The Admissions Counselors will be sent a calendar request for visits via e-mail from one of the Campus Visit Coordinators (example 1).  Accept these requests, and the visit will be added to your Outlook calendar. A day before your meeting you will receive a visitor sheet with important information about your visitor and their schedules for the day.

• If you are meeting 1:1 with a transfer student or Montana student, it is helpful to look up their application in Banner beforehand. You can then print their Admissions Checklist from MyMSU and learn more about what they may need during their visit. 

• It is often helpful to print admissions checklists so that a student can see what they are missing. You can print these directly from MyMSU. You must print from the undergraduate admissions checklist which is under the student services tab. It is only recommended you do this for 1:1 meetings or small groups. 

• If you have a large group (typically the out-of-state visitors) plan to go set up your visit 30 minutes before it starts. First grab the visit box and check that all of the materials inside are fully stocked (non-resident and resident posters, admissions timeline, AP/IB guides, stickers, waterbottles, business cards, etc.). Once it is fully stocked, bring the box down to wherever you are presenting. If the group is large, you will typically be presenting in the Alumni Lounge or the Procrastinator Theater. Once there, set up a table with all of the materials in the visit box laid out nicely, this way visiting families can come grab materials for more information before or after your presentation.

• Review the visitor sheet.  Note other meetings your visitor may have.  The visitor sheet is usually at your desk the morning of your visit (example 2).

• Make sure that you have an area to meet with your visitors.  Talk to the other Admissions Counselors to determine who will use the visitor rooms or the conference room. If an extra room is required in the SUB, the Campus Visit Coordinators will schedule that and alert the rep.

• The Admissions Specialists will contact you when your visitors have arrived letting you know how many visitors are in the group.

• Visitors receive a MSU folder that includes Facts & Stats sheets, campus maps, (2x) coupons for dining and their full itinerary.

• Gather the necessary materials. A typical meeting may include visit posters, scholarship fliers, facts and stats, admissions timelines, and your business cards.

• If the student has already applied, print off their Admissions Checklist in the Advising Services tab in MyMSU

• Meet with the visitor, give a presentation and answer their questions. Make sure visitors know where their tour is leaving from, and that they will be dropped off at the housing presentation.

• Depending on their schedule, make sure you help direct your visitor to their next appointment.

• Enter visit into Reach. Go to the student's contact, go to the "Inbound Interested and Lifestyles" tab, add a new inbounded interest. (example 3)

• Write postcard to student (example 4). If you had a large group and don't have the bandwith to write a postcard, our Student Ambassadors can also help with this (during the academic year). After coding your visit in reach, place the visit sheet in the "postcards to write" file holder on the bookshelf next to the student desk. You should always write the postcard yourself if it's a 1:1 meeting. 

• If a student did not show up to your meeting, give the sheet to a campus visit coordinator so they can properly code. 

• You cannot spend too much time with a visitor. Feel free to take as much time as necessary.

• Be sure to monitor post cards. In the Summer reps write them. During the school year feel free to have student reps write the note cards. If a student rep was in your meeting with you, it is more personal to have them write the post cards.

• Also be sure to enter your students’ codes into Reach on the same day, this helps the front keep track of number of visitors.

• Make notes on the visitor sheets to help you remember the student and the visit.  Visitors will sometimes contact you to ask more questions. This also helps make writing post cards more personal! 

This is a brief list of things to cover when meeting with a campus visitor (using the handouts can be helpful) 

• 1. Bozeman

• 2. Campus Profile

• 3. Student Life

• 4. Research & Acadmeic Colleges

• 5. Getting Started at MSU (Admissions Requirements & Scholarships)

• 6.Senior year timeline