Faculty Handbook

Publicizing your program

Before you begin recruiting, you need to decide on some critical basic elements that will impact whether students chose to participate in your program: dates, course offerings, and cost.  Details related to these topics are addressed in this handbook and should be given your first attention.

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 recruitment strategies 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. 

Check the 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 dates, 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 program leaders, visit the following:

• Tropical Biodiversity and Conservation in Panama
• 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, especially group 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).

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.

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.

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

The majority of MSU students now apply online (non-MSU students must submit paper applications). To become familiar with the application process, check out the application forms.

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 automatically 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 10.)