States: California, Arizona, Nevada, Idaho, Oregon, Washington, Texas, Colorado, Hawaii
2-3 Months BEFORE Travel
Identify College Fairs you want to attend
Use Recruit to pull lists of high schools in area to determine which schools have highest number of applicants and where your time will be well spent
Submit travel request to Supervisor with an estimated cost of travel via email
Example:
Hi Karli, I am planning to go to the Twin Falls WACAC conference on Oct 10-12. Here are my estimated travel costs:
Flights - $300
Luggage - $ 140
Rental Car - $80
Rental Fuel - $30
Hotel - $100/night
Standard Meal Per Diem - $54/day
Total = $858
Once you have received an email approval from supervisor, do an official request in Concur [Index: (30403I) III/ Out of State Recruitment]
Include the following costs in your request:
Airfare (& baggage)
Mileage to Airport (& parking if you will be parking a car at the airport *Travel office only covers $15/day)
Hotel
Rental Car (& Rental Fuel)
Standard Meal Per Diem
Conference Fees
1-2 months BEFORE Travel
Pay for the College Fairs
Hotel Reservations
Flights
Rental Car
Contact and schedule visits with high schools and colleges
Make sure you have a StriveScan Account (the software used at most fairs to collect student information)
2-3 Weeks BEFORE Travel
Pack out-of-state guide boxes and mail to hotel or if you included luggage on your Concur request, pack guides in your travel bag. (1 box in travel bag roughly equals 50 lbs.)
Texas: 2 boxes
Colorado: 1 box
Nevada: 2 boxes
Idaho: 1 box
Washington:
Arizona:
Hawaii:
California: 2 boxes
Oregon: 1 box
*Remember that these may change depending on how many schools/ fairs you plan on attending. Use recruit data to verify how many materials to send/prepare.
Put together counselor folder packets (Index letter, Housing, out-of-state booklet, admissions guide, flag)
Put together Thank you SWAG boxes (chocolates, business card, Lanyard, note)
Pack SWAG for visits and fairs.
Check fair regulations to make sure to pack fair approved swag!
Make Travel Itinerary Folder (For personal use and to keep all instructions and receipts in one place)
1 Week BEFORE Travel
Follow up with appointments. Make sure everything is still good to go (HS schools or colleges)
Pack up office supplies
Pack personal supplies
Check out iPad
POST-EVENT 2-3 Weeks
Send thank you emails to the schools you visited
Go in and do your Expense Report in Concur (Submit within 30 days of return)
For extra help, scroll to "best practices" below.
File your receipts and itinerary
Itinerary
Check the deadlines for college fair registration. You want to try and catch the early-bird registration deadline (when it is the cheapest)
Plan your agenda around the college fairs
Obtain a list of feeder schools from the area. Look at the high schools within the area near the college fairs and contact them
What does a "school visit" entail?
Meeting with the counselor
Presenting to a class (AVID or 12th grade English, etc)
Have a counselor set up a room and have interested students come to chat
Drop off counselor packets - with specific info for out-of-state students
Shipping
Ship boxes to your hotel because most of the NACAC fairs will charge you a service fee for your boxes
What to ship? Pens, counselor packets, housing guides, out of state guides, etc.
Ship at least 2 weeks before your hotel check-in date
*You may pack materials in your luggage or travel bag, just be sure that you added luggage to your travel request and that you get receipts for any luggage fees. (Delta charges $35/bag = $70 round trip. Southwest does not have luggage fees.)
Fairs
Be there a half hour before the fair starts
Bring at least one copy of brochures for programs that will get a ton of interest (i.e. in Hawaii there was a ton of interest in Aviation, Nursing, Business and the CET programs)
Bring a water bottle, chapstick and gum to make it through the fair
In-state travel works just like out-of-state travel, but we normally do it less often. You may do in-state travel during UHED or for conferences, such as UACRAO.
BEFORE Travel
Submit travel expense report to Supervisor with estimated cost of travel
Do a Request in Concur [Index: (737001 In State Recruitment)]
Include the following costs in your request:
Hotel
Standard Meal Per Diem
Conference Fees
(In general, we will use an office vehicle or office rental to do in-state travel, so you should not need to include those expenses in your request.)
POST-Travel
Go in and do your Expense Report in Concur within 30 days of return.
If you are ever feeling overwhelmed about travel, refresh on these courses:
Travel Basics & Travel Card Training
After you have completed travel this course can be extremely helpful.
Concur Expense Reports