5 Step 1: Definitions Activities – “Cases”MilestonesStatuses Send Welcome EmailNew Inquiry Personal Phone CallStudent ContactEngaged Mail BrochureDemonstrated InterestInterested Send Financial Aid InfoMeeting ConductedInterviewed Invite to Open HouseApplication StartedApplied F.A. App Completed
6 Prospect Statuses NewProspectApplicantEnrolled New InquiryContactedNew ApplicationRegistered InterestedCompleteActive InterviewedIn-Review CommittedAccepted Status Considerations 1.Sequential 2.Triggered by milestones
Communication Plans Nudging Prospects New InquiryContactedNew ApplicationRegistered InterestedCompleteActive InterviewedAccepted Committed 1.What activities that build relationship and commitment?
Communication Plans Nudging Prospects Personal Introduction School/Program Overview Financial Aid Basics Student Profiles 4 Emails 4 Voicemails 6 – 10 Calls Sample: New Inquiry 1. Anticipate Needed Information 2. Determine Appropriate Medium 3. Determine Amount of Communication 4. Keep it Personal
9 Case Records Enrollment Milestones Key Conversations Communication Records New AssignedAppointmentInbound ContactedOnline EventOutbound Scheduled Info SessionCampus EventFollow-Up InterviewedProgram InfoConfirmation/Reminder App StartedFin Aid InfoGeneral Comments App CompletedApplication Info EnrolledEscalation Transfer SourceStatusDate/TimeNotes PhoneOpenCalendar Field EmailClosedTime Field Web Chat
10 Lifecycle Roles/Stages NewProspectApplicant New InquiryContactedStarted Not QualifiedInterestedCompleted No ResponseInterviewedIn Review Inactive-FutureAccepted Closed -DNCRejected Chose Not To Apply Cancelled Closed –DNC
11 Key Sort Variables: -Date Range -Advisor/Agent -Program -Lead Source Key Sort Variables -Start Date -Program -Advisor/Agent Purpose: Provides insight into strengths and weaknesses in the admissions process. Purpose: Forecast enrollment numbers for pending starts and focus advisor efforts.
12 New InquiryContactedInterviewedAppliedEnrolled Not Qualified No Response Chose Not To Apply Inactive Prospect Closed Inquiry Rejected Cancelled Graveyard Statuses Awareness Campaigns
13 Purpose: Provide insight into marketing and lead generation effectiveness. Key Sort Variables: -Lead Source -Date Range -Program Insight: Inquiry Generation
14 Purpose: Provide insight into admissions process effectiveness, agent effectiveness, and program value proposition. Key Sort Variables: -Advisor/Agent -Program -Lead Source -Date Range Insight: Enrollment Process
Summary & Tips Define Statuses Avoid Grade Levels - Use Start Dates Simple Communication Plans Utilize Conversion Reports Create Responsive Communication Plans Connect To Other Departments (IW “Modules”) F.A. Tracking Document Tracking Assigning Cases