The Graduate School

Guidelines for Recruiting

Recruiting Events

Once you've decided which event to attend (see diversity focused recruiting events) the Graduate School has compiled tips to help you with pre-event, day of event and post-event planning.

Pre-Event

1. Review the listing of diversity focused and general recruiting events.
2. E-mail campus contact listed for a recruiting event to coordinate your efforts with a group committed to attending.
3. Know deadlines for conference registration and hotel reservations.
4. Secure department approval for travel.
5. Know where money for registration travel is coming.
6. Register for event (from event Web site).
7. Make travel arrangements
   • Flights
   • reserve fleet car (risk management approval)
   • reserve hotel room
8. Recruiting Materials (what is needed for the event)
   • Notify Graduate School regarding the materials you need
   • Pick up the supplies from Graduate School
   • o If you are attending any of the following conferences (SACNAS, ABRCMS, AISES, MANNRS), the Graduate School will ship for you. Please make arrangements for shipping with the Office of Graduate Student Diversity Resources. At that time, arrange for a return label, in the event that you will ship unused materials back to the Graduate School.

Day of Event -

1. Arrive at event site early. Bring materials shipped to your hotel.
2. Register.
3. Pick up your materials for your table (if shipped to conference site).
4. Get a table at the site or go to your assigned table.
5. 5. Set up table with recruitment material in an eye-catching and welcoming fashion: Graduate School tablecloth or your department table cloth, some folders, pens, candy, photos, inquiry sheets, etc. Keep the table free from clutter. Keep reference material where you can reach it but off the table top (catalog, data digest, program list, Guide to Graduate Student Life).
6. Be ready for students to arrive once the event starts.
   • Make sure the table has a recruiter available at all times. If that isn't possible, put up a sign that says "Back in ____ minutes".
   • Make sure the student information card is completed.
   • Talk to students in the order that they complete the information card.
   • Hand the student a folder after you've talked to the student.
   • Make specific comments regarding the student on the information sheet before you move onto the next student (if you feel that the student should receive a follow-up from the department).
   • Be mindful of the time you spend with each student. Be equitable with your time.
   • Do not ask "do you have questions" or "can I answer any questions". You will be very busy. Direct students to the Web site printed in the folder.
7. For questions you do not have a ready answer for, use your resources (catalog, data digest, program list, Guide to Graduate Student Life).
8. Be enthusiastic.
9. Be focused on students.
10. Be professional.
11. Stay to the very end.

Post-event -

• Take down and pack material.
• Leave sample materials behind for event Career office.
• Personally carry back: table cloth, data digest, student information sheets.
• If shipping remaining materials back to the Graduate School, please use the return label given to you by the Office of Graduate Student Diversity Resources.

Follow-up -

As soon as you return from a recruiting event, send postcards to those students marked to follow-up with on the information cards. Return the information cards to OGSDR in room 227 Bascom Hall. The Graduate School will share these cards with the appropriate departments. Please continue to contact students via e-mail or phone calls throughout the application, admission and enrollment process. Personal relationships are very important in our efforts.