Campus Engagement Requirements

Requirement Number

Requirement

R53 Provide a cross-functional framework (inclusive of recruiting, admissions, financial aid, student records and student financials) for communication and engagement with prospects, applicants and students as well as for recording engagement activities.  Engagement activities may include invitations to specific recruiting events, action items for prospects (e.g., submitting a transcript) and a dialogue related to student advising.
R54 Set up features to manage and track interactions with students and prospects. Consider notifications, business processes, security, delivery options, reports, student audiences, recipient thresholds and marketing services.
R55 Create campaigns, strategies, and events to reach as many students as possible.
R56 Allow staff to operate recruiting functionality and perform daily activities (full utilization of communication campaigns and other system functions) without the need of technical support.
R57 Ensure messages are in compliance with legislation and have the best possible chance of being successfully delivered to and read by contacts, considering SPAM filters, blacklisting/whitelisting policies, and privacy laws.
R58 Specify the mechanisms by which the system will deliver notifications to recipients, disable notifications, and enable users to change their own notification delivery settings.  Consider Apple push notifications, daily digest emails, Google cloud messages and immediate emails.
R59 Set up features to manage and track interactions with students and prospects.
R60 Document any type of conversation between a student prospect and a representative of the institution
R61

Create engagement plans for communicating with prospects, students, parents, guardians, or other proxies.  Engagement plans comprise a set of coordinated communications and activities (engagement items) designed to achieve a specific purpose.  Specify who will receive the engagement items, when they will receive them, and where (to which address) they will receive them.  For example, create an engagement plan (campaign) to recruit a target group of key prospects by:

  • defining and designing a set of coordinated engagement items specifically for those prospects;
  • delivering the engagement items to the target prospects on defined communication cycles; and,
  • using worktags to track spend against budget.
R62 Set plan parameters including academic unit, plan start and end dates, student emails or printed items to send, recipients and mailing schedule.
R63 Configure the plan to evaluate whether prospects meet the recipient criteria and engagement items meet the scheduling criteria.
R64 Specify whether emails are to be sent immediately based on the scheduling criteria or once a day
R65 Send emails as specified in engagement plans and recruiting events.
R66 Trigger engagements to occur on a set schedule based on completion of certain steps or by date controls.
R67 Send notification if anticipated date of graduation changes within a planned semester of graduation to the student.
R68 Create engagement / communication items (e.g., invitation emails, admission letters). Consider how these items  (the what and how of the engagement framework) will be used for engagement plans, recruiting events, admissions decisions and ad hoc communications.
R69 Create different engagement items through different mediums (emails, postcards, direct mail, social media)
R70 Create engagement emails for recruiting events, engagement plans, admissions decisions, and ad hoc communications.
R71 Create engagement emails to communicate to prospects on the status of their application and applications requirements.  Consider admissions decisions, application action items and application receipt.
R72 Capture and add e-mail (including attachments) engagement communication based upon cohorts of student attributes including the ability for students to opt out of certain communication/engagement mediums (i.e. email).
R73 Send individual emails to contacts, including a graphical message template customizable to the user/sender.
R74 Allow LSU branding in email templates.
R75 Merge fields into an engagement item.
R76 Use web services to record engagement conversations in student history.
R77 Support the use of other languages and alphabets in communications.
R78 Format an international prospect address based on country.
R79 Preview engagement emails before sending out to students.
R80 Set printed items to track mailings of print materials & notify coordinators when communications are ready to send.
R81 Allow print, e-mail, or fax a selected document, both with and without annotations and redactions.
R82 Define items for a 3rd-party marketing service to send & track mailing date / time.
R83 Determine specific groups of prospects and students (audiences) to be used for engagement plans.  Among other purposes, these audiences will be used to specify who will receive engagement items.
R84 Define and engagement plan audience populations (groups) and utilize groups in engagement functionality.
R85 Create engagement holds/flags for special populations to prevent communication where it is no longer applicable. (e.g. deceased students from receiving "dunning" notifications) 
R86 Inactivate and reactivate target audiences as needed.
R87 Provide parents ability to opt in or out of receiving a copy of all the student's emails and notifications.
R88 Manage events that are designed to achieve outreach objectives and capture associated expenses. For example, manage recruiting events that facilitate the achievement of enrollment objectives defined by LSU.
R89 Communicate with students and prospects regarding student recruiting events.  Consider invitations, event registration confirmations, event cancellation notices, event reschedule notices and post-event follow up.
R90 Access event schedules, maps, key prospects, and school data by LSU personnel on the go. (i.e. Mobile access)
R91 Define invitation criteria for the event or engagement plan.  For example, academic unit, academic level and eligibility rules.
R92 Send out event invitations and reminders automatically based on a schedule.
R93 Monitor the progress of engagement plans / events and position LSU to gain deeper insight into the critical success factors and key performance indicators associated with these plans. For example,  evaluate recruiting campaigns through dashboards and reports to determine success toward recruitment goals, effectiveness of events, and net yield of prospects and applicants.
R94 Provide comprehensive dashboards and reports that indicate progress on key University objectives as appropriate to the role of the user. Note: This requirement pertains to many offices in addition to Ugrad Admissions.
R95 Provide engagement item metrics enabling the system user to know exactly what is being delivered, received, viewed, read, or interacted with.
R96 Provide cost benefit analysis reports to assist in determining the most cost-effective communication strategies.
R97 Support the creation of document containers or divisions to enable departmental accountability and ownership of documents by type or by time period.
R98 Student Financials REQ126 Communication with Colleges and Dept.