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Build Your Recruitment Strategy Graduate School

Recruitment Toolbox

Build Your Student Recruitment Strategy

Identify Prospects

Requests for Information

The Graduate School’s Request for Information Form implements a workflow that includes a notification to departments when a student shows interest in their program(s). We encourage departments to follow up on these requests. The Graduate School also designed an email campaign with messages sent to these students that provides generic information about WSU and graduate school. Departments can recruit students who have shown interest in their program. The Graduate School receives 90 to 250 requests for information every month.

Graduate Fairs and Conferences

When a student fills out a Request for Information form on a tablet at the graduate fairs we attend, those requests follow the same workflow as the other Requests for Information. Departments receive Requests for Information from students who have attended the UI Career Fair, SACNAS, Murdock, and McNair conferences.

Name Lists and Searches

Below are resources with lists of prospective student names for your recruitment efforts. You must sign in with your network ID and password to download. Note: some students have not included their intended field of study.

Graduate School CRM

The Graduate School is happy to collaborate with Departments to create and send email campaigns to prospects. The Graduate School can also provide analytics on the success of email campaigns. For help, email Cindy Hollenbeck or call 509-335-7177.


Plan your campaign

What should your recruitment letters include?


  1. Campus Climate and Social Support
  2. Funding Opportunities
  3. Program Information and highlights
  4. Letters from current students
  5. Alumni testimonials
  6. Location highlights
  7. Employment statistics after graduation
  8. Faculty and research news
  9. Housing, child care, health care, public schools

Admitted-to-Enrolled Email Examples for Campaign

Below are the Admitted-To-Enrolled (ATE) email campaign letters the Graduate School sends to newly admitted graduate students. When a student enrolls at WSU, they are automatically moved into a new email campaign for enrolled students.

This campaign was created as a result of our Admitted-Not-Enrolled survey of students who showed interest in WSU but chose another university. The information in these letters aims to answer questions and address concerns of prospective students.

Admitted-to-Enrolled 1      Admitted-to-Enrolled 5
Admitted-to-Enrolled 2      Admitted-to-Enrolled 6
Admitted-to-Enrolled 3      Admitted-to-Enrolled 7 (TBA)
Admitted-to-Enrolled 4      Admitted-to-Enrolled 8

Guests enjoy the reception



Track and analyze your email contacts

  1. Maintain a log of your recruitment process with each prospect and/or name list.
  2. Using a Customer Relationship Management program (CRM) for sending out communications will enable you to track open rates and try different subject lines. Contact the Graduate School if you would like assistance in using its CRM.

7 ways to improve your recruitment strategy

1. Be proactive
2. Respond promptly
3. Maintain good relations
4. Be service-oriented
5. Be attentive
6. Identify needs
7. Communicate frequently
8. Designate faculty liaison
9. Designate grad student liaison

3 examples of reference letters

1. GRC Colleague Letter
2. Reference Letter 2nd Semester
3. Reference Letter Final

GPSA rep speaking to a grad student

Tap Into Resources

Read the Council of Graduate School’s Report on Holistic Admissions

Download our Graduate School Flyers

Admitted-Not-Enrolled Survey Results

In 2016 the Graduate School conducted its first survey in Qualtrics for students who were admitted to WSU but decided not to enroll (between 400-500 prospects). Following this survey, we created an email campaign to newly admitted students to address some of the concerns expressed in the survey. The survey was administered again in 2017 and 2018.

See the 2016 ANE Survey

See the 2017 ANE Survey

See the 2018 ANE Survey

Contact our recruitment team