IILM Standard Operating Procedures · Strategy & Implementation of Marketing Activities Online/...
Transcript of IILM Standard Operating Procedures · Strategy & Implementation of Marketing Activities Online/...
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IILM – Standard Operating Procedures
PG Admissions
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Prepared by: Ms. Ritu Sehjpal (2009)
Modified by: Ms. Sonika Sharma (2017)
Reviewed by: Dr. Taruna Gautam (2017)
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Start
Analysis of Previous Admission Data and Website Update
Budget Planning
Strategy & Implementation of Marketing Activities
Online/ Offline Form Submission
Global Study Formalities
Admitted Students List to Programme Office
DATA of CAT/MAT/XAT Exam Result
Commencement of next
Session
PI/Simulation/Case Study
Mailers and Calling on all Data
Offer Letter to selected student
Admission Formalities
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Budget Planning -
Website
ts
Miscellaneous Expenditure on
Outstation interview
Printing brochure,
leaf, form
Online
Marketing
Ads in Entrance
Exam Bulletin
Workshop/Presentation
in CL, IMS, TIME
Degree College
Presentations
SMS Service
Travel Impress for
Outstation PI
Hotel arrangement
for Faculty
In-campus & Outstation
Interview
Referral for
Alumni and
Students
Courier and
Speed Post
Stationary &
Printing
Incentive for
counselor
Traveling for
Marketing
Faculty Panel for
Outstation PI
Venue for PI
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Presentations,
Workshop &
Education Fair
Region wise Visits
Online Marketing
Proposal from
Degree College
and coaching
Institutes
Request for
Approval from
Management
Account
Formalities
Sending Cheque
to Coaching
Institute, Degree
College & Fair
Event followed
by collection of
data
Report
Submission
Making Tour Plan
according to the
Marketing
Requirements
Sending the tour plan
to Management for
Approval
Sending request to
Accounts Department
for Impress
Booking Travel
Tickets, Hotels,
etc.
Fixing
appointments with
Degree College &
counseling Institute
before going
Submission of report
on completion of
tour
Sending details of
programme, fee
structure, to
counselor Google Adwords,
Facebok
Ads in Magazines
Mailers, Calling and
SMS
Mailers to College
Principal
Soft copy of
Brochure, leaf on
all data
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DATA of CAT/MAT/XAT Exam Result
Collection of MAT Result DATA
Sorting of data as per the eligibility criteria and
State
Informing shortlisted students with venue
details through;-
Courier/Post E-mail Phone Calls SMS
Sending Call letter and calling on sorted data
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Modes of Filling Forms
Form Submission
IILM Campus Courier/Post Online/email
Submission in
person at
Campus
Submission
through courier or
post before last
date
Online
Submission.
Outstation
Venue
Submission at
PI Venue
IILM Online PI Venue Coaching
Institutes
Students can
fill the form
directly in the
campus and
give PI
They can
download the
form from our
website fill
can send
through mail
or through
Formsite
Submission
They can fill the
form at
Outstation PI
Venue
They can fill
form at
coaching
institutes like
IMS, CL, TIME
Counselors
They can fill
the form
through
counselors
who have
signed MOU
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Personal Interview /Simulation/Case Study
In House PI/Simulation Outstation PI/Case Study
Making Arrangements: Presentation,
IILM Video Faculty Panel, PI Rooms,
Waiting area, Registration Desk,
Hospitality
Making arrangements: Presentation,
IILM Videos, Tickets, Booking Hotels and
Hall, Presentation, Registration Desk,
Faculty Panel
Registration of applicants and directing
them to Presentation Room
After presentation conducting
simulation (in campus)/ Case Study
(Outstation)
After Simulation/Case Study sending
the applicants to faculty panel for
Interview
Collection of forms with the
evaluation sheets and compilation of
data
Campus Tour
Interaction with Current Students
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Compilation of data of the applicants
appeared for interview
Verification of the data
Finalization of result on the basis of
selection criteria
Compiled result sent for approval and
signature to the Dean/Director
Declaration of the result and offer letter
with fee and due date details the students
through;
Courier/Post E-Mail Phone Call
REGISTRATION OF ADMISSION BY PAYING REGISTRATION
FEES
Welcome mail sent from Directors Desk with Mentor Details,
Admission Docket,
Hostel accommodation
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List to Programme Office
Standard Operating Procedures
1. Analysis of Previous Admission Data and Website Update –
Time Period: July – August
Activity Involves – Admission Team and Management
List of student taken admission through various sources online data, MAT/CAT data,
event data, counselor, student referral is prepared, and from colleges state wise, coaching
institute is prepared.
Activities conducted in the different cities state wise, coaching institute, degree colleges
are prepared.
Entry of Student data in
Master Sheet in Excel
Creating Personal files of
admitted students
Handing over of the student
files and final list to the
Programme Office
Tallying the final list of
students with the accounts
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Scholarship and consultant payment data is prepared for analysis by the admission team
Marketing strategy is prepared based on the above analysis to target the prospective
students.
Website is updated - Phone Number is updated on website.
Admission information for next Batch, Program, and admission process is updated on
Website.
Finalizing Fees, scholarship, by the admission committee
Training of sales team is conducted about programme, curriculum fees, scholarship,
global study program, 9 Points on Why IILM, and other value addition in college.
Interview dates with location and venue of incampus and outstation are discussed with
the territory sales team and then uploaded on the website.
2. Budget Planning
Time Period: From July - September
Activity involves: Accounts & Admissions Department
The Admission department prepares the budget for the admissions process for the next
academic year.
The Budget includes expenditure to be incurred on Online Marketing, Advertisement,
Printing, Marketing Activities, Presentation, and Participation in educational fairs,
Traveling, Courier, SMS service & miscellaneous expenditure.
Advertisements would include Ads in magazines, websites, entrance exam bulletins,
The Budget is presented for sanction and approval to the Dean/Director/Management and
the approved budget is sent for processing to the Accounts department.
3. Strategy and Implantation of Marketing Plan:
Time Period: From July to November
Activity involves: Admission, Social Media and Account Team
The Marketing plan includes designing advertisements of our brand, product & facilities.
The advertisements would be placed in online marketing, websites, SMS service &
includes presentation in top ranked colleges. The Admissions brochure is designed and
approved and printed.
Online Branding and lead generation - Google Adwords, Search Ads, Display Ads,
Mailers, Facebook Advertisement, Instagram Advertisement
Relationship Building with Degree Colleges and Coaching Institute - Participation in
Degree Colleges, Presentations and workshop in Coaching Institute.
The admissions department receives invitations from coaching institutes, to participate in
their educational fairs and forwards the same to the management for approval. On
approval the DD/Cheque is made by the accounts and the admissions department ensures
delivery of the DD/Cheque to respective coaching institute.
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An appointment is fixed with the coaching institute and degree college principal and
accordingly meeting is planned and conducted
A travel plan is made and on due approval from the Management, advance is taken from
the accounts and travel and accommodation arrangements are made.
Detailed report is presented to the Dean/Director/Management at the end of the tour.
4. Online Query Data Management –
Time – August
Activity Involves – Social media Team and Admission Team
Social Media - Direct messages on Facebook Pages and Queries on posts made on Social
Media.
Data Collected through various activities in colleges, coaching institute and fairs, Walk
In.
The admissions team has access to the leadsqaured, software that manages the queries
generated through online marketing.
The data collected through telephonic queries, emails career fairs and walk-ins are
fetched into an excel sheet maintained by the admissions team.
The admission team contact the student based on their query and brief them about the
programme,why global study program, 9 Points on Why IILM along with the eligibility
criteria.
5. Online application form –
Time - August
Activity involves: Admission and Social Media Team
Students are invited for Interview and also to apply to IILM by filling up the online or off
line application form. Application form can be filled online, through outstation
interviews, coaching institute and consultant.
6. Participation in Entrance exam:
Time Period: From July and August
Activity involves: Accounts & Admission Department
1. The Admissions on receiving the invitation from AIMA for participation in the
examinations that they conduct forwards the same to the management for approval.
2. Once the approval is received, information is passed on to the accounts department for
preparation of DD/ Cheque.
3. The DD/ Cheque is forwarded to the respective institutes with a covering letter by the
admissions Department and confirms receipt of the DD/Cheque by the Institutes.
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7. MAT/CAT/CMAT Entrance test result:
Time Period: From September to Feb
Activity involves: Admission Department
The entrance exam result is taken from the various institutes in which we are registered
as members
The students are shortlisted as our eligibility criteria
The list thus made is also sorted state wise depending on the number of centers where we
would be conducting the GD/PI
The shortlisted students are then informed through e-mail, letters, and phone.
6 In Campus/Out station Personal Interview:
Time Period: From Dec to April
Activity involves: Faculty & Admission Department
Responsibility chart and Faculty Panel is prepared
Interview panels consist of Faculty and Industry Expert or Alumni.
Interview Panel is then approve d by Director.
The rooms for interview, presentation and simulation are blocked & organized (Admissions
Team). Cab, Hospitality, Arrangements are also made for refreshments (Administration)
Confirmation call for students appearing in the interview – Admissions Managers
Final sheet is prepared mentioning all student names, date for PI and time.
Registration Desk.
Admission Docket is prepared for students, which contain Leaf, Brochure, Application Form,
and Fee Structure.
For the in-house PI: Class room arrangements are made for a presentation on IILM and the
programme. Students are registered at the registration desk and are sent to the presentation.
Following the presentation, the students are sent for simulation.
On completion of the simulations, the students are sent for the personal interview.
The interview panel consists of two faculty members.
For the outstation PI: Travel, accommodation and venue bookings for the outstation PI/case
study.
The same process as the in house PI is followed.
On the Day of Interview:
Before interview Admission presentation is given to the students about the program,
placement, internship, global study, curriculum, international faculty, alumni and
scholarship.
The form is verified by the admissions managers for their completeness and documents
are verified.
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Thereafter, students appear for a simulation exercise. This exercise provided a basis for
discussion during the interview.
Post the simulation students appear for the personal interaction round with a panel of two
faculty members each.
After interview is completed, in a week’s time result is declared.
7. Admission Formalities
Time Period: From April to June
Activity involves: Admission Department
On completion of interview process, the admission forms and the PI evaluation sheet of
the students who appeared in PI are put together for data entry.
The data thus entered are verified and an excel sheet is prepared.
Final result and scholarship is approved by admission committee
The approved merit list is then declared and the selected students are informed by letters
posted via courier, e-mail & phone calls.
Welcome mail is sent from the Directors desk with email id and phone no. of Mentors.
For Global Study program process is started – students are asked to send First and last
page of passport, IT return and bank statement of parents of last six months, Medical
Fitness certificate,
8. List to Programme Office and Accounts Office
Time Period: In the month of May - June
Activity involves: Admission Department and Programme Office
The details of each student’s application form are recorded in an excel sheet shared over
intranet.
The forms are scrutinized in depth by and finally approved / rejected by the admissions
committee. The decision for selection / rejection is made on the basis of student’s academic
background and performance in the interview.
The selection / rejection of a student are communicated over a phone call in the first instance.
Post that, offer letter is sent to the student on personal email id and correspondence address,
congratulating for the selection confirming the admission into the program by making the
require payment of registration fee.
Personal files of students sent to PG office and list of admitted students also sent to Accounts
office for Fee Booking.
An individual file is made for the students who take admission - The file contains verified
photocopies of mark sheets and certificates of the student’s 10th
12th
and graduation degree,
Entrance exam scorecard, admission form, PI sheet, address proof.
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9. Consultant and Student Payment –
Time Period: July- September
Activity involves: Admission and Accounts Department
Counselor Payment –
1. Payout list is prepared based on students referred by him-
2. Names of the students are checked in student referral form and application form by
admission office.
3. Consultant MOU, Pan Card, Invoice, referral form are compiled together and checked by
Admission and Accounts office.
4. List is then sent across to all campuses of IILM to cross check to avoid duplicity,
refund/dropout.
5. Senior director signs the list and then list is signed by the Management for final approval.
6. After approval from the management list is sent to Accounts office for releasing the
payment.
Student/Payment –
1. Student/Alumni payout is prepared based on the student referred by them
2. Student/Alumni send the mail to Admission Manager and Director before the student
applies for the programe.
3. Prospective students write the name of the student/Alumni at the application form.
4. After the completion of the admission process referred student names are compiled and
cross checked with the referral form and mail sent to the admission department and the
director.
5. The percentage of scholarship is checked. Scholarship on prorate basis is adjusted in lieu
of the fees.
6. List is then sent across to all campuses of IILM to avoid duplicity.
7. Senior director signs the list and then list is signed by the Management for final approval.
8. After approval from the management list is sent to Accounts office adjust the referral
amount in fees.