Menu
Home > Policies > Policy & Procedure >
Policy & Procedure
Policy Title :
Enrolment Policy
Policy Number :
II-A.1
Responsible Party :
Academic Affairs
Effective Date :
10/05/2016
Revised Date :
_______________________

Purpose

The Enrollment policy outlines the principles and  

procedures to follow to help potential students in various schools in their future decisions to join PMU.
The role of the Enrollment Management is to provide information, advice and guidance about studying at PMU to prospective students, educational representatives, universities and schools in order to expand the enrollment reach in current and new markets.
We do this by:

  1. Undertaking visits, exhibitions, presentations at schools and universities, meeting educational representatives.
  2. Developing relationships and partnerships with institutions, schools and educational representatives to raise awareness about PMU.
  3. Working with faculties and departments on specific recruitment strategies.
  4. Attending recruitment fairs for undergraduate and postgraduate students.
  5. Responding to enquiries (face to face, email and telephone) 
  6. Surveying community needs and satisfaction and recommending improvement measures and supporting decision making at PMU.

 Campus Activities

  1. Indirect Marketing:
    1. Science Week, Open House, Humanities Week  and Other Competitions
    2.   E- Social Groups in Facebook and Twitter
    3.   Alumni Association
    4.   Community Services Event
Statement :
  1. Enrollment Procedures for School Programs

    1.  Visits to Schools, School Fairs and  Exhibitions

      1. The Database for all schools and colleges in the Eastern Province, the Kingdom, and the region will be maintained up to date at all times with all the necessary contact details of the Principal, counselors and coordinators of various departments. This includes landline, cell numbers, fax numbers and emails.
      2. Visits to schools are always through formal appointment with a notice of at least a week from the date of the visit, and a formal confirmation from the school management.
      3. Visits requirements are prepared with referral to past visits records to the respective school for tips and previous recommendations. Preparation continues through the formal checklist. Missing materials and equipment may result in postponement of the visit.
      4. At all times, the team of staff representing PMU should reflect the PMU image of a Saudi university with international standards. Students are best ambassadors of PMU and should accompany the university delegation to the schools, preferably a PMU student who is a graduate of the respective school.
      5. At the end of the presentation, activity or program, the team will always run the school survey and get contacts of students for future communication.
      6. Gift bags, promotional materials and souvenirs should always be presented to the students and preferably to the management.
      7. Visits always end with a wrap up session with school officials for feedback and assessment.
      8. Each visit is documented with all records of materials, surveys analyzed, outcomes and recommendations for future visits and programs.
      9. Follow up with recommendations and schools programs is always necessary, as well as processing each and every request and questions received from various individuals and answer them accordingly.
    2. Campus Visits From Schools, Spring Open House, Campus Activities,       Events and Outreach Programs

      Inviting schools and colleges to participate in various PMU events is necessary to forge and nurture relationships and partnership with local and international high schools.

      1. The Database for all schools and colleges in the Eastern Province, the Kingdom, and the region will be maintained up to date at all times with all the necessary contact details of the Principal, counselors and coordinators of various departments. This is updated during and after every visit to PMU campus through data collection cards and attendance sheets. The database shall include landline, cell numbers, fax numbers and emails.
      2. Visits from schools are always through formal appointment with a notice of at least a week from the date of the visit, and a formal confirmation from the school management and from PMU.
      3. Visits requirements are prepared with referral to past visits records to the respective school for tips and previous recommendations. Preparation continues through the formal checklists, event program, lists of participants, map when needed, etc. Missing materials and equipment may result in postponement of the visit or event.
      4. At all times, the PMU campus should be prepared to reflect the PMU image of a Saudi university with international standards. A welcoming team should be present upon receiving the school delegation at the internal campus gate. Students are best ambassadors of PMU and should be part of the visit program, preferably the PMU Student Council.
      5. At the end of the presentation, activity or program, the team will always run the school survey and get contacts of students for future communication.
      6. Gift bags, promotional materials and souvenirs should always be presented to the students and preferably to the chaperons.
      7. Visits always end with a wrap up session with school officials for feedback and assessment.
      8. Each visit is documented with all records of materials, surveys analyzed, outcomes and recommendations for future visits and programs.
      9. Follow up with recommendations and schools programs is always necessary, as well as processing each and every request and questions received from various individuals and answer them accordingly.
    3. Call Center

      PMU Call Center is a vital tool for the enrollment department. It reflects directly all enrollment efforts and is considered as a very efficient way of surveying community needs and satisfaction and analyzing them for planning and improvement.
      The Call Center is also the first contact of prospective students, families and parents with PMU. It is therefore essential to always follow certain protocols in answering inquiries or running tele-surveys.
      Call Center agents are bilingual and reflect a professional image about PMU at all times. Answers to calls will always start with a PMU greeting statement and will end with a statement inquiring if all clarifications have been provided and thanking the callers for their interest in PMU.
      Inquiries unanswered should always be followed up or forwarded until totally answered. Follow up may be through call, email, mail or fax.
      The Enrollment Department shall build a strong database of contacts through the Call Center.

    4. Reports and Recommendations

      At the end of each semester, surveys and recommendations collected will be analyzed and compiled in a report that will determine the enrolment strategies for the following semesters. Action plans will be based on outcomes from analyzed surveys, SWOT analysis and quality assurance reports and evaluative self-assessment reports and studies.

  2. Student Annual Satisfaction Survey

    PMU runs a student satisfaction survey annually, preferably in the Spring Semester after students have had the chance to experience most of PMU academic and non-academic services for a more comprehensive reflection of the student experience.
    Student annual satisfaction survey is a unified survey. It is important that the template and survey items and indicators used remain the same to allow analysis and trends over the time.
    A SWOT Analysis will be performed after each cycle of surveys to support strategic recommendations to PMU management. All surveys, statistics and analysis report will be documented for quality and accreditation purposes.
    It is recommended as per the Deanship of Quality at
    PMU to perform the Student Annual Satisfaction Survey on 50% of the total student body to ensure accuracy of the statistics produced.
    (SASS Templates 1 and 2 attached)