[civsa] Confirmation Emails

Wed Aug 24 12:08:40 CDT 2016

Hey CIVSA,

We originally asked for the student and parent's email address and only sent the confirmation email to the student. We ran into the same problem of parents calling constantly saying their child 'never received a confirmation.' As soon as we had the email go to the student and the parent email, those phone calls IMMEDIATELY stopped. Funny how that happens :)

We still address the parent email to the name of the registered student. ("Dear NAME, thank you for registering for a tour at Rutgers University - New Brunswick"). I don't think they expect anything personalized since they're signing up on behalf of their child. (Side note: We've been utilizing Fire Engine Red this past year for our registration site.)

Good luck!
Emily Crosby

Admissions Officer
Campus Tour Coordinator
University Undergraduate Admissions
Rutgers, The State University of New Jersey
The Visitor Center
100 Sutphen Road, Piscataway, NJ  08854
(848) 445-1860

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Today's Topics:

   1. Confirmation Emails - Parents? (Wyatt Ehrlich)
   2. Re: Confirmation Emails - Parents? (Ray, Merideth E)

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Message: 1
Date: Wed, 24 Aug 2016 09:19:57 -0700
From: Wyatt Ehrlich <wyattehrlich at pointloma.edu>
To: listserv at civsa.org
Subject: [civsa] Confirmation Emails - Parents?
Message-ID:
	<CAPswbzWPQY-C76Cj4+CzzfvovGHtug6kSGoWQX+Mvqy+a2gkkA at mail.gmail.com>
Content-Type: text/plain; charset="utf-8"

Welcome to the Fall Semester CIVSA!

Our university utilizes TargetX/SalesForce for our registration system (campus visits and events).  Our current setup only allows for confirmation emails to be sent to the student address.  The issue we run into is that a LOT of parents are the ones registering for campus visits and events - and later call us complaining about never receiving a confirmation email.

On our registration page we state that a confirmation email will be sent to the students account, but that line is quickly forgotten by most.

1) Do you send confirmation emails to JUST STUDENTS or STUDENTS & PARENTS?

2) If you send confirmation to parents as well - is it the same exact email that is sent to the student?  How do you address them?  "*Hello Parents/Guardians of XYZstudent*"

3) If you use TargetX/SalesForce AND send a confirmation email to parents - please message me because I'd like to know how you do it!

?Enjoy your Wednesday!
Peace,
Wyatt

*Wyatt Ehrlich*
Campus Visit & Events Manager
SoCal Naz Admissions Counselor
Point Loma Nazarene University
*Tel* 619-849-7051 | *Fax* 619-849-2601
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Message: 2
Date: Wed, 24 Aug 2016 16:29:28 +0000
From: "Ray, Merideth E" <merideth.ray at admission.gatech.edu>
To: "listserv at civsa.org" <listserv at civsa.org>
Subject: Re: [civsa] Confirmation Emails - Parents?
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	<CY1PR07MB2489CB882E8B37E4C248B889B1EA0 at CY1PR07MB2489.namprd07.prod.outlook.com>

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Hello everyone,

At Georgia Tech we currently use Hobsons for our registrations. We are able to collect parent email which is a required field for registering, however the system will only send the formal communications to the email listed as student email. Apparently they are working on this. We send a separate confirmation email manually for the parent email for our open houses, overnight visits and admitted events. We do not do this for our daily visits and tours. We have found that although this is an additional manual step, it has cut down on emails and calls from parents who are not being informed by their students. We address them directly as parents and guests and we alter the emails somewhat to reflect it is going to the parent and not the student.

Good luck with the first few weeks of school!

Merideth

Merideth Ray, Ed.S., NCC
Associate Director for Guest Experience
Undergraduate Admission
Georgia Institute of Technology
meridethray at gatech.edu<mailto:meridethray at gatech.edu>
404-894-1939

From: listserv [mailto:listserv-bounces at civsa.org] On Behalf Of Wyatt Ehrlich
Sent: Wednesday, August 24, 2016 12:20 PM
To: listserv at civsa.org
Subject: [civsa] Confirmation Emails - Parents?