Student Services Department. Recruiting Our Students. A Guide for University Staff

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1 Student Services Department. Recruiting Our Students. A Guide for University Staff

2 Ask SSiD One Stop Information Service First point of contact for past, present and future students and staff wanting access to general information on student-related enquiries Front Face of Student Services Signpost, redirect and refer students and staff to the appropriate departmental specialist How we can support you Answer any questions or point you in the right direction for information Support you in adding your FAQs to the University s FAQ database to inform and support past, present and future students Contact SSiD

3 Welcome from the Student Services Department If you are concerned with student recruitment and admissions in your role, this guide is for you. Many staff across the campus are involved in recruiting students and we hope that this short guide will be helpful to all those who are partners with us in this important work. You will find information on some of the key services provided by the Student Services Department. We have included relevant website references which provide guidance on sources of further support. There is also information on useful topics such as international recruitment and details of our new Recruitment Matters support and networking programme (see back page). You can find more information on our website: Contents Welcome 1 Student Services Department 2 Recruitment Support Team 3 Outreach and UK/EU Recruitment 4 & 5 The International Office 6 International Student Recruitment key considerations 7 The Admissions Service 8 International Exchanges Unit 9 Recruitment Support Cycle 10 & 11 Notes 12 Supporting the Supporters Recruitment Matters Inside back cover Back cover Version 1 printed August

4 Student Services Department Student Recruitment Recruitment Support Outreach and UK/EU Recruitment International Office Admissions Service Details of these teams and their services are covered in Supporting our Students: A Guide for University Staff. Registry Services Registration Team Student Fees Team Examinations Team Student Administration Service Taught Programmes Office (TPO) Service Quality Unit (SQU) Student Support and Guidance Student Services Information Desk (SSiD) Student Development and Support International Student Support International Exchanges Unit Financial Support Critical Support Careers Service English Language Teaching Centre Student Health and Wellbeing University Counselling Service (UCS) University Health Service (UHS) Disability & Dyslexia Support Service (DDSS) Multi-Faith Chaplaincy Service 2

5 Recruitment Support Key Responsibilities Recruitment Matters programme Market insight/intelligence to support portfolio development and student recruitment Management information to support student recruitment activity and monitoring Prospective student communications across the recruitment cycle Development, use and training of the CRM (Customer Relationship Management) system Student recruitment projects and campaigns Distribute marketing materials for use in departments Manage the International Scholarship Scheme How we can support you Provide a key point of contact for student recruitment matters for each faculty Pro-active support to convert enquiries and applications into registrations Networking and support/development for staff involved in student recruitment and admissions across the University Advice on customer relationship management during the student recruitment cycle Advice on market research methodology and the interpretation of findings (eg decliner surveys, event evaluation, portfolio market research etc) Provide market insight/intelligence to support portfolio development Contact details Our Team team.html Recruitment Matters Programme support.html 3

6 Outreach and UK/EU Recruitment Key Responsibilities Recruitment and Widening Participation policy development Recruitment initiatives for Home/EU students at all levels, including: University-wide Open Days UCAS undergraduate HE Fairs, visits to schools and colleges Postgraduate recruitment events in the UK and EU Campus tours and inward visits from schools and colleges University Compact Scheme Advice and guidance to prospective students, parents, teachers and other advisers in schools and colleges with regard to entry to Higher Education Undertake and advise on conversion activity University-wide Widening Participation programmes for students from nontraditional backgrounds, to increase the diversity of our student body, e.g. General aspiration raising initiatives with pupils as young as primary age Attainment raising programmes to support the progression of students into HE Subject based intensive programmes to support entry to specific disciplines and careers, e.g. Medicine, Dentistry, Law, Science & Engineering Generate external funding streams to support University Widening Participation initiatives Recruit, train and manage Student Ambassadors Provide a central point of contact for Local Authority colleagues, e.g. Sheffield City Council, strengthening partnerships between the University and external stakeholders Develop networks of internal and external colleagues to share information raise the profile of the University and its work in the sub-region 4

7 How we can support you Provide advice and support to academic departments with regard to departmental and faculty recruitment initiatives, pre- and post-application (e.g. Open Days, visits, conversion campaigns) Work collaboratively with departments and faculties to deliver joint recruitment activities Provide advice and support on working with schools and colleges Support departments and faculties to design and deliver activities targeting currently under-represented groups in HE, to meet Widening Participation targets Provide small amounts of funding to support the development and delivery of Widening Participation activities Support departmental/faculty activities through the loan of materials and resources (e.g. exhibition stands, table cloths, University merchandise) Provide trained Student Ambassadors to support Recruitment and Widening Participation activities Provide links to key contacts in external educational bodies, e.g. Local Authorities, Aimhigher networks Providing contextual and strategic information about the pre-he environment to support decision making Contact details staff.html 5

8 International Office UK-based: Enquiry handling at all stages of the student recruitment cycle Provision of information and advice for prospective international students, tailored to specific countries, via the web. Advice on key recruitment markets including information on education systems, comparability of qualifications, quality and ranking of overseas education institutions Management of central conversion campaign Advice on strategic issues involved in international student recruitment Key Responsibilities Central activities aimed at recruiting international students at all levels, including: Overseas: Education exhibitions School and university visits Work with feeder schools and colleges, including pathway providers Individual international student counselling Work with international student recruitment agents Liaison with overseas sponsor organisations Liaison with influencers such as the British Council, guidance counsellors, careers advisors Our proactive activities focus on the following key markets: East Asia China, Taiwan, Hong Kong, Japan, South Korea South Asia India, Pakistan, Sri Lanka, Bangladesh South East Asia Malaysia, Singapore, Indonesia, Thailand, Vietnam, Brunei Middle East Iran, Jordan, Saudi Arabia, Oman, Bahrain, United Arab Emirates, Qatar Africa Nigeria, Ghana, Kenya, Libya, Egypt The Americas USA, Canada, Mexico, Chile How we can support you Advice on international student recruitment strategies Advice on key student recruitment markets, education institutions and qualifications Contact details Prospective international student web pages Internal University staff pages with advice on key recruitment markets and our team 6

9 International Student Recruitment key considerations Faculty plans involve a key focus on international student recruitment, therefore we are including a summary page dedicated to key features of good recruitment practice. The considerations listed below are important in all recruitment activity, but can be particularly important in the international market. More advice and support can be obtained from the International Office (see opposite page) and from your Faculty contact in the Recruitment Support Team (see page 3). Things to consider when promoting your course Do you provide clear information about the key selling points for your programme/ department? Does your department have links with high profile companies and organisations in the field? Is the content of your course right for international students? Do you offer any placements in industry? Work experience opportunities? External speakers? Do you have any alumni profiles prospective students can relate to? Are your entry requirements set at the right level? Do your applicants have access to any scholarships? Dealing with enquiries How do you handle international student enquiries? (speed, tone, content?) Do you pro-actively manage enquiries? Do you contact the same enquirers repeatedly? Encourage application? Do you keep in touch with offer holders? How often? How do you encourage them to accept your offer of a study place? Is clear information on the strengths of your department communicated to enquirers and offer holders? Teaching quality? Research quality? Star academics in your department? Do you make your international applicants feel wanted? Do you use social media to engage with your applicants? Website Is the navigation clear and simple? Does it contain answers to questions international students have? Is the content of your web pages engaging? Does it make applicants want to return? 7

10 Admissions Service Key Responsibilities Formulate and advise on admissions policy Develop and operate effective admissions procedures Advise prospective students and their advisers on entry requirements and admissions procedures Receive applications, and create and maintain applicant records Advise on, check and process decisions on applications Communicate decisions on applications to Clearing Houses and to international PG applicants Process results and verify the qualifications of expected students (UG and PGT) Rule on the fee status of applicants Provision and analysis of admissions management information How we can support you Provide guidance and training on admissions procedures Advise on making offers and on individual applicant matters Support departments in managing offers Manage confirmation, adjustment and clearing activity for undergraduate admissions Contact details Admissions Service staff contact.html Admissions guidance 8

11 International Exchanges Unit (IEU) Key Responsibilities Study Abroad Programme and Erasmus exchange schemes Manage the staff teaching and training mobility element of the Erasmus programme Nominations, applications and organising welcome events for all incoming exchange students under both schemes Promote the exchange programmes to potential outgoing exchange students, including attending departmental Open Days Administer the Erasmus grant to all eligible outgoing Sheffield students Co-ordinate the application process for all outgoing Study Abroad students Produce and monitor the arrangement of all bilateral agreements for the Erasmus programme and manage University-wide agreements under the Study Abroad Programme Produce literature related to both programmes How we can support you We provide: A key point of contact for all Erasmus and Study Abroad Programme enquiries Training for all new Study Abroad and Erasmus tutors and their support staff Refresher training for existing Study Abroad and Erasmus tutors and support staff General information about the exchange programmes Advice on how to promote Erasmus and Study Abroad within your academic department Advice on how to set up new bilateral agreements under the Erasmus programme Contact details 9

12 Support for Academic Departments through the recruitment cycle Theme Support Team Setting up a new course Management information Recruitment Support Market insight and intelligence International Office UK/EU Recruitment Theme Support Team How to promote a course Marketing and communications Recruitment Support Publications International Office UK/EU Recruitment Theme Support Team Making the most of your CRM IT System Recruitment Support course enquiries Theme Support Team Qualification queries/ UK/EU qualifications Recruitment Support decision making English qualifications Admissions Service Entry requirements International Office International qualifications Theme Support Team Open days and visits Department open days UK/EU Recruitment University open days Outreach and Access Campus tours Recruitment fairs School visits 10

13 Theme Support Team Managing high volumes Producing effective web pages Recruitment Support of enquiries from your Communicating with applicants applicants CRM IT System Theme Support Team Encouraging applicants Communicating with offer Recruitment Support to choose Sheffield holders International Office CRM IT System UK/EU Recruitment Key messages to promote the University Theme Support Team Planning for new arrivals Communicating with new Recruitment Support students SSiD Theme Support Team How to conduct market Advice on market research Recruitment Support research methodology and the interpretation of findings 11

14 12 Notes:

15 Supporting The Supporters. Staff Development Programme. If you support students in your role, this programme is for you. Student Services offers a wide range of staff development and training for staff whose role includes student support and/or student administration. Sessions include: Introduction to supporting students Student immigration update Student finance Open discussion to support your concerns about a student Cultural awareness Corporate Information Systems (CIS) training Disability and mental health Confidentiality & data protection Discipline, complaints and appeals health check for your department Work-shadow opportunities Careers Service As well as workshops and events arranged throughout the year we can provide tailored sessions on request within your own department or faculty. Why not ask us to work with you to design and deliver some input for your departmental staff meetings, away days, and staff development sessions? For full details of the information and support available, visit our website: 13

16 Recruitment Matters If you are involved with student recruitment, recruitment administration or related marketing activity, Recruitment Matters is for you. A programme of workshops and events covering: Admissions policy and process Customer Relationship Management (CRM) IT System International exchanges International recruitment Marketing (planning and strategy, market intelligence, creative services and evaluation) Outreach and widening participation activities UK/EU recruitment As well as workshops and events arranged throughout the year we can provide tailored support on request within your own department. For full details of the information and support available, visit our web site: Design I Print I

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