VIRGINIA UNION UNIVERSITY PANTHER ROUNDUP MANUAL. Revised 3/2012

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1 R VIRGINIA UNION UNIVERSITY PANTHER ROUNDUP MANUAL Revised 3/2012

2 table of contents INTRODUCTION TO THE PANTHER ROUNDUP PROGRAM... 1 ROLE OF THE PANTHER ROUNDUP OVERVIEW OF ROUNDUP OPPORTUNITIES Confidentiality ATTENDING COLLEGE FAIRS... 2 Attend a Virginia Union university Panther Preview... 2 Refer a Student to VUU... 2 Adopt a High School OR Church Communicate with an applicant athletic recruits... 2 attending a college fair Talking with students and parents departure... 3 wrap-up... 3 VISITING VIRGINIA UNION UNIVERSITY... 4 Interacting with prospective students and families... 5 THE ADMISSIONS OVERVIEW AND PROCESS Frequently Asked Questions... 6 Sample Follow Up Letter... 8 Sample Sign In Sheet... 9 ALUMNI REFERRAL FORMS FOR PROSPECTIVE STUDENTS Frequently Called Numbers Information Academic Affairs University Bookstore Financial Aid Athletics Institutional Advancement Enrollment Management & Student Retention

3 INTRODUCTION TO THE PANTHER ROUNDUP PROGRAM Thank you for your interest in becoming a volunteer for the Panther Roundup Program at Virginia Union University (VUU). When deciding to build a relationship with a local school in your area, communicate your efforts with Office of Alumni Relations to ensure the office is aware of the alumni representing the University. It is the desire of the University to make sure alumni are able to represent and recruit in a proper manner. The goal of each alumni chapter and affinity group is to recruit, enroll, and retain at least 5 students each year. The Office of Enrollment Management at Virginia Union University is assigned the formal responsibility for coordinating recruitment efforts. This involves a variety of campus representatives communicating the facts and figures, marketing messages, and enrollment procedures to prospective students. The goal of this Panther Roundup Manual is to provide consistency and accuracy in our messages to prospective students. This idea appears to be simple enough, but when real prospective students are encountered, a wide variety of questions and concerns arise. These range from questions about scholarship availability to concerns with acceptance criteria. Your familiarity with this manual will help you excel as a Panther Roundup Volunteer. ROLE OF THE PANTHER ROUNDUP Anytime administrators, faculty, alumni, staff, or students talk to a potential student, they are university recruiters. The following are intended as suggestions or reminders only. The Panther Roundup assists the Office of Enrollment Management by representing Virginia Union University at various recruitment events and activities. Identifying and maintaining contact with prospective students from the geographic area in which alumni live and work is critical to enrolling and retaining students. This important role requires you to be familiar with our professional recruitment practices and adhere to them at all times. The specific responsibilities include staying informed of basic admissions and campus information as well as spreading the word about Virginia Union University and the quality of our academic programs to prospective students. You can gain this information from a local chapter president, viewing the university website or contacting the Office of Alumni Relations. OVERVIEW OF ROUNDUP OPPORTUNITIES There are numerous ways to get involved as a Panther Roundup Volunteer. You can ALWAYS mention Virginia Union University to family, friends and business associates you come in contact with. Attending college fairs and receptions are also good opportunities to help recruit prospective Virginia Union University students in your area. We also offer opportunities to communicate with prospective students by phone, and through the mail. CONFIDENTIALITY To provide alumni volunteer with an understanding of the standards regarding dissemination and disposal of confidential information. Information provided to volunteers is considered strictly confidential. Information shared with volunteers should be done on a need to know basis. Information may not be transferred to any party outside the volunteer system without prior approval from Office of Enrollment Management. Information received is not to be used for any purpose other than those for which it has been provided. 1 Page

4 ATTEND COLLEGE FAIRS Join our college representatives in talking informally to students and parents while distributing materials and collecting names of interested prospective students. Visit and the Admissions link for our College Fair Invite List. College fairs for high school students are generally held from 7:00 p.m. to 9:00 p.m. The fairs are often scheduled in high school gyms with tables set about the perimeter for college representatives. Team up with an admissions representative until you feel comfortable on your own. ATTEND A VIRGINIA UNION UNIVERSITY PANTHER PREVIEW Panther Previews (Orientation) are designed for potential students who have expressed interest in Virginia Union University. All applicants are invited to attend. These programs are usually held in the spring of each year. The program typically includes a formal presentation and an informal discussion involving Virginia Union University faculty, staff, and alumni. The program brings a sense of what the Virginia Union University experience is like. Our hope is students will be better informed as an applicant and will choose Virginia Union University. REFER A STUDENT TO VUU Alumni play a vital role in recruiting great students to Virginia Union University. The Office of Enrollment Management welcomes student referrals from alumni. Do you know a student you would like to recommend to VUU? Complete the Alumni Referral Form and the Office of Enrollment Management will personally follow up with the student, sharing information about Virginia Union University. They will also be notified that you let us know they may be a great fit for Virginia Union University. The application fee can be waived with a completed Application Waiver Form (page 10) attached to the application. This does NOT apply to on-line applications. ADOPT A HIGH SCHOOL OR CHURCH As a Panther Roundup Volunteer, you are invited to contact a high school or church in your area and spread the word about VUU. Identify yourself as an alumnus to the counseling staff and express your willingness to talk with interested students. Leave your contact information and the information for the University. COMMUNICATE WITH AN APPLICANT Prospective and admitted students often contact our office to speak with current students or alumni and get the real scoop on VUU - Why Virginia Union University is such a wonderful campus and great place to get an education. Contact students by phone or to provide important details on what VUU is like, and help reinforce a student s decision to join our campus community. ATHLETIC RECRUITS Prospective students often inquire about becoming a part of the athletic department. We are excited about the opportunity to recruit potential athletes. The process includes having the potential athlete complete the admission process and upload video of performances on the website, which requires a subscription usually obtained by the high school Athletics Department. The Athletic Department reviews the footage on a regular basis and reaches out to the athletes they are interested in pursuing. ATTENDING A COLLEGE FAIR One very valuable service provided by Panther Roundup is assisting members of the Virginia Union University Admissions staff at a college fair that a member of the Virginia Union University Admissions staff cannot attend. 2 Page

5 Preparation Invitations to college fairs must come to the Office of Enrollment Management or Office of Alumni Relations. If you agree to cover a college fair, we will send you a packet of information including a copy of the invitation. Please mark and save the date on your calendar. It is important to review the Panther Roundup Training Manual, the website, and any recent admissions materials. Most questions are answered by these resources. Please dress appropriately. Neat, professional dress should always be worn. Comfortable shoes are a must. Arrival and Set-Up Plan to arrive at least 30 minutes before the program starts. Read travel directions provided by the school, and remember parking can be challenging at times. Check in when you arrive, and locate the assigned Virginia Union University table. Most college fairs are an open format, with students and parents, grabbing and going from one table to the next. Tables are set up in a large area (often a gymnasium). Remember to stand behind the table and not in the aisle. TALKING WITH STUDENTS AND PARENTS Conversations are usually short, and concern very basic information. If an admissions recruiter is with you, listen to their comments. Start by sharing your own story about attending Virginia Union University and what you are doing now. Please do not steal students from other tables. The interested ones will come. Stand behind your table, even if a chair is provided, to advertise approachability. It is also important to encourage each student to schedule a campus visit. The goal is to get a student on our mailing list. To do this, students will either fill out a contact card onsite, mail in the contact card attached to the VUU brochure or request information online. DEPARTURE We prefer representatives stay until the completion of the program, even if other representatives working around you leave before the designated time. Complete the fair evaluation (if provided). Thank the host school, and leave your name and address as a local contact (business card is fine, too). It is appropriate to leave the high school extra materials and your business card. WRAP-UP Please send an (see appendix) that gives us pertinent information about the fair and send the sign-in sheet to the Office of Alumni Relations. Thank you for your time, energy, and enthusiasm! 3 Page

6 VISITING VIRGINIA UNION UNIVERSITY We strongly encourage students to visit the campus. All campus visits can be scheduled online. Students can participate in a variety of activities while on campus: Campus Tours are available Monday through Friday as well as selected Saturdays at 10:00 a.m., during the school year. Tours are also available during the summer. Individual appointments with admissions counselors or group sessions are also available. Appointments with specific departments and programs can be arranged when school is in session. All students may schedule a campus visit and appointments by calling or by making a request at visitus@vuu.edu. Do s and Don ts for Alumni Representatives DO s Realize the way you represent yourself is the way you are representing Virginia Union University. You are Virginia Union University in the eyes of the students. Make sure the students and the families know you are an alumni representative. Be friendly, attentive, and smile. The best thing you can do is to convey your enthusiasm for Virginia Union University with those who come to talk to you. They are more apt to remember an impression of Virginia Union University than the details you discuss. Enjoy the fact you are sharing your alma mater with prospective students and families. However, try not to resort to talking about old times on campus. Can you make a recent connection with the campus? Stress your feelings about the university and the foundation it provided for you. Realize Virginia Union University is not for everyone. Know the basics (admissions requirements, costs, facts). Visit the website. Dress professionally (or in accordance with the community) when representing Virginia Union University. Business casual attire is appropriate. DON Ts Don t guarantee admission, or even speak to specific possibilities. Only the Office of Enrollment Management can make admissions decisions. Don t be afraid to say you don t know the answer to a question. Have the student contact the Office of Enrollment Management or the specific school/department directly. Don t say negative things about other institutions. Discuss Virginia Union University s strengths, not other schools perceived weaknesses. Don t use a specific student as an example. All conversations about admissions must remain confidential. 4 Page

7 INTERACTING WITH PROSPECTIVE STUDENTS AND FAMILIES It is important to remember the impression a student or family gets when speaking with you. This may be their first impression of the university. It is our goal to provide the most accurate information possible so the students and families will be able to make an informed decision about which college or university to attend. Virginia Union University has a great deal to offer students, but Virginia Union University may not be right for everyone. Keep in mind we are looking for students with the proper preparation to succeed at Virginia Union University. TIPS ON INTERACTING WITH FAMILIES Answer questions and stay focused on interests. Be approachable. It is easier to talk to people who look like they re enjoying themselves. A smile and a handshake may help make them feel more comfortable. Establish eye contact. Make students and family members feel like you are talking to them, not a large group. Be honest. Do not tell a student or parent what you think they want to hear. Make each person attending feel important. QUESTIONS YOU CAN ASK PROSPECTIVE STUDENTS Occasionally students are hesitant to ask questions. The following are suggestions about what to ask students to help initiate dialogue. What made you consider Virginia Union University? What are you thinking about majoring in? Have you ever visited the campus? What other colleges and universities are you considering? What are you looking for in a college? What are your general impressions of Virginia Union University? What outside interests are you involved with now? THE ADMISSIONS OVERVIEW AND PROCESS It is not your role or responsibility as a Panther Roundup Volunteer to discuss a student s admissibility with them. However, there are some key things you should be able to share with students about the admissions process. Virginia Union University reviews applications individually, and on a continuous basis, meaning the process occurs as the applications come to the office on a first come basis. Students are evaluated on academic records. High school students can apply and be admitted during their senior year of high school. Students complete the application and the Office of Enrollment Management will evaluate it when all documentation (including high school transcript) are received. Students are encouraged to apply on-line at Generally, a student will receive a decision from the Office of Enrollment Management within one week (sometimes grades are requested from the first semester of the senior year.) We recommend students apply in the fall of their senior year. 5 Page

8 Frequently Asked Questions (FAQ) What does HBCU mean? An HBCU is an acronym for a historically black college or university. Virginia Union University was founded in 1865 to give the newly emancipated an opportunity for freeing the mind in an ethical, humanistic environment. VUU is a charter member of The College Fund (UNCF), a consortium of select HBCUs across the nation. Today the university opens its doors to all qualified students and welcomes diversity among faculty and staff as well as the student body. Will I get personal attention at Virginia Union University? Students often name the faculty as VUU s #1 advantage. Our faculty members are involved both in and out of the classroom. To ensure availability to you, our student-to-faculty ratio is 16:1. If you need extra help outside of class, you ll find professors have an open door and a genuine willingness to help. Faculty members also find time to serve as academic advisors and mentor for student organizations and clubs. Why is a liberal arts education important? We are preparing leaders for the future of the world in which we live. As a liberal arts institution, Virginia Union University requires all students complete a core curriculum of courses from the humanities, natural sciences, mathematics, and social sciences. In the real world, multiculturalism, diversity, technology, versatility, and values are the main ingredients for success and fulfillment. Outstanding speaking, writing, and critical thinking skills are paramount. Therefore, we emphasize this core curriculum so our students will be well-rounded professionals who are able to communicate and serve as leaders after graduation. Who will help me if I need tutoring or other services to do my best? At Virginia Union University, support and resources are all around you. When you enroll as a new student, a faculty member will be assigned to be your academic advisor, and you will meet with him or her during your first week on campus. It s best to keep your advisor apprised of your successes as well as your struggles. Other resources include student affairs, faculty members, deans, mathematics and writing tutorial support, and much more! What activities and events take place on campus? At VUU, there s always something going on! Whatever your interests, you ll find an activity or event that will captivate you. Here s a sampling of some major happenings at VUU: annual festivities like Homecoming, PantherFest Week, Community Learning Week, and the Winter Choir Concert, great entertainment like Panther sports events, VUU Players productions, step shows, dances, and movie nights; and character-building activities such as weekly chapel services and workshops on resumé writing, etiquette, and African-American history. Do I have to prequalify to join the band or choir? What about sports teams? Student musical and performance groups hold try-outs so all Unionites have an opportunity to get involved. It s a good idea to get started early and make your interest in a particular group known to faculty advisors and student leaders. As for involvement in Panther intercollegiate athletic teams, you need to let coaches know of your interest and talent in advance, so contact the Office of Enrollment Management for assistance in getting in touch with the coaching staff as soon as possible. The more involved you become in activities at VUU, the more you ll get out of your education. 6 Page

9 What are the residences halls like? VUU offers residence halls that house men and women separately. Most halls are historic campus structures with interesting and unique characteristics, though some are more modern. All residence halls are within walking distance of each other. All rooms are doubles with baths shared by other members of that floor. Each room is furnished with beds, dressers, closets, and desks. How much will books and other class materials cost? You should set aside $300-$600 each semester for books and materials. These costs will vary with class selections. The campus bookstore ( ) can help you with your planning. Can I set up a payment plan for my tuition and fees? The Financial Affairs staff can assist you and your family in plans for funding your college tuition and fees. Special payment plans can be arranged, but they must be done in advance of your enrollment and registration. The best place to begin is by meeting with a representative of the Office of Financial Aid when you visit campus. How safe is the campus? Virginia Union University maintains a safe campus environment with the help of campus community members and a 24-hour University Police Department. Also beneficial is Richmond City s Police Training Academy at the north end of campus, which is home to VUU s Criminology/Criminal Justice Program. How will I be notified of my admission application decision? Once the Office of Enrollment Management has received your completed admissions application and all required transcripts, recommendations, documents, fees, and test scores, the Admissions Committee will review all materials. You will receive a letter by mail from the Admissions Office notifying you of the Committee s decision. 7 Page

10 R Greeting Alumni Director, This past week, The Virginia Union University National Alumni Association Alumni Chapter participated in a college recruitment event. See below as it breaks down the specifics for the fair. Name of College Fair: Location: Date of College Fair: SAMPLE Total number of high school students applied (to include application/ waiver): Total number of high school students visited VUU display table and expressed interest (filled out VUU card): Please enjoy the pictures from the college fair. In Union Spirit, xxxxxxxxxxx c/o (year) 8 Page

11 VIRGINIA UNION UNIVERSITY National Alumni Association VUU Alumni Chapter Alumni Representative Alumni Chapter Name Name of Your High School Graduation Date Your Address 9 Page

12 VIRGINIA UNION UNIVERSITY ALUMNI REFERRAL FORM FOR PROSPECTIVE STUDENTS R Thank you for your continued support of Virginia Union University and your efforts to recruit students to VUU. In order to waive application fee, this form must be completed and attached to the admissions application. Information about the Prospective Student First Name MI Last Name Address City, State, Zip Phone (Home) (Cell Phone) Current School Grade Level VUU Alumni Referral Information First Name MI Last Name Address City, State, Zip Graduation Year Phone Please return the completed form to 1500 North Lombardy Street, Richmond, Virginia, Attention Office of Alumni Relations. Thank you! 10 Page

13 VIRGINIA UNION UNIVERSITY ALUMNI REFERRAL FORM FOR PROSPECTIVE STUDENTS R Thank you for your continued support of Virginia Union University and your efforts to recruit students to VUU. VUU Alumni Information First Name MI Last Name Address City, State, Zip Graduation Year Are you currently connected to an alumni chapter? (if so, what s the name) I would like to have information sent to me for recruiting efforts Date needed Quantity q Applications q Pens q Keychains Address to be mailed to: I have read and understand the information provided in the Panther Roundup Manual. Signature Date Please return the completed form to 1500 North Lombardy Street, Richmond, Virginia, Attention Office of Alumni Relations. Thank you! 11 Page