eRecruitment at UBC

1
eRecruitment at UBC
2
UBC Student Recruitment Goals

• Trek 2010 and UBC O Academic Plan set student
  recruitment goals for our two campuses
• Ensure UBC attracts and retains the best
  undergraduate students from BC, Canada, and the
  world
• Increase the number of Aboriginal youth enrolling
  at our campuses
• Continue to grow international undergraduate
  enrolments at both campuses
• Achieve UBC Okanagan enrolment targets

3
External Challenges

• Growing competition for the best students in BC,
  the rest of Canada, and around the world
• Smaller graduation classes in many markets
• Canadian dollar at 30-year high
• Current generation of prospective students and
  their families have high expectations for support
  and service throughout the recruiting process
• Many key competitors already run
  e-recruitment/CRM Systems

4
Internal Challenges

• A good deal of data on prospects and applicants
  exists but in multiple places
• SISC, Campus Tour database, ISI Access database,
  Student Recruitment Access database, purchased
  lists of prospects, leads from ads, etc.
• Current recruiting tools inefficient
• Current recruiting tools not always accessible
  while on the road
• Current websites for prospects and counsellors
  stale. Mixed feedback on them from students in
  recent student survey

5
(No Transcript)
6
(No Transcript)
7
Project Goals

• Provide staff with the information they need to
  make every interaction with a prospect or
  counsellor a well-informed one
• Acquire tools to allow us to provide more
  personalized communications and a more
  interactive web experience for prospects and
  counsellors. Allow them to self-serve where
  appropriate.
• Be able to connect recruiting activities with
  student outcomes
• Provide data to allow for better-informed
  recruitment planning

8
Project Goals contd

• Reduce mailing costs by identifying and merging
  duplicate student and institution records
• Streamline some recruiting tasks, freeing up
  staff to spend more time interacting with top
  prospects and counsellors at feeder schools
• Keep web content current by providing recruiters
  tools to add events themselves and edit content,
  while maintaining editorial standards

9
Project Scope

• Focus on technologies to improve the recruiting
  process and web experience for prospective
  students/applicants and their school counsellors
• Purchase one system that is flexible enough to
  support the recruiting goals of two distinct
  campuses while allowing us to market programs at
  both to students
• Wherever possible, existing tools that serve
  prospects and applicants would be integrated with
  rather than duplicated (AskMe,SSC).

ezRecruit Implementation Team
10
Integrations

• We chose to integrate ezRecruit with
• The SISC
• Online Student Service Centre (SSC)
• IntelliResponse (Ask Me)
• CWL (for students, counsellors, and staff)
• UBC data warehouse

11
SISC Integration

• ezRecruit now the master for institution
  records
• Pass application data to ezRecruit from SISC
• Tools to make it easier for staff to move back
  and forth between student/institution records in
  ezRecruit and the SISC
• Students will now be able to apply either through
  the ezRecruit portal, or through PASBC- both
  forms will feed into the UBC Application Form,
  which feeds into the SISC.

ezRecruit Implementation Team
12
Web Development

• Chose to significantly rethink our web sites for
  prospective students and counsellors as part of
  this project
• Surveyed students for feedback on current sites,
  design look and feel, portal name options
• Brainstormed new structure
• Online student survey and card sort to help with
  new structure
• Content development in process

13
UBC Project Team

• Executive Steering Committee Brian Silzer,
  Donald Wehrung, Deborah Robinson, Karen
  McKellin
• Implementation team
• Project Manager Lisa Fisher
• Staff from Student Recruitment, ISI, SRIS,
  Student Systems, and Communications Services
• Web working group
• Web Editors James Kim Claire Moller
• Staff from Student Recruitment (VO), ISI,
  Communications Services

14
Project Timeline

• Development of RFP Aug. Dec. 2005
• Vendor Analysis Jan. April 2006
• Decision to purchase ezRecruit Spring 06
• Needs assessment and scoping May Sept. 06
• Implementation Sept. 06 July 07
• Launch early August 2007
• Phase II development Aug. Oct. 2007

15
About EDge Interactive

• Established in 1994
• Canadian company, based in Toronto
• Provide a range of technology-based recruiting
  products and services to educational
  institutions
• Clients include secondary and post-secondary
  institutions in Canada, the US, and overseas
• ezRecruit clients in Canada include McGill,
  Dalhousie, Concordia, U of Saskatchewan, Ecole
  Polytechnique, and many more

16
(No Transcript)
17
(No Transcript)
18
(No Transcript)
19
What components did we buy?

• Student portal
• Ability to customize web content by student
  groups
• Program information customized to students
  interests
• Student mailbox, list of relevant events, and
  profile information
• Counsellor portal
• Ability to customize web content for different
  counsellor groups
• Counsellor/school profile, list of relevant
  events, counsellor mailbox

20
(No Transcript)
21
(No Transcript)
22
What components did we buy?

• Administrators portal
• Manage prospect and institution/counsellor
  records
• Campus tour management
• Trip, school visit, special event planning
• Staff alerts, reminders, etc.
• Targeted communications tools
• Web content management system
• Publication inventory management tools
• Reporting tools
• System configuration and maintenance

23
(No Transcript)
24
Current Status

• Completing integration, customization, and
  configuration work
• Completing web content development
• Staff training throughout the summer
• Draft communications plan to support the launch
  of the new sites
• Planning to launch early August