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The Admissions Fellow Manual

Admissions Fellow Manual

A guide on how to be be successful in the admissions fellowship 

By: Maeve Bins Mckenna

2021

This Manual is dedicated to Shasta 

Welcome to the Team!

Dear New Fellow,

Congratulations on being chosen as the Admissions fellow! Being a fellow for the admissions office was the best decision of my career at Plymouth State; it has many benefits and rewards.  You are the go-to person for the tour guides, the leader that many look to for guidance.  You will learn more about the school you than you ever thought possible and you’ll gain great life skills and connections for your future.  

Becoming the new fellow can be overwhelming so here is some advice: Stay organized, communicate and be understanding.  With everything you have to keep under your belt having things be organized, filed neatly, color coded and labeled correctly.  Keep a planner or notebook specifically for Admissions.  Communication is key in any relationship, including your work ones.  Making sure you’re always keeping updated with your professional staff and other fellows or student workers. If you’re open about what’s getting done, what needs to get done and keeping eachother up to date it’s easier to plan and be successful.  Lastly, be understanding with your tour guides.  Create friendships and be nice, at the end of the day you’re all college students with busy schedules trying to figure everything out.  You want these students to be reliable and trustworthy.  If you are understanding and treat their time respectfully they will respect you and be more willing to help out.  

This job is a lot of fun, the admissions house is a home and you’ll see that quickly.  Sometimes it might feel like things won’t slow down but they do, and when they do you’ll be wanting them to speed back up.  Remember to take a step back everyone once and awhile to take things in, it’s going to fly by.  Sometimes the duties can get overwhelming but I promise when you hear a student talk about they’re awesome tour that made them deposit here it all becomes worth it.  

I wish you goodluck, if you ever have any questions feel free to reach out. Admissions is the greatest decision I made and I know the program will be in good hands. Always remember, You Rock. 

Sincerely, Maeve Bins Mckenna

Head Fellow 2018-2021

My Contact Info: 

(917)822-1831

Maevemckenna1234@gmail.com

The Basics of being a Fellow

General: Always be looking for ways to improve the program through discussions with your supervisor/professional staff and others.  Make sure you have steady communication with your supervisor and other fellow or important staff.     

An Overview of a semester: 

  1. Get to know the office, introduce yourself to all the admissions staff, make sure you know more than just your supervisor and counsellor.  Admissions is a very hands on and team based office.  Everyone plays a part and it’s good to know the familiar faces of the office.  
  2. Create office and work times for yourself, this should be 5-6 hours a week where you can focus on admissions and get work done.  A lot of the work is done depending on what’s going on and what season it is so keep this in mind, you won’t be doing the work only during office hours to keep your schedule flexible.  
    1. You should create a weekly meeting time to meet with the fellows and supervisors to go over weekly updates and talk over anything needed.  Pick monthly Rep meetings that everyone can attend. (see fellow tab)
    2. At the first meeting decide who will be covering each program and/or events throughout the semester.  Set expectations and goals for each fellow.  
  3. At the start of a new semester update the Rep master list.  Make sure emails, years and info is up to date.  
  4. Receive and write down ALL important dates possible, open houses, special tours, Accepted students days
  5. Advertise/ Recruit for new reps (see more info under New Rep Tab)
    1. Get a booth at the activities Fair
    2. Promote the application on Facebook class pages and Parents Page or any other Social Media Platform 
    3. Contact Staff, Friends or Professors for anyone with recommendations or interested in the program 
  6. Create/ review Schedule for Daily Tours 
    1. Going into the semester’s Schedules could be made in advance, make sure you have one set to start the semester. 
  7. Plan for the First Monthly update meeting, Set expectations and give out any information important for the beginning of the new school year
    1. (for more info see meeting tab)
  8. Stay Organized and have Fun!

Fellow Job Descriptions & Duties:  

Head Fellow

Description: The head fellow is the leader of the admissions reps. This fellow is responsible for the major decisions and planning of things.  

Duties: – Ensure proper execution of the Admissions Representative program 

– Ensure proper execution of the Panther for a Day program 

– Schedule monthly tours and assist in special group visits and tours 

– Aid in training and hiring of new Reps 

– Help with special duties as assigned

Assistant Fellow

Description: The assistant fellow is also a leader for the admissions reps with  respect to the head fellow.  They help where needed and can also lead when the head fellow is unavailable.  

Duties: – Ensure proper execution of the Admissions Representative program 

– Ensure help with proper execution of the Panther for a Day program 

–  Help schedule monthly tours and assist in special group visits and tours 

– Aid in training and hiring of new Reps 

– Help with special duties as assigned

Admissions Representatives

Check Ins: At the beginning of every Semester you should have check ins with your reps.  These should be with you and the supervisor/professional staff.  Check-ins help you to keep a good relationship with all reps and you are able to know who you have to work with going into the semester. When asking for availability it should always be collected from what the rep has available, then looked at and decided when to schedule the rep.

Evaluations: Reps are the face of plymouth state and you want to make sure they know everything they need to know and what they know is correct and accurate.  Evaluations can be done by you or the other fellow.  You can also use evaluations as a way to make sure training reps are ready to be on their own. 

Monthly Meetings: Every Month there should be a meeting to update the reps and make sure they all know what’s going on with new events coming up, special tours or any changes to daily tours.  Each month there are 2 meetings on different days but at the same time.  We hold 2 meetings so that everyone has a chance to make the meetings, with college schedules usually it works best to have Monday and Tuesday or Wednesday and Thursday.  Create a time that seems to fit best for most, remember not everyone’s schedules will line up, it does not have to be perfect. If a meeting is to be missed, Reps are expected to give notice to the fellows prior to meeting so they can be caught up on what they miss.  

Expectations of a Rep: As an admissions rep you are expected to volunteer at least 1-2 hours weekly, attend the monthly meetings and give your best to prospective families. 

End of the Year: After the fall, towards the end of spring semester there is an end of the year banquet.  Usually catered and in the Ice Arena or in the Hage room of the hub, it’s put on during a time most can attend, so make sure to plan in advance.  This includes all of the admissions office to celebrate a successful year and award anyone who’s been outstanding. 

Awards: There are usually around 6-7 awards given out to specifically chosen admissions reps.  These award recipients should be chosen fairly by the professional supervisors and fellows.  The awards can be changed depending on the programs accomplishments and changes throughout the year.  All awards are in the resources tab and should be printed with the recipient’s name, signed by fellows and supervisors as well as framed nicely.  

Events

Open House: Open Houses are in the Fall during October and November, but also can be later in the winter as well depending on the volume of others.  A typical Open House would be, Check in with activities fair, Welcome address, then break into different sessions of Financial aid, sports and tours with different sessions. 

Tours: Tours are shortened 30min tours that include an academic building, a residential hall and the library.  There should be 1 guide to a tour of approx 5-8 families depending on how many families want that tour.  Tours are offered during different sessions of the day, morning, lunch and late afternoon.  Leaving from the HUB, tours should be sent off on different routes to insure no tour traffic. (please see resources for tour routes)

Reps: On the day of Open House reps can do some of the following; Mingle with families, Help with traffic/parking, Student Panels and tours.  The fellows and supervisors can also assign any other duties as needed.  

Fellows: During an Open House the fellows are used where they are needed, for the most part they are roaming around making sure tours are going out correctly and smoothly and filling in if any holes appear.  Meetings with professional staff can determine a specific schedule for the day of the event on where fellows need to be and when.  

Accepted Students Day: Accepted Students Days are very different from open houses, these are for prospective students who are already accepted into Plymouth and aren’t committed or are committed.  These are typically on days where there are classes so getting reps helps is more difficulty as school always comes first. Tours are similar to an open house method of shortened 30 minute tours.  

Reps: During an ASD reps can be used as escorts from sessions, tours, traffic/guiding and anywhere as needed by the fellow or supervisors.

Fellows:  Similar to an Open House fellows can speak with the supervisors to determine a schedule for the day and where they will be needed.  

Panther For a Day: PFAD is in the spring semester during the winter season.  Prospective students come to stay with a student for the whole day from 9am-3pm.  The fellow in charge of the program can be decided between the staff but usually is the head fellow.  This fellow then collects all students who are good candidates to be followed around, ones that have even schedules of classes or on campus work. These students can be reps or students recommended by professors and other faculty.  Once prospective students sign up, the prospective students should be matched up to the existing Panthers, based on interested majors, hobbies, sports or hometowns.  These matchups should be sent out 2 days prior to all existing panthers to confirm they will be having someone follow them.  PFAD should have its own training and if possible piece of swag (see resource tab for PFAD info sheet)

Special Tours/Extras: Whoever is the supervisor for the fellows will let you now about any special tours.  These might be tours for groups in NH like the Boys & Girls club, or just a family with a special circumstance.  When told about this the fellow reaches out to ‘rockstar’ tour guides, these are reps who you have great faith in that give A+ tours no matter what.  Usually looking at availability first helps then narrow it down to rockstars.  

New Admissions Representatives

Applications:  All students who want to become an admissions rep should fill out an application. When applications are sent in, the fellows and supervisors should review the application together and make a decision whether or not to invite the new applicant for an in person interview with the group.  (see resources for application)

Interviews: All interviews should include all if not, at least 1 fellow and 1 supervisor or professional staff.  Once the applicant is interviewed the people present at the interview can reconvene with the rest of the group and a decision to hire can then be made. (see resources for interview questions)

Training: training new reps can be done individually or in groups depending on volume of highers and timing of the process.  Preferably with a group make it fun, create a warm environment so your reps get to know each other.  When training is done make sure to give out the tour cheat sheet, as well as any information about the program they will need. During the training session one of the fellows should lead the new reps on a mock tour, so they see the route and get a good understanding of how a normal tour looks. Make sure this is when you collect availability in the new reps schedules, this way leaving the training you can set up the next stage of shadowing (see resources for training documents)

Shadowing: Once the new reps have all the info they need the best way to learn is to put them into action.  The rep should do 2 or 3 shadow/follow tours, this is where the new rep simply watches and observes a few tours.  After the following tours they can lead a tour depending on their comfortability.  When leading a tour the new rep should be followed by an older rep to watch, jump in if needed, fill in anything missed and make sure things are good.  Once the new rep has led 2-3 tours and they feel comfortable to be on their own they can start their own tours.  Start off new reps with smaller group tours or single tours and work up to a larger group if needed. Make sure that the rep is moved throughout this process with their comfortability.  The fellow should make sure to check in after each shadow or lead tour to see how they feel as well as check in with the older rep to see how the new rep is doing.  

Resources

 Basic Info layout

NameNumberMajorHometownEmailYear
Jess Roberts123-456-789BusinessPlymouth NHjr32@plymouth.eduFreshman

Tour availability optional layouts

NameMondaysTuesdaysWednesdaysThursdaysFridays
Jess Roberts8:00 – 10:00 am2:00 – 4:00 pmFree
Aiden Smith9:00 – 10:00 am2:15 – 3:15 pm
NameMon 1:00 – 2:00 pmTues 11:00 – 12:00 pmTues 6:00 – 7:00 pmWed 1:00 – 2:00 pmThurs 11:00 – 12:00 pmThurs 6:00 – 7:00 pmFri 1:00 – 2:00 pm
Jess Robertsxxx
Aiden Smithxx

Open House Tour Routes

1Geneva Smith⟶Rounds⟶Library 
2Mary Lyon⟶Library⟶Rounds
3Rounds ⟶Library⟶Mary Lyon 
4Library ⟶Rounds⟶Mary Lyon

Awards Given

New Rep – this goes to a representative that noticeably demonstrates a deep involvement and commitment to the admissions program

Rep of the Semester – this goes to a representative that has showed outstanding service and dedication to Admissions and prospective students 

Russell House – this goes to a representative that works in admissions in more than ways one, and portrays a positive attitude in their involvement.

Panther Pride – this goes to a representative that take pride in giving articulate & meaningful tours (this could have multiple recipients)

Matt Wallace – this goes to a representative that takes initiative, has a strong commitment to Plymouth State, and has grown into being an outstanding leader. This goes to a true Rockstar.  

Dynamic Duo/Trio – this goes to representatives that have positive attitudes and demonstrated strong, collaborative work.  

Counselor of the Semester – this goes to a counselor that has been a visible and integral part of the program by providing continuous support to our Admissions Representatives. 

PFAD info layout

NameMajorYearTuesdayWednesdayThursdayEmailPhone NumberTraining DateTraining attendance Swag SizeHobbies/Interest

New Rep Application:  

  1. Name:
  2. Plymouth Email:
  3. Year of Graduation:
  4. Major/Concentration/Minor:
  5. Hometown, State:
  6. Phone Number:
  7. Campus involvement & Employment:
  8. One of the biggest parts of being a Tour Guide is selling Plymouth State to all visitors and leaving them with a good experience. How you sell yourself is equally as important! In one paragraph or less, sell yourself as to why you should be invited to an in-person interview. There are no wrong answers!
  9. How did you hear about our program?

PFAD Application:

  1. Name:
  2. Plymouth Email:
  3. Year of Graduation:
  4. Hometown, State: 
  5. Phone Number:
  6. Major/COncentration/Minor:
  7. Have you done Panther For a Day before?
  8. Is there anything you are involved in on campus?
  9. Hobbies/Interests outside of school?

Interview Questions:

  1. Tell us about yourself!
  2. Why did you choose Plymouth State?
  3. How would you describe your experience as a first-year student so far?
  4. Breakdown of rep responsibilities & expectations 
  5. Why are you interested in joining our team?
  6. Do you feel that you have any relevant skills or experience?
  7. Do you have any questions for us?

Tour Cheat Sheet

Arrive: Center Lodge:

  • Health Services: free,make an appointment,super helpful,have a dog
  • Res North: Merrill, Langdon, Student apartments
  • Counseling Center: can go there if need someone to talk to,free things,always there
  • Center lodge: NOT greek life thing, for administrative conference use 

Hyde Hall: 

  • Academic building with many majors in it: Criminal Justice, Criminology, Psychology, Social Work, Business, Communications, Mathematics, Marketing, Finance, Accounting…etc.
  • You will have a class at some point in hyde
  • MAC: Math Activities Center- Free math tutoring at anytime throughout the day for anything, can get a job there if you’re good at math

Geneva Smith:not just smith

  • Freshman Residence Hall (not a dorm)
  • Mainly doubles, kitchen on each floor
  • Renovated in 2017,New tiles,bathrooms,new paint..etc
  • Mention CA’s, DA’s and CD’s
  • Laundry on first floor (use Panther bucks to do laundry)
  • Quiet Study Area(cant study in room,group projects etc)
  • Rec room(have fun,hangout,bring game console)
  • Need your ID for your building, if you don’t live in that building your ID doesn’t work

Speare:

  • Administrative Office 
  • Financial aid, Registrar,Residence life, student account services, student success coach

Rounds

  • Original building on campus was everything in one, where they slept, where they ate, where they went to class
  • Now it’s an academic building for all education, english, philanthropy, social sciences and political science
  • First floor is education show them a class room any thats open
  • The class sizes are usually 20-30 freshman and sophomore year then go smaller even in the single digits for junior and senior year
  • Smaller class sizes allow you to know your professor well and opens up opportunities for you to grow in your field
  • Tell stories about your experience with proff you love

Boyd

  • Smallest lecture hall, science lectures are 50 – 60 students
  • Smaller still same thing with professors knowing you and getting that connection
  • Biology and chem floor
  • Posters on the wall are all students made independent research projects
  • All chemistry students will do a project and most bio students do one as well as some other majors
  • They have chances to summit the projects to conferences and fairs all around the country
  • Independent research is really good because you can choose what your topic is the one you choose so more engaging
  • Largest lecture hall(104) might be the one you have 60 students in but never really more than that
  • TA’s don’t teach the class the professor will, TA will step in during labs but you’ll always have your professor

Library:

  • Mention commons cafe has starbucks
  • Have person at front desk talk if not there: (all free with student ID)
    • Help desk: check out books, check out rentals(you can rent laptops, sewing machine, dslr cameras,go pros etc)
    • IT desk: help software or network issues also have a chat line or call line to help. Also have a hardware repair that only charges you for parts not labor
    • Studio station; green screen teleprompter to make videos
    • Place where students can come and work in groups or individually, can move furniture any way they want, whiteboards and TVs for student use
    • Print Depot: print the posters you saw in boyd and print for any class
    • Reg printing: 20$ print balance with your tuition 5c black and white 10c colored
    • 3D printing Lab can take a class cool thing to have under your belt
    • Computers for students use have adobe, photoshop and any software you might need for a class

MaryLyon

  • Lobby: Place where kids can hang out, TV’s, PingPong, Pool table etc
  • CA’s what they are and what they do (if not mentioned at GS)
  • Kitchen and quiet study room ( Mary Lyon has one on every floor)
  • Room 106- this is your basic size of a freshman room not all have the high ceilings though, you get everything you see(desk,dresser,closet) You can bring fridge microwave keurig, you’ll get a list freshman year of what’s not allowed
  • Laundry in every building 

HUB:

  • Union grille: cafe style place for students to hang out grab some food on the go
  • Daily Paws: where you can get coffee,bagels,smoothies and breakfast sandwiches
  • Bookstore:books for all your classes, plym swag, mini walmart in the back for convenience 
  • Fireplace lounge: First fire,banners up top for clubs and orgs, computers in the back to work at
  • Campus Mail: Where you can get your packages
  • Mail Boxes: You get a mailbox freshmen year, it doesn’t move or change even if you live off campus you still have it
  • Gym: If someones there have them talk if not:
    • Machines are 2 years old, weights in the weight room are 2 weeks old, exercise room for yoga, zumba,boot camp etc.. 
    • Open for students, if athletes have a team work out there’s a gym in allwell across the bridge 
  • Student involvement office: If someone is in there have them speak if not:
    • Office for clubs and orgs to meet or work, can make banners to hang in FPL
    • Can make clubs if you don’t see one you like
    • Handles travel if you’re in a club and want to travel
    • Handles ID if you lose or break yours (cost 25$ though)

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