Summary:

My goal is to create and test scalable infrastructure to track outreach data from EA Uni Groups. The pilot program will use Airtable, and forms for groups to fill out. Participating groups will fill out three separate forms, add a “How did you hear about EA UNI NAME” question to their Fellowship application, and regularly track fellowship attendance for every Fellow. Each form will automatically load data into our base.

Intro Form will track - to be sent 8/30

• Fellowship Application Deadline
• Fellowship Start date
• Fellowship End date
• Fellowship Curriculum
• (maybe) Other variables which we might be interested in (Group age, # of organizers, existing group size, etc.). This data would only be used to look for correlations between success of a particular outreach strategy and one of these variables. It may not be worth tracking at all.

Post Outreach Form will track - to be sent immediately after Fellowship Application deadline

• Include a field to add data from the “How did you hear about EA UNI NAME” question
• Roughly how many cumulative hours did your group spend:
  • If you didn’t pursue one of these strategies click N/A
  • Tabling (including startup time such as time to book locations, schedule and train tablers etc.)
  • Flyering (including startup time such as time to design and print flyers)
  • Running Paid Social Media outreach (Only include time spent for materials specifically advertising your Fellowship)
  • Posting in Class Facebook groups
  • Asking other members to encourage their friends to apply
  • Running “Faculty Driven Outreach” using email automation and according to the guidelines in Guide to Faculty Driven Outreach.
  • Cold emailing (Defined as directly emailing students to promote a Fellowship)
• Is there anything else you’d like us to know about your outreach campaign?

Post-Fellowship Engagement Form:

This form will consist of a list of all Fellows who filled out the “How you heard about us” question. Each organizer will be prompted to label each fellow as one of the following:

• Pre-Fellowship Dropout (someone who did not attend any Fellowship events)
• Mid-fellowship Dropout (someone who attended 1-5 Fellowship discussions)
• Completed Fellowship, not engaged (Attended 6 - 8 discussions)
• Completed Fellowship, mildly engaged
• Completed Fellowship, highly engaged

The form will also include some formal definition for each category. What should this be?

Stats to track:

This project will track the following:

Attrition Rate

• Attrition rate = % of fellows who do not complete the fellowship, assuming that completion of a fellowship is defined as attending at least 6 of 8 meetings
  • pre-fellowship attrition rate = people who dropped before the fellowship began
  • post-fellowship attrition rate = of the people who showed up to the first fellowship, what percentage of those people did not come to 6 or more meetings
  • I think tracking this could possibly be a good metric to help organizers understand if their programming is good or not, and if they need to restructure their programming.

Engagement Rate

• Engagement rate = % of fellows who become highly-engaged, where highly-engaged is defined as joining an advanced fellowship, going to an EAG event, becoming an organizer, facilitating another section, etc.

Applicants per hour

• Track how much time organizers dedicate to each marketing avenue and then calculate applicant/hr for each marketing avenue (flyering, tabling, social media post, etc.)
  • There would of course have to be a standardized "how you heard about us" section on the fellowship application

Engaged Members per hour

• This can be calculated using the engagement rate data
• I think this may be a more useful metric than applicants/hr because it may allow for a conclusion such as "even though friend referral doesn’t account for many total applicants, these are generally high quality fellows"