. 7. Select the name of the counselor making the visit. 8. Submit. Geographic Proximity Community Visit Visits should be reported as early as possible, but no later than 11 days before an event at this website: All fields and sections of this form are required. 1. Enter the zip code for event location. 2. Enter a suggested mile radius. *In dense metropolitan areas, a 10 mile radius could include many hundred or even thousands of possible attendees. This is one reason these s will be sent with the assistance of a data management team member.

5 3. Select Seniors Only if the event is intended for Seniors Only. 4. Select the territory that is the main focus for the visit. 5. Enter the location name of the visit. This will appear in the notice to students exactly as it is entered in this box. Check spelling, capitalization, punctuation and room numbers. 6. Enter the address of the location. This address will be run through mailing address validation. Validation can be skipped by selecting Skip Validation when the form is submitted. It should be noted that many students will use this address in map programs. Please test the address in Google Maps to ensure the address matches the location. 7. Select the date of the event. It should be NO LESS than 11 days in the future. 8. Select a start and end time. Be sure to select a.m. or p.m. 9. Select the name of the counselor making the visit. 10. Submit. College Fairs Fairs should be reported as early as possible and no later than 11 days before an event at this website: All fields and sections of this form are required. 1. Select the territory that is the main focus for the visit. 2. Enter the location name of the visit. This will appear on the OSU admissions website to students exactly as it is entered in this box. Check spelling, capitalization, punctuation and room numbers. 3. Enter the address of the location. This address will be run through mailing address validation. Validation can be skipped by selecting Skip Validation when the form is submitted. It should be noted that many students will use this address in map programs. Please test the address in Google Maps to ensure the address matches the location. 4. Select the date of the event. It should be NO LESS than 11 days in the future. 5. Select a start and end time. Be sure to select a.m. or p.m. 6. Select the name of the counselor making the visit. Out of State Visits (Under the Sun s) Visits should be reported as early as possible and no later than 11 days before an event at this website: All fields and sections of this form are required. 1. Enter the zip code for event location. 2. Enter a suggested mile radius. *In dense metropolitan areas, a 10 mile radius could include many hundred or even thousands of possible attendees. This is one reason these s will be sent with the assistance of a data management team member. 3. Select Seniors Only if the event is intended for Seniors Only. 4. Select the territory that is the main focus for the visit. 5. Enter the location name of the visit. This will appear in the notice to students exactly as it is entered in this box. Check spelling, capitalization, punctuation and room numbers.

6 6. Enter the address of the location. This address will be run through mailing address validation. Validation can be skipped by selecting Skip Validation when the form is submitted. It should be noted that many students will use this address in map programs. Please test the address in Google Maps to ensure the address matches the location. 7. Select the date of the event. It should be NO LESS than 11 days in the future. 8. Select a start and end time. Be sure to select a.m. or p.m. 9. Select the name of the counselor making the visit. 10. Repeat these steps for a second fair if necessary. High School and Community Visit Notice Approval For all visits that can use the automatic notification process, the following procedures should be followed: 1. Ten days before an event the admissions counselor will receive an automatically generated from Slate. The will include an example version of the notice to be sent to students selected when the visit was reported. The top section of the will include details about the number of s, the names or CEEB(s) of institutions for students invited, date notice will be sent and type(s) of students invited. Additionally, the will include a link to the visit record that can be updated to reflect any updates to the population or event details that need to be changed. The counselor will have two days to make any changes using the Edit Event Details link included in the review . You can also directly edit the event on the Slate portal page by selecting the event from the list, which will open a link to the submitted form:

7 2. If an event is cancelled or you feel the population is not correct, the Hold s for this Event check box should be checked and a member of the data management team notified, as soon as possible. 3. Selecting Event is Cancelled on the form will remove it from the export to update the visit map. If an has already been sent, please submit an ASC ticket so that the data team can build a follow-up to send out. 4. Selecting Hold s for this Event will keep any notifications from being sent out. High School and Community Visit Exception/Cancellation Handling All events must be scheduled following the above procedures. However, should an event be cancelled, we will require as much notification as possible to make sure that visit s are not sent to the impacted populations. When you receive the 10 day approval, you can select Hold s for this Event in the Event Details link and no students will receive the . However, if it has reached day seven and that has not been selected, the data management team will need to produce a cancellation . If an event is reported after 7 day notices are sent, the data management team will need to produce a Pre-Visit for the event. The event should still be reported using the procedures above, but an will need to be sent to the data management team so that the Pre-Visit can be produced. Website and SharePoint Posting All form submissions will be collected and consolidated into one export from Slate. This export will be used to populate the Recruitment and Outreach Calendar in SharePoint. It will also be used to update our OSU Visit Calendar. Each calendar will be updated at least once a week and old events will be removed after their dates. All high school visits, college fairs, and community events where OSU admissions staff are meeting with prospective students and families will be displayed. Counselors will no longer need to post individual events on their personal pages a separate link to the overall form has been added to each page directing them to this map.

8 Map Functions: The Visit Map has many great features, including: Zoom functions to zoom into a specific geographic area Search function to search for a specific location or high school Visit type reflected in different colors so you can narrow it down by college fair, high school visit, and community event. You can also open the map with the link at the bottom to pull up a full-page version.

9 Example s: 1) COUNSELOR APPROVAL FOR REGULAR HIGH SCHOOL VISIT The below will be sent to 10 Juniors and Seniors at Acorn High School. Please click here to edit the entry. The will be sent at 1:00 a.m. on Sunday, January 25. Edits must be made to the visit before that time. You can hold this event if you do not want it to be sent by clicking the link above and choosing, Hold s For This Event. Oklahoma State University Apply Now Student First Name, I'm coming to your high school and I'd like to talk to you about Oklahoma State University! Sunday, February 1 Acorn High School 7:50 a.m. to 9:00 a.m. Counselor's Office If you have any questions, let me know. I hope to see you there! Jessica Medina

10 Undergraduate Admissions Counselor

11 2) COUNSELOR APPROVAL FOR SENIORS ONLY HIGH SCHOOL VISIT: The below will be sent to 7 Seniors at Acorn High School. Please click here to edit the entry. The will be sent at 1:00 a.m. on Sunday, January 25. Edits must be made to the visit before that time. You can hold this event if you do not want it to be sent by clicking the link above and choosing, Hold s For This Event. Oklahoma State University Apply Now Student First Name, I'm coming to your high school and I'd like to talk to you about Oklahoma State University! Sunday, February 1 Acorn High School 7:50 a.m. to 9:00 a.m. Counselor's Office If you have any questions, let me know. I hope to see you there! Jessica Medina Undergraduate Admissions Counselor

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13 3) COUNSELOR APPROVAL FOR REGULAR COMMUNITY VISIT: The below will be sent to 437 Juniors and Seniors at the following CEEBS: Please click here to edit the entry. The will be sent at 1:00 a.m. on Monday, January 26. Edits must be made to the visit before that time. You can hold this event if you do not want it to be sent by clicking the link above and choosing, Hold s For This Event. Oklahoma State University Apply Now, I'm coming to your area and I'd like to talk to you about Oklahoma State University! Visit with me on Saturday, January 31 from 7:15 a.m. to 8:15 a.m. at Larry's House 132 S Wedgewood Dr Stillwater, OK If you have any questions, let me know. I hope to see you there! Samuel Ball Undergraduate Admissions Counselor

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15 4) STUDENT FOR COMMUNITY VISIT Oklahoma State University Apply Now Abel, I'm coming to your area and I'd like to talk to you about Oklahoma State University! Visit with me on Saturday, January 31 from 7:15 a.m. to 8:15 a.m. at Larry's House 132 S Wedgewood Dr Stillwater, OK If you have any questions, let me know. I hope to see you there! Samuel Ball Undergraduate Admissions Counselor samuel.k.ball@okstate.edu

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17 5) STUDENT FOR HIGH SCHOOL VISTS Oklahoma State University Apply Now Student First Name, I'm coming to your high school and I'd like to talk to you about Oklahoma State University! Sunday, February 1 Acorn High School 7:50 a.m. to 9:00 a.m. Counselor's Office If you have any questions, let me know. I hope to see you there! Jessica Medina Undergraduate Admissions Counselor jessica.medina@okstate.edu

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