Our team has compiled a list of steps that may be beneficial as you and your team create an Event Hub for upcoming Orientation sessions. Every step may not be necessary for your campus, but this is a great place to start as you determine what is needed for a successful Event Hub.
Create a dedicated group for Orientation (if needed!)
We recommend that you create a dedicated group that specifically focuses on Orientation management. This group can have dedicated Officers, Members, and Member Tags. Alternatively, you can use an existing group.
Create an Event Hub
Please follow the steps of this tutorial to create an Event Hub
Decide which features and content you want to use in the Hub
You can choose from a large selection of features that are all available by dragging and dropping the Hub menu from the Hub builder. Building your Hub menu as early as possible helps you clarify the scope of your Orientation Event Hub and plan accordingly.
Create an agenda with sessions and tracks (including Track access rights)
Please follow the steps of this tutorial to create an agenda
Create speakers and assign them to sessions
Please see our article on how to upload speakers
Create a campus resources menu with sub-menus (e.g., custom lists, links to campus systems)
Read our article one creating about custom lists
Create a Checklist and assign it to incoming students so they can easily see what requirements they need to meet before classes start
Learn how to create a Checklist
Setup a Connection program to facilitate one-on-one meetings
Learn more about how to create a Connection Program
Pre-create small group chats based on cohorts
Allow students to chat with their orientation leaders and groups via upload. You can request the upload document by emailing email@example.com
Create automated welcome messages via Chat
Read our tutorial on how to send automated welcome messages to attendees
Create a Social Media menu with each platform having a sub-menu
Create a Campus Map section
This can be done by using links to existing web maps, a link to Google Maps, or by uploading a PDF of an image
Gain valuable feedback by creating surveys and polls
Set Notifications to be sent at specific times to all attendees, or to a subset of event attendees
Upload a list of attendees with member tags
This will allow you to assign users to specific Track and/or Checklist items
Please contact firstname.lastname@example.org with any questions.
Below please find some top Q&A from administrators at our webinar on Facilitating Virtual Orientation with CampusGroups
Q: How much assistance is available from CampusGroups staff to customize?
A: We have live webinars available to your team, as well as videos and tutorials available in the User Community. You can email support directly and as always, if you would like to purchase custom live trainings, we have additional service packages available.
Q: If most Orientation events are only open to First Years and their family members, do you recommend we create a group for First Years and build the Orientation events within it?
A: The Hub should live in either a group specific to Orientation, or to a Group for the Department that houses Orientation. Users can be assigned by account type or via member tags. Another option is to create a group specific for to the incoming class. Class groups can be useful to create a community within a class throughout their programs, but are not required to have an orientation Hub.
Q: How long does it take to build an Event Hub for Orientation?
A: We estimate anywhere from 1-3 weeks or more, depending on the level of complexity within your Orientation set up.
Q: How much time is suggested to dedicate to creating a new Orientation Event Hub from start to finish?
A: The amount of time put into the Hub is dependent on the complexity of your program and how much pre-existing content you have. A simple Orientation Hub can be built in a couple of days, whereas a more complex program or one that does not have a lot of pre-existing content to re-create or link to could take 3-4 weeks to build.
Q: How does virtual orientation work with international students? Will they need a VPN if accessing it from outside of the United States?
A: We have universities using CampusGroups all over the world, so there shouldn’t be any issues with your International students logging in outside of the United States.
Q: Can we push out the desktop version and Event Hub in one? Is it the same content for both?
A: Yes, it is all the same functionality in two formats: web and mobile hub.
Q: This title is called Virtual Orientation but could this be customizable and retitled "RA Training" and used in a similar manner?
A: The name of the event is tied to the name of the module. If your event is named “RA Training” then your module would be called “RA Training”. You can use Event Hubs for many different events across campus!
Q: What if we want 5-10 Orientation Event Hubs for our campus - one for the undergraduate program and the others for various Graduate/Professional programs, since all orientations are separate? Can we do that?
A: Absolutely, pricing is based per event so this would be possible.
Q: Is there a way to have a page with thumbnail videos (e.g. student groups) so students can click on each video they'd like to see?
A: We have multiple ways you can include videos. Our website builder gives you the option to add video widgets to a webpage -- you can include a link to this page in your orientation page or you can use the videos page from your group page as well. You can also include videos directly within the Tracks or Checklist feature.
Q: Does the Event Hub/Orientation Event Hub come with the web view. Or is the web view a separate expense/purchase?
A: The web view comes bundled with the Orientation Hub. It is one system so it can be viewed from the desktop or mobile simultaneously.
Q: Is there a way to have several chat groups open simultaneously? I'm thinking about a virtual club fair and having open rooms that students can hop into if they have interest in learning more.
A: Chat groups work like instant messaging group chats where a student can be a part of multiple chats at once and swap between them within the Hub. In regard to a virtual club fair we have released a dedicated virtual club fair feature! Please feel free to contact us to learn more about this feature.
Q: Could people in different programs (such as Business students) have a separate Orientation Hub than others (e.g., PhD or undergraduate students)?
A: If there are no overlapping contact points, it can be great to set up a separate orientation Event Hub per program, as all of the content and communications will be specific to that group. However, you can also create separation via Tracks in the Schedule, using Access Levels to restrict certain elements only to students in a specific program.
Q: What instructional resources are available to assist us in this process?
In addition to this help article on How To Set Up Your Orientation Hub, we offer Training webinars on the Orientation Event Hub which are a great way to learn more and ask questions about designing your orientation programming. Feel free to browse and register for one of our Trainings at our upcoming events listing. (If you are not able to attend a session, recordings of these Trainings will also be added to our library of video resources available in the User Community.)
And, as always, please feel welcome to reach out to your Campus Success Associate directly at any time!
Q: How can we generate the Orientation Event Hub link? Do we need to go into the Hub builder to generate that link?
A: The link can be obtained by going to the web view in the Hub builder and sharing that link.
Q: Do you offer the Event Hub for an extra fee for those who haven't activated it already?
A: Yes, you can add it on at any time!
Please reach out to your Campus Success Associate or to our Support team (email@example.com) with any questions you have about creating, managing and optimizing your Orientation Event Hub!