"Best Practices" -Recruitment

Recruitment • Selection • Terms and Conditions of Award • Monitoringand Evaluation

1. The more time available to potential candidates to learn about a program before the application deadline, the more applications will come in, especially from those not previously informed of the opportunities or who had not considered applying. This rule applies especially to women, who tend to have multiple commitments (to family, work, etc.) that need to be addressed, and to those who may learn about such programs only through word-of-mouth or other indirect channels. Therefore, start publicity efforts for your program at least 8–12 months prior to the deadline for applications.

2. Initial outreach efforts should be as broad as possible, going beyond the usual list of agencies, institutions, and individuals who are routinely sent information about your program. Identify other agencies/institutions that serve communities of potential applicants perhaps unaware of your program, including community-based non-governmental organizations, teacher training colleges, and other agencies serving women and under-represented target groups. (Local or regional offices of the U.S. Department of State, USAID, foundations, and international organizations such as the World Bank and UNDP may also be excellent distribution centers.) Provide all these agencies with applications and detailed information about your program and ask them to disseminate the information widely. Tell them explicitly that ALL qualified applicants are encouraged to apply.
   
3. Be sure to include mass media (radio/TV and newspapers) in your outreach plan, to get your message beyond the traditional "old boy" networks. In print ads or TV/radio spots, consider announcing the names of prior scholarship winners, including women and those from other under-represented groups, so it is clear to readers/listeners that nontraditional candidates have been successful in the past.
   
4. In all publicity materials about your program, be sure to include visuals with members of under-represented groups (women, minorities, people with disabilities). This sends a powerful inclusive message to those considering applying.
   
5. Outreach efforts should also utilize electronic media, as such E-mail and the World Wide Web. These permit much wider outreach at minimal cost, especially if you can post your announcements on websites reaching targeted groups (e.g. African Women in Higher Education; Asian NGO networks, etc.). In that regard, note that electronic media are particularly time-sensitive, so it is important to keep all information as up-to-date as possible. Posted information should always include clear and concise guidelines for applying, and specific deadlines. Since electronic media are inaccessible to some parts of the developing world and to many individuals unconnected to universities or established agencies, you should be sure to combine such a campaign with use of other mass media described above (especially radio).
   
6. Programs should encourage alumnae/i from under-represented groups to think of themselves as recruiters for and ambassadors of the program, and to spread word of the program's existence to other potential recipients from those groups. Routinely include these alumnae/i in mailings of program announcements/ applications so they can disseminate the materials to qualified colleagues. Alumnae/i might also be encouraged to provide more targeted assistance to potential applicants who have never before been involved in such a process, such as reviewing resumes and essays to insure that the information is presented in the clearest and most advantageous form possible.