Volunteer Opportunities
Volunteer Opportunities
Your unique perspective as an alum or parent has such a powerful impact on our applicant pool and on students who ultimately enroll. As a volunteer, you may be asked to attend college fairs and receptions, conduct off-campus interviews or contact students who have an interest in the Colleges.
College Fairs
College fairs (also called college nights), held at area high schools, provide the opportunity for students to gather information about many different institutions at one time. As a college fair volunteer, you will represent HWS to prospective students and their families.
College fairs occur in the fall (September through November) and in the spring (March through May). Generally, college fairs in the spring serve prospective students who have just begun to inquire about the college search process (sophomores/juniors) while college nights in fall serve both early inquiries and students who are in their senior year.
Volunteer Expectations
Prior to fall and spring college night activity, a complete list of college night programs by area will be available online. Review the programs we need AVN members to attend here: (link to come). Once you’ve signed up, the Admissions Office will send you fair information, directions, a name tag and other materials, including:
- Tablecloth
- Introductory Brochures
- Inquiry Cards (invite students to fill out at table)
- Pens
- Business Cards (students should contact their HWS Regional Admissions Counselor for more specific information or if they have questions you are unable to answer)
Inquiry Cards are perhaps the most important item on your table. These enable us to capture important information about a prospective student. Please encourage everyone who stops by the table to complete the card or to scan the QR code and complete the form online. The student will be added to our mailing list and will start receiving material relevant to his or her interests as well as invitations to HWS events and information about applying.
Please review all of the materials to familiarize yourself with the information. When you arrive at the fair, arrange the materials neatly on the table, prominently displaying the inquiry cards.
BEFORE A FAIR
Prior to a fair, we encourage you to visit HWS News to learn about what’s currently happening on campus and within our campus community. Remember to bring the materials provided and arrive at least 30 minutes before the start of the program to allow time for set-up.
If for any reason you are unable to attend a fair that you have committed to, call the Office of Admissions at (315)781-3622 as soon as possible. This will give us an opportunity to find a replacement or notify the host school that HWS will not be represented. When a representative fails to attend a fair without notice, this reflects poorly on the Colleges and damages our reputation with the host school and prospective students in attendance.
During a Fair
Students, parents and guidance counselors will stop by your table to gather information and ask questions. Be sure to introduce yourself as an alumnus, alumna or parent and positively communicate your passion for HWS through your knowledge of the institution. Invite each student to fill out an Inquiry Card and hand them the introductory brochure. The brochure was designed for the college fair audience; it contains basic information about the Colleges and will provide a solid introduction to HWS.
Answer as many questions as you can by drawing on your unique experiences and training materials. If you don’t know an answer, that’s okay. Give the student the business card of the HWS Regional Admissions Counselor or refer any questions you are unable to answer to the Admissions Office. Please encourage students and families to visit campus or attend one of our Open House programs.
After a Fair
At the completion of a fair, please return the college fair materials (including completed Inquiry Cards) as well as the college fair evaluation to us ASAP. You may also visit our website to complete the evaluation form online. Your feedback is critical in helping us assess if HWS should be represented at the fair in the future and if you had enough materials to support the program.
If you felt that any of the students you met were strong prospects for HWS, follow up with an e-mail, note or personal phone call to encourage their interest. Personalized communication is what sets us apart from other colleges.
COLLEGE FAIR TIPS
- Arrive 20-30 minutes prior to the start of the fair and stay until the stated end time.
- Check-in at the registration desk or with the fair host upon your arrival. They will show you to your booth.
- Dress professionally, and wear the name tag provided to you by HWS.
- Stay behind the table. College fair policies do not allow representatives to stand in front of the table to speak to students.
- Be courteous to other exhibitors and fair attendees; never disparage another school.
- Keep the aisles clear of boxes and materials.
- Invite each student to fill out an inquiry card and leave it with you.
- Use the Volunteer Handbook, FAQ’s and other training materials to answer common questions.
- If you cannot answer a question, give the student the HWS Regional Counselor’s business card and encourage the student/family to be in touch with that member of the admissions staff.
OFF-CAMPUS INTERVIEWS
While not required, the Admissions Office strongly recommends that students applying for admission schedule a personal interview. A personal interview is an opportunity for prospective students to discuss academic curiosity, personal strengths and goals for the future while learning more about the HWS experience. As an Admissions Volunteer, you share your unique prospective while gaining valuable insight about prospective students. Interviews are offered to high school seniors beginning the summer before their senior year and ending on February 1, our application deadline.
Volunteer Expectations
Interviewing opportunities take place beginning in May of a student’s senior year and are available through the February 1 application deadline. Interviews typically last 25-30 minutes and may occur at a local coffee shop, library or other public location, in addition to those offered on campus.
The Admissions Office will contact you when a request for an interview in your area has been made. If you are able to conduct the interview, we will send you a profile of the student along with their contact information and ask that you follow up within 48 hours.
As you know, at HWS we pride ourselves on building a relationship-rich education, allowing students to develop connections with professors, peers, alums, staff members and the Geneva community, and we speak about these relationships with students and families throughout the admissions process. It is important to provide every student with prompt and personalized attention.
When contacting the prospective student to set up the interview, please do so by text message or email. Plan to contact students in the evening rather than during the day or afternoon when they may be in school, at practice or at work. We typically have the best luck reaching students between 7 and 9 p.m.
When planning your off-campus interview, decide on a venue that will be easy for you and the prospective student to find. We often meet students at a public library or a coffee shop. Meeting in a public space will put the student at ease.
Off-Campus Interview Sample Text/Email
Hi <Student Name>! My name is <your name> and I am a Hobart and William Smith alum from <town, state>. I am happy to hear you are interested in HWS and would like to complete an admissions interview. Are you available to complete the interview with me on <date> at <time>? I was thinking the <insert coffee shop> at <address> would be convenient. Please let me know if this works or if another time might be better.
Once a date/time/location is decided:
I look forward to meeting you. You do not need to bring anything to the interview. We will spend approximately 25-30 minutes talking about your high school experience, the activities you participate in and your interest in HWS. If you have any questions, please feel free to bring those with you so that I can do my best to answer them for you.
If anything changes and we need to adjust our meeting, please let me know. My cell phone number is <your number>, and I will have that with me in case you get lost or have trouble finding me the day of our interview.
INTERVIEW INTRODUCTIONS
When you meet your interviewee, re-introduce yourself. Parents may accompany students. In that case, make the parents feel comfortable, but have them sit in a separate area so you can have an individual conversation with the student. Mention to the parents/companions that the interview will take approximately 25-30 minutes and that you would be happy to answer any questions following the interview. Encourage them to review admissions publications if you have them. Parents can be as important in the recruitment process as students, so be polite, courteous and hospitable.
The Interview
To get the ball rolling, it is often useful to make small talk. Perhaps find out how the college search is going. While it can be helpful to go into an interview with some set topics, spontaneity is equally important. Don’t stifle an interesting conversation just because it isn’t following your typical sequence of topics. As long as you are learning about the student, go with it. A profitable discussion never occurs by accident, and the best conversations are a result of intellectual curiosity, sensitivity and energy from both you and the interviewee. Certain interview formats may work better than others, so always be flexible and innovative, never complacent. It is essential to start each new interview with an open mind.
The following are some broad categories/questions that you could discuss; the specific questions are yours to develop and create. Be sure to address most of the student’s academic and extracurricular interests as listed on the student profile sheet.
Small Talk
- The weather
- Their trip to the interview
The College Search
- How’s the search going?
- Are you excited about college?
- What are your criteria for selecting a college? How does HWS match your criteria?
- Why is HWS on your list?
- Have you visited campus before?
- How did you hear about HWS?
Academic Experience, Motivation and Curiosity
- What is your school like?
- What classes are you taking?
- What is your favorite class? Why?
- What is your least favorite? Why?
- How would your teachers describe you?
- Curiosity for learning; independent work; outside reading or interests; passion for a particular subject. Tap into something that really excites them
- Ability to analyze
- Ability to articulate ideas orally and on paper
- Overall academic preparation and quality of courses
- Quality of study habits
- Extent of effort put into courses; does the GPA accurately reflect their aptitude
- Ability to think critically
- Positive and negative reactions to their high school experience
- Use of potential
- Excitement about learning
- Flaws in the academic record
Extracurricular activities
- What do you do for fun?
- What book are you reading?
- Do you have any hobbies?
- Have you traveled lately? If so, where?
- How would your friends describe you?
- Activities in and out of school, including their level of commitment and any leadership roles held.
- Travel and work experiences
- Community involvement
- General inclination toward getting involved and contributing to the community in meaningful ways
- Readiness to explore beyond the familiar
- Sense of the world around them—current affairs, summer experiences
Personality
- Independence and responsibility
- Attitude toward new ideas, people and places
- Sense of self and general awareness
- Confidence
- Social and emotional maturity
- Tolerance level
- Sensitivity to differences in others
- Willingness and eagerness to grow
Closing
- Tell them that you are satisfied with the interview.
- Remind them that the interview is just one part of the whole process.
- Ask them if they have any questions for you or if there’s anything else you should know about.
- Feel free to share your HWS experience with the student.
Offer to answer any questions at the end of your conversation. Ask if there is anything that the student did not get a chance to articulate that they feel is important to mention. Your personal experience will be of interest to the interviewee. Be honest and balanced when presenting your opinions, but remember that you are also making an impression.
You should do all that you can to make the interview a worthwhile experience for everyone involved. Remember that the student has taken time to speak with you. Make their time worth it. Be sure to spend a good amount of time with them even if it is difficult to get them to talk. Share more of your experiences, make sure they know about different aspects of campus or talk with them about their interests and hobbies. If you feel comfortable, give the student your card or contact information and encourage him/her to keep in touch.
Sometimes parents or students will ask you to evaluate their candidacy. Please communicate that you are not qualified to assess chances for admission based solely on an interview, but you will convey the conversation to the admissions team. It is only one source of information used in the application review.
The Evaluation
After the interview has taken place, please submit the online Interview Comment form as soon as you can. The interview write up is the best chance to convey some of the personal qualities a student would bring to HWS, such as motivation, passion or interest. The interview reports provide the Admissions Committee with valuable insight into a candidate’s personal qualities, focus and motivation, and they are used to complement other aspects of the application, including the transcript, essay and other submitted recommendations.
The interview write up is your vehicle for contributing to the admission decision for the candidate you interviewed. Please do not simply rehash your conversation with the student, instead give your impressions of the student and support those with evidence from the conversation. You should conclude with an assessment of the student’s match with HWS and their likelihood of enrolling if admitted.
Student Outreach
Throughout the admissions cycle, Admissions Volunteers have the opportunity to connect with prospective students via hand-written notes, text message, phone or e-mail. In the fall, volunteers contact prospective students with similar geographic location, academic interests or extracurricular interests and encourage them to apply for admission. In late March through April, volunteers congratulate students on their acceptance to HWS, answer questions and encourage them to enroll.
Volunteer Expectations
Admissions Volunteers will be asked to contact a set number of students/families in the fall and/or spring. Volunteers will be provided with instructions, talking points and FAQs in order to prepare for student/parent questions.
Sample E-mail Template to Admitted Students
Subject line: Congrats on your acceptance to HWS!
Dear <student name>,
Congratulations on your acceptance to Hobart and William Smith! As an HWS alumna/alumnus/parent, I am excited to welcome you to our community, and want to offer my insight and support as you spend time deciding if Hobart and William Smith is the right choice for you.
(My/my student’s) time at HWS was filled with incredible classroom experiences, enriching service-learning opportunities and a community of professors, staff members and peers who valued my opinions and challenged me each day. I hope you have experienced some of this during the time you spent researching HWS, and I would encourage you to join us on our campus in the coming weeks to feel the HWS pride first hand.
Accepted Student Open House programs are offered on the following dates:
<insert Open House dates/links>
Attendance will give you an opportunity to speak with current students, engage with professors and meet other accepted students. To attend one of these events, please visit the admissions webpage and follow the instructions to pre-register.
If you are unable to make it to campus or have remaining questions, be sure to visit our website (hws.edu). Below is a list of some of my favorite pages to visit, and I hope you will find them to be helpful as well!
- HWS News (hws.edu/news/default.aspx)
- This Week in Photos (hws.edu/experience/twip/ )
- Recent Grads (hws.edu/alum/recent-grads/)
- HWS Athletics (hwsathletics.com)
If you or your family has any questions about HWS, I invite you to be in touch with me via e-mail or phone (insert phone number). I can help you connect with a member of our campus community with similar interests or tell you more about my own experience at HWS!
Congratulations, and welcome to the Hobart and William Smith community.
(Insert name and class year)
Receptions
The Admissions Office hosts a variety of receptions throughout the admissions cycle for prospective, admitted and enrolled students and their families. Admissions Volunteers are encouraged to attend these events to meet and greet, answer questions and share your unique HWS experience.