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Communication Plan Guide

Communicating frequently with interested students is the key in encouraging them through the admission process. Students want to feel special, and they want to know they matter to a site as a person, not simply as a number. We’d encourage you to enlist the help of others in your communication efforts in order to stay consistent and engaged with all your interested students. Current program students are a great resource, even if they can only volunteer a few hours a week. Several ideas on how and when to communicate are outlined here for your reference.

Collecting Student Info

Once a student has expressed interest in your learning program, you’ll want to gather the following, if possible:

  • Full name
  • Email address
  • Working telephone number (preferably cell number)
  • Social media handles (Twitter, Facebook, Instagram, Snapchat)

Within 24 hours, a phone call should be made by the director of the program, assistant director or a trained volunteer. This call should be to inform a potential student that his or her inquiry has been received and to encourage the student to begin the application process. Short and sweet is the goal. The student should also be given contact info in case he or she needs to reach the director or assistant director in the future.

Timeline

Below is a sample timeline of how to stay in touch with students based on their stage.

Inquiry Stage (Interested Students)

  • Week 1: As soon as a student expresses interest in your program, make sure to gather his or her contact information (name, phone, email).
    • Phone call: Follow up with the student, and answer any questions he or she may have.
    • Email: Send a welcome email with basic info about your site (programs, tracks, site contact info, invitation to apply, etc.).
  • Week 2 forward: Continue to call and email at least once a week using the topics below as a guide (focus on one topic per call or email to really highlight that area well).
    • Mentorship opportunities
    • Service opportunities (missions, local outreaches)
    • College credit
    • Internship benefits (building a resume, gaining experience with a church, job preparation)
    • Spiritual growth
    • Community/friendship
    • Other unique aspects of your site

Applicant Stage

  • Week 1: Once a student submits an application to your program, confirm with him or her that you received it.
    • Phone call: Acknowledge receipt of the application, and explain the admission process.
    • Email: Remind the student what documents still need to be submitted to finish his or her application process, and see if the student has any questions or concerns. (PLEASE NOTE: Students may need anywhere between three days to a week in order to successfully gather the items that have been requested.)
  • Week 2 forward: Continue to call and email at least once a week using the topics below as a guide (focus on one topic per call or email to really highlight that area well).
    • Missing documents needed to finish the application process
    • Overview of admission process in general
    • Program details, internship info and unique benefits

Accepted Stage

  • Week 1: Once a student has been accepted for admission, congratulate him or her!
    • Phone call: Let they student know he or she is accepted and you’re excited for him or her to join your program.
    • Email: Congratulate the student, and let him or her know the next steps.
  • Week 2 forward: Continue to call and email at least once a week using the topics below as a guide (focus on one topic per call or email to really highlight that area well).
    • Financial aid steps
    • Class information (when, where, how to prepare)
    • Upcoming activities

Application Confirmation Communication

Phone Call Sample

Hi, (student’s name):

My name is (your name), and I am the (your title) at (your learning program). I’m calling because I received notice that you are interested in attending (your learning program). I want you to know that I am available for whatever questions you might have about the program. I’d love to get you started with the admission process. Here are a few things you’ll want to begin gathering:

  • High school transcript
  • College transcript (for transfers and dual-enrolled students)
  • SAT/ACT scores
  • Essay
  • Christian character reference form

I look forward to assisting you through the application process. Please reach out if there is anything I can help you with.

Email Sample

Hi, (student’s name):

(Personal statement example: “It was great speaking with you today!”) As a reminder, here are the documents needed in order to complete the admission process:

  • High school transcript
  • College transcript (for transfers and dual-enrolled students)
  • SAT/ACT scores
  • Essay
  • Christian character reference form

If you have any questions, please feel free to contact me at (director email) or (director phone). I look forward to helping you complete the admission process at (your learning program).

Applicant Email Follow-Up Sample

Hi, (student’s name):

(Personal statement example: “I hope your week is going well!”) I’ve received your application, but your file will not be complete and ready for review until the following documents have been submitted:

  • High school transcript
  • College transcript (for transfers and dual-enrolled students)
  • SAT/ACT scores
  • Essay
  • Christian character reference form

If you have any questions, please feel free to contact me at (director email) or (director phone). I look forward to helping you complete the admission process at (your site name).

Financial Aid Email Sample

Hi, (student’s name): (Personal statement example: “I hope your week is going well!”) Have you had a chance to file the FAFSA yet? I don’t want you to miss out on any money for college, like scholarships, grants and loans. I know money can be an overwhelming topic, so that’s why I’m here! I’d love to guide you through the process and answer any questions you may have. The very first step is to file your FAFSA by visiting fafsa.ed.gov. The Southeastern University school code is 001521. If you have any questions, please feel free to contact me at (director email) or (director phone).