Events

Communication Request Process for Event


Responsibility:    College/Department    EM Communications    EM Analysis and Reporting
  1. BUILD REGISTRANT EMAILS.
    Resources:
  2. ** SUBMIT A SLATE COMMUNICATIONS REQUEST.
    Resources:
    • Communications Request Form Project Type = Event Request - Colleges (Contact your College's Slate Point Person for the log in information - see below.)
  3. BUILD EVENT TEMPLATE.
  4. PROVIDE MATERIAL TO COLLEGE/DEPARTMENT.
  5. PROOF THE EVENT TEMPLATE AND COMMUNICATION FOR ACCURACY.
  6. BUILD EVENTS FROM TEMPLATE.
    (See Events tab below.) Resources:
** If you plan to send invitations for the event, you must also submit a project request for each invitation type (email or postal). See separate Process sheets for email and postal requests.

Creating events from a template

  1. Navigate to the event section of Slate by hovering over the Calendar icon and then click on the word Events
  2. Click on the New Event button at the top
  • On the Details tab and enter the information:
    REQUIRED
    • Page Title – enter the name of the event as displayed to the student
    • Folder – locate your event folder or create one by selecting Other after choosing your college/department folder
    • Status – choose one of the options available
    • Date/Time – date and time the event will begin and end
    • Template – select the event template built for the event being created; if unsure, contact admscrm@purdue.edu
    LEAVE AS-IS OR EMPTY
    • Deadline – leave blank
    • Timezone – leave as-is will auto select the time zone based on the location of the event
    • Privacy – leave unchecked
    • User – leave as-is
    • Trip – leave blank
    • Admin Notify Email – leave blank
    • Related Records – leave blank

    If this functionality is desired, please reach out to admscrm@purdue.edu to learn more about how this specific functionality works within Slate.

  • On the Location tab
    REQUIRED
    • Location Name – enter the name of location; typically displayed on the confirmation email
    • Street Address, City, State and Postal Code – enter the address information for the location; should be an address that the Post Office accepts
    LEAVE AS-IS OR EMPTY
    • Online Event – leave unchecked
    • Preserve Formatting – leave unchecked

    If this functionality is desired, please reach out to admscrm@purdue.edu to learn more about how this specific functionality works within Slate.

  • On the Description tab
    REQUIRED
    • Description – enter a brief description of the event
  • On the Limits tab
  • Notes Tab: Leave empty

How to edit an event once created?

  1. Navigate to the event section of Slate by hovering over the Calendar icon and then click on the word Events
  2. Click on the specific college/department folder from the right hand navigation and then the event folder
  3. Navigate to the event by finding it on the calendar or switch to list view
  4. Once the event is found, click on the event to see the full event details
  5. Click on the Edit button in the upper right corner to modify the details entered during the event creation
  6. Make desired changes and then click Save

Where to find the event URL for registration?

  1. Navigate to the event
  2. Locate the URL field
  3. Copy the URL and use to promote that event

Event Registration Emails - Example Text

////// CONFIRMATION //////

Dear [First Name],
Thank you for registering to attend a [Event Name] on [Event Date]. We look forward to welcoming you to Purdue!

Please see below for event details.

[Event Name]
[Event Date]
[Event Start Time] – [Event End Time]

As you plan your trip, keep in mind that West Lafayette is on Eastern Time yearround, the same time as the East Coast. If your plans change, you may cancel this existing reservation here.

When you arrive, you will park in the North Stadium Parking Lot and ride a complimentary shuttle to the program check-in location. Print driving and parking directions.

We look forward to welcoming you to Purdue. You may refer to our [Event Name] website for additional information and an agenda of the day's events. If you have any questions, please contact us.

Sincerely,
Mitchell W. Warren
Director of Admissions

////// REMINDER //////

Dear [First Name],
We look forward to seeing you at [Event Name] on [Event Date]. We look forward to welcoming you to Purdue!

Please see below for event details.

[Event Name]
[Event Date]
[Event Start Time] – [Event End Time]

As you plan your trip, keep in mind that West Lafayette is on Eastern Time yearround, the same time as the East Coast. If your plans change, you may cancel this existing reservation here.

When you arrive, you will park in the North Stadium Parking Lot and ride a complimentary shuttle to the program check-in location. Print driving and parking directions.

We look forward to welcoming you to Purdue. You may refer to our [Event Name] website for additional information and an agenda of the day's events. If you have any questions, please contact us.

Sincerely,
Mitchell W. Warren
Director of Admissions

////// THANK YOU – SENT TO ALL ATTENDEES //////

Dear [First Name],

On behalf of Purdue University, I want to thank you for visiting our campus. I hope it was an enjoyable and educational experience.

As the director of admissions, I am very interested in your opinion of our campus visit program and your individual experience. Please take a few minutes to complete a short survey. Feedback from our guests helps us continuously assess the program to ensure that it meets the needs and expectations of students and their families. Take the survey.

If you need anything else or have unanswered questions about Purdue, please contact us, (765) 494-1776, admissions@purdue.edu, or visit our website.

Thank you for your interest in Purdue University!

Mitch Warren
Director of Admissions

How to Pull and Download Registrant and Attendee List

SLATE EVENT REGISTRATION LISTS

Below is a link you may use to download student registrant/attendee lists for events that are hosted within Slate. Admissions is providing this link for two specific purposes.

  1. Advance planning or immediate follow-up for your current/upcoming events.
  2. Historical information for events that occurred in the past.
  1. Planning for Current/Upcoming Events – you may download a list of registrants or attendees for activities such as preparing hand-outs, matching student ambassadors with attendees, sending handwritten thank you notes, etc.
  2. Historical Event Information – you may download a list of attendees of past events to facilitate planning for future events. What happened to students who attended an event? Did they apply? Were they admitted? Did they enroll? If they applied, what college/major did they apply to?
  3. Experience Purdue 2016 Analysis – For colleges that want to analyze what 2016 Experience Purdue attendees have done, this is the link you may use. Each session offered during Experience Purdue is listed as own event. We have been using Slate for events since Fall 2015, so that's the earliest data you'll find.
You may NOT use this tool for anything other than the purposes mentioned above. It includes student admission decisions and contact information and should not be used for any communication with students other than the activities related to item No. 1 above. Only those with current FERPA, GLBA, and Data Handling certifications may access the data downloaded from this tool.

HOW TO PIN/BOOKMARK AN EXPORT

  1. Navigate to apply.purdue.edu/manage/query-betta/query?id=180e0f1d-231c-408c-ad02-77e3d6852c17 (log in if prompted)
  2. From the Slate main navigation bar, hover your mouse over the Query/Reports icon
  3. Hover your mouse over the recently viewed query "Events – Student list with ..." until you see the pin icon display next to it
  4. This query will now show in the pinned section each time you hover your mouse over the Query/Reports icon

HOW TO PULL A DOWNLOAD LIST

  1. Navigate to apply.purdue.edu/manage/query-betta/query?id=180e0f1d-231c-408c-ad02-77e3d6852c17(log in if prompted)
  2. Provide necessary parameters to narrow the export:
    1. Status – status of the event; default of "Confirmed" should be OK for most
    2. Folder – select the folder(s) of the events you want to include
    3. Date Start – first event date you want included; if left blank, defaults to 1/1/2015
    4. Date End – last event date you want included; if left blank, defaults to 12/31/2100
  3. Click the Run Query button
  4. When the query is finished running, click the Export button to download the list as an Excel Spreadsheet