THE RECRUITERS HANDBOOK 2016

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Table of ContentsTerritory Split by Recruiter..............................................................................................................................................3

Administrators Responsibilities.......................................................................................................................................4

Brenda Gardner:-.........................................................................................................................................................4

Linda Bongiorno:-........................................................................................................................................................4

Elizabeth (Beth) Thomas:-............................................................................................................................................5

Event booking and Payment............................................................................................................................................5

Booking the event.......................................................................................................................................................5

Payment for the event.................................................................................................................................................5

First Things First:- Requirements for travel.....................................................................................................................6

Make Sure: Stating the obvious:.....................................................................................................................................6

Freight Ordering..............................................................................................................................................................6

Academic Members of Staff - Travelling..........................................................................................................................7

Finance and Expenses.....................................................................................................................................................7

Corporate Credit Cards....................................................................................................................................................7

Insurance.........................................................................................................................................................................8

Risk Assessment..............................................................................................................................................................8

Emergency Assistance.....................................................................................................................................................8

Insurance contacts for further information.................................................................................................................8

Your Travel Arrangements...............................................................................................................................................9

Flights:.........................................................................................................................................................................9

Car Hire Requirements................................................................................................................................................9

Hire Cars......................................................................................................................................................................9

Hotels:.......................................................................................................................................................................10

Airport Pickups..........................................................................................................................................................10

Cancellations.............................................................................................................................................................10

Documentation..........................................................................................................................................................10

Visas:.........................................................................................................................................................................11

ESTA for the USA...........................................................................................................................................................11

Your Itinerary.................................................................................................................................................................11

Corporate Gifts..............................................................................................................................................................12

Tablecloths & Banners...................................................................................................................................................12

Useful Information to take on the road........................................................................................................................12

Things to think about;....................................................................................................................................................13

Post Trip Reports...........................................................................................................................................................13

Keep in Touch Cards......................................................................................................................................................13

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Territory Split by Recruiter

Gill Gardner Middle East – Oman,

Kuwait, Bahrain, Qatar Brazil Argentina Uruguay

Thomas Marr USA- Connecticut Rhode Island Upstate NY, Toronto

(Assoc. Lead with IM) Southern India Taiwan

Jane Magee - ELT Malaysia Thailand China Indonesia Russia Georgia Ukraine Brazil

Shona Melville USA- Maine Vermont New Hampshire Massachusetts

Meg Minick USA - North Carolina South Carolina (Spring

Only) New England (Study

Abroad), Philadelphia (Study Abroad)

Ohio

Lesley Thirkell - ELT Vietnam Cambodia Hong Kong & China Philippines Indonesia

Ivar Moller USA – Texas Southern California Canada

Julie Ramsay New York (Manhattan) New Jersey North India Uruguay

Deborah Brazendale - ELT Middle East – Oman,

Kuwait, Bahrain, Qatar, Dubai, Doha.

Muscat

Beth Shotton USA – Illinois, Colorado China (regional) Singapore Malaysia Hong Kong India (regional)

Ben Stride USA – Washington State

and Oregon

Jonathan Harvey - ELT Japan Azerbaijan Kazakhstan South Korea

Frances Trahar USA – Northern California Maryland (Baltimore) Eastern Pennsylvania South Africa

Alex Rougvie Texas New Jersey Vancouver Louisiana

Lorna Fleming - ELT Turkey

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Sterling Yates USA - Washington DC,

Maryland, Virginia Arizona Missouri Michigan New Mexico Western Pennsylvania North California (Assoc to

Frances) Seoul Japan

Candice Aldrich

Minnesota India-Delhi/Dehradun Malaysia Indonesia Brunei

Stefanie Eminger New York Nova Scotia (tbc) Quebec (tbc) Mexico Norway Chile Panama

Alex Allen – Director Extension Language Programmes

Georgia Tennessee Alabama Mississippi Florida

Wei Lin Southern California

(Assoc. lead) China

Dr Eli Zysman-Colman – School of Chemistry

Quebec New Jersey (tbc)

Administrators Responsibilities

Brenda Gardner:-

International generic email account - responding to international pre-application enquiries Administration of CRC2 finance account Supervision of Grade 3 administrative staff Coordinator for agent contracts and processing of invoices/charges from agents Processing and checking of invoices on APTOS system and workflow Member of Qualifications Group Adhoc cover for Reception

Linda Bongiorno:- Administration of twice yearly PG Visiting Days PG generic email account – responding to PGT/PGT pre-application enquiries Web coordinator for Admissions Member of Digital Advisory Board and PG Operations Group Shipping of recruitment materials and coordinating with external agencies Placing adverts on external sites on behalf of schools Importing prospective student data collected by Recruiters into Mailchimp and sending out a

newsletter. Administrative support to 4 Admissions Officers Coordinating the Web Chat events Coordinating the PG Registry meetings Administration of College Counsellors Visit Statistics for PG Visitors and PG Prospectus requests

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Processing of invoices on Aptos system Adhoc cover for Reception

Elizabeth (Beth) Thomas:- Individual Visitor generic email account – arranging individual visits for all undergraduate, PG

visitors and College Counsellors and recording data associated with these Sending material requests to Education Scotland Adhoc cover for Reception Administration of International Agents Conference Registration/administration of International Summer School students Adhoc cover of International and PG generic accounts Adhoc cover for Reception Sending out offer letters Importing prospective student data collected by Recruiters into Mailchimp and sending out a

newsletter. Arranging school group visits for Home/EU Processing of invoices on APTOS system Administrative support to 5 Admissions Officers Maintaining stock in corporate gift cupboard

Event booking and Payment

Booking the event

Recruiters are responsible for deciding which events they will attend, for filling in all necessary paperwork and ensuring that payment is made. Please ensure that all relevant information is noted onto the itinerary in case booking alterations ever need to be made by another person.

Payment for the event

Payments may be made on corporate credit card if applicable or otherwise invoiced to the office for payment. If a cheque is required, recruiters should contact Brenda for assistance.

First Things First:- Requirements for travel

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Notify Beth, Brenda or Linda of travel dates, even if provisional. Update the International Travel Calendar. Brenda Gardner to raise miscellaneous expenses paid into salary one month prior to

travel. Apply for any necessary visas (ESTA for the USA). Ensure that any vaccinations / Malaria prophylaxis are obtained as appropriate. Book transfers / car hire / flights / hotels as required. On the ‘Recruiters Resource’ secure web pages, you will find further information and forms: The

categories are:- Before you go: Extra Resources: When you are away: When you return. Inform Linda Bongiorno where and when freight should be sent for PG material. Request additional business cards from Allison Irvine, if required. Ensure your phone is compatible for overseas usage. Purchase currency in advance as necessary

Make Sure: Stating the obvious:

Driving license (both parts- plastic and paper) Passport with any relevant visas Laptop and charger Mobile phone with relevant contact numbers saved and the charger Travel/Medical Insurance ‘credit card’ Emergency contact numbers (insurance; credit card; O2 customer services) including paper record

in case of loss of or damage to phone Tablecloth Display stand or Table display stand (if appropriate) Corporate Gifts Credit Card Business Cards Freight for hand carriage if required.

Freight Ordering

Please contact Brenda Gardner, Linda Bongiorno or Beth Thomas , whichever is appropriate, as far in advance of travelling as possible, allowing at least three weeks for items to arrive at destination.

Fill in the Materials Request Form (see Recruiters Resources Web Page) and return to your assigned administrator (Linda, Beth T, Brenda) for processing.

Note: Boxes are packed and sent out by Education Scotland, based in Dundee. Parcels can be tracked through this service and Linda, Beth or Brenda will provide you with tracking numbers for your boxes. All freight is sent by the fast courier DHL. Freight for hand carriage will also be arranged as required. Please note down wastage for each trip and report back to Linda, Brenda and Beth so that accurate records can be kept.

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Academic Members of Staff - Travelling

International Recruitment will provide recruitment materials on request. Travel arrangements are the responsibility of the academic concerned and should be booked through DP&L as per University recommendations.

Finance and Expenses

Staff travelling on international trips will be allocated an advance payment (directly into bank account with monthly salary) to cover miscellaneous expenses. The current levels are as follows:

£200 for trips of longer than ten days in duration (this is the maximum amount that can be paid in any one month, owing to Inland Revenue regulations)

£150 for trips of 1-9 days

Please inform Brenda at least four weeks in advance of your intended travel dates so that timely payments can be made. These payments are intended to cover small cash amounts (e.g. parking charges, metro tickets) and are non-receiptable.

Alternatively, advances may be obtained to cover anticipated travel expenses by completing the correct paperwork and forwarding to Brenda.

The standard university financial regulations apply to staff travelling overseas. Please refer to - s t a f f tr a v el, su bsi s t en c e and e x pe n s es p o l i c y .

Corporate Credit Cards

A corporate credit card is issued to cover other expenses. This should be used in accordance with the University policy, found here: http://www.st-andrews.ac.uk/staff/money/corporatecards/ All receipts must be kept and reconciled with the on-line statement

Note: There is no need for cardholders to contact the bank prior to travelling abroad. The Bank has indicated that there are other security checks in place to reduce the amount of fraudulent transactions. Check with your own bank in regard to your

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personal bank cards.

If you do run into difficulties abroad where your transactions are being declined and your card becomes blocked due to anti-fraud checks or the merchant not going through the necessary security questions/checks then you can phone the International Helpdesk to ‘clear’ your account.: Telephone - 0044 1268 508 020

Insurance

University Travel Insurance Policy

Please be aware where this policy is located and refer to it. http://www.st-andrews.ac.uk/staff/money/insurance/travelinsurance/ Read Summary of Travel Insurance.

Risk Assessment

All recruiters should be aware of possible risks associated with travelling and you are asked to read, before you travel, the information about this. It’s located on the Shared Drive – All Staff, EH&SS, Risk Assessment for Admissions (Power point)

Emergency Assistance

IN AN EMERGENCY – ONCE IT IS SAFE TO DO SO – CONTACT YOUR LINE MANAGER (EITHER IVAR, BETH S., JULIE), BY PHONE TO UPDATE THEM OF YOUR SITUATION.

Insurance Details: - In an emergency an Insured Person can obtain assistance by contacting Globe Cover.Web: www.chartisinsurance.com/uk/globecover

For Medical and Travel emergencies, contact AIG Globecover on telephone +44 (0)1273 401950, quoting Policy Number 0015901761.

Globe Cover operates 24 hours a day 365 days a year. 24 hour remote access to fully trained nurses in the UK via the website, phone, text or even skype

Globe Cover Helpline Number is +44(0)2082537400 or via their web page on Travel Assist http://www.chartisinsurance.com/Travel-Assistance_3660_446294.html

Insurance contacts for further information:Kenneth Stewart, Insurance Officer, x2465, kgns@st-andrews.ac.uk If unavailable contact Brian Kennedy, Risk Adviser, x1769, bmk1@st-andrews.ac.uk

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Additionally it is strongly recommended by the Foreign and Commonwealth Office that you ‘sign up’ for GOV.UK e-mail alerts, which you can tailor to receive alerts from either specific countries and/or travel routes. It is very easy to do, and straight forward to add or amend as you need it. The web page is https://public.govdelivery.com/accounts/UKGOVUK/subscriber/new

Your Travel Arrangements

Flights: Recruiters are encouraged to “shop around” for the best price, factoring in; times of flight, number of changes and personal safety (i.e. flight that land at 3am at your final destination) DP&L, are the University’s recommended Travel Agents, and it can be useful to see what options they can offer. All flights should be booked in Economy class as per the University travel policy.

Car Hire Requirements

Any staff using a hire car for university business must complete a Drivers Declaration Form for insurance purposes. A new form must be completed annually upon receipt of a reminder from Finance. When hiring a car, drivers should ensure that they carry both parts of their driving licence with them. Copy of which is held within Senior Administrators, International Admissions Office

Hire Cars: Remember to read the Car Hire Memo of August 2014 for guidelines on hiring a car in the UK.

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Hertz is the recommended car hire company; however, recruiters may use other car hire companies if more appropriate. www.rentalcars.com is an excellent comparison web site using:

Please discuss this with the Director prior to booking in case of any issues.It is strongly recommended that you us a GPS (SatNav). International Admissions hold a stock of SatNav’s and these can be ‘booked’ out by filling in the log book and informing Brenda Gardner. Log book can be found on the shared drive: International Admission/Administration/SatNav Log When hiring a car, be aware of additional options such as pre purchased fuel and pre-paid toll charges, when looking at the overall cost of car hire.

Hotels: When you are travelling you should obtain accommodation in a reasonable quality hotel (the University defines a ‘reasonable quality hotel’ as being one of up to 3* standard). However if a reduced rate for 4* or above can be obtained and would be the equivalent to a 3* price or if there is no other accommodation available at 3* then this would be acceptable.

Airport Pickups

These can be booked through Edinburgh Select Travel. Send an e-mail to them at info@selecttraveledinburgh.com and copy this to Brenda Gardner at international@st-andrews.ac.uk Additional contact information:Main number: 07538 117 618 (likely to be answered by Charlie)Back up number: 07538 117 588 (likely to be answered by Russell)Alternative contact: 07538 117 584 (likely to be answered by Bob)Please note that upon calling any of these numbers there may be a divert in operation and you should allow the call to divert and it will be answered by a human (or as close as they have to one).

Remember to include the following information: Your name The address from which you wish to be picked up from and returned to The time of pickup The time of your outward and return flights and the flight numbers The airport that you are departing from and returning to

They will then confirm your booking and will also send an e-mail to Brenda for payment. No codes or reference numbers are required.

Cancellations

Many tickets are non-refundable or charge huge penalties for changes. Be sure before you book! It is often possible to get good deals on hotels and car hire by pre-paying in advance. These are usually non-refundable, so check before you book.

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Documentation

Keep a note of e-ticket numbers and any reference numbers on your itinerary so that alterations and cancellations can be made on your behalf if required.

Visas:

Check if you require a visa when you first know you are travelling as they can take several weeks to obtain.

For a business visa you will generally require:

Passport with 6 months validity after your return A passport photograph A completed visa application form for the relevant country A business letter confirming the following:

o your personal details (name, passport number)o intended travel dateso that you work for the universityo that the university will cover all the costs of your tripo that the university provides insurance covero signed by a senior staff member

For Russia, we use the following agency: ht t p:// www . r eal r us s i a . c o . uk / You should apply for a tourist visa, but with a business purpose (business tourist visa). Click on the“apply for a visa” tab and the website will take you through the necessary steps.

For India, please see: ht tp :// i n.vf s g lobal. c o . u k / You can obtain the visa from Rose St, Edinburgh.

ESTA for the USA

Staff intending to enter the US under the visa waiver programme need to fill out an ESTA before travelling to the USA. New ESTAs cost $14. The ESTA is valid for two years (or until the expiry date on the passport if that is less). There is no need to apply for a new ESTA for each trip – the details can simply be updated. ht t p s ://e s t a. c b p .d hs . g o v /e s t a

Your Itinerary

The New style Itinerary Template is located on the shared drive here:\Admissions\International_Admissions\Market Engagement Plans\# TEMPLATES ETC # along with the new guidelines on completing the itinerary. Remember to do one for each area, even if it is all one trip.

Ensure that your itinerary is saved onto the shared drive, V:\Admissions\International_Admissions\Market Engagement Plans in your area. and print a copy off as well (to be kept with designated contact person)

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Corporate Gifts

Please request these using the Materials Request Form, available form Resources Page V:\Admissions\International_Admissions\Recruitment\Recruiters resources

Please do not help yourself to items from the cupboard as we need to keep an accurate record of all stock. All requests for corporate gifts must go through Beth T.

Tablecloths & Banners

All recruiters should have a set of tablecloths. These consist of a tartan tablecloth, and a dark blue runner printed with the university crest. Recruiters are responsible for arranging cleaning of the tablecloths.

Useful Information to take on the road

Travel-related:

Itinerary (saved and printed) e-Ticket (saved and printed) Hotel confirmations (saved and printed) Any important emails or maps you wish to take Traveler’s Currency Converter (ht t p:// www . o an d a. c o m /c o nv ert / c heat s hee t ) Paper copy of important and emergency telephone numbers in case of loss or damage to phone.

University Information:

Current entry requirements for the countries you are visiting Fees information Details of scholarships Make sure Qlikview works on your Laptop/Tablet Details of College Counsellors Conference dates Information regarding any new courses / developments

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Things to think about;- Always carry some US dollars. If things go wrong, usually the only currency that will make a

difference is dollars. I usually have US$50 (two twenties and a ten) shared between my passport and in my wallet for use in absolute emergencies. I also put another US$25 in my hold luggage, so that if I lose my hand luggage I’ve got something to fall back on for the immediate term;

- Give a Photocopy of your passport, all relevant pages to Brenda to keep in case of emergencies. You should keep a copy on you at all times too. It speeds things up no end at the Embassy if you need to apply for a replacement

- If being picked up at the airport by a taxi, don’t go to the first person that you see holding a card with your name on it. Walk out of the arrivals hall, past everyone and make sure that he is the only one with a card with your name on it.

- Before you travel, make sure you have a good idea of how long the journey is from the airport to the hotel. Take some time to look at Google maps, and note any landmarks that you should see en route. Try and get a sense of which direction you are driving. Always sit behind the passenger seat (this allows you to see what the driver is doing). Always make sure that you watch the driver put your luggage into the boot. In extreme cases, when entering the taxi open the door, wind down the window, and then get in – this will allow you to open the door from the outside if necessary, thereby overriding any child-locks that might be in place. If possible, engage in conversation with the driver en route to satisfy yourself that he is going to the right place.

- Find out where the nearest British mission is in relation to your accommodation. Take a copy of the contact number and the out-of-hours emergency number

- If possible, request a hotel room which is on the 6th floor or lower. There is no fire engine in the world with a ladder that can go higher than the sixth floor.

- Make sure that all of the compartments on your hold luggage are locked. This is not only to keep people from taking things out, but also to prevent people from putting things in.

- Limit the use of ATM machines to either major hotel lobbies, or actually in banks themselves.

Post Trip ReportsThis is now part of your new itinerary, you will see a Notes field for this purpose.

Keep in Touch Cards

Collect the student ‘cards’ you get filled in at schools and events. Bring your ‘cards’ back to Admissions and Beth T will arrange to have them added to the database, that will send out an E-News Letter.

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