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TRANSCRIPT
High
School
Visits
Session 4C
Tuesday, July 21st
Welcome
to the
12th Annual
Summer
Institute
Presenter(s)/Panelist(s)
Presenter/Panelist Contact information
Renee Norden
Highland School
Fay Rappaport
Institution/Organization
2015 Summer Institute
• To understand the components of the visits. 1
• To learn methods to build counselor relationships. 2
• To develop strategies to remain sane and healthy. 3
Learning Objectives
2015 Summer Institute
Topics Initial Planning and Strategy
Pre-visit Communication
Day of the Visit
Building Counselor Relationships
Tips and Tricks for the Road
Post-Visit Follow Up
2015 Summer Institute
Initial Planning & Strategy Identify list of high
schools based upon office goals and data-driven, historic assessment
Get organized! Excel and Google Maps are your friends
Start with your college fair schedule as the framework for private visits
Be kind to yourself and consider your limitations and how you work best
2015 Summer Institute
2015 Summer Institute
Pre-Visit Communication
Create your game plan before contacting schools
Identify the appropriate individuals at each of your schools to request your private visit
Gather all contact information including first and last name, mailing address, email address and phone number – save this data in one spreadsheet
Mail merge letters or emails to make the initial visit request, rely on the phone to manage responses and confirmations
Send a confirmation letter and poster to advertise your visit
2015 Summer Institute
Pre-Visit Communication
2015 Summer Institute
Further Planning Tools
2015 Summer Institute
Day of the Visit
Be on time and call if you are running late.
Upon arrival, allow extra time to check in with the front office and pick up a visitors badge – be aware of security policies, some schools require a photo ID
Be prepared for any size group of students and have more than enough material
Determine if you will need to use visual aids, or conduct a more conversational visit
Is a counselor available to meet with you?
Tailor your message depending on time and audience
2015 Summer Institute
Building Counselor Relationships
Be aware of their time, keeps talking
points concise
Include front facing updates, but also
behind the scenes tips
Ask how you can help their students with
the college process (i.e. panel nights,
essay writing workshops…)
Invite counselors to special events and
request their input in the planning process
2015 Summer Institute
Post Visit Follow Up
Track data you’ll need to report on your
phone as you leave visits
Take notes about how you’ll change your
itinerary for next year
Do any office reporting as you go instead
of leaving it to after the trip
Schedule “thank you” messages, if used
by your school
2015 Summer Institute
Tips and Tricks for the Road
Ask the counselors if your early itineraries
make sense
Add counselor names and phone
numbers to your Outlook in case you
need to be in touch while on the road
Find hotels you like and stick with them
Join rewards programs for the airline, car
company, and hotel you’ll use most
2015 Summer Institute
Pre-Visit Communication
Create your game plan before contacting schools
Identify the appropriate individuals at each of your schools to request your private visit
Gather all contact information including first and last name, mailing address, email address and phone number – save this data in one spreadsheet
Mail merge letters or emails to make the initial visit request, rely on the phone to manage responses and confirmations
Send a confirmation letter and poster to advertise your visit
2015 Summer Institute
Questions?
2015 Summer Institute
Complete your final session
evaluation provided in your
Summer Institute program
and turn it in before
you leave the room.
Thank you!
Please…
2015 Summer Institute