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Marketing materials
Once the proposal has been approved, SAEP will create a brochure, flyer and webpage to advertise the program. If you wish to create your own marketing materials, please submit a draft to SAEP for review and approval before it is distributed. All publicity for programs must be carefully checked to be sure it conforms to the parameters of the program -- a brochure represents a written contract with the students, and the addition of new items by a Faculty Coordinator, or failure to include certain items may create problems. Similarly, please submit all web-related or e-mailed announcements to SAEP in advance of posting them, or simply direct students to the SAEP web site.
Recruitment
Once SAEP has notified you that your program proposal has been approved, your next step is to follow your recruitment plan. Recruiting on a sustained basis is what will make the difference between a successful program and one that may not manage to meet its minimum enrollment target. Some tips for recruitment:
- Set a date/time for an information session well ahead of the application deadline. You can then refer students/colleagues to this session as you do the remaining tips below. It is common to have a second session 2-3 weeks before the deadline.
- Announce the program in all classes that you teach in which students are eligible to participate.
- Discuss the program with students whom you advise if they are eligible to enroll.
- Describe the program to your colleagues and ask them to help you recruit. If your program may appeal to students in other disciplines, you'll want to make contact with those faculty members as well. Don't forget the CWU Centers!
- Give colleagues and students a copy of the program brochure developed and printed by SAEP.
- Keep a running list of interested students and stay in touch to keep them aware of this opportunity.
- For previously run programs, ask past participants from your program to visit classes with you and attend information sessions.
Truth in advertising! When you speak with students or colleagues about your program, remember that they may have no idea about what the program site, the study facilities, the additional activities, and the living arrangements will be like. You need to describe these in positive, but accurate terms. SAEP tries to be very clear in all written materials to present the program as it actually is, in order to minimize any issues later on. It should also be noted that study abroad is voluntary and ethical standards for recruiting require that there should be no implied obligation for students to participate.
SAEP will produce the following marketing materials for your program:
- Program brochure
- Program flyer
- Webpage
- Intranet announcement
- On-line application page
SAEP will arrange to have flyers posted on campus, and will ensure that your information sessions are included in the SAEP general schedule and publicized on campus.
Common student questions
During this process, you'll become an expert on all aspects of your program, as will the SAEP staff member working with you! As you begin to recruit students, you'll want to be prepared for the more common issues of concern to prospective participants. These usually focus on housing, cost, credit, and activities. Here are some of the most common questions, along with some topics students want to know about but may not think to ask:
- What is the housing like?
- Do we share a room?
- Are the same amenities provided in (hotels, apartments, dorms) as I'm used to here?
- What happens if I don't like my housing/roommate/host family?
- Host families/dorms: Do they have a curfew? Do I have to follow rules?
- I don't speak the language. Is that a problem?
- What does the program fee include?
- What does the whole trip cost?
- How much is airfare?
- What isn't included in the program fee?
- Will financial aid pay for this?
- What is the total budget to attend this program?
- Do you book my plane ticket?
- How many credits will I earn?
- Can I use this toward my major/minor/breadth requirements? How do I do this?
- What will we do in (country)?
- Do we have time to travel on our own?
If you're not sure of the answer to these questions, talk to SAEP staff and/or the host abroad for clarification.
Keeping the interest alive
The initial marketing materials posted and distributed on campus will pique the curiosity of some students. As students contact you for information, it's important to keep track of who they are and how you can reach them. This will allow you to contact them directly with information session details and keep talking with them about the program as the application deadline approaches. Successfully running a faculty-led program often comes back to keeping student interest alive through the months preceding the program.
Recruiting non-CWU students
Non-CWU students are welcome to apply to CWU programs, although the primary intent of these programs is serving our own student population. In some cases, non-CWU students may make programs viable, particularly on specialized topics or programs in academic areas with few majors at CWU. Feel free to contact peers at other institutions to promote this opportunity or place free ads on listservs or in other locations.
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Study Abroad
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