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Campus Visit Request Mind Map: Input - Campus Visit Request Form (Extra…

- - - - Request: Includes Overnight Stay. Overnight visits are Monday-Thursday only during weeks 2-9 of Fall, Winter and Spring Quarters (be sure to check against holidays on the Admissions calendar). We have space for 6 people a night (4 single rooms and one double room)
        
        Y - Reply: Coordinator tailors and sends appropriate RSVP Letter from "NEW Visit Confirmation Letters" folder taking into account time of year and ambassador availability.
        
        Attachment: Overnight Guest Agreement PDF
        
        Attachment: Parking Voucher PDF
        
        Coordinator prints both watermarked RSVP letter from Outlook Sent folder and clean RSVP letter from Word to assemble Guest's Folder. Guest's folder includes Greener Guide to Olympia, Fact Sheet, Feedback Form, Bookstore Coupon, Guest's RSVP Letter, [Overnight visitors also get Printed Overnight Guest Agreement, CRC Pass, and Greenery Coupon], and paper-clipped on the front is the Watermarked RSVP Letter stapled to the printed Request Sheet. The guests keep all folder items except the Watermarked RSVP letter and the Request Sheet. Coordinator files the folder chronologically in file cabinet and changes the red flag in the Visit Inbox into a check mark.
        
        Call Team: Student Ambassadors on Call Team use completed Guest Folders to call guests the week before their scheduled visit.
        
        N (Overnight Component) - Reply: Coordinator tailors and sends appropriate RSVP Letter from "Unusual Confirmation Letters" folder. Letter explains why request has been modified and gives them to option to reschedule.
      - Request: Only includes Information Session and Campus Tour
        
        Y - Reply: Coordinator tailors and sends appropriate RSVP Letter from "NEW Visit Confirmation Letters" folder.
        
        Attachment: Parking Voucher PDF
        
        N - Reply: Coordinator tailors and sends appropriate RSVP Letter from "Unusual Confirmation Letters" folder
      - Y/N: Request: Weekend/Holiday
        
        N - Reply: Coordinator sends appropriate RSVP Letter from "Unusual Confirmation Letters" folder. Letter explains why request has cannot be accommodated and encourages to reschedule
      - Request: Includes Program Visit. Program visits are Monday-Friday except Wednesday afternoons during weeks 2-9 of Fall, Winter and Spring Quarters. Each program can accommodate up to 2 visitors. It is preferred that visitors attend an info session before attending a class. If possible, programs should have the same academic interest area as the prospective student.
        
        Y - Reply: Coordinator tailors and sends appropriate RSVP Letter from "NEW Visit Confirmation Letters" folder taking into account time of year and ambassador availability. Copies program description link from Ambassador Program Schedule Word Doc.
        
        Attachment: Parking Voucher PDF
        
        Outputs: All printed pieces of Guest's Folder including both the Watermarked RSVP Letter, printed RSVP Letter, and Request Sheet are added to folder. All electronic communication including RSVP Letter is sent to visitor within one business day of their Campus Visit Request #
        
        N (Class Visit Component) - Reply: Coordinator tailors and sends appropriate RSVP Letter from "Unusual Confirmation Letters" folder. Letter explains why request has been modified and gives them to option to reschedule.
- - - - Y - Coordinator updates "Confirmed" column in Roster with their initials and date of process completion.
      - N - Coordinator color-codes and labels Roster entry
        
        Request: Weekend/Holiday. Coordinator writes "Waiting" + their initials and date in "Confirmed" column of Roster. Coordinator colors the font red and highlights the cells grey.
        
        Request: Includes Overnight Stay or Program Visit not yet able to be scheduled. Coordinator writes "TBD" + their initials and date in "Confirmed" column of Roster. Coordinator colors Confirmed cell orange and rest of cells grey.
        
        Output: Organized Roster. Coordinator sorts Roster by preferred visit date, time of EIS, and First Name. #
- - - - Output: Confirmation labels. Coordinator notes the date and their initials in Roster. Gives labels to Admissions Counselor leading EIS to write a follow up thank you letter. #
      - Coordinator substitutes EVR Contact Code for EVA
      - Coordinator sends "Visit Evaluation" email from "Visit Letters" folder with link to Visit Experience Survey: https://webteamevergreen.wufoo.com/reports/admissions-visit-evaluation-form/
        
        Output: Campus Visitor Satisfaction Data. Visitors fill out a satisfaction survey. Coordinator is able to aggregate and synthesize data. Survey data is both fill in the blank qualitative data and Likert scale satisfaction data. #
      - Call Team: Coordinator pulls weekly list using EVA Contact Code. Ambassadors call recent guests to follow up.
      - Output: Campus Visitor Quantitative Data. Coordinator records quantity of guests and type of visit experience in Visitor Count spreadsheet in "Visit Data" folder. #
      - Coordinator marks as "Show" in Roster and moves to "Evals Sent New" tab of Roster
    - - Coordinator substitutes EVR Contact Code for EVP
      - Coordinator sends "Visit Reschedule" email from "Visit Letters" folder.
      - Coordinator marks as "No Show" in Roster and moves to "Evals Sent New" tab of Roster