Latest Posts

Latest Posts2019-09-09T18:49:58-05:00
1606, 2023

Unit Presentations

Categories: Analysis|

Learn more about the organizational structures, biggest challenges, most successful outcomes, and more of each of our undergraduate academic communities through these presentations, given in summer 2023. College of Agricultural, Consumer, & Environmental Sciences View ACES presentation slides (pptx) College of Applied Health Sciences View AHS presentation slides (pptx) College of Education View EDU presentation slides (pptx) College of Fine & Applied Arts [...]

2205, 2023

Email Policy

Categories: Policies, Training|

All emails to OUA audiences are created in Litmus and sent via Slate in coordination with Enrollment Management. This ensures that emails are templated and accessible, student statuses are accurate, and more. Audience Before creating an email, please review our audience policy to ensure you can communicate with your intended audience. Content As you're creating an email, make sure you adhere to the following standards: 1. Stay relevant to your [...]

2205, 2023

How to Create a Form in Slate

Categories: Training|

As described in our forms policy, all prospective student forms are required to be set up within Slate, our CRM system. Doing so helps us manage and track student data in one centralized location. If a form has been made in Webtools or another form builder, we don’t receive the information gathered by the answers, which means those students won’t be added to our system. Enrollment Management has created the [...]

2205, 2023

Audience Policy

Categories: Policies|

Academic units can communicate with students at the inquiry, admitted, and accepted stages: Inquiries - Students who have expressed an interest in Illinois and your college's interest area Admits - Students who have been admitted into your college/major at Illinois but haven't yet accepted their offer to attend Accepts - Students within your college/major who have accepted their offer to attend Illinois Prospects We cannot process any college emails to [...]

2205, 2023

Forms Policy

Categories: Policies|

In many cases, forms need to be created in Slate. Below are our general policies as to when and why Slate forms are required. To learn how to create a form in Slate, check out our Slate form training. To view this training, you must log into Google through your illinois.edu email address. Prospective Student Forms If your form is for prospective students, it needs to be in Slate. This [...]

2205, 2023

New to R&Y?

Categories: About R&Y, Training|

If you’ve just joined the R&Y Network, this page is for you! Learn more about who we are and the training opportunities we offer based on your role. About the R&Y Network The R&Y Network is a campus cross-functional team united by admissions goals, collaborating to recruit and yield undergraduate students. It includes campus and admissions leaders, admissions counselors, event organizers, marketers, communicators, data analysts, developers, designers, and more. How [...]

2205, 2023

How to Submit a Request in Basecamp

Categories: How-tos, Training|

Basecamp requests must come from a communications, marketing, or admissions representative within your college. In general, we can't service requests from individual departments; instead, those requests should filter up through the college staff members who are approved to submit requests in Basecamp. If you haven't used Basecamp before, learn how to request access on our new member page. Email Send Requests Before submitting your email send request, review our email [...]

2205, 2023

Training Overview

Categories: How-tos, Policies, Training|

Page Contents Trainings by Tool Trainings by Topic Frequently Asked Questions Trainings by Tool Following are tools we use to assist colleges and units in their recruitment and yield efforts, including trainings on how to use them. Learn how to request access to these tools on our new member page. Please note that privileges vary. Slate Slate is a CRM (Customer Relationship Management) tool. Multiple instances of Slate exist on [...]

2205, 2023

Blackout Dates Policy

Categories: Policies|

During certain key periods of the admissions calendar (particularly when data is changing rapidly), the Office of Enrollment Management are unable to fulfill email, text, or data requests. These dates are as follows: Two days before, on, and three days after early action decision release Two days before, on, and three days after regular action decision release One day before, on, and one day after application open One day before, [...]

2205, 2023

FAQs

Categories: Training|

How do I request access to Slate, Litmus, and/or Basecamp? You can learn how to request access to all of our tools, including Slate, Litmus, and Basecamp, on our new member page. Please note that privileges vary. Why do I have to use Slate? We use Slate for several reasons. Firstly, it’s a centralized platform for tracking and managing student data; we can create and store email, visit, website portal, [...]

2004, 2023

Post-May 1 Communication Policy

Categories: Policies|

Overview May 1 is the national accept deadline. All admitted students must accept their offer of admission by this date, at which point they can claim their NetId and have their illinois.edu email address. May 1 will therefore serve as a transition date for units to start communicating with incoming students using their illinois.edu email address. At this point in the cycle, units will create and send emails to incoming students [...]

111, 2022

2022 Transfer Accept/Decline Survey

Categories: Analysis|

Each year we send a survey to all admitted undergraduate students who accept or decline their offer of admission. Our goal is to understand why students choose to come to the University of Illinois Urbana-Champaign or choose to go elsewhere, and what matters most when making that decision. We also try to assess how UIUC performs when it comes to counseling, communications, customer service, and more. This report provides [...]

2710, 2022

Litmus

Categories: Training|

Litmus is a tool for designing, building, and testing emails. We require that all non-text-only emails sent to prospective and admitted undergraduate students be created within Litmus; for exceptions, review our Alternative Access Plan. This allows us to utilize shared templates and test for accessibility and other potential delivery issues. Litmus training guide Roles & Access Everyone that logs in to Litmus as either a [...]

1010, 2022

2022 First-Year Accept/Decline Survey

Categories: Analysis|

View accept survey data View decline survey data Each year we send a survey to all admitted undergraduate students who accept or decline their offer of admission. Our goal is to understand why students choose to come to the University of Illinois Urbana-Champaign or choose to go elsewhere, and what matters most when making that decision. We also try to assess how UIUC performs when it comes to counseling, [...]

206, 2022

Content Marketing

Categories: Strategy|Tags: |

What Is Content Marketing? We define content marketing as any material, including videos, blogs, or social media posts, that stimulates interest in a brand's products or services even if the material isn't explicitly advertising the brand itself. For example, a social media post featuring students playing frisbee on the Quad doesn't have to go into detail on all of the benefits of attending UIUC; the picture of students enjoying themselves [...]

206, 2022

Lead Generation

Categories: Strategy|Tags: , |

What Is Lead Generation? Lead generation is the process of capturing names and information of people interested in something. For our purposes, lead generation often means someone provides a unit with information (name, email, address, etc.) and in turn expects something from the university. For example, when a student signs up to receive more information or registers to attend an event, they submit information and expect to hear more about [...]

206, 2022

SEO

Categories: Strategy|Tags: , , |

What Is SEO? SEO, or search engine optimization, is the process of making content streamlined to achieve better results on searched topics. For example, the Office of Undergraduate Admissions should be a topic result on Google for the search term "University of Illinois Admissions." When someone types in that search term, our website should be one of the first results. The largest web traffic source category for the Admissions website [...]

206, 2022

Terminology

Categories: Strategy|

Shared terminology ensures we understand each other when we collaborate. This list is designed to cover common admissions, marketing, and communications terms. Admissions Terminology Prospect – A student who has not yet taken a trackable action to demonstrate interest in UIUC. We can have a prospect within our CRM if we've purchased that student's information from an outside source. Inquiry – A student who has taken an action to demonstrate [...]

206, 2022

Goals

Categories: Strategy|

"If you aim at nothing, you will hit it every time." –Zig Ziglar Top-Level Goals & the Enrollment Funnel Top-level enrollment goals, defined prior to each admissions cycle, align with the various stages of the enrollment funnel seen below. Ongoing coordination between each academic unit, Enrollment Management, and campus leadership enables real-time assessment of these goals and dictates their fluidity. Enrollment Funnel Stages (from the largest student volume down to [...]

206, 2022

Marketing Plans

Categories: Strategy|Tags: |

What is a marketing plan? A marketing plan is a key component to recruiting and yielding students. It provides an overview of what marketing programs you plan to utilize to achieve your objectives and articulates how success will be measured. Does OUA have a marketing plan? Yes, the Office of Undergraduate Admissions has a marketing plan, and we're happy to share it with the R&Y Network. We're also happy to [...]

206, 2022

Communication Plans

Categories: Strategy|Tags: |

What is a communication plan? A communication plan includes all of the communications you intend to deliver to your target audiences. It should articulate the who, what, and when for all of your strategic communications. Does OUA have a communication plan? Yes, the Office of Undergraduate Admissions has several communication plans, each built around a different audience segment or a campaign theme, such as visiting campus. Do I need a [...]

1905, 2022

Research

Categories: Strategy|Tags: , |

What Is Market Research? Research is an important part of understanding our audiences. Market research can provide us with key data on audience opinion, viable communications tactics, and more. Students, parents, and other stakeholders in the admissions process have a lot of opinions on what they want. We should listen to them! Listening to our audiences will improve our communications and marketing efforts. If you're planning on your own research [...]

2004, 2022

Metrics

Categories: Analysis|

Why Do Metrics Matter? Metrics allow us to measure our progress toward goals and ensure our efforts are making an impact. Without metrics, it's impossible to know if our hard work or strategy is paying off. But what measurements of success matter? Of all the information and analytics available, which metrics should we look at the most? Organic Social Media Social media analytics offer many different metrics. Which ones matter [...]

2004, 2022

Reports

Categories: Analysis|Tags: , |

Reporting allows us to evaluate our success in communication and marketing efforts as well as do research for future projects. Enrollment Management offers a variety of reporting that's helpful to units across campus. If you're a unit that sends communications via Enrollment Management/OUA processes, you can request small-scale custom reporting as well. Reporting Resources Accept/Decline Surveys. The first-year accept/decline survey and the transfer accept/decline survey allow units to look at [...]

2004, 2022

Surveys

Categories: Analysis|

What Makes a Good Survey? Sampling Sample, sample, sample. The goal of any good survey is to find out what people think to inform a decision or many future decisions. For that reason, you should plan to talk to a lot of people and a diverse range of people. A healthy sample size is critical to getting usable information. If you do not get many opinions, one person (or a [...]

2004, 2022

Calling & Texting

Categories: Communications|Tags: , |

Top Priorities for Calling & Texting Encourage action. Calling and texting should be restricted to campaigns. In other words, you should have a specific reason for calling or texting, encouraging action. Avoid marketing messages. Any calls or texts should be helpful, timely, and relevant. These are not appropriate channels for general marketing messages. Again, focus on a call to action. Target specific populations. If you have an audience segment that [...]

2004, 2022

Email

Categories: Communications|Tags: |

Top Priorities for Email Focus on your email strategy. Email is one of the most direct methods of communicating with our audience, and in-house surveys show it's the number one way students wish to be contacted by us—so you'll want to make your emails count. Know who you can communicate with. Review our audience policy for more information. Follow our email best practices. Review our email policy for more information. Encourage [...]

504, 2022

Annual Marketing Report

Categories: Strategy|Tags: , |

The Annual Marketing Report provides a summary of marketing activity related to undergraduate recruitment and yield through the Office of Undergraduate Admissions. 2021 Marketing Report Slide deck Recorded presentation We recommend watching the recording to get the most information. Topics include: The enrollment funnel Marketing efforts and goals by channel OUA's advertising efforts & strategy Web content performance Social media performance Email outcomes & more

2903, 2022

Event Planning & Training

Categories: Training, Visits|

Planning All visits, both in-person and virtual, are coordinated with the Office of Undergraduate Admissions (OUA) and centralized through our CRM, Slate. Visit planning occurs three times throughout the admissions cycle. To view our planning spreadsheets, you must log into Google through your illinois.edu email address. Fall Visits For prospective undergraduate students OUA reaches out to units to finalize plans in June/July Units are required to share all visit plans [...]

1003, 2022

Virtual Events

Categories: Visits|

Planning & Training All prospective student events are coordinated with the Office of Undergraduate Admissions (OUA) and centralized through our CRM, Slate. Review our event planning and training to know what steps you need to take to properly coordinate your events and enter them into Slate. Planning Considerations Virtual visits are valuable. Time and again, OUA surveys show that students want to hear directly about academics within their intended college. [...]

1003, 2022

Off-Campus Events

Categories: Visits|

Planning Process If you're interested in holding or attending an off-campus event, make sure to contact us so we're aware of your plans and can assist if necessary. Individual colleges and units should not plan high school visits without first reaching out to the Office of Undergraduate Admissions (OUA). OUA's Strategy In addition to on-campus efforts, the Office of Undergraduate Admissions conducts a wide range of outreach, recruitment, and yield [...]

1003, 2022

On-Campus Events

Categories: Visits|

Planning & Training All prospective student events are coordinated with the Office of Undergraduate Admissions (OUA) and centralized through our CRM, Slate. Review our event planning and training to know what steps you need to take to properly coordinate your events and enter them into Slate. OUA's Strategy Visiting campus can be one of the most important factors when making a college choice. It gives students and parents the opportunity [...]

1003, 2022

How-Tos

Categories: Training|

CommunicationsHow to Create a Communications PlanHow to Define Your AudienceDataHow to Add a Mailing, Data or Report Request in BasecampEmailHow to Add an Email Request to BasecampHow to Add an Email to SlateEventsHow to Coordinate Your EventHow to Create a Slate EventHow to Create a Special Slate EventMajorsHow To Edit Major Information on the Admissions WebsiteTextingHow to Add a Text Message Request to BasecampHow to Send Text Messages from Slate [...]

1003, 2022

Policies

Categories: Training|

Undergraduate recruitment and yield policies are created to ensure consistency and reduce risk. If you have questions, please email OUA-Contact. Audience Policy Blackout Dates Policy Data Request Policy Email Policy Forms Policy Marketing & Communication Plan Policy Post-May 1 Communication Policy Program Explorer Policy Texting Policy

2302, 2022

Evaluation

Categories: Analysis|

How to Evaluate Communications & Marketing Success There are many ways to evaluate success, and you should always keep your campaign goals in mind. Preferably, you and your team should make a plan to evaluate success prior to the launch of a campaign in order to then tailor the campaign to succeed on your key metrics. Remember, some evaluation is certainly better than none. If you have limited time to [...]

2101, 2022

Advertising

Categories: Communications|

Top Priorities for Advertising Build and strengthen brand awareness. As with any advertising, building and/or strengthening brand awareness is a top goal. That's why it's important to brand your ads appropriately and target the right audiences. Generate new leads. Ads are a great way to reach prospects. Planting a seed is great, but if you can also provide an easy conversion method such as an email form for more information, [...]

2101, 2022

Websites

Categories: Communications|Tags: |

Top Priorities for Your Website Make your inquiry form easy to find. Ultimately, you want to convert your prospective student traffic into inquiries. This means your inquiry form should be front and center on all pages. The best way to do this is to incorporate it into your navigation. Focus on relevant, engaging content. What do prospective students want to know? What will get them interested in your programs? Videos, [...]

2101, 2022

Applicant Communication Policy

Categories: Training|Tags: |

An applicant is defined as a student that has submitted an application but has not yet received a decision. Therefore an applicant audience includes students that will unfortunately be denied. Due to the sensitive nature of applicant communications, colleges and units are not allowed to communicate with applicants. The Office of Undergraduate Admissions manages an applicant communications plan to ensure students continue to receive touch points from Illinois while awaiting [...]

2001, 2022

Contact

Categories: About R&Y|

For general inquiries or specific questions regarding the R&Y Network, admissions policies, processes, etc., please email OUA-Contact@illinois.edu. The OUA-Contact inbox is monitored by a team of people representing different units within Enrollment Management. Questions will be filtered to the appropriate party and a response will be provided as soon as possible.

1101, 2022

Cycle Overview

Categories: Strategy|

Stages of a Cycle Here are the key points throughout a cycle for first-year applicants: Application opens Early action admission deadline Regular admission deadline (application closes) Early action admission notification (decisions are released) Regular admission notification (decisions are released) Accept deadline New student registration Students begin classes Tenth day of classes (official enrollment numbers are released) Key Dates & Deadlines The undergraduate application cycle starts when the application for admission [...]

1001, 2022

Handouts

Categories: Communications|Tags: , , |

Top Priorities With Handouts Focus on your content. With content pieces, make sure the focus is on your unit/services. Avoid including admissions content or anything that runs the risk of changing. Share stories and make the material as engaging and worthwhile as you can. Consider the quality. Cheap handouts will be ignored and find their way to the trash quickly. Invest in high-quality pieces, such as booklets, die-cuts, or keepsake [...]

1001, 2022

Presentations

Categories: Communications|Tags: |

Top Priorities With Presentations Brand appropriately. Make sure your presentations have the appropriate branding in place, including logos, colors, messaging, etc. It's critical that all of our materials fit together, both through appearance and content. Be engaging. Audiences come to a conclusion on what level of engagement is necessary within the first 90 seconds of your presentation, so it's important to be engaging. Keep things concise and understand your audience. [...]

1001, 2022

Social Media

Categories: Communications|Tags: |

Top Priorities for Social Media Engage prospective students. Make sure you post content that is appealing for teenagers and addresses their interests and needs. It's also important to consider what platforms are most relevant for high school students. If posts elicit comments, try to interact with your audience. Generate leads. Direct social content to landing pages where students can easily sign up for more information. Share information. This may seem [...]

701, 2022

Video

Categories: Communications|Tags: |

Top Priorities With Video Entertain and inform. Students are watching how-to videos and being entertained on YouTube. To meet them where they are, we must create entertaining ways for students to digest information they may need. Encourage YouTube subscriptions. It's good practice (and quite common) to build a prompt into the end of your videos encouraging subscriptions to your channel. Don't fret about production quality. High school students are accustomed [...]

701, 2022

Direct Mail

Categories: Communications|Tags: , |

Top Priorities for Direct Mail Be strategic with populations. In order to reduce both physical and financial waste, you should be as strategic as possible with the populations you choose to engage through direct mail. This could mean sending to admits only, or sending to top-tier inquiries (those that have signed up for more information directly through our inquiry forms). Focus on yield. When a student is admitted, we have [...]

1512, 2021

Directory

Categories: About R&Y|

The R&Y Network directory helps you connect with colleagues across campus that participate in recruiting and yielding undergraduate students. To view the directory, you must log in to Box using your illinois.edu email address. View Directory

1512, 2021

Joining

Categories: About R&Y|

Who can join the R&Y Network? Any campus professional involved with recruiting and yielding undergraduate students can request to join the R&Y Network. How can I join the R&Y Network? First, you must request to join the R&Y Network. Every request to join is reviewed and access is granted based on two factors: (1) your role as it relates to undergraduate student recruitment at Illinois, and (2) your unit's approval. [...]

2705, 2021

How to Present a Unified Brand to Prospective Students

Categories: Strategy|Tags: |

Branding may seem like business reserved for marketing and communications staff, but each individual touchpoint matters. Even if you aren’t a designer it’s important to ask yourself, “What role do I play in the Illinois brand?” Or more importantly, “How can I contribute to the goal of presenting a unified brand to prospective students?” Why It Matters If we think about some of the strongest brands, there are a few [...]

2704, 2021

2022 Admissions Cycle Marketing Plan

Categories: Strategy|Tags: |

Chris Axtman-Barker, Marketing Coordinator within the Office of Communications for Enrollment Management, presents the 2022 Admissions Cycle Marketing Plan, providing information on overall strategy and ways to collaborate. If you work in a college or campus unit here at UIUC and create a marketing plan for prospective students, this is resource designed primarily to inform you of our efforts within Undergraduate Admissions. The slide deck for this presentation is also [...]

1901, 2021

Tips for Creating & Sending Emails

Categories: Communications|Tags: , |

Email is the most important communication channel we currently have, so it’s critical that we make our emails as effective as possible. Here are a couple tips to ensure we do just that. Keep It Simple Many of our emails go beyond text only and utilize HTML to create more visually appealing designs. This can often cause us to overcomplicate things. In fact, sometimes text-only emails are the most effective, [...]

1301, 2021

Notice of Admission (2021)

Categories: Communications|

Decisions are coming in February and that means admitted students will be receiving some great news. We’ve included many of the communications below so you can see what students receive online, in their inbox, and in their mailbox. myIllini Splash Page The first place students discover they’ve been admitted is within myIllini. When decisions become available, admitted students click on their application and discover a splash [...]

1412, 2020

Best ROI Yield Activities (From Chief EM Officers)

Categories: Strategy|

Back in November a VP of Enrollment sent out a question on the AAU Chief Enrollment Management Officers listserv asking, "What do you consider to be the top 3-5 yield activities that bring the best return on investment (ROI)?" Here is a condensed list of answers that were shared in response to this question. Hopefully you can find some inspiration for your own yield activities this cycle. One-on-one meetings with students [...]

1609, 2020

Inclusive Illinois Initiative

Categories: Strategy|

The focus of the Inclusive Illinois Initiative is to be innovative in how we enhance our current outreach programs to underrepresented populations. We will need the support of the campus community to be involved in the outreach to inspire prospective and admitted students to see the impact they will have on the University of Illinois Urbana-Champaign campus and the world. Increased partnership with UIUC stakeholders can help evolve some [...]

1109, 2019

How to Add a Text Message to Slate

Categories: Training|Tags: , , |

Text messages are sent by our data team through Slate. If you haven't used Slate before, learn how to request access on our new member page; please note that privileges vary. If your college/unit hasn't sent a text message before, some additional setup is also required. For details, review our texting policy and how to submit a text request in Basecamp. 1. Log into Slate. Navigate to the deliver [...]

609, 2019

How to Create a Communications Plan

Categories: Training|Tags: |

It is important to make a communication plan. Having all of your messages in one place, with brief descriptions, timelines, and send dates will make planning for the rest of the cycle much easier. These plans will also help you evaluate your message holistically, focus your messaging, and target the right audiences. Think about your audience. What are their needs? What do you need to tell them in order for [...]

2608, 2019

Data Request Policy

Categories: Training|Tags: , |

Colleges and units may submit a data request to obtain information regarding audiences or general student trends. Data Request Restrictions Requested data should be about the college or academic unit's audience, or general student trends. Data requests should present efficient solutions to straightforward problems or questions. They should not be used to create specialized workarounds to solve niche problems. Requested data and reports will be presented in Tableau or in [...]

2608, 2019

College/Unit Marketing & Communication Plan Policy

Categories: Training|Tags: , |

Marketing Plan Requirements Before each admissions cycle, colleges and other strategic partners are required to submit a comprehensive marketing plan to OUA-Contact by August 1. Marketing plans are shared with the R&Y Network and reviewed by Enrollment Management. Not only does this allow for transparency, but it also optimizes coordination of activity. Learn more about marketing plans, including the Office of Undergraduate Admissions marketing plan. Communication Plan Requirements Before each [...]

2608, 2019

How to Add an Email to Slate

Categories: Training|Tags: , , |

In most cases, emails are sent by our data team through Slate. For more details, review our email policy and how to submit an email request in Basecamp. If you haven't used Slate before, learn how to request access on our new member page. Please note that privileges vary. In Slate, go to Deliver (megaphone icon), then Mailings. On the right, select the folder/subfolder where your email belongs. Units are categorized [...]

2308, 2019

Program Explorer Edit Policy

Categories: Training|Tags: , |

What is the Program Explorer? The Program Explorer is an interface on the Admissions website that allows users to explore undergraduate majors. What information is editable within the Program Explorer? College staff may request an edit to the following information: Description—Descriptions are carefully crafted to be informative and understandable for those who do not yet have a high school degree. Please consider these factors when submitting an edit suggestion. Career [...]

1808, 2019

Texting Policy

Categories: Training|Tags: , |

Requirements All text messages should be sent via Slate in cooperation with the Office of Enrollment Management. This ensures that student statuses are up to date, reduces the risk of texts being filtered as spam, and enables centralized metrics and functional tracking. The college/unit sending the text message must have staff online for at least two hours after sending a text message to handle responses, since communication expectations with text [...]

1807, 2019

How to Request Edits to the Program Explorer

Categories: Training|Tags: , , |

We present our programs of study through an interface called the Program Explorer. This tool allows students to see what we offer and learn more about each program of interest. Some program explorer information comes directly from data sources; however, some information is provided by the college. You can read more about what information colleges can edit within the Program Explorer on our policy page. If you have program [...]

1807, 2019

10 Tips for Creating Effective Emails

Categories: Training|Tags: , |

1. Define your purpose. You should always have a clearly defined purpose for your emails so that you can keep your content focused on that purpose. If you don’t have a clearly defined purpose, you should probably revisit whether the email is necessary. 2. Know your audience. For starters, Gen Zers (categorized as 19 years of age and under) know how to educate themselves and find information. They’re driven [...]

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