XAP Recruitment Center

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XAP Recruitment Center

• Overview
• Summer, 2004

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XAP Recruitment Center

• Challenge
• Maximize the Reach
• of Your Education Offerings
• Prospects
• Education Consumers
• Applicants / Undergrads / Transfers / Retention /
  Graduate School Alumni / Online Ed / Extension /
  Certification / Summer Programs
• Life Learning

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XAP Recruitment Center

• Reach
• Communication Matrix
• Email / Mail / Telephone / SMS / Web /Campus
  Visits / Inquiries
• Process
• Managing Prospects
• Global Campaigns By Date / Individual Action/
  Campaigns by Student Status or Type / Accurate
  and Timely Enrollment Data

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XAP Recruitment Center SolutionManage your data,
communications and processes
Communication Management
Data Management
Process Management
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Lead Sources
Your Staff
Counselors
Online Applications XAP and Non-XAP
Visitor Center
Web Inquiry
HS, Event Campus Visit Lead Cards
Hershey OCR Interface
Mail
Data Management
Telecounseling
Number 2 Test Prep
Student Information System
Purchased Lists
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Target Students
Your Staff
High School
Middle School
Email/SMS
Transfer
Retention
Graduate
International
Chat/Web Event
Community College
Events
Adult Re-entry
Communication Management
Continuing Ed
Alumni
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Lead Sources
Target Students
Your Staff
High School
Counselors
Middle School
Online Applications XAP and Non-XAP
Transfer
Retention
Visitor Center
Web Inquiry
Graduate
HS, Event Campus Visit Lead Cards
International
Hershey OCR Interface
Chat/Web Event
Community College
Mail
Events
Adult Re-entry
Student Information System
Telecounseling
Number 2 Test Prep
Continuing Ed
Process Management
Alumni
Purchased Lists
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Recruitment CenterEverything you need
centrally located tailored to your operation
Quickly retrieve and manage unreade-mail

• Each user sets up Quicklinks to their preferred
  functions

View the Events Calendar
Monitor campaign tasks
Post important announcements for your staff
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XAP Recruitment Center- Capabilities
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Data Management MenuBring in prospect data in
any format export data in any format

• Manage the flow of prospect student data into and
  out of the Recruitment Center database without
  using IT resources
• Import student data from an application database
  (Mentor import is automatic) or any other data
  file type
• Export student data for special reports, printing
  or uploading to your Student Information System
  (SIS)
• Create and maintain special user-defined fields
  to capture exactly the data that is crucial to
  your Enrollment Management needs- add values
  individually or globally

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Import and Export WizardsEasily bring in or take
out any data without using IT resources

• Easy data mapping allows any staff member to
  import any database in any format
• Pre-defined data import templates for most
  popular student prospect databases
• Pre-defined data export templates for most
  Student Information Systems
• Minimize use of precious IT resources

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Communication ToolsEffectively manage all your
Communications and Campaigns
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Communication ToolsExtensive Email Management
Capabilities

• A robust, turnkey e-mail system (hosted and
  managed by XAP) to automatically process and
  respond to messages to and from prospects-
  process messages based on keywords, user-defined
  fields or a defined prospect group
• Create mailboxes and folders for managing and
  storing messages
• Manage bounced e-mail automatically to identify
  invalid addresses
• Develop a multi-communication campaign with
  dependent steps, assigned and scheduled tasks
• For example, send Email 1 process responses
  send Email 2 to non-respondents

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Communication ToolsPlan, coordinate, execute and
track your Recruitment Campaigns
Phone Calls
E-mail
Letters

• Create targeted Recruitment Campaigns that
  incorporate email, phone calls and letters - one
  or all - for the entire year
• Setup campaign steps, dependencies, run times and
  frequencies
• Assign tasks to Staff- automatically adds to
  their Task List
• Monitor the pending and completion status for
  campaign tasks

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Communication ToolsPlan and execute your
Outreach- Email Campaign

• Create an E-mail Campaign and automatically
  execute the task
• Develop content with file attachments and images
  included
• Personalize the content with data element
  variables- send a customized message to
  multiple thousands of prospects
• Include parameters to filter prospects by their
  response

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Communication ToolsPlan and execute your
Outreach- Outbound Telephone Campaign

• Setup a Telephone Campaign- search and create the
  call list for a target prospect group by any
  parameter, field or next call date
• Call Handlers automatically receive e-mail notice
  of assigned phone tasks- a list of the prospects
  to call is added to their Pending Tasks page when
  the task is due
• Create and select the custom conversation script
  for Call Handlers to follow

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Communication ToolsConversation Guides for
Outbound Telephone Campaign

• Create Conversation Guides with script to use
  with Phone Recruitment Campaigns- inserts student
  information
• Display the Guide instantly from the prospect
  profile and follow scripted text when talking to
  prospects
• Handles different Conversation Guides for
  different prospects in the same call cycle

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Communication ToolsPlan and execute your
Outreach- Direct Mail Campaign

• Create a Direct Mail Campaign- select a
  predefined letter or create and save a new one
• Search and create the mailing list for a target
  prospect group by any parameter or field- save
  search templates for repeat campaigns
• Mail Handlers (internal or external)
  automatically receive e-mail notice of assigned
  mail tasks- when the scheduled task executes, the
  letter file and export file of prospects to
  receive a letter is added to their Pending Task
  page

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Communication ToolsCampaign Letter Template
Manager for Email or Direct Mail

• Create letter templates to use with Mail
  Campaigns or the E-Mail Manager
• Personalize the content with data element
  variables -send a customized message to
  multiple thousands of prospects
• Save the template as a Word doc or a .PDF file
  for easy merging and printing

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Communication ToolsChat Manager for Online Events

• Host a virtual Open House or other online event
• Meet a Professor, for example
• Design the chat room with the fonts, logo and
  graphics compatible with your campus web site
• Host the event using built-in policing tools and
  filters to manage participants and prevent
  disruption
• Record and post the transcripts of your chat
  events for easy reference

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Prospect ToolsHelping get and manage more
prospects

• Online Inquiry cards- Create custom questions,
  select questions from other Inquiry Cards or
  choose from the groups of common questions in the
  database
• Organize student prospects in special groups you
  can manage and track throughout the Recruitment
  Center
• Create a calendar of important daily, weekly, and
  monthly dates and events (XAP Mentor prospects
  will see these events added to their personal
  student calendar)

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Prospect ToolsOnline Inquiry Card- Maximizing
web resources

• Include yes or no, checkbox, drop-down list, or
  free form questions
• Design the Card with the fonts, graphics, and the
  color scheme of your campus web site
• Prospects can access the Card from your campus
  web site or anywhere on the Internet

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Prospect ToolsOnline Inquiry Card- Maximizing
web resources

• Preview the completed Inquiry Card prior to
  posting the URL link
• Create a closing page that displays after the
  Card is submitted, and send an automatic reply

Add the Inquiry Card link to all your Outreach
resources
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Prospect ToolsHelping get and manage more
prospects

• Quickly access, view and edit the Profile of any
  student in the Recruitment Center database- great
  Counselor tool
• Manually enter the records of new student
  prospects into the data base for paper-based
  leads
• Create a Recruitment web site for prospective
  students- use the fonts, graphics and color
  scheme of your campus web site- link to the site
  from your campus web site or anywhere on the
  Internet

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Prospect ToolsmyCollege Web Site- Easily
expanding your web presence

• Your staff can create a custom web site allowing
  a prospect to .

Stay informed
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Prospect ToolsmyCollege Web Site- Easily
expanding your web presence

• Easily add web pages to the Recruitment Center
  web site
• Create a different style for each page on your
  site
• Preview your myCollege site prior to posting the
  URL link

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ReportsTurn your Prospect Data into Information
for Enrollment Management

• Select from pre-defined, data rich reports or
  create detailed, ad-hoc reports on the prospects
  in your database- without using IT resources
• Create your own report templates for frequently
  run reports
• Quickly and easily share information with other
  departments
• Create reports by prospect group, staff, campaign
  activities, grades, test scores, financial need
  and more
• Prospect Report Wizard lets you create custom
  rules to filter using any set of data elements
  in the database- use for effective Enrollment
  Management Analysis

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PreferencesTailor the Recruitment Center to fit
your operations

• Manage Quicklinks for fast access to frequently
  used pages
• Managers can quickly access daily activity
  reports, for example
• Customize the Recruitment Center with a preferred
  color-scheme and graphic image
• Setup and manage accounts for staff users- set
  access rights

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HelpMake your staff productive from the start

• Quickly access the Recruitment Center online Help
• Contact your XAP Client Services Manager for
  quick, personal assistance
• Run the Guided Tour for basic training or
  reference for new Staff Members

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Executive SummaryXAP Recruitment Center

• Puts data, communication and process management
  resources in one central location that is easily
  accessed and managed by Recruitment Center staff
• Flexible design allows you to tailor the
  Recruitment Center to your specific operations
• Minimize use of precious campus IT resources-
  Intuitive easy to use Wizards allow any
  Recruitment Center staff member to quickly access
  data and professionally manage mass
  communications
• Plan multi-media Recruitment Campaigns in advance
  or ad-hoc
• Data and process intensive resources are managed
  by XAP- the leading integrated education
  processing company
• Reduces the need for extensive data and
  communications infrastructure and support- ample
  resources ready for peak times
• Optimizes management of prospect data to assist
  in quick and accurate Enrollment Management
  decisions

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Lead Sources
Target Students
Your Staff
High School
Counselors
Middle School
Online Applications XAP and Non-XAP
Transfer
Retention
Visitor Center
Web Inquiry
Graduate
HS, Event Campus Visit Lead Cards
International
Hershey OCR Interface
Chat/Web Event
Community College
Mail
Events
Adult Re-entry
Telecounseling
Number 2 Test Prep
Continuing Ed
Student Information System
Alumni
Purchased Lists