I have in my resourse Notebook, information concerning our Career College and what we have to offer as well as rules and regulations that govern our college from the state of Ohio.
I placed my school catalog so that I can have all the information I need at my fingertips. Also I have a checklist of all my potential students.
In my notebook I have included a course catalog, anrollment agreement, tuition costs, Federal and State regulations, a history of the school and graduation rates.
Thus far I have implemented the definitions for "Agent, Certificate of registration, program, program authorization", and "private career schools."
Additionally, I have noted the issuance of Agent permits and the stipulations pertaining to receiving and maintaining the permit.
I wasn't aware that agents that work outside of the state of Ohio must still adhere to the regulations mandated by the state as long as the institution is located in the state of Ohio.
Within my resource notebook there is the following, school catalog, enrollment agreement and faculty credentials, and agent regulatory laws. What I discovered or more aptly rediscovered were the terms and definitions surrounding recruitment and the revised code.
Throughout my training I have received a packet of information that includes: a current course catalog, enrollment agreements, current tuition costs, information regarding my school and its history, and state and federal rules and regulations. I have created a 3 ring binder to place this information for future reference.
When I started in admissions i was given a packet of information that contained enrollment agreement , catalog, placement rates, cost and state and federal rules and regulations.
Jessica:
As I am sure you are aware, the term "agent" is typically used by state licensing agencies when refering to persons who solicit students to enroll in education programs. Most schools refer to these same individuals as "admissions representatives/officers/advisors".
catalog, enrollment agreement, organizational chart, OBCCS code 3332-1-12
In my Resource Notebook I have included:
1) General School Information including: History, Student Services, Organizations on our campus and information pertainging to Career Services and Booster Clubs
2)School Catalog
3)Enrollment Agreements
4)Marketing materials for adult studenst as well as High School students
5)Student Handbook
6)Admissions training manuals
7)Program Sheets; containing overview of program and profession and class requirements.
8)Financial aid information, general scholarship information as well as institutional scholarship information
9)Course offering,schedule and start dates
10)Contacts of different High School Administrators and Guidance Staff
11)Accreditation information; including which Accreditations our institution has as well as documents for student use and internal use
12)Other miscellaneous documents needed to ensure that students are aware of services provided through our campus, i.e. tutoring, help labs, computer labs etc.
Upon meeting with a student, I like to make sure that they feel comfortable and know that there is a wealth of information and resources our campus can offer to them. I make sure all materials are available to the student, as well as following up and reminding them of any events or open houses that we have coming up. I think it is important to allow the student time to assess all the information, while keeping myself and the campus available whenever is convenient for them.
I hve placed the following in my resource book
a. School Enrollment Agreement
b. Marketing Plans
c. Policies and Procedures
d. Organization Chart
e. Institutional Accreditation and Approvals
I have found all this information to be very helpful.
I, too, keep all this type of information in my office and with me on the road when I am meeting with high school students in their perspective classrooms. In this way I am never left without the answers.
I discovered that an agent is not a counselor. Also, the term counselor cannot be used by anyone who solicits or enrolls students.
I have a catalog in my office and I keep all minutes from our montly meetings or any trainings in my office as well
In my Notebook,I have put the Rules and Regulations Book, Marketing Strategies, Information Guide, and Enrollment Requirements.
Here are some items I've included in my Resource Notebook:
1. Overall University Employee training manual
2. Individual School location Employee training manual
3. Unitersity's Catalog
4. Individual Program Slicks (Marketing program info)
5. Program information including semester length for the programs marketed
6. Costs of programs, cost per credit and semester and the entire program
6. Student handbook
7. Enrollment Agreement
8. Semester start/end information
9. Information regarding peer to peer tutoring
10.Student services
11.Career services
12.Math/writing lab
13.Policy and Procedures of rules and regulations of agents
14.Organizational chart (especially helpful if a student is asking about who to go to in the event they have a question regarding financial aid, registration or another department outside of admissions)
15.Placement/Graduation Rates
When I meet with a student, my resource notebook goes with me into our interview rooms along with the program/marketing information I give a student. I keep the resource notebook up to date with program information, cost, etc as the notebook is only as good as the information it contains.
I agree with some other postings listed here that I too did not realize these regulations apply not only to Ohio agents but also agents recruiting in Ohio. It makes perfect sense though.
I have learned the primary difference between an agent, a counselor and a admissions advisor.
Additionally if the school is suspended the agent is also suspended.
My Resource Notebook contains our employee training manual, copies of the enrollment agreement and other documents signed during the application process, the school catalog, an organizational chart for the company and for the marketing department, information regarding the programs we offer, placement and graduation statistics, and the information I have printed out for module number one.
Although it does not apply to my school, I learned that out-of-state schools that recruit students in Ohio must also participate in agent training.
Angela:
That's a good start for your resource notebook. When you are at a school that is opening a new location, there are many changes that take place in the first few months after the school opens. It's important to keep updated about new programs, faculty members, and other new administrative personnel that may provide assistance to you or prospective students. Good luck!
Iman:
That's a great list for your resource notebook. The more knowledgeable you are about all aspects of your school, the more effective you will be as an admissions representative.
