1. Being a Student Worker in the Admissions Office
in a Nutshell
Created by AJ Callahan – 2015
Desk Work
Entries into Salesforce:
Login for Salesforce
Username: ummadmissions@maine.edu
Password: admis2086*
Your task is to take the information given and enter it into Salesforce using the contact card link
(https://ummachias.secure.force.com/form?formid=217726). Prospective student information is
found from:
● The shared spreadsheet of Online Requests
(https://docs.google.com/spreadsheets/d/1Q5l9g72uvhBCZcBH3GexmFSKB_vB
bUoVGrPU02uFLzc/edit#gid=0). This spreadsheet updates when an interested
student fills out the questionnaire through our website and their information is
generated here. Be sure to enter Contact Card source (very important for reports).
● Contact Cards and other Mail
Take the information from the Contact Cards and other Mail sources (like
SAT/ACT scores, Tee shirt/Gear requests, etc.) and enter in the information given
into Salesforce. Be sure to enter Contact Card source (very important for reports).
Entering SAT/ACT scores
If the student is already in the Salesforce system, search the student’s name in the search
bar to find them. If there is more than one name found, make sure to match up the right
person to the score. Scroll down to find the Test tab. If there is already a test entered,
compare to make sure you have a different one in your hand. Click New Text to enter in
the scores. Enter scores for Math, Verbal (Reading), and Writing. Make sure to save
what you enter in.
If the student is not entered into the system yet, use the Contact Card link on the left to
enter in their information. Once that has been submitted, search for the student and
follow the steps above.
Entering Fairs for Counselors
All fairs get entered into the shared Fair Schedule spreadsheet
(https://docs.google.com/spreadsheets/d/1ONJLNHCD37cQlvvxUWX_zwqXfZnzDrAs
M2WJFDBpdQU/edit#gid=1597090299). Enter in the name, date, location (including

2. address), and time of the fair. Once the fair is entered, initial the fair paperwork and file
it in the proper folder (Spring or Fall) in order of fair Date.
Returned Mail
Sometimes, mail we send out gets returned to us. This is usually because we have the
incorrect address in our system. To update this, we have to contact the student to request
an update on their information. To do this, search the student’s name in the search bar
and find the correct student. Click the tab next to Student Detail called Request Update.
There’s a prewritten subject and message all ready to go. It won’t send unless something
is entered in the Signature space, so unless specified otherwise, enter in something along
the lines of “We look forward to hearing from you! The UMM Admissions Staff”.
Checking Salesforce Tasks
On the homepage, there is a header labels My Tasks. Make sure the Unresolved Emails
tab is to ‘All Open’. This will ensure that any new or unread tasks appear here.
Complete any Tasks listed here.
General Organization and Neatness
Make sure the Student Desk area is clean of any and all trash and recycling. Make sure
the desk itself is presentable (neat, organized looking, and clean).
Make sure the closet in the Student Work Room is organized enough and not
overflowing. Same with the closet in the first floor hallway. Use this space to store
boxes of Contact Cards, Pens, and other little supplements used in mailings and handouts.
In the ‘War Room’, make sure class information handouts are stocked up. Files are
located on the student computer for additional printing:
In Files > Documents > Majors. From these, folders contain program flyers,
advising sheets, and visit letters. There are also documents for Tuition, Core
Requirements, and other needed papers.
Make sure shirts, pens, bags, and all papers are picked up and organized where
appropriate.
Knowing where the rest of the Admissions Staff is
Any time someone comes into the office they are generally looking for Mel, Peggy, or a
counselor (usually PJ). As a receptionist, your job is to call the desk of the staff they are looking
for to make sure they are free, either to come down and talk or to send the person up to them. If
they are out of the office, let the person know they are out and make a note of their contact
information (name, number/email), why they have come in, and let them know you will make
sure to notify the staff to get back to them when they are back in the office.

3. Mailings
Info requests
General Information Request mailings only require three (3) things: A signed visit letter,
a viewbook, and the square envelope that fits over the viewbook. Fold the letter over the
right sided of the viewbook with the person’s name facing up. Slide in both and seal the
envelope. Make sure the name on the letter and the name on the label on the envelope
are the same.
HS Packages
High school (and sometimes middle schools and other educational centers) contact us
requesting information and gear from UMM. Read the request email/letter so see what it
is they are requesting first. These are some of the typical items we send:
● UMM Folder with School info (tuition, core requirements, map) and one of each
program flyer. Also, make sure to include 2 or 3 Applications
● 3-4 Viewbooks
● ~5 Search Pieces
● ~5 Athletic Brochures
● 5-10 contact cards
● Cloth Pennant (for person requesting)
● ~10 pens
● 5-7 lanyards
● Tee shirts (if requested)
These are all packages in the Flat Rate boxes (located in the Student Room closet). Make
sure to let Peggy know when we are running low so we can order more.
Be sure to enter in the School’s information in the High School Request spreadsheet
(https://docs.google.com/spreadsheets/d/1Se-w9BWol3j-
0Hh_lWZQvSlaE51FJEU_LBgPMGktF6w/edit#gid=0). Once you have sealed the
package and sent it, make sure to make note of it in the in the spreadsheet.
Specialties
Specialty mailings include: requests for specific class information, Tee shirt and other
gear requests, and reminders about upcoming events (Preview Day, etc.):
● Students requesting specific program information receive the same basic
information (map, tuition, cores, app) plus information regarding their program of
interest. Include a search piece and athletic brochure.
● Students like to request Tee shirts. Do your best to fit in UMM info (app, map,
core classes) and a viewbook along with the Tee shirt into a large envelope.
Acceptances

4. Acceptances take priority over whatever you are doing (unless otherwise specified). All
acceptance letters and supplemental information is mailed in the “Congratulations,
You’re In” envelopes:
● Apply address label to envelope
● Apply student name label to Candidate Reply Form
● Acceptance letter under that
● Certificates under that (Acceptance first, then Scholarship if there is one)
● Fall or Spring ‘Next Step’ Sheets
● These are all tucked into the Business Reply Envelope and slid into the
“Congratulations” envelope
● Seal with green UMM sticker in box labeled “For Acceptances Only”
Try to get these to Switchboard ASAP so that they get into the mail sooner (mail
generally comes to pick up around 3 pm)
Student Activations
Student Activations are mailed to accepted students to inform them how to activate their
email and mainestreet accounts. Three (3) items are tri-folded together and put into a
window envelop:
● Student letter (this has the address so it goes on top)
● Student activation code
● General packet on how to access mainstreet and email
Folder/Swag-Bags (prep for tours/Preview Days/etc.)
These aren’t mailings but follow a similar process. For any tour, individual, group, or an
event like Preview Day, we prepare folders and Swag-Bags for visitors. These can vary
depending on the group or event.
Individual:
Fill a folder with UMM Info (tuition, core requirements, map) and a flyer of their
program(s) of interest. Include an Application behind the program info. Put the folder
into the Swag-Bag pull string bag along with a pen or two, a lanyard, and a viewbook and
athletic brochure. If they haven’t filled out a contact card by now, make sure to include
one in the bag and let them or the counselor/tour guide know there's on in the bag for
them. Also, offer the visitor if they would like a free UMM tee shirt. If they say ‘Yes”
ask them “What size would you like”. This avoids asking them directly what size they
are.
Groups:
Usually high school visits. Depending on the school, age, and reason for coming, the
information in the Swag-Bag may change. Always be sure to ask before making them if
they should be made in any particular way. Generally, a pull string Swag-Bag will have

5. at least a Map, Core Requirements, and App in a folder, along with a viewbook or search
piece (depending) and an athletic brochure. Include a pen and lanyard in the bag. Ask if
you should include a contact card in each.
Preview Day and other Events:
Bags will contain a lanyard, pen and contact card along with the information folder.
These folders will be more specific on the students coming and the Preview Day itself.
For the students, Folders will include the basic UMM info (tuition, core requirements,
map, app) and if they declared a program of interest, then the appropriate flyer and
information will be put in the folder as well. Each student receives a Name Tag at
Preview Day and these will be paper clipped to the folders. A schedule will be made for
the Event and that is placed in the front of the folder. We also make up folders for
parents, too. These have the same basic school information, minus the application, as
well as a schedule and a few sheets of blank paper for the parent to take notes with if
they’d like to. A pen is placed in each folder for the parent as well.

6. FAQ
Where is the ______ Office?
Most of the time people come into Admissions looking for the other offices and/or specific
people. You should have a good idea where all the offices are on campus. If the person needs
directing, use a printable map to help or guide them to the building/office if time permits.
Where’s _______? Is _____ in?
Another frequent question is simply where the Admissions Staff is. Again, if the Staff member
is in, call their desk first to find out if they are free before sending up the visitor. If they are not
in, remember to make a note of who came in, why, and how they can be reached.
Is this where I sign up for classes?
Some people come to admissions looking to apply, reapply, or sign-up for classes. If they are
looking to apply or reapply, supply them with the proper application (first time application or a
re admittance application). If they say they have already completed this, call Peggy or PJ to help
the visitor further in the application process. If they are looking to just sign up for classes, let
them know they need to first work with their program advisor then sign up online or go to the
Registrar for more adequate help.
How do I apply? reapply? transfer?
First time applicants fill out the regular application for admittance. A re-admit will complete the
admittance application. Transfer students work with the Registrar and a Counselor on
transferring in (or out). For someone just beginning one of these processes, let them know they
will need to have an official transcript sent here (mail or fax). Unofficials can be used to get the
process going but the Official transcript will be needed before being accepted. Peggy and PJ will
know what more the applicant will need. If no staff member is available at the time, be sure to
take the visitors contact information, give them whichever application they need, and an
admissions business card, either Peggy’s or PJ’s (located on the table near the student room
closet).
What is the Admissions Office contact information?
Our direct line…………………….………………………………………………..(888) 468-6866
Switchboard is……………………………………………………………………...(207) 255-1200
Our fax……………………………………………………………………………..(207) 255-1363
Our email…………………………………………………………….ummadmissions@maine.edu
Our address: University of Maine at Machias
Admissions Office
116 O'Brien Avenue
Machias, ME 04654