Study Abroad 101 Monday 5 th July BUTEX Conference 2010

1. Study Abroad 101Monday 5th JulyBUTEX Conference 2010

2. Welcome!

3. Becky Mathers • Study Abroad Administrator • I work in the International Exchanges Unit within Student Support & Guidance in the Student Services Department • Our team: Head of International Exchanges Unit, Study Abroad Administrator, Erasmus Administrator, IEU Assistant

4. Snapshot of The University of Sheffield Traditional, non campus, Redbrick university, established in 1905 A little bit about me…

5. Valerie Horwood • Study Abroad and Exchange Coordinator • Within the Partnership Division • The team: Me!

6. Snapshot of The University of Greenwich Gained university status in 1992 A little bit about me…

7. Emily Wescott • Academic Officer for Arcadia University College of Global Studies • London Study Centre • Arcadia University Glenside staff, Regional Assistant Directors, in country centres • Resident and Academic Director, Associate Director, Academic, Housing and Student Services Officer and Office Coordinator

8. Arcadia University, CGS • Founded in 1853, in the state of Pennsylvania • CGS is one of the three colleges • Sixty years involvement in international education • Offer over 100 study abroad opportunities in 15 countries to both undergraduates and post-graduates, • Programmes include direct entry programmes, hybrid programmes, academic degree programmes, certificate programmes, internships, and exchanges.

9. The Ice Breaker… Task: In pairs find out as much as you can from your colleague: name, university they work at, role, how long in this job, what they would like to take away today Time: 5 Minutes in total Feedback on your new colleague to the group (15 minutes)

10. Background to Study Abroad • The concept of studying in a foreign country • A very well developed “industry” in the US, established to ensure maximum number of US university students study abroad

11. What do we mean by Study Abroad/Mobility? Shout out the different ways you know….

12. What do we mean by Study Abroad/Mobility?

13. Senior Management Team/our university • Income generation • Internationalisation • Profile and reputation • Opportunities for home students to go on exchange To whom are we responsible? • Overseas Partners • Our fast and efficient processes and services – makes their job easier • Good pastoral care for students – they like us & tell their students • Generates reciprocity • Can lead to opportunity for diversification of partnership - fee paying students

15. Study Abroad student lifecycle Exercise: Map it out within 15 minutes From 1st thinking of going abroad to coming home Why, how, who, where Feedback– 15 minutes

16. Study Abroad student lifecycle • Stage 1: Recognising the need to go abroad Parents, friends, siblings, professors, home university website, study abroad fair, ancestry • Stage 2: Information Search Internet including industry specific websites (eg goabroad.com, diversityabroad.com, studyabroad.com), host university websites, friends/siblings/classmates who have studied abroad (possibly most credible source), parents, home university (study abroad office, professors), 3rd party providers

17. Study Abroad student lifecycle • Stage 3: Evaluation of alternative programmes Does the programme meet needs/expectations • Stage 4: Purchase decision Influenced by many factors including whether there is an agreement between the home and host university to facilitate credit transfer, ease of application, how independent they are, cost (including financial aid transfer), special needs

18. Study Abroad student lifecycle • Stage 5: Post purchase evaluation Takes place before arrival – students need to be constantly reassured they have made the correct decision • Stage 6: Arrival and semester Finding routine, settling in to new environment • Stage 7: Departure/Alumni Re-entry orientation, credit transfer, feedback, programme advocate

19. Tools of the trade Regardless of numbers of students, you need tools and an efficient use of time to maximise the student experience Tools can include people and also systems & processes.

20. Enquiry Generation • Online presence – e.g. Go-abroad, Hobsons, Petersons, websites, SEO, social networking etc • International visits/study abroad fairs • Partner Universities • Marketing materials eg: brochures • Site visits

21. Enquiry Handling • E-mail enquiry or online form for more efficient data capture? • CRM? • Study abroad specific system/university wide • Turnaround times • Meet student customer service expectations

22. Other tools of the trade… Systems and processes • How do you handle Application incl. visa/Registration • Paper or paperless? • Admissions decisions; Faculty or in house? • University system or stand alone database/spreadsheets? • Existing system or is there room to change? Do you want to change? • Advantages and disadvantages of the two

23. Student Support Mechanisms • Pre arrival information – brochures, web, fact sheets • Social Networking – E.g. Facebook • Buddies/mentoring – already existing ? Can you tap in? • Welcome & orientation programme • Social programme • Student Union

24. Stakeholders (People!) These are people who either have a direct impact on your role or who can be effected by how you carry out your role within your University. They can also impact on whether you meet your responsibilities. In your group list key stakeholders & reasons why they are important (5 minutes) and then feedback.

25. Possible Stakeholders

26. Establishing and maintaining overseas partnerships Why you need these & what you can achieve: • Facilitate internationalisation strategy • Recruitment channel Higher University agenda: • Raise University profile • Generate income • Outward mobility options for your home students • Joint Research projects • Staff mobility – academic and administrative

27. How you can set up new partnerships • Receive approaches from them • “Cold calling” – targeting your needs • NAFSA and other conferences – networking and formal meetings to explore opportunities • Your Faculty contacts – pick their brains/address book! • Study Abroad Fairs/Talks/1:1 Meetings • Close personal network of colleagues around the world – many people move around universities

28. Maintaining • Having a partnership check list • Review system of partnership • Not just about quality of the University, it’s about shared interests • Monitoring student feedback

29. Barriers to effective stakeholder relationships In your group brainstorm the barriers and challenges which can hinder or stop the development of your Programmes 10 minutes and 10 minutes to feedback & summaries

30. External Support • BUTEX • AASAP • NAFSA • UCOSA • Overseas Colleagues • UK Colleagues • British Council • IIE • Open Doors report

31. Summary The Study Abroad and exchange office within a university is an organisation within an organisation – e.g. we do; marketing, admissions, pre arrival, student support, housing, external relations, finance, visa preparation etc

32. What will you take away from today?

33. Any questions? About anything at all?

34. Our contact details Becky Mathers – r.mathers@sheffield.ac.uk Valerie Horwood – V.Horwood@greenwich.ac.uk Emily Wescott- WescottE@arcadia.edu

35. That’s all folks! Enjoy the conference!