Admissions and recruiting
A recruiting season, without the chaos
Admissions teams travel more than almost anyone on campus: fairs, school visits and territory trips back to back, with constant changes. Add visit days, admitted student events and faculty candidates, and the travel becomes a program of its own.
Westbrook University (example) · Admissions
Fall recruiting · regional territories
Who travels
Out on the road, and in to campus
Recruiters
Territory travel through the fall and spring: flights, hotels and car rentals, with frequent changes.
Admitted students and families
Flown in for visit days or scholarship weekends as guest travelers, where your institution pays.
Faculty and staff candidates
Campus interview travel booked as guest travelers, charged to the search.
Events
Visit days, yield events and counselor tours: group travel from 10 attendees, with room blocks.
Planning
A season, in order
Summer
Plan the season
- Territories, fairs and visit calendar
- Budget by department and project (season, event or search)
- Approval rules, and a trip maximum if you use one
Each trip
Request
- Recruiters request trips with their code
- Options checked against your policy
- In-policy trips confirmed; exceptions go to the approver
On the road
Change
- Moved visits and cancelled fairs rebooked by a person
- Unused ticket credits tracked and applied to new bookings
Visit days
Bring guests in
- Admitted students, families and candidates as guest travelers
- Group travel and room blocks for larger events
Season end
Report
- Spend by recruiter, territory code or event
- Refunds and credits tracked to the end
Who does what
Your team recruits. We keep them moving.
| Task | Your institution | silentVIP |
|---|---|---|
| Recruiting calendar and territories | Admissions office | — |
| Booking and changes | Recruiter sends the request | Sends options, books, rebooks changes |
| Guest travel for students and candidates | Decides who is invited and what is paid | Books them as guest travelers |
| Approvals | Named approver per traveler | Routes requests and records decisions |
| Budget and reporting | Chooses codes | Codes every charge; reports and exports |
Questions
Common questions
Can we fly in admitted students who are minors?
Yes, as guest travelers, under your institution’s policies for minors. Airline rules for minors traveling alone vary, so check them with the airline.
Do recruiters need to call for every change?
They send the change to the travel team, by phone or email. Changes that cost more or break policy go back to the approver.
Can we report spend by territory or event?
Yes, if each has its own project code. Reports show spend by entity, department, project, supplier and traveler.
What happens to credits from cancelled trips?
Unused ticket credits are tracked and applied to new bookings.
More in Education
Give your school a travel program that holds up
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