ALUMNI RELATIONS

"HOW TO" INFORMATION

1. INTERVIEWING PROSPECTIVE STUDENTS

Interviewing prospective students is an increasing priority for the AAP. Students who choose to interview indicate a high level of interest in the University and are more likely to apply and ultimately matriculate. Many students and their families credit Case's personal attention as a major factor in their decision to attend; students enjoy the opportunity to shake someone's hand and to present themselves in a manner that may not be communicated by the written application. As an AAP interviewer, you are uniquely equipped to promote this interaction through a personal interview. Please note that although an interview is not required for admission to Case, we strongly recommend one.

Objectives

The Alumni Interview has the following five objectives:

• Provide an opportunity for the prospective student to learn more about Case
• Individualize the admission process by demonstrating your personal interest in the student
• Stress Case's strengths as they relate to the student's interests
• Supplement the information the admission office has about the student for evaluation
• Help Case identify the student's special talents or needs

Types of Alumni Interviews

Traditional

Usually a student living out-of-state and unable to come to campus for an interview will request an alumni interview. The AAP office receives the interview request and matches the student with an alumnus/alumna in his/her area. If no alumni are available within a reasonable distance, the student will be offered a phone interview.

Radius Day

In select cities, including Cleveland, representatives may designate one day during the fall as a local interview day in their area. In this case, the alumni will find an appropriate location, most likely an office building. The admission office will invite local prospectives who have not interviewed to schedule an interview for this day. The admission office will handle the scheduling; a counselor will be present to answer questions and facilitate the event.

Hometown Interview with Admission Counselor

Admission counselors sometimes interview on the road. In these instances, it is very helpful to have an AAP representative present to speak with parents and act as greeters for students waiting for their appointment. Your counselor will notify you of his/her schedule. These interviews often take place in hotels.

Process

When a student requests an alumni interview, the AAP assistant matches the student with the geographically closest AAP representative. The student and AAP representative will each receive an e-mail message notifying them of the interview assignment and each other's address and phone number. The student is responsible for contacting you to arrange the interview. If you have not heard from the student within two weeks, you may want to contact him or her. While we do expect the student to demonstrate initiative, some students need extra encouragement.

Location

We recommend a neutral location for the interview such as your office, the public library, the student's school, or a convenient coffee shop. If the student and you are both comfortable with the location, you may consider scheduling the interview in your or his/her home.

Timing

Allow about an hour for an interview. We will provide you with a student information form.

If the student brings a parent(s) to the interview, ask the parent to give you about 20 minutes alone with the student; young people sometimes react differently when parents are present. After the interview, ask the parent(s) to join you for their questions.

Guidelines

• Never start an interview with a penetrating question to which a student may not be able to readily respond. Engage the student with an accessible question
• Be sensitive to differences in people and educational and family backgrounds; avoid topics that might prove difficult or painful. Do inquire about a student's high school environment.
• Allow for "relaxed silence" if the student needs some time to reflect before speaking. Change the topic when silence proves discomforting
• Allow for flexibility, especially if good discussion evolves.
• Find a way to find out what you want to know without diminishing a student's freedom to talk spontaneously about his or her interests.

At Case, we consider the interview an information exchange - an opportunity to get to know the student better and to answer questions. We do not "grill" students; every student should walk away from the interview feeling positive about themselves and the discussion. Remember that interviews are a public relations and recruitment tool. Our goal is to learn more about what makes a particular student special while at the same time highlighting information about Case. Ultimately, you should gain a sense of the student's personal and intellectual skills, curiosity for learning, leadership potential, motivation, commitment, and special talents or experiences.

Suggested Topics

Please print the suggested topics page as a reference for your use during interviews.

Questions Students Ask

Be prepared to answer questions! Generally, students who request an interview already know about Case and are seriously considering applying. As always, do not attempt to answer questions about which you are unsure! Students may have very specific questions about an academic curriculum; parents may want information about financial aid; they may want to know the record of one of our athletic teams. If you encounter questions you cannot answer, call or email the admission office. We will give you the information, and you can follow up with the student.

Some Common Questions Students Ask (and Answers):

• What's distinctive about Case? Talk about how your education has helped you in the world. Our students are very interested in what they're going to do after graduation; discuss your experience, that of your friends, etc. REMEMBER -- never compare us directly to another college.
• How would you describe the relationship between Case and Cleveland? Highlight University Circle, the Art Museum, Severance Hall, community service.
• Tell me about the relationship between the undergraduate and graduate programs. The Case undergraduate program is dedicated to teaching undergraduates. 97% of classes are taught by faculty; students are housed only with undergraduates and have their own student government and activities.
• Are there internship opportunities available? YES - Internships and coop experiences are available for most every student.

Follow-Up and Evaluation

After the interview, complete the interview report form on-line as soon as possible. The interview write-up is an important part of the application file, and, in most cases, fits neatly into the pattern already established by the rest of the application. When the interview stands at odds, sufficiently complete reporting is vital. Feel free to type as much as you'd like in each section. It will all be transmitted, even though you can only see a small portion in each box. Most alumni find the on-line form convenient, but if you would like to submit it on paper, the AAP assistant will be happy to send you one as an attachment. If you use the paper version, return the interview report form promptly to the admission office.

In the interview report, we are looking for:

• Intellectual motivation & potential
• Interests outside the classroom
• Caliber of academic work
• Unusual experiences
• Independent thinking
• Pertinent family background
• Personality
• Interest in Case
• Attitude towards others
• Communication skills/articulation

Good candidates may not be strong in each area, but gaining a sense of development is helpful in evaluating a student for admission and assigning faculty advisors once the student has enrolled. While you are making judgements in the report, do your best to substantiate your impressions based upon facts presented in the interview. Avoid generalizations and pejoratives and be specific in your observations.

Your written report will be easier to produce if you have the below structure in mind:

1. Academic profile and intellectual curiosity
2. Significant accomplishments, extracurriculars, leadership
3. Interpersonal Skills
4. Overall impressions and interest in Case

Be assured that your report will be considered carefully in the selection process and carries equal weight with interviews done by admission counselors. Your perspective as a Case alumni/a is very valuable, particularly with regard to such intangible characteristics as intellectual curiosity, motivation, and potential. We will notify you of the outcome of your interviewee's application and decision at the end of admission process.

Interviews allow alumni to become invested in the admission process by meeting and connecting with individuals who may become the next generation of Case alumni. The young people who request alumni interviews are keen on making a good impression. The impression you make on them and how you promote the University are equally important.

Examples of interview write-ups follow.

Mike is a very quiet young man. He describes himself as honest, and respectful of others. Mike loves Cleveland. He spent the 1st 7 years of his life here and returns frequently. He enjoys the small town mentality of Erie and believes it was a great place to lay a life foundation but he's ready for the excitement of a bigger city. Mike is firmly rooted in his Catholic religion. He's developed a strong religious foundation & tries to incorporate it into his every day life.

Mike's academic preparation is great. He's currently taking the most challenging courses available including some courses with Gannon's programs. He's very involved with community service projects. He helps organize Prep's Soup kitchen. The group solicits food donations, cooks, and serves every week. He also works 20+ hours a week to earn his spending money and save toward college expenses. He feels the job has helped him gain independence and valuable time management skills.

Mike is a great young man. He's motivated to excel. His undergraduate interests vary but he knows he'd like a people, service oriented career. He's considering pre-med. but is not a hyper pre-med. person. Very laid back! Mike would definitely contribute to Case - We're his top school. He's considering changing his app to ED - Financial aid is a big concern for him.

Christina is a very thoughtful woman, and I enjoyed listening to her elaborate on her view of feminism, poetry, and her love of the cello--she was a definite breath of fresh air. Christina is very interested in Case. She attended last Sunday's open house and the high school visit this morning. Her interest is especially positive because she want to be a Soc. major with a heavy emphasis on women's studies.

Christina describes herself, unprompted, as someone very concerned with equality and, particularly, with women's self-sufficiency. She's adamant that she can prove her way on her own and is very self-possessed. I enjoyed both her obvious confidence and her absolute candor about her attitudes. Moreover, Christina has taught herself outside of the classroom, reading women's poetry, especially Adrienne Rich, and writing her own works. She says she is always writing and that she hasn't been able to find a better way to clarify a problem on her emotion than writing. She is planning to submit some works for a CAA scholarship. She could as easily submit a tape of her cello playing. Since third grade, Christina has been in love with the lower toned, larger string instrument. She likes its uniqueness and somewhat not-so-feminine characteristics.

Christina delighted me-every answer was surprisingly thoughtful, clearly articulated, and reflective of her true self. I hope that her academics are as solid - school is quite competitive and class ranks tend to be high. With her determined spirit and desire to study sociology, "there is a place for me in social work" she says, Christina will add a new voice for women on the campus as well as more music. She is a clear voice.

Henry was not talkative in a too-cool-for-school kind of way. Gave no answer longer than 2 words and couldn't seem to be burdened to be creative or thoughtful when pushed. He's an active soccer player and also a French horn and trumpet player. He is committed to these activities but little else seems to excite him. When asked if there was one thing he would change about his school he replied, being able to carry a backpack.

Henry is an identical twin and actually spoke using "we" to answer most questions. He said he and his brother help each other with school assignments and around the house, and he hopes that they go to the same college. I had met both at their high school visit, but they didn't remember or at least didn't respond to me when I commented on seeing them again. Qualified but won't add much to the overall campus.

Bill's a real solid, all-American type. This was his first visit to Cleveland, and he's really enjoyed his exposure to Case. He has a friend who's going to be a sophomore here who told him a lot about the pre-med. opportunities. Bill's very intelligent and mature. We spoke quite a bit about Hemingway - one of Bill's favorite writers. He really enjoys math and science courses but also loves English and History - very well-rounded., and reads a lot. Bill has two passions - track and academics. He a 400m specialist in track and runs 3 seasons a year. Unfortunately, didn't make it to the state meet this year because the AP European History test was on the same day. Bill asked a lot of questions about being an athlete here, juggling academics and athletics, etc. Bill plays violin, does math team, participates in Science Fair and boy Scouts, but he really focuses on school and track, not giving much energy or time to much else. I think he wants to explore a bit and see if medicine is really for him. He just has such diverse interests and talents that I can't imagine him pinning himself down so early. Bill had so many good questions. He's a great kid, and I think he'll apply for sure.

AAP Interviewer's Check List

Please print the Interviewer's Check List as a reference for your use during interviews.

2. COLLEGE FAIRS

As much as possible within time and budget constraints, admission staff attend college fairs that are determined to be worthwhile and to which Case is invited. It is impossible to participate in every fair to which we are invited; we have learned through experience which events are positive investments. AAP representatives are essential to this effort and are frequently asked to attend college fairs on behalf of the University.

Process

If there is a program in your area to which we receive an invitation but cannot attend, Emily or an AAP intern will contact you about attending on Case's behalf.

• Please respond to the request as soon as possible; these programs have registration deadlines, and it may be necessary to find other coverage if you are not available.
• Once you have committed to attend the event, we will send you program information confirming date, time, location, and directions. The admission office handles registration and fees.
• Approximately three weeks prior to the fair, you will receive a complete supply of recruitment material to use at the fair and instructions on follow-up.
• Attendance at all college fairs requires an invitation. If you know of college fairs in your area and think would be worthwhile for Case to attend, please let us know, and we will make every effort to obtain an invitation. We are constantly striving to increase Case's name recognition, but we will not ask alumni to attend college fairs that have no proven benefit.

Preparation and Expectations

Timing

Make sure to allow time to set up your table.
Allow yourself plenty of time to arrive at the fair half an hour before it is scheduled to begin. ·

Location

College fairs are usually held in a central, easily accessible location such as a high school gym or cafeteria. A table will be provided for your materials; colleges are usually arranged in alphabetical order. In addition to publications, our office will send a Case tablecloth and poster. Advertise!

Information on your table should include:

For display only:

Case Get Serious Viewbook, financial aid brochure, transfer guide, Engineering, Arts and Sciences, Management, and Nursing brochures. These are for table reference only. Please mark these pieces "Sample - Do Not Remove"

For distribution:

• Get the Facts general information brochures, campus visit brochures.
• Information Request Cards. This is the most important piece you will use at a college fair. It is critical that you return all completed Information Request cards to our office: a student who completes the card will be entered into our mailing system and will receive all appropriate materials in a timely fashion.
• AAP Business Cards. In addition to having the admission office telephone number, there is space on the card for your name and telephone number. Please feel free to distribute to students as you see fit. Let us know if you need more cards.

Expectations

The beginning of a college fair is exciting; most attendees arrive early or on time. Fortunately, Case is at the beginning of the alphabet, so students are fresh as they approach or pass by your table. You may observe students who will look at the name and location of the school, pick up your literature, and move on. The best approach to students is "Are there any questions I can answer for you about Case Western Reserve?"

NACAC regulations require that you remain standing, behind your table, and that you do not distribute any promotional materials except appropriate college literature (no candy, pencils, etc.).

These events are often part of the preliminary college search, held in the fall for seniors and in the spring for juniors. Students may not yet be focused on their educational goals; therefore, do not expect a lot of detailed discussion and do not push material on them or question them about their academic credentials. Your role is to answer questions as directly as possible, refer inquiries you cannot handle to the admission office, and distribute Case literature. If you are not busy, it is helpful to spend quality time with a truly interested student. If there are several people waiting to talk with you, try to spend a few minutes with each.

Follow-Up

At the end of the program, take any leftover literature with you. As soon as possible, send the Information Request cards and college fair report form (sample included at the end of this section) to the admission office. In the follow-up evaluation, we ask for your candid input as to the value of Case attending the program. If you are willing to spend an evening because you believe Case's presence is important, we respect that initiative. If you attend the same fair two years in a row and see little interest from the students attending, we will not ask you to attend again. We rely on your judgment about events in your hometown and appreciate your support as we promote Case.

Please keep in mind that while college fairs can be frustrating in areas where Case is not well known, they can also be extremely productive. If only a few students stop at your table, but you have worthwhile conversations that lead to further inquiry, application to Case, and eventual enrollment, the process is worthwhile - even if it is just one student.

CASE COLLEGE FAIR CHECKLIST

Please print the College Fair Check List as a reference for your use during interviews.

3. ALUMNI CONTACT PROGRAM

Once students have been selected for admission to the University, various techniques are used to encourage matriculation at Case. In addition to Saturday Samplers and other campus visits, the Alumni Contact Program enables us to ensure that each students has a good feeling about Case and enough information to determine if it is the right place for him or her. Through this campaign, admitted students are matched with alumni with similar degree interests, and the alumni are asked to send congratulatory e-mails or letters to the students. Each participating alumna/alumnus will be given a list with the names, addresses, e-mail addresses, intended majors, and other relevant information for approximately 10-15 admitted students.

The goal of this program is for alumni to share their enthusiasm for Case and to answer any remaining questions that the students may have, particularly in regard to the students' intended degree programs. Rather than directly encouraging enrollment, encourage questions. And, as always, if you are uncertain about the correct response to a question, refer the student to the Admission Office.