Talking about the matrix

From AFSWiki

The matrix is a tool the Info Center has used in EIS to help determine if a program is full. At this point, students have access to what programs are full or closing soon on the website, but it may still be helpful to have this information available for how to talk to students before submitting a pre-app. This page may or may not be useful to volunteers...

We wanted to bring to your attention the importance of ensuring we provide a disclaimer on matrix numbers before we start handing out the information . . . I will ask that we all become very attentive to the words we are using.

Concerning word use- Talking about the matrix is challenging as we avoid using the following phrases:
you have a good chance things should work out you probably won't get into the program

Our job is to give students the facts. We cannot make predictions about their application. Let them know the numbers do not apply until we have a completed app in hand. It is then the student's responsibility to take the information and complete their app. We need to be mindful of what folks hear as a promise. Our best bet is to encourage students to be open and complete their pre-app and then their full app. Please do not discourage students from filling out a pre-app because their top choice is full--talk about other options. You should also let them know that the $75 pre-app fee is non-refundable and that they can rollover their application to another year if they choose.

BE OBJECTIVE AND FACT ORIENTED.

_____________________________
Handing out matrix info?

It is very important we hand out crystal clear information to students about the matrix. In being clear from the get go we are managing the students expectations and creating a smoother path for the relationship between the students and Admissions down the line.

Students hear numbers as a promise, unless you clearly say you are UNABLE TO GUARANTEE ANYTHING AT THE LEAD/PRE-APP STAGE. It is absolutely necessary that we put a disclaimer on the information before ANY NUMBERS COME FORTH EVERY TIME you discuss the matrix.

DISCLAIMER:

Student must have their secondary application complete before these numbers apply to them. This is the information we have as right now, it could change in the next few minutes/hours. Info Center staff cannot make any guarantees or predictions about a student obtaining a spot.

What can the Info Center provide? We can take a proactive role in encouraging students to begin the application process and advise them on how to complete the second app as quickly as possible for country choice and scholarship availability.

If the student is not satisfied with the information we can give them, please let them know: The process of getting student abroad and to the country best suited for them is very complex. We work with the student, Admissions and our international partners to ensure the student the best possible experience. So, all they gotta do is JUST GET STARTED.

Some finer DETAILS:

Waitlist: When discussing the waitlist, please say 'there are at least ____ (the number) on the waitlist.'

International Program Codes:

• Each program on the Matrix is represented by an International Program Code.

EXAMPLES:
YPscNH08
SMscSH08
IPjpNH08
VScsNH08

• The first two letters (always in capitals) represent the length of the program.

EXAMPLES:
YP = Year program
SM = Semester program
IP = Short summer (Intensive) program
VS = Short summer (Very short) program
YPscNH08 = Year program, high school, summer departure.

• The second two letters in the International Code (always lower case) represent the program focus: (most are only IP’s*)

EXAMPLES:
jp* = Japanese
sp* = Spanish
ch* = Chinese
ar* = Arabic
ru* = Russian
hs = homestay,
cs = community service
un = university,
oe* = outdoor experience
tm* = team mission.
IPjpNH08 = Summer Language Study in Japan.

• The third two letters (always in capitals) represent the departure cycle. There are only two! (YAY!) YPscNH08 or YPscSH08.

EXAMPLES:
NH = Northern Hemisphere June, July, August, September.
SH = Southern Hemisphere January, February, March, April.