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REQUIREMENTS & STEPS FOR INSTITUTIONAL SURVEY DISTRIBUTION

Eduventures will send the first round of the survey for Admitted Student Research.

For the second round of Admitted Student Research in May, your institution will have the opportunity to send an email invitation to the survey through your CRM/SIS to all admits/commits/enrolled students and all canceled admits/commits/enrolled students. 

We strongly recommend that you send the personalized email by mid-May. 

1. Your institution must first upload your list of admitted students you would like to invite to take the survey. You can follow the steps outlined in the Data Pull Instructions for Admitted Student Research or consult with our team if the list can be pulled directly from Encoura.
   
   Please note the deadline for submitting student names for inclusion in the second round of Admitted Student Research here.                           
2. Once the lists are submitted, we will generate personalized survey links for each admitted student from your invitation list. Please note, the returned list size might adjust based on communication strategy.
3. We will contact you when the invitation list with the personalized links is ready for download. This list will be available to institutions no later than the Friday of the second full week of May in the form of a .csv file. The following will be provided to you: 
   1. A link to Encoura’s SFTP where you can securely access and download the admitted student invitation list with personalized survey links. The invitation list will consist of three fields: 
      1. Link – The personalized survey link. Here is an example: https://ev.co1.qualtrics.com/jfe/form/[alphanumericstring1]?Q_CHL=email&Q_DL =[alphanumeric string 2] &_g_=g  
      2. Email – Student’s Email Address 
      3. FNAME – Student’s First Name. 
   2. A text copy of the email invitation your institution can leverage. Please note, we recommend that you make minimal changes to the email invitation, though institutional logos and other branding assets can be added to the email. 
   3. Appropriate privacy and legal language that should accompany the email invitation. 
4. When you are setting up your email invitations, please send the email from your admissions email address and set the “reply to” email as surveys@eduventures.com. 
   1. This will redirect all inquiries to the Eduventures IT department. 
   2. We will continue to monitor responses and alert you  to any email responses related to the outreach. 
   3. For testing purposes, we will include a small number of Eduventures-managed email addresses in the invitation list. These addresses are used solely to test link functionality and email delivery and should be included in the send.
5. We recommend that you follow your standard procedures for including opt-out language in your email distributions. 

You will only be responsible for sending the email invitation. We will take care of all reminders. 

As a friendly reminder, for the third round of Admitted Student Research, Eduventures will manage all communications, including the invitation. 

ADDITIONAL NOTES & CONSIDERATIONS

Eduventures recognizes that all client institutions rely on different SIS or CRM systems, and therefore technical requirements and instructions may vary depending on the system. If there are any specific questions around compatibility or technical steps, please let us know. 

You may need to create a new field in your CRM ahead of uploading the personalized links