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REQUIREMENTS & STEPS FOR INSTITUTIONAL SURVEY DISTRIBUTION

For the first round of Admitted Student Research in March and April, participating institutions will have the opportunity to send an anonymized email link through their CRM/SIS to their canceled accepts to invite them to participate in the Survey of Admitted Students.

Institutions interested in sending anonymized email links to canceled accepts can reach out to their Encoura Contact for further information.

For the second round of Admitted Student Research in May, participating institutions will have the opportunity to send a personalized email invitation to the Survey of Admitted Students through their CRM/SIS to all deposits/enrolled and all canceled accepts/deposits/enrolled.

Eduventures strongly recommends that institutions send the personalized email invitation the third or fourth week of May.

Institutions must first upload their list of admitted students they would like to invite to take the survey. Institutions can follow the steps outlined in the Data Pull Instructions for Survey of Admitted Students or consult with their Enrollment Consultant and/or Client Research Analyst 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.
Once the lists are submitted, Eduventures will generate personalized survey links for each admitted student from the institution’s invitation list without an SMS-eligible cell number.
1. Personalized survey links will only be generated for students who are not eligible for SMS invitations.
2. Students with a cell phone number approved for SMS outreach will only be contacted by Eduventures via text invitation.
The institution’s Enrollment Consultant and/or Client Research Analyst will contact the institution when the invitation list with the personalized links is ready for the institution to download. This list will be available to institutions no later than Friday of the second full week of May in the form of a .csv file. The following will be provided to the institution:
1. A link to Encoura’s SFTP where the institution 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 Frst Name.
2. A text copy of the email invitation institutions can leverage. Please note, Eduventures recommends that institutions 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.
When institutions are setting up their email invitations, they should set the “reply to” email as surveys@eduventures.com.
1. This will redirect all inquiries to the Eduventures IT department.
2. Encoura Representatives will continue to monitor with Eduventures IT and alert client institutions to any email responses related to their outreach.
Eduventures recommends that client institutions follow their standard procedures for including opt-out language in their email distributions.

Institutions will only be responsible for sending the first email invitation. Eduventures will take care of all reminder emails.

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 directly contact your Encoura representative.

Institutions may need to create a new field in their CRM ahead of uploading the personalized links