Cultivate Prospects

Review your college/department/program information, websites, and social media platforms:

• Ensure that your graduate program information is easy to find on your college/school and department website. Minimize the number of clicks necessary to navigate to it and ensure that it is included in your website search function. Does your department website have a “Graduate” tab that is easy to find in the top navigation bar?
• Information about your programs and potential grad faculty mentors should be easy to find, informative and attractive to your target audience. (e.g., Millennials, GenZers, Working Professionals/ Online Learners).
• Review and optimize your social media presence. Consider partnering with marketing teams to improve your presence in search engines (search engine optimization).
• Post a recruitment video on your website and social media platforms. Show departmental/student workspaces (labs, student spaces, studios, etc). Include story videos from students and faculty; consider having a student blog about “A Day in the Life…”

For more suggestions on how to optimize your website for graduate recruitment visit Develop Your Marketing Plan.

• Capture contact information for visitors (prospects) to your graduate program website by embedding the Graduate School Request for Information (RFI) and Apply Now buttons on your graduate program and departmental webpages. Information submitted on the RFI form is automatically captured by GradSlate and available to programs in your GradSlate program portal.
• Capture contact information and program interests of attendees at in-person or virtual recruitment events by making the Graduate School RFI link available during the event.
• Ask prospects who contact you or your faculty directly to fill out the RFI form so that their information is also captured in GradSlate and can be tracked.

• Invite prospective students for in-person or virtual visits; include faculty mentors and current graduate student participation in visits.
• Coordinate recruitment activities with welcome back and open house events, Double Dawgs events, or scholarly graduate symposia/conferences/exhibitions, etc.
• Attend undergraduate on-campus events (career day events, student club events, grad fairs organized by the career center).
• Encourage faculty and current graduate students to get involved. For instance, they can attend recruitment opportunities (e.g. undergrad poster sessions) at professional society conferences and exhibitions and engage prospects. Current students can help plan events, give tours, and share their stories.

Develop a communication plan:

• Send personalized emails or printed postcards/flyers by US Mail to prospects who submit the GS RFI form or contact you or your faculty directly.
• Develop informational sheets and postcards that include links or QR codes to your department and graduate program websites. Include the “Apply Now” link in your communication materials.
• How responsive are you to inquiries? The most effective initial response time is within 1-2 days.
• Follow up regularly with additional information, including deadlines and fun facts pertinent to your program.
• Review/update your communication material content at least annually. Make sure links are not broken/dead and contact information for your graduate program and graduate faculty is up-to-date.
• Utilize current graduate students or alumni as program ambassadors for email outreach.
• Consider automating the process to reduce strain on program staff.

• Offer informational sessions that include guidance on the application process and requirements for application submission. These sessions can be virtual or included as part of an in-person recruitment event.
• Include information about your program’s specific submission/review deadlines and graduate application fee waivers.
• Follow up with your top prospects and encourage completion/timely submission of applications.  Answer questions and concerns promptly.