[civsa] Group Tour Policies (Tiffany Sloan)
Rebecca Tuck
rtuck at spsu.edu
Wed May 28 11:10:59 CDT 2014
Tiffany's set-up at Georgia State is exactly what we started using, thanks to her being kind enough to share it! Thanks again, Tiffany :)
Becca
--
Becca Tuck
Office of Student Recruitment
Southern Polytechnic State University
Office: 678-915-3521
Email: rtuck at spsu.edu
www.spsu.edu/visit
----- Original Message -----
From: "Tiffany Sloan" <tsloan2 at gsu.edu>
To: listserv at civsa.org
Sent: Wednesday, May 28, 2014 12:05:08 PM
Subject: Re: [civsa] Group Tour Policies (Tiffany Sloan)
Hi Laura!,
At Georgia State University we limit our group tours to high school and college bound groups (10th - 12th grade) of 10 - 50 people because of the amount of requests we receive. We will also accommodate college transfer student groups. We have our group tour policy outlined on our website so those requesting can see this upfront which you can see here http://welcome.gsu.edu/campus-visits/group-tours/.
Even though the verbiage is listed on our site, we of course still get groups who don't meet our criteria who will submit the request and we will respond via email to let them know they do not meet the criteria to do a group tour however they can still visit the campus on their own by using our self-guided walking tour or self-guided "Panther Hunt" (for elementary and middle school groups) which we also have on our website, so that way it's not just a "no response".
For those groups that do meet the criteria and they are confirmed to visit, we use a group tour confirmation packet that outlines the date and time of the visit, directions to campus, where to park, information about dining on campus and also our Expectations for Special Group Tours which is a contract that must be signed by the traveling chaperone and sent back to our office a week before the scheduled visit. We let the chaperone know that if the signed expectations form is not sent back by the required date, we will assume that they are no longer visiting and we will cancel their reservation. This helps to cut back on the amount of no-shows because it places the responsibility onto the chaperone to finalize the confirmation. We have this packet on the shared resources page of CIVSA.
Feel free to contact me at tsloan2 at gsu.edu if you want a writable version of our confirmation packet or if you want to know more about how we handle group tours here so you can tailor it for your institution. I could go on and on about group tours at Georgia State :-). Hope this helps!
Sincerely,
Tiffany
Tiffany Sloan, Information Specialist
Welcome Center
Georgia State University
P.O. Box 3999 | Atlanta, GA 30302-3999
Office: 404.413.2065 | Fax: 404.413.2064
Visit Georgia State!
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Sent: Wednesday, May 28, 2014 10:22 AM
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Today's Topics:
1. Re: Group Tour Policies (Rebecca Tuck)
2. Re: Group Tour Policies (Boehm, Andrew)
3. Re: Group Tour Policies (Barb Lieske)
----------------------------------------------------------------------
Message: 1
Date: Wed, 28 May 2014 09:35:34 -0400 (EDT)
From: Rebecca Tuck <rtuck at spsu.edu>
To: listserv at civsa.org
Subject: Re: [civsa] Group Tour Policies
Message-ID:
<22141497.9153625.1401284134222.JavaMail.root at zstore1.spsu.edu>
Content-Type: text/plain; charset=utf-8
Hi Laura!
At Southern Poly, we are only able to accommodate high school groups. We used to do elementary and middle school tours (and even church and camp groups) but we had lots of issues with that - poor behavior, not enough chaperones, the visit just being a field trip, etc. So a few months ago we decided to change it to just high school counselors/teachers bringing their high school aged students (10-50 students).
In regards to a cancellation policy, we require that the group send us back a signed form that's included in our Group Campus Tour Confirmation Packet - they have to send that form back at least a week prior to their visit (I give them the exact date). We actually use a tour confirmation packet that Georgia State (I think) shared on the CIVSA sharing library and then modified it to fit our school. It's very thorough and really sets good expectations for the group tours.
Hope this helps a little! Let me know if you have any other questions.
Becca
--
Becca Tuck
Office of Student Recruitment
Southern Polytechnic State University
Office: 678-915-3521
Email: rtuck at spsu.edu
www.spsu.edu/visit
----- Original Message -----
From: "Susan Houston" <SRH003 at SHSU.EDU>
To: "listserv at civsa.org" <listserv at civsa.org>
Sent: Wednesday, May 28, 2014 9:26:51 AM
Subject: Re: [civsa] Group Tour Policies
Laura,
We are having the same problem that you are having. I have started putting groups on a waitlist in case of a cancellation. However, it is usually too late for them to secure transportation in short notice. We have discussed putting the group on a one year ?suspension? if they cancel late. But I am interested in finding out how if anyone that does this tells them this in a ?nice? fashion! Also, how does one enforce it?
Thanks, Susie
Susie Houston
Visitor Center Coordinator
GO Kats GO Center Coordinator
Sam Houston State University
Box 2539
Huntsville, Texas 77341
936-294-1063
shouston at shsu.edu
http://www.shsu.edu/enrollment/gocenter/index. html
From: listserv [mailto:listserv-bounces at civsa.org] On Behalf Of Stansell, Laura J
Sent: Thursday, May 22, 2014 9:46 AM
To: listserv at civsa.org
Subject: [civsa] Group Tour Policies
The University of Tennessee is seeing a tremendous increase in the number of group tour requests. We are struggling to honor all requests because of funding. Because of this, we are considering limiting the age level of students and/or setting stricter policies that would be enforced for ?no shows? or late arrivals. If you have any information, contracts, letters, policies that you wouldn?t mind sharing, I would appreciate it!
Thanks!
Laura Stansell
<><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<>
Laura Stansell ? Assistant Director
Visitors? Center & Undergraduate Admissions
The University of Tennessee, Knoxville
2712 Neyland Drive
Knoxville, Tennessee 37996
(865) 946-TOUR
stansell at utk.edu
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------------------------------
Message: 2
Date: Wed, 28 May 2014 10:00:41 -0400
From: "Boehm, Andrew" <andrew.boehm at miamioh.edu>
To: listserv at civsa.org
Subject: Re: [civsa] Group Tour Policies
Message-ID:
<CACwUSSAqQs_C2FYFgAHAHksr7Z8FYk8XjNQbyr1ORfJEKsSGRw at mail.gmail.com>
Content-Type: text/plain; charset="utf-8"
Hello all,
One thing I have done in order to alleviate a lot of these problems is to clearly set the expectations for these groups, or simply explain why an "admission visit" may not be the best use of their time on campus. By telling every group that this is a visit intended to help students decide if this University is fit for them to apply to in the very near future and possibly attend in the near future. That's also how I nicely say no to groups of young students.
The best way is to redirect their interest to other spots on campus that may be more interesting to the students. It takes some good campus relationships but if you have museums, or even a good contact at your rec center, these are often better options for young groups and in a lot of cases they have programming set up for young visitors. Playing around in a gym or a museum is often much more appealing for them than listening to us or tour guides droning on about SAT scores and meal plans.
I just know that whatever we try these group visits will continue to be a pain for any collegiate visit professional. Any collaborative gathering I've had in this profession comes with a huge, collaborative sigh when they are brought up.
Good luck and just know that I feel your pain.
*Andrew Boehm*
Assistant Director - Campus Visits and Events
Miami University Office of Admission
301 S. Campus Avenue - 41 CAB
Oxford, OH 45056
513-529-2580
On Wed, May 28, 2014 at 9:35 AM, Rebecca Tuck <rtuck at spsu.edu> wrote:
> Hi Laura!
>
> At Southern Poly, we are only able to accommodate high school groups.
> We used to do elementary and middle school tours (and even church and
> camp
> groups) but we had lots of issues with that - poor behavior, not
> enough chaperones, the visit just being a field trip, etc. So a few
> months ago we decided to change it to just high school
> counselors/teachers bringing their high school aged students (10-50 students).
>
> In regards to a cancellation policy, we require that the group send us
> back a signed form that's included in our Group Campus Tour
> Confirmation Packet - they have to send that form back at least a week
> prior to their visit (I give them the exact date). We actually use a
> tour confirmation packet that Georgia State (I think) shared on the
> CIVSA sharing library and then modified it to fit our school. It's
> very thorough and really sets good expectations for the group tours.
>
> Hope this helps a little! Let me know if you have any other questions.
>
> Becca
>
> --
> Becca Tuck
> Office of Student Recruitment
> Southern Polytechnic State University
> Office: 678-915-3521
> Email: rtuck at spsu.edu
> www.spsu.edu/visit
>
> ----- Original Message -----
> From: "Susan Houston" <SRH003 at SHSU.EDU>
> To: "listserv at civsa.org" <listserv at civsa.org>
> Sent: Wednesday, May 28, 2014 9:26:51 AM
> Subject: Re: [civsa] Group Tour Policies
>
>
>
>
>
> Laura,
>
>
>
> We are having the same problem that you are having. I have started
> putting groups on a waitlist in case of a cancellation. However, it is
> usually too late for them to secure transportation in short notice. We
> have discussed putting the group on a one year ?suspension? if they
> cancel late. But I am interested in finding out how if anyone that
> does this tells them this in a ?nice? fashion! Also, how does one enforce it?
>
>
>
> Thanks, Susie
>
>
>
>
>
> Susie Houston
> Visitor Center Coordinator
>
> GO Kats GO Center Coordinator
> Sam Houston State University
> Box 2539
> Huntsville, Texas 77341
> 936-294-1063
> shouston at shsu.edu
>
> http://www.shsu.edu/enrollment/gocenter/index. html
>
>
>
>
>
>
>
>
>
>
>
>
>
>
>
> From: listserv [mailto:listserv-bounces at civsa.org] On Behalf Of
> Stansell, Laura J
> Sent: Thursday, May 22, 2014 9:46 AM
> To: listserv at civsa.org
> Subject: [civsa] Group Tour Policies
>
>
>
> The University of Tennessee is seeing a tremendous increase in the
> number of group tour requests. We are struggling to honor all requests
> because of funding. Because of this, we are considering limiting the
> age level of students and/or setting stricter policies that would be
> enforced for ?no shows? or late arrivals. If you have any information,
> contracts, letters, policies that you wouldn?t mind sharing, I would appreciate it!
>
>
>
> Thanks!
>
> Laura Stansell
>
>
>
> <><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<>
>
> Laura Stansell ? Assistant Director
>
> Visitors? Center & Undergraduate Admissions
>
> The University of Tennessee, Knoxville
>
> 2712 Neyland Drive
>
> Knoxville, Tennessee 37996
>
> (865) 946-TOUR
>
> stansell at utk.edu
>
>
> _______________________________________________
> listserv mailing list
> listserv at civsa.org
> http://civsa.org/mailman/listinfo/listserv_civsa.org
>
> _______________________________________________
> listserv mailing list
> listserv at civsa.org
> http://civsa.org/mailman/listinfo/listserv_civsa.org
>
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Message: 3
Date: Wed, 28 May 2014 09:21:24 -0500
From: Barb Lieske <barb.lieske at valpo.edu>
To: listserv at civsa.org
Subject: Re: [civsa] Group Tour Policies
Message-ID:
<CALX59ALp9qz+n1DPkZz2pNr0XXd-sQmjaJoec+w+F6quAtuQAg at mail.gmail.com>
Content-Type: text/plain; charset="utf-8"
Good morning from Valparaiso University. Like you, we have had a huge influx of groups wanting to visit. And they all wanted us to provide lunch.
After one year of over-extending ourselves (budget, counselors, tourguides), we decided to restrict our group visits to high school aged students and we no longer provide meals. We also only allow groups at 9:30 a.m.on Tuesdays through Thursdays because Mondays and Fridays are our busiest visit days for our individual families.
Over the first year of implementing this program, we had to constantly tweak our messaging so that those requesting the visit "got it!" See where we're at now by visiting our group visit webpage:
http://www.valpo.edu/admission/undergrad/visit/group-visits/
Also, please note that groups calling us to schedule a visit are still told they must complete the online group visit request form. This is so we have it "in writing" and there is no misinterpretation of their expectations and what we can provide.
Good luck! Barb Lieske
On Wed, May 28, 2014 at 8:26 AM, Houston, Susan <SRH003 at shsu.edu> wrote:
> Laura,
>
>
>
> We are having the same problem that you are having. I have started
> putting groups on a waitlist in case of a cancellation. However, it
> is usually too late for them to secure transportation in short notice.
> We have discussed putting the group on a one year ?suspension? if they
> cancel late. But I am interested in finding out how if anyone that
> does this tells them this in a ?nice? fashion! Also, how does one enforce it?
>
>
>
> Thanks, Susie
>
>
>
>
>
> Susie Houston
> Visitor Center Coordinator
>
> GO Kats GO Center Coordinator
> Sam Houston State University
> Box 2539
> Huntsville, Texas 77341
> 936-294-1063
> shouston at shsu.edu
>
> http://www.shsu.edu/enrollment/gocenter/index.html
>
>
>
>
>
>
>
>
>
>
>
>
>
> *From:* listserv [mailto:listserv-bounces at civsa.org] * On Behalf Of
> *Stansell, Laura J
> *Sent:* Thursday, May 22, 2014 9:46 AM
> *To:* listserv at civsa.org
> *Subject:* [civsa] Group Tour Policies
>
>
>
> The University of Tennessee is seeing a tremendous increase in the
> number of group tour requests. We are struggling to honor all
> requests because of funding. Because of this, we are considering
> limiting the age level of students and/or setting stricter policies
> that would be enforced for ?no shows? or late arrivals. If you have
> any information, contracts, letters, policies that you wouldn?t mind sharing, I would appreciate it!
>
>
>
> Thanks!
>
> Laura Stansell
>
>
>
> <><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<><<<>
>
> Laura Stansell ? Assistant Director
>
> Visitors? Center & Undergraduate Admissions
>
> *The University of Tennessee, Knoxville *
>
> 2712 Neyland Drive
>
> Knoxville, Tennessee 37996
>
> (865) 946-TOUR
>
> stansell at utk.edu
>
>
>
> _______________________________________________
> listserv mailing list
> listserv at civsa.org
> http://civsa.org/mailman/listinfo/listserv_civsa.org
>
>
--
Barbara Lieske, Director
Admission Programs & the Valpo Admission Network Valparaiso University Duesenberg Welcome Center
1620 Chapel Drive
Valparaiso, IN 46383-6493
888-468-2576, 219-464-6717
barb.lieske at valpo.edu
Facebook: Barb at Valpo
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