Last Revised 30 June 2005 - 1 - You are here: Alumni Gateway > Volunteer > AAR Today’s Carls …...

Last Revised 30 June 2005 - 1 -

You are here: Alumni Gateway > Volunteer > AAR

Today’s Carls…

Alumni Admissions Representatives

…helping choose tomorrow’s.

Welcome to the AAR CenterAlumni Admissions Representatives (AARs), please log in to find all the tools and information you need to contact prospective students, conduct interviews, and more.

If you are not already an Alumni Admissions Representative, you can learn more about the program on the AAR program description page.

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Screen: 1.0 Title: Secure Login Page View: All


You are here: Alumni Gateway > Volunteer > AAR

AAR Administrative Center

Lorem ipsum at adhuc justo sed. In quo iudico percipitur efficiantur, eos te odio takimata prodesset. Brief intro message here. If there are calendar reminders or alerts, they will appear in the space below.

AAR PROGRAMSNAPSHOT

# prospects

# HIPs

# SOC

# interviewed

# applied

# accepted

# contacts reported

# AARs reporting

# AARs total

more details

MANAGE AARsAAR directoryAAR match resultsAARs added/deletedSearch AARs

SEE AAR REPORTSInterview reportsOther contact reportsSchool visit reportsCollege fair reportsAll recent reports

FAIRSCollege fair searchCollege fair reportsMissing table covers

SCHOOLSView school detailsUnassigned schoolsUnassigned priority A

Screen: 2.0 S Title: AAR Center Home View: Staff Only

Alumni Admissions Representatives Logged in as: STAFF log out

home | AAR team | AAR reports | prospects | fairs | schools | procedures | messages

”It is the people who are Carleton.” - Robert A. Oden, President

RUN PROCEDURESAAR manual assignmentsClear match subsetsRemove assignmentsSet/clear locksRun IMPORT processRun MATCH processSet prospect cutoffsCompact data & FTP

!

24 AARs added/deleted/moved since last match. edit

Remember to do college fair RSVPs by mm/dd/yy. edit

25 reports submitted since mm/dd/yy. edit

INTERVIEWSInterview requestsInterview letters sentInterviews completed

You are logged in as:

STAFF

To switch to AAR view, enter a volunteer login:

GO

QUICKFINDER

Enter Name (full or partial name OK)

O AAR Volunteer

O Prospect

GET INFO


#### Total AAR Contacts Reported

#### AAR Email to Student#### Left message on answering machine#### Talked to parent#### Talked to student#### Wrote student note(etc.)

contacts year-to-date by date by team leader students of color

NOTE: Still need to refine concept of exactly what info staff see when they click “More Details” link on the home page Snapshot. This is a start. May morph into a stats supersearch form. Ignore for now; other pages have higher priority. –J.


Screen: 10.0 S Title: AAR Team View: Staff

Standard Carleton.edu site bannerYou are here: Previous > Previous > This Page Name

Alumni Admissions Representatives log out

AAR QUICKFINDER


more search options

GET INFO

AAR Volunteer Directory

Lorem ipsum at adhuc justo sed. In quo iudico percipitur efficiantur, eos te odio takimata prodesset. Introductory paragraph or two about how the AAR team all works together to further Carleton’s admissions goals.

VIEW THE AAR DIRECTORY

ADVANCED SEARCH

CONTACT AARs



Screen: 10.1 S Title: AAR Team Directory View: Staff



NOTES: • All roles can see directory of Board Members and Team Leaders• Under “AARs” tab, regular AARs can see their own team members only. • Team Leaders can see their own team members with additional detail about each AAR’s activities.• Board Members can see all levels of detail for all Team Leaders and AARs.• Staff can see all levels of detail for all Team Leaders and AARs, plus additional progress/summary

info.

board members team leaders AARs

AAR Team Directory

AAR BOARD MEMBERS

One sentence description of the role that the Board Members play in the AAR team process.

Name, Class Year City, State Phone Email Team

Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # team leaders









changed





NOTES: • All roles can see directory of Board Members and Team Leaders• Under “AARs” tab, regular AARs can see their own team members only. • Team Leaders can see their own team members with additional detail about each AAR’s activities.• Board Members can see all levels of detail for all Team Leaders and AARs.• Staff can see all levels of detail for all Team Leaders and AARs, plus additional progress/summary

info.


AAR Team Directory

AAR TEAM LEADERS

One sentence description of the role that the Team Leaders play in the AAR team process.

Name, Class Year City, State Phone Email AARs Assigned

Title Firstname Lastname ‘YY Cityname, MN 123-456-7809 # AARs









changed






AAR Team Directory

ALUMNI ADMISSIONS REPRESENTATIVES (AARs)

One sentence description of the role that the AARs play in the AAR team process.

Name, Class Year City State ZIP EPS HIPs All Prospects / Schools / Team Contacted Contacted Visited Leader

# AARs total # / # # / # # / #

Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # NONE

Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 # / # # / # # / # TL Name

















# AARs total # / # # / # # / #


changed

NOTE: on sort of Team Leader column, “NONE” comes first.


Screen: 10.1.1 S Title: Teammate Detail View: Staff Only



mm/dd/yyyy

MS. LAURA L. CLISE, '01ID: 0000089609EPS Match: CA-22

3515 East Ocean Boulevard, #10Long Beach, CA 90803Preferred Phone: 323-702-2419Other Phone: 562-695-2449Email 1: [email protected] 2:Fax: - -

This volunteer is a REGULAR AAR with the following activities:CL Personally Contacting StudentsCF College FairsIV InterviewsSV School Visits

Currently Assigned:10 schools / 7 HIPs / 41 prospects / 10 AAR volunteers

RECENT ACTIVITY

Activity since: mm/dd/yyyy Change date:

Interviews: 3

mm/dd/yyyy Student Name HIP View report

mm/dd/yyyy Student Name SOC View report

mm/dd/yyyy Student Name View report

Other Contacts: 2

mm/dd/yyyy Student Name HIP View report

mm/dd/yyyy Student Name View report

College Fairs Attended: 0

School Contacts: 1

mm/dd/yyyy School Name View report

SNAPSHOT

41 prospects

7 HIPs

5 contacted

4 interviewed

2 applied

1 accepted

AAR Detail

View full lookup for this AAR







AAR Team Directory

AARs ADDED/DELETED/MOVED SINCE LAST MATCH

ADDED

Name City, State EPS

Title Firstname Lastname Cityname, MN MN-01






DELETED

Name City, State EPS




MOVED

Name City, State NEW EPS OLD EPS

Title Firstname Lastname Cityname, MN MN-01 CA-02

Title Firstname Lastname Cityname, MN MN-01 MA-03

Title Firstname Lastname Cityname, MN MN-01 MN-02


changed

NOTE: An AAR should only appear on “Moved” list if their EPS has changed.





AAR Advanced Search

Select one or more criteria below to find AAR volunteers.

ACTIVITY TYPE

Find AARs WITH WITHOUT this activity:

CL Personally Contacting Students CF College Fairs IV Interviews SV School Contacts SC Student of Color Recruiting GA Gatherings

AAR TYPE

Regular AAR Team Leader Board Member

TEAM LEADER

No team leader Assigned to a specific leader:

PROSPECTS

More than Fewer than prospects

LOCK STATUS

Currently locked

SEARCH AREA

City:

State:

EPS:


submit

choose state

choose EPS

choose leader name

clear





Search Results

Below are the AAR volunteers who meet your search criteria. Start a new search. Modify this search

Name, Class Year City, State ZIP EPS Phone Email

Title Firstname Lastname ‘YY Cityname, MN 12345 MN-01 123-456-7809








Export as spreadsheet


contact this list

• Clicking any name takes you to the AAR Detail screen for that volunteer.• The “contact this list” button allows you to send email or post an online alert

for this specific subset of volunteers.


Screen: 10.2 S Title: Contact Team View: Staff Only




Contact AAR Team

Use the form below to keep in touch with the AAR team via email, or by posting alert messages to appear on their AAR home page.

MESSAGE TYPE: O Email MessageO AAR Home Page Alert

SEND TO: O Admissions Staff

O Board Members

O Team Leaders

O Regular AARs

O Select Custom Group

O Web Site Technical Team (emails only)

REGARDING:

MESSAGE:

ALERT ICON: O O

O O

ALERT END DATE:

SEND

AAR QUICKFINDER


more search options

GET INFO

!

mm/dd/yyyy


Screen: 10.2 S Title: Contact Team View: Staff Only




Contact AAR Team

Use the form below to keep in touch with the AAR team via email, or by posting alert messages to appear on their AAR home page.

MESSAGE TYPE: O Email MessageO AAR Home Page Alert

SEND TO: The [ # ] AARs you selected via Advanced Search.

See list. Click here to do a new search.

O Admissions Staff

O Board Members

O Team Leaders

O Regular AARs

O AARs with no Team Leader

O Web Site Technical Team (emails only)

REGARDING:

MESSAGE:

ALERT ICON: O O

O O

ALERT END DATE:

SEND

AAR QUICKFINDER


more search options

GET INFO

!

mm/dd/yyyy


Screen: AAR Reports View: Staff




AAR Reports

Select your criteria below to view reports submitted by AAR volunteers.

NAME

Full or partial name:

O AAR Volunteer O Prospect

DATE RANGE

Report Start Date:

Report End Date:

REPORT TYPE

O InterviewsO Other Prospect ContactsO School Contact ReportO College Fair Reports

mm/dd/yyyy

SUBMIT

mm/dd/yyyy


Screen: AAR Reports View: Staff




Report Search Results

Below are the AAR reports with the criteria you selected. Start a new search.

Report Type From Activity Date

Interview Firstname Lastname MM/DD/YYYY

Other Contact Firstname Lastname MM/DD/YYYY

Fair Report Firstname Lastname MM/DD/YYYY


Other Contact Firstname Lastname MM/DD/YYYY

School Report Firstname Lastname MM/DD/YYYY

Fair Report Firstname Lastname MM/DD/YYYY


• Clicking a report brings up that report to view/print.• Clicking an AAR name brings up AAR Detail screen for that AAR.• Clicking any subject header sorts on that column.• “Activity Date” is the reported date of the activity, not the date the form was

submitted by the AAR.


Screen: Prospects Main View: Staff



Prospects


PROSPECTQUICKFINDER


GET INFO

highly interested prospects (HIPs) uncontacted prospects all prospects

Start Status/ Student Name Phone Email Term Decision Reports

Firstname Lastname 123-456-7809 YY Term Status/ mm/dd/yyDecision

Firstname Lastname 123-456-7809 YY Term Status/ no contactDecision

Firstname Lastname 123-456-7809 YY Term Status/ no contact Decision












NEXT >

Q: Additional views or search capabilities needed?


Screen: Fairs Admin Main View: Staff




RELATEDPAGES

Looking for volunteer reports on past fairs? Go to AAR reports.

College Fairs

VIEW/EDIT EXISTING FAIRS

ADD A NEW FAIR

SEARCH FAIRS

MANAGE FAIR TASKS

+


Screen: Existing Fairs View: Staff




Existing Fairs

Click any fair name below to view or edit the fair details.

State City Name Date Status Attendees

AK Cityname Name of the College Fair mm/dd/yyyy Invited

AL Cityname Name of the College Fair mm/dd/yyyy Declined

AZ Cityname Name of the College Fair mm/dd/yyyy Accepted-AAR Unassigned

CA Cityname Name of the College Fair mm/dd/yyyy Accepted-STAFF JENNIFER HANTHO

CA Cityname Name of the College Fair mm/dd/yyyy Accepted “YES” RSVP Pending

DE Cityname Name of the College Fair mm/dd/yyyy Accepted-BOTH Bob Aarname, Jane Aar

(etc.)


Status options: Invited, Accepted, Declined

Attendee options: No name displayed (if Declined or Invited), Unassigned, “YES” RSVPs Pending (if an AAR has responded Yes but not yet been assigned), confirmed attendee names (staff in upper case).

Default sort for this view: 1) By state 2) By city 3) By fair name

upcoming completed inactive (prior year) all fairs

add new fair






Existing Fairs


State City Name Date Status Reports Submitted

AK Cityname Name of College Fair mm/dd/yyyy Accepted None received


AZ Cityname Name of College Fair mm/dd/yyyy Accepted mm/dd/yyyy




• Reports submitted: “None received” if it was Accepted but no reports are in the system, clickable date of report if filed.

• Do not display Refused fairs in the Completed view.• Export file may need to contain columns not displayed in this view; Cindy has provided her

preferred list. Mark, please call Jaye when you are developing that portion to talk through the details.


add new fair






Existing Fairs


State City Name Date Status Reports Submitted


AK Cityname Name of College Fair mm/dd/yyyy Refused


AK Cityname Name of College Fair mm/dd/yyyy Accepted mm/dd/yyyy

AZ Cityname Name of College Fair mm/dd/yyyy Refused



add new fair


Screen: Edit Fair View: Staff




Edit Fair

FAIR INFORMATION

Fair Name:

Start Date: End Date:

Location:

City:

State:

ZIP Code:

Country (if not US):

Fair Start Time:

Setup Time (if applicable):

Meal Time (if applicable):

Cost of Attending:

Schools Attending: CEEB # Name of attending school CEEB # Name of attending school

REPLY-TO DETAILS

Reply-To Name (if known):

Title:

School Name:

Address Line 1:

Address Line 2:

City:

State:

ZIP Code:

Country (if not US):

Phone Number (xxx-xxx-xxxx): Extension:

Phone Number (xxx-xxx-xxxx):

Email:

continued on next slide

TASKS FOR THIS FAIR

Build or edit list of attending schools

Print fair info

Edit schools attending

View AAR candidates and RSVPs

View prospective student invitation list

Enter a post-fair report

Delete this fair


Screen: Edit Fair (continued) View: Staff

STATUS

Accepted-AAR Accepted-Staff Accepted-Both Declined

DISPLAY OPTIONS

Display this fair on AAR volunteer site? Yes No, display for Staff only

ATTENDANCE DETAILS

AAR Allowed? Yes No

Attending: AAR Staff

TASK DATES

Invitation Received:

RSVP Requested By:

Carleton Responded:

Check Mailed: Not applicable Yes:

save fair info

mm/dd/yyyy

mm/dd/yyyy

mm/dd/yyyy

mm/dd/yyyy






Search Fairs

Select one or more criteria below to find college fairs.

FAIR YEAR

Upcoming Fairs Completed Current-Year Fairs Inactive Fairs (Prior Year Fair, No Current-Year Invitation) All Current-Year Fairs All Fairs, All Years

FAIR DETAILS

State:

City:

EPS:

FAIR DATE

Occurring between

FAIR STATUS

No invitation received Invited but not yet responded Accepted Declined

ATTENDEE STATUS

Staff attending AAR attending Both attending

DISPLAY

Fair Overview Task Overview

submit

choose city

choose EPS

and mm/dd/yyyy






State City Date Name Status Reports Submitted

CA Cityname mm/dd/yyyy Name of the College Fair Accepted None received

CA Cityname mm/dd/yyyy Name of the College Fair Refused

CA Cityname mm/dd/yyyy Name of the College Fair Accepted mm/dd/yyyy


CA Cityname mm/dd/yyyy Name of the College Fair Accepted None received


CA Cityname mm/dd/yyyy Name of the College Fair Refused


Fair Search Results

Revise this search Do a new search

This is an example of the Fair Overview search results. Mark, when ready to develop it please see Jaye for explanation of Task overview columns; it is based on info from Cindy and will need more explanation than a wireframe can provide.

add new fair


Screen: Procedures View: Staff Only




Administer Alert Messages

Below are the home-page alerts and reminders for the AAR Center web site. Select any message to view/edit it, or click here to create a new message.

Message Author Audience Expires

Message subject line will appear here. username Admissions Staff MM/DD/YY Message subject line will appear here. username Board Members MM/DD/YY

Message subject line will appear here. username Regular AARs MM/DD/YY

Message subject line will appear here. username Regular AARs MM/DD/YY

Message subject line will appear here. username AARs with no TL MM/DD/YY

Message subject line will appear here. username Team Leaders MM/DD/YY

active expired

Last Revised 30 June 2005 - 1 - You are here: Alumni Gateway > Volunteer > AAR Today’s Carls …...

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