Salesforce - our system that operationally enables recruitment activity and actions on that data - generates a weekly report detailing that activity for graduate programs to aid in their recruitment efforts. The reports are delivered to a general inbox identified by the college and/or program leaders. Individual email addresses are not accepted.
Graduate Program Lead Reports
How Reports are Generated and Shared
Grad Program Lead Report Distribution List
Look up your program to see where reports are sent (Report Owner) and any additional emails copied on the report.
*Fully online programs have a slightly different distribution process. Please reach out to online@uky.edu with questions about lead reports for online programs.
Understanding Recruitment Reports
- Reports send weekly on Mondays. Even if no leads have been collected in the last 14 months, you will receive a blank report.
- The link to view the report in Salesforce will only work for those who already have Salesforce access. However, anyone can view the attached csv file.
- The csv reports are alphabetically sorted by Full Name. Sort by the “Created Date” to see the most recent activity (Note: Students who start an application might have additional lines noting any additional actions. For this reason, we recommend having a different message for application starters than the message you send to RFI submitters, etc.).
- The reports contain all leads acquired in the last 14 months. Sort and filter by the "Created Date" column to view the newest additions.
Recruitment Report Field Definitions
- Recruitment: Program of Interest - The program named used by Marketing
- Term - for those who started an application, the term they selected on the app
- Student Status definitions are:
- Inquiry - a lead who has demonstrated interest in your program through a request for information, registered for an event , or other connected source.
- Inquiry App Starter - a lead that has started their app to your program
- Created Date - the date the student took the action noted
- Source - where the lead became known to us
- Universal RFI: Graduate - The interest form owned by Central Marketing
- Application - Slate
- Attributor Channel - For leads where marketing attribution is available, the channel is reflected here
- Attributor Channel Drilldown 1 Domain - For leads where marketing attribution is available, the marketing source is reflected here
- Contact ID - this can help the Salesforce team find this record if needed
- Recruitment ID - this can help the Salesforce team find this record if needed
What Should You Do With Leads?
Inbox owners should distribute the reports to those responsible for program recruitment (if not a user on the shared inbox). You can use Outlook forwarding rules to automate this process.
Program representatives are encouraged to reach out to their leads by sending a personalized email and/or a phone call, specific to your program and appropriate to the most recent action taken by the prospective students (i.e., RFI inquiry vs started an application).
Where Do Leads Come From?
Leads come from any source that is connected by Central Marketing:
- The interest form on every program page and college page in academics.uky.edu
- Application starters from the Slate Graduate Application
Request a Recruitment Report
Not receiving reports?
Submit this form to request a recruitment report for a graduate program. Reports can only be delivered to a shared general inbox. Contact ITS to create a new shared inbox.