Just what are those regional representatives doing all day? And, how best does an in-office supervisor evaluate their performance? It seems most colleges and universities employing off-site representatives don’t utilize anything in the performance review process that specifically evaluates the work of a regional representative.This interactive session will offer some thoughts, some solutions and plenty of dialogue on the topic of evaluating the work of regional representatives.

2. OUT OF SIGHT, OUT OF MIND?
Evaluating Regional Representatives
from a State University’s perspective

3. OUR GOAL…
Create a successful regional
representative experience that is
productive and effective for the
University and for the employee.

4. SELECT THE RIGHT PERSON
• The foundation must start with a successful
employer/employee relationship
• Traits of a successful regional representative
– Reliable
– Self-motivated/directed
– Trustworthy

5. SELECT THE RIGHT PERSON
• Other traits include:
– Organizational skills
– Communication skills
– Time management skills
– Flexibility
– Responsible
• On-campus experience
– Not a must, but beneficial

6. DESIGN POSITION FOR SUCCESS
• Provide the employee with physical support
– Vehicle
– Telephone
– Computer
– Access to data
• Define job responsibilities
– Aspects that are the same between a small private and
large public
• Sharing the message of the institution
• Visiting high schools & attending college fairs
• Encouraging applications for admission
• Building relationships with counselors
• Building relationships with students

7. DESIGN FOR SUCCESS, CONT’D
– Aspects that may be different
• Reading Applications
• Follow-up with prospective students
– Include other appropriate responsibilities
• Special presentations
• Responding to emails that come to the office
• Follow up with specific groups of students
• Scholarship review via document imaging
• Professional development/association liaison
• Project work

8. COMMUNICATE!
If you do not communicate on a regular basis throughout
the year, you will not have a good performance evaluation
experience.
• Responsibilities of the Representative
- Keep in regular contact with supervisor via phone or email
(nearly daily basis)
- Seek advice from supervisor when there are unique
situations
- Share information about the region with supervisor
- Be available and responsive

9. COMMUNICATE!
• Responsibilities of the Supervisor
– Keep regional rep updated with information and any
changes in University/office policy/procedures
– Be sure that regional reps are part of the team
• Regular visits to campus & staff meetings
• Participate in programming activities (Open
Houses, First Look, etc.)
• Counselor of the week
– Listen for ideas & information from regional reps who
have feet on the ground
– Provide training

10. THE EVALUATION
• Supervisor should keep performance logs
– Don’t rely solely on your memory to evaluate employee
performance.
• Can be very simple & brief
• Date the entry
• Write observations, not assumptions
• Remember to include the positive, not just the negative

11. THE EVALUATION, CONT’D
• The Representative should also keep a performance log
– Note and date accomplishments
– Remember that your supervisor may not see your day-to-day
work
– Send this to your supervisor prior to your performance
evaluation

12. THE EVALUATION, CONT’D
• Tangible Activities to be Evaluated
– Performance Log
– Travel/Visit Summary
• High schools visited
• College fairs attended
• Special presentations
– Application performance within territory
– Telephone calls made & received, emails answered
– Scholarship applications read
– Professional development activities

13. THE EVALUATION, CONT’D
• Intangible Traits to be Considered
– Knowledge of work
– Quality/Accuracy of work
– Professional Judgment
– Planning and Organization Skills
– Professional Development
– Initiative/Innovation
– Communication Skills
– Customer Orientation
– Teamwork
– Self-Direction/Self-Motivation
– Reliability

14. SAMPLE PERFORMANCE EVAL.

15. SAMPLE PERFORMANCE EVAL.

16. CONTACT INFORMATION
• Doris Groves
– Director of Admissions- Illinois State University
– dfgrove@ilstu.edu
• Nate Bargar
– Coordinator, Chicago Regional Initiatives- Illinois State
University
– nabarga@ilstu.edu

17. And now for something
completely different…
… or at least very green

18. • Knowledge
• Recruiting and Counseling
• Service, Teamwork and
Hustle
• Communication
• Technical Competence, Data
Gathering and Analysis
• Creativity, Innovation and
Resourcefulness
• Application Reading and
Management
Slide 18 www.nacacconference.org

27. Hmmm. Something’s missing.

28. The Larry U Crew
Ken Anselment
Ken.anselment@lawrence.edu
Carin Smith
Carin.smith@lawrence.edu