Recruit Students

Recruit Students is one of two areas within Transferology® Lab from which schools can manage information supplied by prospective students via Request Information. 

In this article: 

Overview

When exploring transfer options within Transferology®, a student can request information from a school. All student requests are copied or routed to Recruit Students within Transferology® Lab. If the student requested advising or program information, the request is also copied/routed to Advise Students.

The callout draws attention to the Request Information pop-up. Students can request Advising, a campus visit, admission information, financial aid information, Veteran's Resources, or enter a program to find out more information. Students can also craft a custom message to send to the school.
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The Recruiter role is required to access Recruit Students. Within this area of the Lab, the Recruiter can work to help the student obtain information about admission to and resources at the school. The Recruiter can also help the student obtain reviews of courses, standardized exams, and military credits. 

In the Transferology Lab:

  1. Go to Advising & Recruiting.
  2. Select Recruit Students.

The majority of this page is table-formatted student information. Recruiters may filter this information or export it. Student information is contained within two tabs:

  1. Active Leads
  2. Archived Leads

The Recruiter may toggle between tabs to track student progress throughout the recruitment process.

Callouts illustrate the location of the student recruitment information, filters, and export button.
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Active Leads

The Active Leads tab (default) provides information listings of students currently needing outreach. Many of the text fields and buttons on the Active Leads tab are hyperlinks:

Callouts highlight the Active Leads tab and Statuses.
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Column/Icon Screenshot Description
Name

Name icon. View Profile tooltip appears while hovering.

Select hyperlink to View Profile of the student being recruited

See Recruit and Advise Students: Student Profile for an overview of how to:

  • View matches
  • Create Bundle
  • Export courses
  • Run Program
    • for schools with uAchieve® degree audit connected
  • Export run programs
Email

Email icon. Send email tooltip appears while hovering.

Email icon. Send email tooltip appears while hovering. Checkbox envelope symbol denotes verified email.

Email address hyperlink to send the student a message

  • Verified email addresses are denoted with a checked envelope symbol 
    • Extremely useful for Recruiters since the email address is valid
Request

Message reads: I would like to learn more about how my courses might transfer to your institution. Click to view original request. A date and time stamp is provided.

MM/DD/YYYY formatted date link to view the original student request for more information

Hover to view the student's message (if applicable) and date/time stamp
Type

Type icons

Type of information requested

The Type column contains four icons that are color-coded to the key in the Status box (left to right): 

1) Financial Aid

2) Admission

3) Campus visit

4) Veterans Resources

Statuses as described below. Requested, Not Requested, Checked.

Black icons: requested by student

Gray icons: not requested by student

Black icon with a green checkmark: Recruiter has marked as complete


The Recruiter may remove green checkmarks from icons

To check a student request off the list as complete, select the icon:

Tooltip reads Click for Financial Aid Complete.


A green checkmark appears over the financial aid icon.


-OR-


To uncheck a student request to make it "not complete," select the icon:

Tooltip reads Click for Needs Financial Aid.

Financial aid icon

Note that this check/uncheck method is a simple way for Recruiters to track workflow visually
Program

Business


 Lists the name of the Program, if supplied by the student 
Advise

Advise flags

Displays the current status of student advisement

Advising needed:

Advising done: 

Archive

Tooltip reads Click to archive lead.

Select the Archive button to move the student from the Active Leads tab to the Archived Leads tab

The student may be returned to the list of active recruits by navigating to the Inactive Leads tab and selecting the Un-archive button

Tooltip reads click to unarchive lead.

Filters

Since the table of student information on the Recruit Students page can be quite extensive, filtering allows the Recruiter to control the display of the information.

Filter Field

The Filter Field is above the student information table, where the Recruiter may type in a student name, email address, or program to filter students.

Filter by student name, email address, or program

Filter Box

The Filter box allows for filtering by date range field, with additional checkbox parameters for filtering by student need(s).

Filter box as described below.

Icon Need


Admission

Select the checkbox to specify that students with a declared interest in Admission be included in the filter results

Financial Aid

Select the checkbox to specify that students with a declared interest in Financial Aid be included in the filter results

Campus visit

Select the checkbox to specify that students with a declared interest in a Campus visit be included in the filter results

Veterans Resources

Select the checkbox to specify that students with a declared interest in Veterans Resources be included in the filter results

Programs

Select the checkbox to specify that students with a declared interest in Programs be included in the filter results

Needs advising

Select the checkbox to specify that students with a declared interest in advising be included in the filter results

Verified email address

Select the checkbox to specify that students with a Verified email address be included in the filter results

Select Apply to filter the results. Select Clear filters to reset all filter constraints placed on the student data.

Date Range

Select the following options from the drop-down menu:

Filter box options, as described below.

  • None
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Last 180 Days
  • Last 365 Days
  • Custom 

Select Apply to filter the results. Select Clear filters to reset all filter constraints placed on the student data.

The Custom option will prompt a monthly calendar to pop out on the right.

If expected results do not appear within the Active Leads information table, check the date range filter. Excessive filtering can severely restrict results. The default setting for the date range filter is Last 90 Days.

Archived Leads

The Archived Leads tab provides a listing of information for all of the students who were moved from the Active Leads tab because outreach/Recruiter assistance is no longer needed. Student information is never deleted from the Archived Leads page.

Callouts highlight the Active Leads tab and Statuses.
Select to see a larger version
Column/Icon Screenshot Description
Name

Name of student
Email

Email address of student

  • Verified email addresses are denoted with a checked envelope symbol
    • Extremely useful for Recruiters since the email address is valid
Date

MM/DD/YYYY formatted date of the original student request
Type

Type icons

Type of information requested

The Type column contains four icons that are color-coded to the key in the Status box (left to right): 

1) Financial Aid

2) Admission

3) Campus visit

4) Veterans Resources

Black icons: requested by student

Grey icons: not requested by student

Black icon with a green checkmark: Recruiter has marked as complete


When the lead was active, the Recruiter may have added a green checkmark(s) to indicate that a request was complete

A green checkmark(s) may have also been removed to show that assistance was still needed. See Active Leads (above) for more information
Program

Business

 Lists the name of the Program, if supplied by the student 
Advise

Advise flags

Displays the status of student advisement


Advising needed:

Advising done: 

Un-archive

Tooltip reads click to unarchive lead

Select the Un-archive button to move the student from the Archived Leads tab to the Active Leads tab


The student may be returned to the list of archived recruits by navigating to the Active Leads tab and selecting the Archive button

Tooltip reads click to archive lead

Filters

Since the table of student information on the Recruit Students page can be quite extensive, filtering allows the Recruiter to control the display of the information.

Filter Field

The Filter Field is above the student information table, where the recruiter may type in a student name, email address, or program to filter students.

Filter by student name, email address, or program

Filter Box

The Filter box allows for filtering by date range field, with additional checkbox parameters for filtering by student need(s).

Filter box as described below.

Icon Need


Admission

Select the checkbox to specify that students with a declared interest in Admission be included in the filter results

Financial Aid

Select the checkbox to specify that students with a declared interest in Financial Aid be included in the filter results

Campus visit

Select the checkbox to specify that students with a declared interest in a Campus visit be included in the filter results

Veterans Resources

Select the checkbox to specify that students with a declared interest in Veterans Resources be included in the filter results

Programs

Select the checkbox to specify that students with a declared interest in Programs be included in the filter results

Needs advising

Select the checkbox to specify that students with a declared interest in advising be included in the filter results

Verified email address

Select the checkbox to specify that students with a Verified email address be included in the filter results

Select Apply to filter the results. Select Clear filters to reset all filter constraints placed on the student data.

Date Range

Select the following options from the drop-down menu:

Filter box options, as described below.

  • None
  • Last 30 Days
  • Last 60 Days
  • Last 90 Days
  • Last 180 Days
  • Last 365 Days
  • Custom 

Select Apply to filter the results. Select Clear filters to reset all filter constraints placed on the student data.

The Custom option will prompt a monthly calendar to pop out on the right.

If expected results do not appear within the Archived Leads information table, check the date range filter. Excessive filtering can severely restrict results. The default setting for the date range filter is Last 90 Days.

Export

An Export button is available in the upper-right part of the screen above the Filter box. 

Callout illustrates the location of the Export button.

To export information from the Active Leads or Archived Leads tab:

  1. Navigate to the tab from which data should be exported.
  2. Select the Export button.
    • Note: This button will be grayed out unless criteria are selected.
  3. Enter/select the criteria below.

Export Active Leads screen.

Field Instructions Restrictions
File name

Key in the file name for the leads to be exported

The File name field generates a default file name that may be customized before export

Format of the default file name:

(Active or Archived)LeadsExport_YYYYMMDDHHMMSS.(extension)


 Required
Data

Filtered Results

Export data only for those students displayed within the filtered results on the chosen tab

All Results

Export data for all students on the chosen tab

 Required
File Type

Select from:

CSV

Data configured as a CSV file can be opened in Microsoft® Excel

JSON

Data configured within a JSON file can be opened with most text editors

Institutions can work with college or university IT staff to import these files into a Student Information System (SIS) or Customer Relationship Management (CRM) solution

 Required
  1. Select Export.

Export Fields

Included in the export are the following fields:

FIRST_NAME

Student first name, as displayed in the Transferology profile

LAST_NAME

Student last name, as displayed in the Transferology profile

EMAIL

Student email linked to the Transferology account

REQUEST_DATE

Date and time information request submitted

Format: YYYY-MM-DDTHH:MM:SSMS-UTC

FINANCIAL_AID

No - Not Requested

Yes - Requested

Completed - Marked as complete

ADMISSIONS

No - Not Requested

Yes - Requested

Completed - Marked as complete

CAMPUS_VISIT

No - Not Requested

Yes - Requested

Completed - Marked as complete

VETERANS_RESOURCES

No - Not Requested

Yes - Requested

Completed - Marked as complete

PROGRAM

Program name as entered by the student; otherwise, blank

ADVISE

No - Needs advisement

Yes - Not requested or not marked as needed

Completed - Marked as complete

ARCHIVED

No - Not archived; appears within Active Leads tab

Completed - Archived; appears within Archived Leads tab

SOURCE

Source of data (Transferology Lab)

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