Events Processes

RECRUITER INSIGHTS

Process Document

DECEMBER 11, 2018 EMPLOYABILITY Events & marketing

Table of Contents

Recruiter Insight – More than 1 school .................................................................................................. 2

Step 1: Handover to Events ................................................................................................................ 2

Step 2: Initial communication ............................................................................................................. 3

Step 3: Confirming the event .............................................................................................................. 3

Step 4: Booking the event................................................................................................................... 3

Step 5: Confirming with the employer................................................................................................ 4

Step 6: Adding the event to FutureHub.............................................................................................. 5

Step 7: Promoting the event............................................................................................................... 7

Step 8: Day of the event...................................................................................................................... 7

Recruiter Insight – Only 1 school ............................................................................................................ 7

This document will explain to you the process for Recruiter Insights and will be the working model going forward. Please note that Recruiter Insights is any form of employer engagement pertaining to employers coming onto campus to conduct presentations, skills workshops or mock assessments.

Recruiter Insights

More than 1 school

School specific

For all members of the employability team there will two processes. 1. If it is more than 1 school 2. School Specific

Recruiter Insight – More than 1 school An example for this would be a company like H&M, Aggregate, Fujitsu or Rolls Royce who have Placement or Graduate roles for students who are from different schools within the university.

Please note that all these events will be handled by the Events & Marketing team.

Step 1: Handover to Events BA/BDC will cc employability.events@ntu.ac.uk and responding to the client letting them know that the team will be taking this forward. Please refrain from discussing suitable dates or times as we will ensure that we do that post checking the university calendar, events calendar and room availability. A perfect example of this is shown below:

Step 2: Initial communication The events team will respond to the client introducing themselves and check the requirement of the client with regards to: 1. Type of the event 2. When they would like to come on campus for this event Step 3: Confirming the event Post the employer responding with regards to what type of event they would like to conduct and an estimated date the members of the events team will have to do the following: 1. Ensure the event has a minimum of 3 weeks prior to the date of execution – This gives us enough time to promote the event to students for adequate participation 2. The team will access the ‘Comprehensive Room Bookings Spreadsheet’ to check dates and times and what rooms are available, the spreadsheet can be accessed by following the link - M:\Status\Events & Marketing\Room Requests 2018-2019 3. Respond to the client with at least 3 options for them to choose from. The below mail is an example of this.

Step 4: Booking the event 1. Once the employer responds with a specific date and time they would like to conduct the event this event will need to be added to the Recruiter Insights processing spreadsheet which can be accessed from M:\Status\Events & Marketing\Recruiter Insights 2018-2019. This spreadsheet can be used as a tick sheet for all the required steps in organising a Recruiter Insights event. 2. Please update the ‘Comprehensive Room Bookings Spreadsheet’ with the text in red for the room and time which was booked in this format – Recruiter Insights – Rolls Royce 3. The event must be added to the employability events calendar. All the Recruiter Insights events are in yellow irrespective of the campus. Please ensure the same format is followed as per the below image. The ones in City have a red tag as well and the ones in Clifton have a blue tag. Below image for your reference:

Step 5: Confirming with the employer Send the employer the Recruiter Insights booking form to help promote the event to students. Booking form - https://futurehub.ntu.ac.uk/employers/Form.aspx?id=345758 Once the employer fills the form the following steps must be followed: 1. Print the form and add it to the Recruiter Insights folder as per the month of the event. 2. Send the employer the joining instruction which can also be the confirmation and this email template can be accessed at M:\Status\Events & Marketing\Recruiter Insights 2018-2019\Joining Instructions. Please ensure you edit the right date time and contact name for this. While sending across the joining instructions please ensure you ask the employer for the presentation to ensure there are no technical glitches on the day of the event. Reference image below:

3. The company must be labelled on FutureHub:

Step 6: Adding the event to FutureHub The event will now be added to FutureHub for students to book onto and the information from the booking form will help create the event. Please see the below images to understand the process. 1. On FutureHub click on ‘Events’ and then ‘Add Event’

Please ensure that the event nomenclature is the same as the above example only with employer name being edited. The remain information can be filled as per the form. Post filling this information click ‘Save and Continue’. 2. Ensure you add the venue as per the one you have booked on the spreadsheet.

3. Next is booking settings and for this click ‘User bookings’ and enter the same number as the capacity of the room.

4. Add your name under ‘Administrator providers’ and add the organisations name under ‘Organisation providers’

5. Ensure that you don’t have any filters on as this will be only applicable when the event is for only 1 school

6. Under customizations select the following as per the below image at all times.

7. Now the event can be published for students to view

Step 7: Promoting the event Now the event must be promoted to students, so they can book on. Let the student marketing team know about the event by sending them a mail will all the details. Keep an eye on the booking numbers on a bi-weekly basis. Please ensure the same is added to the Call To Action (CTA) with link to the FutureHub event Step 8: Day of the event 1. Call the building reception and let them know the time the employer is coming onto campus and to call you once they arrive. 2. Copy the presentation on a USB just in case of any tech issues 3. Carry one of the tablets to scan the students that attend the event 4. When the employers arrive meet them at the reception and get them a drink (coffee/tea/water) with the budget code of required. 5. Take the employer to the booked room and set up the presentation with the following details if they do not plan on using their laptop. Username: ntupresent Password: present 6. Let the employer have your number and let them know that they can contact you in case of any further requirements 7. Scan the students in the room and wait out for 15mins in case some students may be late

Recruiter Insight – Only 1 school In case an employer wants to do an event for only one school then you will be following the same steps as we do which are mentioned above. You can always reach out to the events team in case of any queries.

Thank You!!!

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