[civsa] Creating Group Visit Policies

[Kwan, Christopher]

Hello Olivia,

We offer two group tour times M-F at 9am and 12pm. We note on our website that we only offer tours to High School Groups, CBO's working with HS students, and Community Colleges. We cap those groups at 50 pax with the exception of Fridays - purely by virtue of having triple the number of available tour guides on Fridays as compared to other days. We also have an unofficial third group tour time available M-F for groups that request special accommodations.
We offer groups tours/self-guided tours/scavenger hunts for Middle Schools/Elementary school groups too on a case by case basis. We have a small pool of Ambassadors - separate to our tour guides who serve in that capacity.

All of this is done through Slate - with notifications sent directly to my work account. That way if groups sign up they receive everything immediately, and likewise I'm kept up to date on all of the sign ups while still doing my own territory management. At other institutions where I have worked at or volunteered at, they didn't use Slate for their tour options which GREATLY slowed down the response time and added a lot more work to the group tour coordinators plate.

Our campus visit policies are very similar to all of the others already sent through CIVSA this morning. If a group is over 30 minutes late, their tour will be abridged, if they are one hour late, then they will have a self-guided option instead of a guided tour. However all groups have the option to request a presentation no matter what.
We also typically get around 290 group visits a year which is manageable due to Slate.

Hope this helps in some small capacity.

Christopher Kwan
Admission Counselor
Office of Undergraduate Admission <http://admission.lmu.edu/>

Charles Von Der Ahe
1 LMU Drive, Suite 100
Los Angeles, CA 90045-2659
www.lmu.edu<http://www.lmu.edu/> | Privacy + Legal<http://www.lmu.edu/Page52961.aspx>

Tel
Email

310.338.6087
Christopher.Kwan at lmu.edu<mailto:Christopher.Kwan at lmu.edu>



[lmu]

From: listserv [mailto:listserv-bounces at civsa.org] On Behalf Of McGuckin, Olivia (Masser)
Sent: Monday, January 29, 2018 6:56 AM
To: listserv at civsa.org
Subject: [civsa] Creating Group Visit Policies

Hello!

Our office has one admissions counselor who currently manages all group visit requests as one of their administrative tasks (in addition to their territory management).  Phone call/email requests come in and they ad-hoc decide if we can accommodate them, then do all of the set-up required to meet their needs.  Our office is looking to create policy around group visits to assist with better planning, time-management, and expectations for groups.  Does anyone have policy that they've created/instituted that have worked for them?  And are there different policies for high school groups, verses ES/MS groups?
(Randolph-Macon College: 1,400 students; approximately 30 group visits a year)



Thank you!
Olivia
_________________
Olivia McGuckin
Assistant Director of Admissions
Randolph-Macon College

P.O. Box 5005
Ashland, VA 23005

(P) 804.752.3206
(F) 804.752.4707
oliviamcguckin at rmc.edu<mailto:oliviamcguckin at rmc.edu>

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