Eduexplora process
Eduexplora Process Description
PROCESSES & STEPS:
SCHOOL AND STUDENT SELECTION (Step 1 & 2)
Participating Countries: Chile, Brazil, Argentina, Colombia, Peru, Mexico, Panama
Participating Schools: Report Here
- Eduexplora selects and reaches out to potential schools.
- Criteria for selecting schools: Level of English and academics, tuition, and school size among others.
- Schools select students from grades 6-12 (some schools may decide to include less grades). Usually, 20-30% top performing students are selected from each grade.
- Some schools don’t select because of policy restrictions. The ideal for Eduexplora is that schools select students.
- Selected students are invited to a meeting where the programs are presented.
- The meeting may be in-person in their school and or online.
- Country managers are responsible for obtaining the list of selected students and ensuring it’s uploaded into Caspio (CRM).
Selected students are notified by a letter that Eduexplora prints and is distributed by the school. Students and parents are invited to attend a meeting where Eduexplora explains the programs.
Task Required: Letter
Send physical and email invitation letter to selected students. Create PDF letters and envelopes for selected students for each grade and school.
- Make sure they are printed and dispatched to the school on time. (Carolina)
- ·Letter request with the information required are made by each country manager and can be found here: Letter Request
- Each letter is personalized with meeting information and a Student ID
- Student information and ID to make letters can be found in Selected Student &ID
- If an email list is provided by the school, an invitation letter must also be sent by email (in addition to the printed version)
- Emails are to be sent by Constant Contact
Create Flyer: In cases where students are not selected, a flyer might be required.
Google sheet (“Letter Request”) must be checked daily to see what new request have been made.
Email Letter: In addition to the PDF (printed version) schools that provide email list, an email version of the letter will need to be sent (so far only 2 cases this year).
Task Required: Meeting Reminder
This email is sent only when the school provides the email list.
Meeting reminders by schools are sent by email on the morning of the day of the meeting. The same database is used for sending original invitation emails.
In some cases, there is a final additional meeting by Zoom that is for all schools in the same country. A meeting reminder also needs to be sent.
Presentation
During the presentations, parents are requested to register at www.eduexplora.com/info. They receive an automatic email with the presentation and link for registering for the talent search.
A list of prospective students is created through this link, and this list is used to later send emails with reminders about the programs and TS deadline. (Those who already registered for the TS are not included in the reminder email).
School Presentation Event Report (check this link)
TALENT SEARCH (Step 3)
1. Registering for the Talent Search: www.eduexplora.com/tsregister
Selected Students will need their ID to register (found on the letter and Caspio)
Report: TS Registration
2. Taking TS Test: All students that registered and completed payment for the TS are uploaded into Test Invite and a “test ticket” is created.
Task: Sending Online Test
TS Email with test link is sent to students that have been uploaded to Test Invite in the previous step. Students have 7 calendar days to take the test.
Emails are sent M, W, F .
Email says 2 working days .
3. Completed TS: must be uploaded into Caspio,
· Carolina and Henry are responsible for this step
4. Next Step Email (for TS)
Task Required: twice a week (Tuesday and Thursday) email with TS Next Steps is sent to all the students (and their parents) who completed the TS.
Email is sent by Constant Contact.
5. TS "last chance to register" email for those with TS deadline.
(Info by school found on Letter Request)
Email is sent by Constant Contact.
6. Follow UP TS Leads (started registration but did not complete payment)
Task Required: conversion email (CS will complete the follow-up every Tuesday)
Same report as TS Registration but filter without payment
7. TS Not Completed
Task Required: Email reminder with an extension is sent to those who have not completed the TS and the 7 calendar days have passed.
Henry will provide a report with action that need to be taken in each case by CS team.
AWARD CEREMONY (Step 4)
Important Dates:
Logistic Support for Award Ceremony
· Update TS Results and Percentile Data for lagged students
· Certificates & Personalized Result Letters
· Flights & Hotel Reservation for Guest Speakers and CM
· All Communications (Email Mkt) & Database
· Presentation (Distinction Students slides and others)
· Program Manager Support (Vendor Payments, etc)
PROGRAM APPLICATION (Step 5)
· November: Honors Academies (CL, PE, BR)
· January: After School Online Program and Programs in the US
Review Detailed Gantt
Honors Academies
Program in Latam – January
General Tasks
· Flight Tickets for Instructors
· Hotel Reservations
· Supplies
· Vendor Payments
· Mkt Emails
· Lead Conversion
· Payment Follow UP
· Caspio Update
· PM & CM Support
Programs in the US
Relevant Features
Review Presentation
· Academic Format
· Residential / Non- Residential
· Location
· Age
Tasks
Group Flights
Ground Transportation
Supplies
Chaperone Material
Lead Conversion
Payment Follow UP
Challenges & Area Improvements
Customer Support Platform and Tracking System (Ticket? Workflow?)
Communication Channels: Whatsapp? How to admin? General Contact Form?
Outlook
Stablish KPI (response time and other protocols)
Standardization & Optimization of Processes for Customer Support and Low-Cost Scale UP
CRM – Relevant Updated Info with fast & easy access.
DE Process and Parents contact (schedule meeting)