Orientation to Retain: Trying (it) Out Made Simple

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Andy Cline has worked in admissions at Louisiana Tech University since 2011, where he oversees orientation and special programs. Louisiana Tech implemented the Retain CRM software in 2012 to help manage recruitment and orientation processes more efficiently. Retain allows the university to organize student data, events, and communications. For orientation leader selection, Retain helps manage the application, event registration, and interview processes. It provides tools for personalized communications, reports, and storing applicant information that can be used for future recruitment. The university has seen increasing enrollment and more efficient processes since implementing Retain.

Orientation to Retain: Trying (it)
Out Made Simple
Andy Cline
July 29, 2015

BIOGRAPHY
Assistant Director of Admissions
Louisiana Tech University
• Director of Orientation & Special Programs
• Worked since 2011
• Data Processing
• Orientation
• Preview Days
• Summer Programs
• Supervise communications coordinator
• Supervise satellite recruiters
• Supervise admission process
• Maintain deposits
• Maintain on-line application
• Instructor – COUN 201 Peer Leadership

Summary
Utilize Retain Events, Interviews, and Trips
• Forecast
• Organize
• Allocation of Resources
• Plan
• Increase Efficiency
• Implement
Retain Features
• Groups
• Events
• Filters
• Communications

University @ a Glance
Louisiana Tech University
Ruston, LA
Connect implementation - 2012
11,500+ Students
• Connect CRM Statistics
• 298,500 Records
• 27,000 - 2016 & 2017 HS Graduates
• 715 Attributes
• 142 Source Codes
• 281 Bulk Edits
• 2,297 Filters
• Queued Communications
• 63 Emails
• 162 Letters

“Work Smarter, Not Harder”
A Golden Age of the CRM

Increasing efficiency….
182
42
198
281
63
162
0
50
100
150
200
250
300
Bulk-Edits Queued Emails Queued Letters
2014
2015

…results in increasing yield
1313
1552
1853
2038
600
800
1000
1200
1400
1600
1800
2000
2200
2012 2013 2014 2015*
Freshman Enrollment
Projected 2015

Enhanced Events & Interviews Process
College
Fair
Preview
Day
Campus
Visit
Transfer
Orientation
Parent
Orientation
Student
Orientation
Recruitment
Life Cycle

Enhanced Events & Interviews Process
Group
Registration
Confirmation
Emails
Prevents
Confusion
Cut Costs
Aids Master
Planning
Reports
Auditing
Benefits

Orientation Student Leader Selection Process (2013)
• 250 students
• Pick-up application
• Learn about the experience
Attend an
interest meeting
• 150 students
• Submit Application
• Submit Letters of Recommendation
Register for a
Group Try-out
• 34 studentsRegister for a
Personal
Interview

We should use Retain for
Orientation Try-Outs

Orientation Leader Selection Process (2014, 2015)
Requirements
• Attributes
• Groups
• Events
• Interviews
• Filters
• Communications

Orientation Leader Selection Process (2014, 2015)
Attributes
Groups
Events &
Interviews
Started from the bottom…

Orientation Leader Selection Process (2014, 2015)
Filters
Communications
Registration
Forms
…Now we hurr

Orientation Leader Selection Process (2014, 2015)
Filters
Invitation to
Interest Meeting
• GPA
Invitation to Group
Try-Out
• Attended Interest
Meeting
Invitation to
Personal Interview
• “Attended” Group
Try-Out
Communications
Events &
Interviews
Templates
Personalized
Auto Group-
Login
functionality
Registration
Forms
EVERYTHING
• Shirt size
• Shoe size
• Pant size
• Parent info

Ending Summary
Benefits
• Efficient planning
• Efficient registration
• Efficient check-ins
• Personal communications
• Quick exports
• Quick reports
• Quick mailing labels
• Quick mailing letters
• Name tags
• Unbelievable amounts of information
• Scores
• Clothing sizes
• Information for next year - leads!

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