Recruiting Questionnaire
Recruiting is a pretty stand alone module that allows a person to have multiple recruiting records for a term. So merging data for the
same individual from both institutions is not that much of an issue.
Major Topics
Recruiting (general)
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Recruiting Sources
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Questions
Do you actively recruit? If yes,
which office(s) is (are)
responsible?
Do you recruit to specific internal
schools, colleges, or programs, or
only to the institution, in general?
Which programs require the
greatest recruiting effort to fill a
class? Which require the least?
Which term(s) do you use to refer
to the pool of potential applicants
(e.g., prospect, inquirer, recruit,
etc.)? Are the terms used
differently? If so, please define
each.
Where are the recruiting files
maintained (e.g. on paper, in
legacy system, in a PC file)?
What are the busiest recruitment
periods in an academic year?
Describe the recruiting cycle over
an academic year, noting peak
and slow periods.
What is the average number of
recruits processed annually?
What are your primary sources
Responses
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Major Topics
and Contacts
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Prospect
Information
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Questions
for prospects? (e.g. search
tapes, college fairs, high school
visits, direct mail, etc.)
Are there institutions that you
consider “feeder” schools? If so,
please provide a list of the
“feeder” school(s).
To which, if any, search services
do you subscribe? In what format
do you receive search data (e.g.
tape, disc, paper, etc.)? Who is
responsible for loading the data?
Is a suspense file created? If so,
who processes the suspended
records?
What recruiting methods are
employed (e.g. advertising,
college fairs, high school visits,
etc.)?
Do you track any or all contacts
with a prospect?
Do you perform analyses of the
effectiveness of your recruiting
sources and/or methods? If so, is
this done in the legacy system, by
a PC program, or manually?
What biographic and
demographic information do you
collect?
Do you track the program and/or
major in which the prospect
expresses interest? If yes, do
Responses
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Major Topics
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Questions
you track this information if the
prospect expresses interest in a
program and/or major that is not
offered by your institution?
Do you collect information on the
prospect’s educational goal?
(e.g.
Are standardized test scores
captured at the recruitment
stage?
Do you track high school and/or
college information for prospects?
If yes, what information do you
collect?
Do you track prospects’ outside
interests or extracurricular
activities? If so, is this
information shared with other
departments (e.g. academic
departments, special programs
offices, athletics, etc.) for use in
their recruiting activities?
Do you classify recruits (e.g. high
school junior, high school senior,
non-traditional student,
professional)?
Do you categorize or rate
prospects based on their
desirability as a student? If so,
what are the categories?
How long do you keep prospect
records active? Does a process
Responses
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Major Topics
Communications
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Recruiters
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Recruiting Events
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Questions
exist in you current system for
purging prospect records?
Do you track all incoming and
outgoing communications with
prospects/recruits? If so, is this
information tracked in the system
or manually?
What methods of communication
are used (e.g. mailings, phone
calls, etc.)?
Do you currently have a
communication plan (i.e. standard
flow of materials) in place? If so,
is the plan automated?
How many recruiters do you
employ? How are prospects
assigned to recruiters (e.g. by
region, source, intended program
or major, etc.)?
Are recruiters assigned to
individual prospects in the current
system? If so, how are they
assigned (e.g. by recruiter name,
geographic region, assigned
recruiter number, etc.)?
Do you have alumni recruiters or
similar volunteer programs? If
yes, what information, if any, is
tracked on those recruiters?
Are recruiters’ appointments
tracked in the current system?
In what recruiting events, if any,
Responses
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Major Topics
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Recruiting Reports
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Peripheral Systems
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High School
Information/
Education History
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Test Score
Processing
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Questions
do you participate (e.g. high
school visits, college fairs,
campus tours, etc.)?
How are planned events
communicated to prospects?
(e.g. advertising, mailing, etc.)
Are any follow-up, communication
materials automatically mailed to
attendees (e.g. admission
application, view book, etc.)?
What other event follow-up
procedures do you have?
What recruiting-related reports do
you currently produce? Who
receives them?
Do you currently use a voice
response system (VRS) to collect
prospect information? If yes,
what information do you collect
through VRS?
Do you currently use EDI
SPEEDE/ ExPress? If so, please
provide a list of codes currently
used.
Do you enter transcript detail (e.g.
subjects and grades) from high
schools attended or summary
information only (e.g. GPA, rank,
etc.)?
Do you track test scores for
prospects? If yes, in what format
do you receive test scores (e.g.,
Responses
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Major Topics
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Questions
paper, tape, diskette, etc.)?
Are scores entered into the
system? If so, how are they
loaded (e.g. manually, electronic
data load, etc.)? If loaded
electronically, does the matching
process create a suspense file?
If so, who processes the
suspended records?
Responses
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Merger Topics
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How would you handle the same person
having active recruiting records for both
institutions?
How do I merger test scores, prior college
data, high school or holds data for the same
person from both institutions? Do both
institutions require proof of high school
completion?
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