Prospective Students
Request for Information Form (General)
The Graduate School default request for information form is hosted in Salesforce. The link to it is found on the Graduate School website home page. When someone fills out the form, a series of four emails are sent. Some units have worked with the Graduate School to configure a custom RFI form with custom emails. Similarly, a custom RFI form exists to accept submissions offline for low connectivity events like at a conference. Excluded from this communication plan are Ecampus, OSU-Cascades, and College of Business inquiries. Please contact those units for questions about their emails.
Applicants
Submitted Application Email
An email is sent to Corvallis campus applicants acknowledging they submitted their application to the Graduate School. Some programs are not sent this email if their applications do not originate in Salesforce or are a Pathways or MID applicant.
Send Type:
Automated
Frequency:
Once
Timing:
Within an hour of submitting the application
Technology:
Salesforce and Marketing Cloud
Links:
Email Sample
Unit:
Recruitment and Admissions
Contact:
Patrick McBrien
Reminder to Submit Application
An email is sent to Corvallis campus applicants when the application deadline in the application system is two weeks away.
Send Type:
Automated
Frequency:
Once
Timing:
Two weeks before the application deadline
Technology:
Salesforce and Marketing Cloud
Links:
Email Sample
Unit:
Recruitment and Admissions
Contact:
John McQueen
Admitted or Enrolled Students
Letter of Admission
An official letter of admission is emailed to the admitted student after the graduate program recommends the applicant for admission as indicated by submitting a form to the Graduate School, and the Graduate School completes their review of applicant records. All official records must be submitted prior to the student enrolling.
Send Type:
Automated
Frequency:
Continuous
Timing:
See description
Technology:
Banner and Salesforce
Unit:
Recruitment and Admissions
Contact:
Patrick McBrien
Intent to Enroll Survey
Prior to a term beginning, a survey is sent to all fully admitted students asking if they plan to enroll in classes at Oregon State. For fall term, the email is sent starting in mid-May and then is sent to students on a rolling basis as they are admitted. The results of the survey are shared with graduate programs through the Graduate Education Toolkit.
Send Type:
Automated
Frequency:
Continuous
Timing:
Starts mid-May for fall term
Technology:
Salesforce
Unit:
Recruitment and Admissions
Contact:
Patrick McBrien
Incoming Student Email Communication Plan
When an accepted, degree-seeking applicant answers “yes” on their intent to enroll survey they are entered into the incoming student communication plan. Corvallis-based students entering fall term receive two emails, the first close to when they answer the intent to enroll survey (typically in May), and the second in late August. Students are automatically entered into the comm plan whenever they answer the intent to enroll until the middle of August after which they only receive the second email. The content of the two emails are similar. The content includes a list of things they can do before arriving (sign up for ONID, immunizations, links for housing, information on funding, where to find resources), letting them know about our fall orientation, and pointing them to our New Student Guide where the email content is repeated. Non-Corvallis based students receive a single email and the content is contextualized for Ecampus or OSU-Cascades. Students entering in other terms besides fall also receive a similar single email whether Corvallis, Ecampus, or OSU-Cascades.
Send Type:
Automated
Frequency:
Two emails for Corvallis, fall term, one email other terms locations or modalities
Timing:
Accepted applicant answering "yes" to intent to enroll survey
Technology:
Salesforce, Marketing Cloud
Links:
Unit:
Student Success
Contact:
Graduate Student Success
Graduate Summer Step
A segment of admitted students are sent communications inviting them to take part in Graduate Summer Step. Graduate Summer Step is a three-day resident event hosted by the Graduate School designed to support incoming, degree-seeking students (master's and doctoral) who identify with historically marginalized communities. It is not necessary to be a member of a historically marginalized community to attend.
Send Type:
Automated
Frequency:
Single email
Timing:
Several days after being admitted by the Graduate School
Technology:
Salesforce, Marketing Cloud
Links:
Unit:
Student Success
Contact:
Graduate Student Success
Current Students, Graduate Faculty, Program Faculty and Staff
Graduate School Newsletter
The Graduate School newsletter sent at the start of each month includes events, classes, and information relevant to most graduate students and programs. Submissions are accepted by the 15th of the previous month before each issue.
Send Type:
Manual
Frequency:
Monthly
Timing:
Close to the first of the month
Technology:
Outlook/Exchange
Links:
Latest issues
Unit:
All
Contact:
John McQueen
Grad Success News for Faculty and Staff
The Grad Success News for Faculty and Staff includes the following sections:
- What's New: Recent announcements from the Graduate School
- Community Conversations: An interview with program faculty or staff discussing an initiative or other relevant topic
- Featured Resources: A list of resources and how to incorporate them into your mentoring or student initiatives
Doctoral Students
Post-prelim communication for doctoral students
Once doctoral students pass their prelim exams the Graduate School sends them a single email describing the next steps they should take towards degree completion. The email also reminds the student of OSU policies around continuous enrollment, GPA and time limits.
Send Type:
Automated
Frequency:
Once
Timing:
Sent when prelim result is updated in Banner
Technology:
Salesforce
Links:
Post prelim email text
Unit:
Student Success
Contact:
Karen Hanson
Website and Social Media
Website
The Graduate School website provides information prospective students, current students, graduate faculty, graduate program leadership and staff, and postdocs. The primary audience of the website is prospective students and the traffic they generate is an estimated 2/3 of total traffic.
Social Media
The Graduate School utilizes different strategy for its social channels. Instagram focuses on prospective students. Twitter is used for current students. Facebook is a bit of a catch-all for prospective students, current students, faculty, staff, and the general public.
