[civsa] Creating Group Visit Policies

Mon Jan 29 11:31:44 CST 2018

Hi Olivia,

UHCL is a public institution with about 9,000 students enrolled. We have about 5,000 visitors each year with about 3,000 coming in groups.

We also have a group visit policy and procedure:

1)    Group leaders must complete the online request form on: https://www.uhcl.edu/admissions/visit/group-tour. The form has all of our guidelines and asks all of the questions we need to schedule the visit. Even when they call, we tell them to go online or we fill out the form for them on the phone. This is to ensure that they understand the guidelines to which they are agreeing.

2)    We receive their request via email, and the events assistant checks the calendar to see if we have a tour scheduled for their first choice date. If not, she looks for the second date and so on.

3)    Then, she submits a facilities request to ensure that we have a classroom available on campus to accommodate the group.

4)    Once that we receive that back, she sends the confirmation email to the group leader.

5)    About a week before the tour, she sends out a reminder email and/or calls them.

If the date is unavailable or the group is too large, she will correspond with the group to find an alternative. The same goes for eating on campus - she will send them information about our on-campus dining services, as the group must contact dining services directly to get lunch setup.

The procedure and policies are the same across the board. We have made accommodations for some groups - e.g., those that have alumni teachers or high school groups that want a date already taken by a middle or elementary group - but for the most part, the procedure is clear cut.

I hope that this helps!
Tia

[cid:image010.jpg at 01D398F4.C345CC90]Tanisha Edwards, M.Ed.
Associate Director of Admissions, Campus Visit
University of Houston-Clear Lake
2700 Bay Area Blvd, Box 13 | Houston, TX 77058
281-283-2642 | edwardstia at uhcl.edu
The choice is clear.
http://www.uhcl.edu/admissions/events

Upcoming Events:

Spring Open House
Saturday, Feb. 10th | 9:00am-12:30pm
Register at http://www.uhcl.edu/open

From: Matthew Cramer [mailto:mcramer at marian.edu]
Sent: Monday, January 29, 2018 9:00 AM
To: listserv at civsa.org
Subject: Re: [civsa] Creating Group Visit Policies

We've created a couple documents for them to fill out so we get the information we need to schedule their visit. We also have them sign a Group Visit Agreement so we 're all on the same page about arriving on time/behavior.

Best,

Matthew Cramer
Campus Guest Coordinator

Marian University Office of Undergraduate Admission
3200 Cold Spring Road
Indianapolis, Indiana 46222
800.772.7264 (toll free)
317.955.6516
mcramer at marian.edu<mailto:mcramer at marian.edu>
www.marian.edu<http://www.marian.edu/>
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[cid:image001.jpg at 01D20CE0.A4EE3D50]<http://www.marian.edu/admissions>
Apply Now!<http://www.marian.edu/apply-now> | Schedule a Campus Visit!<http://www.marian.edu/admissions/admissions-forms/admissions-campus-visit>|Register for an Event Day <http://www.marian.edu/admissions/events/event-day-sign-up>

From: listserv [mailto:listserv-bounces at civsa.org] On Behalf Of McGuckin, Olivia (Masser)
Sent: Monday, January 29, 2018 9:56 AM
To: listserv at civsa.org<mailto: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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