The Dispatch
Behind the scenes:
How educators prepare for the first day on campus
From Germany to Kazakhstan to Malaysia, no matter where, the first day of campus is usually a nerve wrecking but exciting experience for students. We take a look at what goes on behind the curtains to make sure that the day feels like a homecoming.
By Niamh Ollerton, Contributing Writer
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The first day of a new academic year is one of the most exciting times in the academic calendar for students, faculty and administrators alike. When first-year students – alongside their seasoned peers – arrive on campus, it marks the beginning of a new era, filled with endless possibilities and fresh energy.
However, before the anticipated day arrives, administrators and faculty work tirelessly behind the scenes across the long summer months to ensure the first day on campus goes off without a hitch. The realities of the first day on campus for an administrator as universities prepare for the year ahead reveals some surprising truths.
Next generation of students
As the celebrations surrounding graduation ceremonies become a warm memory for alumni around the world, the next generation of students prepare to set foot on campuses for the first time. Rebecca Carter, General Director for Student Progress at Nazarbayev University (NU), Kazakhstan says welcoming students and helping them navigate their first experiences on campus is a crucial responsibility for the administration team.
“I grew up just a half mile from a university and became familiar with the excitement from a very young age, and it has stayed with me,” she says. “Our job at NU, from the moment a young student steps on campus, is to emphasise a warm and friendly atmosphere. For NU, this involves an active Orientation program that welcomes our new students to the university from both the academic community but also from the student life community.”
An important aspect of an administrator’s role is facilitating a sense of community when students finally arrive on campus. For some, preparation to achieve that doesn’t stop. The key is to always be on the ball as by the time one new cohort enters campus, another set of future potential students are preparing their college applications.
“In a way, it’s an ongoing, rolling process - as soon as the academic year begins, we are thinking about the one after and the one after that,” explains Jonathan Tummons, Acting Deputy Executive Dean at Durham University in the UK. There are ongoing conversations about college accommodation, which is guaranteed for all first-year students before specific deadlines.
"Becoming part of the university community can take some time for some of our new students."
Preparing the students
At Imperial College Business School in the UK, Program Director, Edina Hamzic-Maguire, notes that program teams put together a comprehensive induction schedule for all the things the business school needs to communicate with students on day one but acknowledges it can be hard for students to take in this information all at once.
“Many people and teams are involved in providing excellent student support and we have designed a program of sessions to support our new students with their transition to university, help them develop skills to succeed, as well as guiding them on how to manage the stresses of university life and look after themselves and each other,” she says.
Deryck Tormey, Student Support Services manager at Ireland’s Trinity Business School echoes the notion that a large amount of organisation is required to ensure the best student experience possible, so preparation for the incoming academic year starts long before the first day.
“We focus on student file preparation, timetabling, and facility upgrading all the while planning various talks, information sessions, tours and social activities for our incoming students,” he tells QS Insights Magazine. “A large amount of work is done by both faculty and professional staff to ensure the program content and teaching methods are state of the art. We are constantly gathering updated information on industry best practice as well as analysing feedback we receive throughout the year to ensure students receive the highest quality of education.”
In the UK, the long game is key for Durham University. Tummons says that across the university there are student support hubs and an academic support department which are designed for providing academic and pastoral assistance. “Of course, we have an induction week, but increasingly as a university we recognise the importance of the ‘long induction’ or ‘long transition’ - the idea that becoming part of the university community can take some time for some of our new students. Support mechanisms need to available beyond the first week or two,” he tells QS Insights Magazine.
In the months that follow the first few weeks of induction and Durham’s landmark Matriculation ceremony, there are still open days for offer holders as well as online support from student ambassadors.
"The key is to always be on the ball as by the time one new cohort enters campus, another set of future potential students are preparing their college applications."
What do universities offer students when they arrive?
At Trinity, the process of welcoming students brings across multiple stakeholders, including the Dean of the business school, the Postgraduate Director for Learning and Teaching and the Program Director to gain a deeper understanding of their chosen program. Other activities include the involvement of the Student Union or Council.
During the University of Mannheim Business School’s welcome week, the business school holds several orientation events for incoming students to help them adapt to their new life. Sophie Holschneider, Program Manager for the German schools’ Bachelor of Science in Business Administration says: “The student council works with us to create info sessions and social events to help students organize their studies and socialize with their new fellow students.
“Info sessions provide helpful advice from former students and will explain how best to create schedules. Social events like the city rally or the bar crawl will give everyone the opportunity to get to know each other better and form relationships.”
Mannheim also offers consultation meetings online or on campus, and students can apply for the buddy program to be paired with an experienced student from Mannheim to help them settle in. Building a strong, vibrant and inclusive student university community that caters to resident and non-residential, undergraduate and graduate students, requires careful planning and execution, as well as time and consistent efforts.
“University administrators need to ensure the process is smooth and efficient to reduce stress for new students. We provide information about course selection, academic requirements, and financial aid to facilitate a seamless transition into university life,” says Carter at Kazakhstan’s NU.
“Administrators work closely with academic advisors to address any concerns or questions students may have and guide them through the initial stages of their academic journey.” The first day on campus is therefore not only a vibrant and exciting day for students, but for university faculty and administrators too.