IILM Standard Operating Procedures · Strategy & Implementation of Marketing Activities Online/ Offline Form Submission Global Study Formalities Admitted Students List to Programme

Ref no: admission/4:2017/gsm

IILM – Standard Operating Procedures

PG Admissions


Prepared by: Ms. Ritu Sehjpal (2009)

Modified by: Ms. Sonika Sharma (2017)

Reviewed by: Dr. Taruna Gautam (2017)


Start

Analysis of Previous Admission Data and Website Update

Budget Planning

Strategy & Implementation of Marketing Activities

Online/ Offline Form Submission

Global Study Formalities

Admitted Students List to Programme Office

DATA of CAT/MAT/XAT Exam Result

Commencement of next

Session

PI/Simulation/Case Study

Mailers and Calling on all Data

Offer Letter to selected student

Admission Formalities


Budget Planning -

Website

ts

Miscellaneous Expenditure on

Outstation interview

Printing brochure,

leaf, form

Online

Marketing

Ads in Entrance

Exam Bulletin

Workshop/Presentation

in CL, IMS, TIME

Degree College

Presentations

SMS Service

Travel Impress for

Outstation PI

Hotel arrangement

for Faculty

In-campus & Outstation

Interview

Referral for

Alumni and

Students

Courier and

Speed Post

Stationary &

Printing

Incentive for

counselor

Traveling for

Marketing

Faculty Panel for

Outstation PI

Venue for PI


Presentations,

Workshop &

Education Fair

Region wise Visits

Online Marketing

Proposal from

Degree College

and coaching

Institutes

Request for

Approval from

Management

Account

Formalities

Sending Cheque

to Coaching

Institute, Degree

College & Fair

Event followed

by collection of

data

Report

Submission

Making Tour Plan

according to the

Marketing

Requirements

Sending the tour plan

to Management for

Approval

Sending request to

Accounts Department

for Impress

Booking Travel

Tickets, Hotels,

etc.

Fixing

appointments with

Degree College &

counseling Institute

before going

Submission of report

on completion of

tour

Sending details of

programme, fee

structure, to

counselor Google Adwords,

Facebok

Ads in Magazines

Mailers, Calling and

SMS

Mailers to College

Principal

Soft copy of

Brochure, leaf on

all data


DATA of CAT/MAT/XAT Exam Result

Collection of MAT Result DATA

Sorting of data as per the eligibility criteria and

State

Informing shortlisted students with venue

details through;-

Courier/Post E-mail Phone Calls SMS

Sending Call letter and calling on sorted data


Modes of Filling Forms

Form Submission

IILM Campus Courier/Post Online/email

Submission in

person at

Campus

Submission

through courier or

post before last

date

Online

Submission.

Outstation

Venue

Submission at

PI Venue

IILM Online PI Venue Coaching

Institutes

Students can

fill the form

directly in the

campus and

give PI

They can

download the

form from our

website fill

can send

through mail

or through

Formsite

Submission

They can fill the

form at

Outstation PI

Venue

They can fill

form at

coaching

institutes like

IMS, CL, TIME

Counselors

They can fill

the form

through

counselors

who have

signed MOU


Personal Interview /Simulation/Case Study

In House PI/Simulation Outstation PI/Case Study

Making Arrangements: Presentation,

IILM Video Faculty Panel, PI Rooms,

Waiting area, Registration Desk,

Hospitality

Making arrangements: Presentation,

IILM Videos, Tickets, Booking Hotels and

Hall, Presentation, Registration Desk,

Faculty Panel

Registration of applicants and directing

them to Presentation Room

After presentation conducting

simulation (in campus)/ Case Study

(Outstation)

After Simulation/Case Study sending

the applicants to faculty panel for

Interview

Collection of forms with the

evaluation sheets and compilation of

data

Campus Tour

Interaction with Current Students


Compilation of data of the applicants

appeared for interview

Verification of the data

Finalization of result on the basis of

selection criteria

Compiled result sent for approval and

signature to the Dean/Director

Declaration of the result and offer letter

with fee and due date details the students

through;

Courier/Post E-Mail Phone Call

REGISTRATION OF ADMISSION BY PAYING REGISTRATION

FEES

Welcome mail sent from Directors Desk with Mentor Details,

Admission Docket,

Hostel accommodation


List to Programme Office

Standard Operating Procedures

1. Analysis of Previous Admission Data and Website Update –

Time Period: July – August

Activity Involves – Admission Team and Management

List of student taken admission through various sources online data, MAT/CAT data,

event data, counselor, student referral is prepared, and from colleges state wise, coaching

institute is prepared.

Activities conducted in the different cities state wise, coaching institute, degree colleges

are prepared.

Entry of Student data in

Master Sheet in Excel

Creating Personal files of

admitted students

Handing over of the student

files and final list to the

Programme Office

Tallying the final list of

students with the accounts


Scholarship and consultant payment data is prepared for analysis by the admission team

Marketing strategy is prepared based on the above analysis to target the prospective

students.

Website is updated - Phone Number is updated on website.

Admission information for next Batch, Program, and admission process is updated on

Website.

Finalizing Fees, scholarship, by the admission committee

Training of sales team is conducted about programme, curriculum fees, scholarship,

global study program, 9 Points on Why IILM, and other value addition in college.

Interview dates with location and venue of incampus and outstation are discussed with

the territory sales team and then uploaded on the website.

2. Budget Planning

Time Period: From July - September

Activity involves: Accounts & Admissions Department

The Admission department prepares the budget for the admissions process for the next

academic year.

The Budget includes expenditure to be incurred on Online Marketing, Advertisement,

Printing, Marketing Activities, Presentation, and Participation in educational fairs,

Traveling, Courier, SMS service & miscellaneous expenditure.

Advertisements would include Ads in magazines, websites, entrance exam bulletins,

The Budget is presented for sanction and approval to the Dean/Director/Management and

the approved budget is sent for processing to the Accounts department.

3. Strategy and Implantation of Marketing Plan:

Time Period: From July to November

Activity involves: Admission, Social Media and Account Team

The Marketing plan includes designing advertisements of our brand, product & facilities.

The advertisements would be placed in online marketing, websites, SMS service &

includes presentation in top ranked colleges. The Admissions brochure is designed and

approved and printed.

Online Branding and lead generation - Google Adwords, Search Ads, Display Ads,

Mailers, Facebook Advertisement, Instagram Advertisement

Relationship Building with Degree Colleges and Coaching Institute - Participation in

Degree Colleges, Presentations and workshop in Coaching Institute.

The admissions department receives invitations from coaching institutes, to participate in

their educational fairs and forwards the same to the management for approval. On

approval the DD/Cheque is made by the accounts and the admissions department ensures

delivery of the DD/Cheque to respective coaching institute.


An appointment is fixed with the coaching institute and degree college principal and

accordingly meeting is planned and conducted

A travel plan is made and on due approval from the Management, advance is taken from

the accounts and travel and accommodation arrangements are made.

Detailed report is presented to the Dean/Director/Management at the end of the tour.

4. Online Query Data Management –

Time – August

Activity Involves – Social media Team and Admission Team

Social Media - Direct messages on Facebook Pages and Queries on posts made on Social

Media.

Data Collected through various activities in colleges, coaching institute and fairs, Walk

In.

The admissions team has access to the leadsqaured, software that manages the queries

generated through online marketing.

The data collected through telephonic queries, emails career fairs and walk-ins are

fetched into an excel sheet maintained by the admissions team.

The admission team contact the student based on their query and brief them about the

programme,why global study program, 9 Points on Why IILM along with the eligibility

criteria.

5. Online application form –

Time - August

Activity involves: Admission and Social Media Team

Students are invited for Interview and also to apply to IILM by filling up the online or off

line application form. Application form can be filled online, through outstation

interviews, coaching institute and consultant.

6. Participation in Entrance exam:

Time Period: From July and August

Activity involves: Accounts & Admission Department

1. The Admissions on receiving the invitation from AIMA for participation in the

examinations that they conduct forwards the same to the management for approval.

2. Once the approval is received, information is passed on to the accounts department for

preparation of DD/ Cheque.

3. The DD/ Cheque is forwarded to the respective institutes with a covering letter by the

admissions Department and confirms receipt of the DD/Cheque by the Institutes.


7. MAT/CAT/CMAT Entrance test result:

Time Period: From September to Feb

Activity involves: Admission Department

The entrance exam result is taken from the various institutes in which we are registered

as members

The students are shortlisted as our eligibility criteria

The list thus made is also sorted state wise depending on the number of centers where we

would be conducting the GD/PI

The shortlisted students are then informed through e-mail, letters, and phone.

6 In Campus/Out station Personal Interview:

Time Period: From Dec to April

Activity involves: Faculty & Admission Department

Responsibility chart and Faculty Panel is prepared

Interview panels consist of Faculty and Industry Expert or Alumni.

Interview Panel is then approve d by Director.

The rooms for interview, presentation and simulation are blocked & organized (Admissions

Team). Cab, Hospitality, Arrangements are also made for refreshments (Administration)

Confirmation call for students appearing in the interview – Admissions Managers

Final sheet is prepared mentioning all student names, date for PI and time.

Registration Desk.

Admission Docket is prepared for students, which contain Leaf, Brochure, Application Form,

and Fee Structure.

For the in-house PI: Class room arrangements are made for a presentation on IILM and the

programme. Students are registered at the registration desk and are sent to the presentation.

Following the presentation, the students are sent for simulation.

On completion of the simulations, the students are sent for the personal interview.

The interview panel consists of two faculty members.

For the outstation PI: Travel, accommodation and venue bookings for the outstation PI/case

study.

The same process as the in house PI is followed.

On the Day of Interview:

Before interview Admission presentation is given to the students about the program,

placement, internship, global study, curriculum, international faculty, alumni and

scholarship.

The form is verified by the admissions managers for their completeness and documents

are verified.


Thereafter, students appear for a simulation exercise. This exercise provided a basis for

discussion during the interview.

Post the simulation students appear for the personal interaction round with a panel of two

faculty members each.

After interview is completed, in a week’s time result is declared.

7. Admission Formalities

Time Period: From April to June

Activity involves: Admission Department

On completion of interview process, the admission forms and the PI evaluation sheet of

the students who appeared in PI are put together for data entry.

The data thus entered are verified and an excel sheet is prepared.

Final result and scholarship is approved by admission committee

The approved merit list is then declared and the selected students are informed by letters

posted via courier, e-mail & phone calls.

Welcome mail is sent from the Directors desk with email id and phone no. of Mentors.

For Global Study program process is started – students are asked to send First and last

page of passport, IT return and bank statement of parents of last six months, Medical

Fitness certificate,

8. List to Programme Office and Accounts Office

Time Period: In the month of May - June

Activity involves: Admission Department and Programme Office

The details of each student’s application form are recorded in an excel sheet shared over

intranet.

The forms are scrutinized in depth by and finally approved / rejected by the admissions

committee. The decision for selection / rejection is made on the basis of student’s academic

background and performance in the interview.

The selection / rejection of a student are communicated over a phone call in the first instance.

Post that, offer letter is sent to the student on personal email id and correspondence address,

congratulating for the selection confirming the admission into the program by making the

require payment of registration fee.

Personal files of students sent to PG office and list of admitted students also sent to Accounts

office for Fee Booking.

An individual file is made for the students who take admission - The file contains verified

photocopies of mark sheets and certificates of the student’s 10th

12th

and graduation degree,

Entrance exam scorecard, admission form, PI sheet, address proof.


9. Consultant and Student Payment –

Time Period: July- September

Activity involves: Admission and Accounts Department

Counselor Payment –

1. Payout list is prepared based on students referred by him-

2. Names of the students are checked in student referral form and application form by

admission office.

3. Consultant MOU, Pan Card, Invoice, referral form are compiled together and checked by

Admission and Accounts office.

4. List is then sent across to all campuses of IILM to cross check to avoid duplicity,

refund/dropout.

5. Senior director signs the list and then list is signed by the Management for final approval.

6. After approval from the management list is sent to Accounts office for releasing the

payment.

Student/Payment –

1. Student/Alumni payout is prepared based on the student referred by them

2. Student/Alumni send the mail to Admission Manager and Director before the student

applies for the programe.

3. Prospective students write the name of the student/Alumni at the application form.

4. After the completion of the admission process referred student names are compiled and

cross checked with the referral form and mail sent to the admission department and the

director.

5. The percentage of scholarship is checked. Scholarship on prorate basis is adjusted in lieu

of the fees.

6. List is then sent across to all campuses of IILM to avoid duplicity.

7. Senior director signs the list and then list is signed by the Management for final approval.

8. After approval from the management list is sent to Accounts office adjust the referral

amount in fees.

Documents

IILM Standard Operating Procedures · Strategy & Implementation of Marketing Activities Online/ Offline Form Submission Global Study Formalities Admitted Students List to Programme