[civsa] Special Tours

[Edwards, Tia]

Hi Andrea,

We approach tour requests from other departments in the same way we approach our prospective students. So, unless the guest is a VIP, we will add them in our individual tours. We currently offer daily campus tours at 10am and 1pm. If a department has a group of people who could possibly be prospective students, we ask for all of their information like prospective students (e.g., name, DOB, address, etc...). If a new employee is touring the campus, the employee is signed up under "other" rather than prospective. We still collect their information, but put the school's address, etc... in the system. In both cases, the guest is given the tour at 10am or 1pm with however many students attend that tour time.

If the person is a VIP, like a notable alumnus, famous person or donor, then I will rearrange some things to ensure that the request can be accommodated and the tour is given to the person without prospective students. We still ask for information about the person, but that is just to ensure that we have a log of how our staffing resources are used for reporting. Typically, we only ask for the VIP visitor's name and position (alumnus, celebrity, donor), and this is not added to any databases.

Finally, if they are bringing a group on campus, we treat it like a regular group visit (Monday - Friday at 10am). The department contact is the coordinator for the group, and we log it in the same way we log other group tours. If they need to have their tour at another time, I will do my best to accommodate them, but I have set a precedence that group tour times are set in stone. So, if I do not already have the manpower, I would not be able to honor the request. Most offices let me know well in advance of the tour, though.

My tour guides have a rough script they follow, but personalize as much of the tour as possible within the time limit of the tour (one hour). So, if they are asked to go to specific places on campus, they do that without much variation in their training. There have been cases when they were asked to talk about things that we do not talk about on the tour. In those cases, I invited the requesting office to accommodate the guide on the tour if there was specific information they wanted to share. Otherwise, the guides share what they know (which is limited compared to some of the requests) and move through the tour.

I hope that this helps! If you have any questions, let me know.

Thanks,
Tia

Tia Edwards, M.Ed.
Assistant Director, Office of Admissions - Special Events
University of Houston-Clear Lake
2700 Bay Area Blvd., MC13 | Houston, TX, 77058-1098
281-283-2642 | edwardstia at uhcl.edu<mailto:edwardstia at uhcl.edu>
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From: Teply, Andrea Lynn [mailto:Andrea.Teply at utoledo.edu]
Sent: Wednesday, July 06, 2016 10:33 AM
To: 'listserv at civsa.org' <listserv at civsa.org>
Subject: [civsa] Special Tours

Hello Everyone!

At The University of Toledo, the Office of Undergraduate Admission is housed in a separate location from the rest of enrollment management (our adult, transfer, online and military offices are under enrollment management but housed in a building across campus).   The transfer office regularly requests tour guides for students interested in transferring to UT.  We also receive requests, however less frequently, from other offices on campus- mainly for faculty and staff that have just been on boarded.

My question is for those supervising tour guides:  Do you have experience with providing individual tours for outside offices?  How are these scheduled and what kind of policies do you have in place for providing these tours?  Is there a time during the day/week/month in which these tours can be scheduled?  Are your guides trained to give different "types" of tours?

Thanks for providing any insight you can!

GO ROCKETS!
Aundy Teply
Assistant Director of Admission
Campus Visit Experience
The University of Toledo
419-530-5715

Schedule a Visit!<http://www.utoledo.edu/admission/visit>


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