Faculty Handbook

Publicity and recruitment

You should begin marketing your program at least one year in advance. Unless your program is full, you should continue marketing through November (winter break and spring semester programs), February (spring break programs), or May (summer, fall and academic year programs).

Become acquainted with the recruitment, publicity, curriculum and administrative practices of your department's or college’s previous study abroad offerings, particularly those of the previous year. If the program was successful, which of these factors would you like to duplicate? If the program was canceled due to insufficient applicants, what should you do differently?

Here are some great ways to recruit for your program:

Program Description

Provide comprehensive text for your program description on the OSA Web site. OSA will notify you for timing and details. Remember that students are the target audience, and that they will be most concerned with issues of cost, value, uniqueness, and attractiveness of the program as it fits with their degree requirements and personal needs and interests. When listing the program course(s), ensure that the sponsoring departments have approved the course offering(s).

Information Meetings

Make arrangements for and attend Information Meetings. The purpose of these meetings is to introduce prospective students to general aspects of studying abroad and the particulars about your program. Two or more meetings should be held no later than the semester prior to your study abroad program. Meetings before breaks are especially effective so prospective participants can discuss plans with their family. Contact OSA at least two weeks before the desired meeting date so publicity and announcements can be arranged. OSA will provide Peer Adviser (students who have previously studied abroad) support upon request. If a Peer Adviser is not available to attend your meeting, you will be provided with a suggested outline of things to cover during your meeting.

Here are instructions on how to schedule an info meeting.

Web Site

Develop your own Web site for your program. Ensure that the wording on your site, particularly in regard to costs, deadlines, etc., is the same as that on the Information Sheet and OSA Web site. As part of your site, you may wish to include a continuously updated FAQs with items such as a program itinerary to answer questions from both students and parents. To view examples of Web sites created by study abroad faculty, visit the following:

• Tropical Biodiversity and Conservation in Panama
• Advertising in Asia
• Australia Media, Tourism, Environment and Culture
• Behavioral Ecology of African Mammals
• Rainforests and Reality in Nicaragua
• University of the Philippines Los Baños (UPLB)
• Pre-internship Teaching Abroad
• Sustainable Food, Environment & Social Systems in Australia

Photos

Photos can enhance the promotion of your program in printed materials, at information meetings and at study abroad fairs. Ask students permission to use their best photos (they will be flattered!) and select photos of students (identifiable as MSU students) in a variety of locations and in learning/intercultural settings.

Study Abroad Fairs

Participate in the two study abroad fairs held each semester (September and January/February).

Budget

Determine your budget as early as possible. This year OSA is striving to have summer budgets finalized and program fees posted by early January. Students are reluctant to apply and commit to a program unless they know the current year’s program fee. Plus, the Office of Financial Aid will be unable to assist financial aid recipients until you have finalized your budget. Delayed budgets can lead to limited financial aid which leads to student withdrawals. Finalize your budget early!

Class

Announce your program in classes. Share information about your program with colleagues who can make announcements in their classes.

Display

Create a display to put up in academic advising offices, outside your office, or on college/department bulletin boards.

Personal Contact

Write letters, send e-mails, or personally contact students who are likely to find the program of interest. (Please note that OSA funds or program funds are not available for direct/bulk mailings.) Be available to counsel and assist interested students who have questions about the program or about the academic implications.

Angel

Set up an ANGEL site to keep student engaged and excited after they have applied.

Past Participants

Involve students who have previously participated in the program, especially at information meetings. Prospective students are very interested in hearing another student's perspective; the testimony of past participants is one of the most effective marketing tools at your disposal!

Advisers

Inform and work with academic advisers who advise your target student audience. Communicate with your colleagues, including TAs, so they can help recruit.

Special Events

Attend special events on campus, especially events sponsored by your college or department (e.g. Welcome Week). Get involved in your college/department Academic Orientation Program (AOP ) planning to be sure your program is highlighted to incoming freshmen.

Student Clubs

Target specific student clubs that may have a particular interest in your program.

State News

Contact The State News to see if they can write an article about your program.

Publications

Make sure your program is featured in your college/department communication and publications (e.g. e-bulletins, newsletters, magazines).

Benefits

Encourage students, in your promotional efforts, to consider the multiple benefits of studying abroad: academic/intellectual, professional, intercultural, and personal.

Make sure to obtain copies of student application forms to become familiar with the application process from the student’s perspective. Don’t forget that MSU students can apply online!

Information covered in the Study Abroad Student Handbook will also serve as a good resource for answering questions from students.

Encourage students to begin their financial planning early. Once you have finalized your budget, a complete breakdown of all anticipated costs will be available from the Office of Study Abroad and forwarded to the Office of Financial Aid.

Maintain lists of prospective students including names, addresses (including e-mail), and telephone numbers. Stay in contact periodically to determine if any perceived barriers to the student's participation might be eliminated. E-mail them with important information about upcoming meetings or interesting details about your program. Make sure to contact students before breaks.

Don’t forget to monitor your program applications via “Box Scores” to determine if you need to increase marketing and recruitment efforts. (To find out more about Box Scores, please see page 17.)