Campus Recruiting Software - A Complete How-to Guide

Campus Recruiting Software - A Complete How-to Guide

June 5, 2018 - 17 minute read -
hr recruiting software campus-recruiting technology

The once ubiquitous “requirement of two-years experience” for entry-level job ads has fallen into antiquity. It’s time to move on and talk about how to actually insert valuable numbers into your campus recruiting program. Campus recruiting software is the key. Knowing how to adopt recruiting software at on-campus career fairs to allow your HR team to make data-driven decisions and kindle an effective campus recruiting program.

1. Big Data Is Changing Campus Recruiting Strategy

Big data is revolutionizing how we do business and analyze data. It is a major theme in nearly every industry now, and campus recruiting leaders who know how to harness the limitless possibilities from big data can take out the guesswork, work out evidence-based strategy for their campus recruiting programs, and sell their team’s contributions to their overall organizations.

Data can be categorized into two types: one that can be purchased as part of the initial market research for strategy setting and one that must be collected, built, and managed over time for the purposes of evaluation and reporting.

If you just started your campus recruiting program, or want to take a panoramic view of the market to form a national strategy, you can think of third-party data providers like NACE for school selection, market analysis, diversity strategy, etc. NACE has a large amount of data around majors related to your organization, degree level of your target, diversity information, and sponsorship.

Apart from third-party providers, you have free database like IPEDS database published by the U.S. Department of Education’s National Center for Education Statistics at your disposal. External consultants can be another option if you need further customized data-gathering reports.

Descriptive data– one that summarizes what happened, provides insights into your campus recruiting strategy and operation performance by helping you identify where your team is falling short and making corrective adjustments for better results. It is crucial to have a data collection plan to ensure the data gathered are reliable, useful, and resource-efficient.

With regard to gathering descriptive data for campus recruiting, the biggest challenge is to efficiently collect the right data from on-campus recruiting activities. As high-touch techniques including offline campus activities like career/job fairs and on-campus info sessions continue to be the most commonly used and most effective branding techniques, companies need the right campus recruiting software to help with capturing structured data from these activities to improve ROI.

2. Do Your Recruiting Events Capture and Process Data to Improve ROI?

Pre-event registration systems do a pretty great job of capturing structured data regarding prospective candidates, but once the event starts, a shroud of mystery descends on the event venue and staff. Are you talking to enough targeted students? Are they getting a positive experience from talking to your staff? How is the quality of the candidates at the event? What event, or what school should you send your staff to?

Data would help you answer the question “Why?” Why are we going to this school instead of that school? Why are we attending this event instead of that event? Why are we sending this person instead of that person to represent us?

Therefore, the right campus recruiting software will help your recruiting team of all sizes to collect structured data of students to answer all of the questions above

3. How To Make Campus Recruiting Program More Data-driven

As we gear up for summer hiring, there’d be a lot of movements in the campus recruiting space: career centers continue to scour solutions to get their students into top roles, LinkedIn continues to try to on-board more university students with the launch of its new app, The Muse continues to grow its content empire, and the digital footprint of millennial talent is creating more informed hiring decisions whichever way you slice it.

Campus recruiting teams must always be pushing to become more data- informed. Couple this with the ground level work of your on-site campus recruiters, and you can have a hiring machine! The collection and analysis of online and in-person data makes for less biased hiring decisions. As we enter one of the high seasons of campus recruiting, let’s talk about some actionable steps to insert data into your campus recruiting program.

Standardize Essential Candidate Information

Agree on key questions and required information of all candidates, and aim for 100 percent of candidates in your system to have that information attached to their profile. It sounds simple, but it’s essential. All of your onsite representatives at career fairs and meetups need to collect “on the go” information with consistency. This will create your baseline of candidate information. While university talent is less proven, this will move the comparison of apples and oranges to — at the very least — granny apples to gala apples, so to speak.

How to make your campus recruiting program more data-driven: Define what two to four questions are essential that all candidates from a university need to answer for your company and your departments.

Structure Your Database for the Machine Learning Revolution

Machine learning will improve. So of course, you would want a database structure set up to grow. Let’s start simpler. What do you prioritize in your hiring efforts? Consider mapping the skills and traits you value to a scoring system that helps to avoid making decisions based on your gut feeling or emotion. But gut still matters and can be part of the scoring system; for example, you can rate candidates based on their soft skills. By standardizing candidate evaluation, you can set up your campus recruiting program to recommend a short list of candidates by just entering a few pieces of information about each.

How to make your campus recruiting program more data-driven: List out the top five hard and soft skills that your company values in your pool of candidates. Then set up a meeting with relevant decision makers with the goal of making the top five desired hard and soft skills a company-wide agreement.

Aggregate Recruiting Event Success Metrics

Recruiting events bring in new candidates, new hires, and brand awareness. New candidates and hires per event can be cross referenced with cost. And while brand awareness is traditionally an opaque measurement, it can be found in the year-over-year growth in event performance when returning to the same universities. Without measuring ROI per school, per event type, and per recruiter, you cannot optimize your year-over-year recruitment budget spending. Quality campus recruiting programs keep all the data in one place and are able to objectively report success by university, by event type, and individual recruiter performance. And then next year, choosing which events to attend or not, and invest more in data-driven decisions.

How to make your campus recruiting program more data-driven: Across each recruiter and event, you need to know the cost per candidate and the cost per hire - but it’s necessary information to begin evaluating.

Measure the Long-term Candidate Life Cycle

Forward-thinking companies nurture relationships with candidates well before the candidates are ready to be hired. As you grow your talent community for university students, you must consider the life-cycle of the candidate. A freshman could have a four-year recruitment sales cycle. If you effectively remain a top-of-mind employment option, you’ll have a competitive advantage over many other companies vying for their attention when it’s time for the students to enter the workforce. Measure the interaction points of this candidate pool, such as email open rate, percentage that become applicants and percentage that become hires, as well as the overall growth of your company’s freshman, sophomore, and junior talent community.

How to make your campus recruiting more data-driven: Decide on the key touch points with all long-term candidates. As a department, you should decide when groups of longer-term candidates receive standardized updates, and which high-value candidates also receive personalized messages. It is about making you the top-of-mind employer.

Potential university recruits are some of the most unproven workers. But less work experience does not necessarily mean that you as an employer have to make less objective hiring decisions. By implementing a data-driven campus recruiting program from the top down, you can create a hiring machine that brings your company into the next generation.

4. Key Benefits of Campus Recruiting Software

Simplify Recruiting Process

Preparing for, attending and following up campus recruiting events is extremely time-consuming. Recruiters have to decide who from the company is going to attend, what the message they want to convey, how many candidates they aim to recruit and so on. Campus recruiting software allows these professionals to simplify the process to just one dashboard. HR teams can easily cross-collaborate with colleagues to coordinate plans, see how many people have applied for positions, view the status of job applications and figure out tasks that need completing before, during and after the campus recruiting event. No more sending out tons of emails, creating spreadsheets and tracking paper records once you have the right campus recruiting software. If your team is still collecting paper resumes and entering candidate data on spreadsheets, invest in the right campus recruiting software would help you retire this manual process. Implement mobile-friendly campus recruiting software allow candidates to upload their resumes on the spot at on-campus career fairs. Your team can eliminate reviewing paper resumes and evaluate candidate information at any point on a phone or tablet without logging long hours in front of a computer or sifting through piles of paper.

Create a Central Repository of Candidates from Offline Sources

If your team’s event materials, historical event venue information and on-site event personnel information are stored across team members’ desktops, personal files and in their own knowledge banks, implement a central event repository so every team member can access one complete system to manage events and materials. Leverage this streamlined system to delegate staff tasks, drive attendance and coordinate post-event follow-up with candidates.

Meet Potential Candidates Where They Are

From the viewpoint of candidates, younger people prefer to use their mobile devices to apply for jobs and track their application progress. According to Kelton Global, 80% of job seekers want to look for jobs on their phones, while 54% said that they have utilized a mobile device in their job search. In addition, according to Indeed Hiring Lab, 73.4% of millennials click on jobs from their mobile devices. If companies want to reach talented college graduates and provide them with a superb candidate experience, they are going to have to meet their candidates where they are by utilizing mobile-friendly campus recruiting software. Millennials and younger generations are going to take their mobile devices to campus recruiting events and use them throughout the job search and application journey.

Gain Event Data Transparency

Implement recruiting technology to gain complete on-campus career fair data transparency. One of the most important tasks of attending hiring events is measuring the ROI associated with each event. Understand where your recruitment marketing efforts are paying off in order to accurately determine where to allocate your time and budget to gain the biggest return. Maximize your presence at hiring events by identifying which campus, diversity and military conferences result in the highest ROI.

Customize Your Branded Website

According to LinkedIn Talent Solutions, 72% of active candidates have viewed a business’ career website. When candidates log onto your website, 94% of them expect to see current job vacancies, 72% want to view a description of the company’s culture, 61% want company history, 56% crave benefits information and 45% look for employee profiles. A campus recruiting software will make it easy for companies to establish branded websites for each college they visit or event they hold. Students can log onto the website, see personalized messages about their school or event and start their application process right away.

Establish Your Reputation Among Student Candidates

Leverage technology to stand out to students. Establish your company’s reputation with the latest technology that creates, tracks and manages a candidate pipeline to support current open roles and for future planning. Use campus recruiting software to capture everything you need to know about a particular campus and create a central event repository. This insight will help you understand trends and improve campus-based recruiting ROI.

Create Replicable Processes

If your on-campus career fair processes vary considerably at every campus, implement the necessary steps to streamline candidates’ experience with your company, and to create replicable processes for your team. A formalized campus recruitment program can help you run your organization’s on-campus events with unmatched consistency and eliminate event disorder and provide all stakeholders with a clear understanding of event expectations.

5. How Campus Recruiting Software Benefits Recruiters

Campus Recruiter: Streamline Campus Recruitment Planning

It is often a struggle to find the information needed to prepare for campus recruiting events. It is not uncommon that event contact information may be stored in missing spreadsheets, and event results from previous years are long gone. Campus recruiting software stores all this essential information in one system, so everyone has access to complete, up-to-date information. Whether recruiters are searching for campus contacts, alumni, expenses or offer deadlines, it can easily be found in one place to coordinate logistics for campus events.

As a Campus Recruiter, you can benefit from campus recruiting software by saving time with preparations before, during and after on-campus career fairs. You spend the majority of your time leading up to on-campus career fairs trying to track down event contacts and logistics materials from previous years; software can help streamline the preparation time leading up to the event, so you can focus on sourcing and hiring great candidates. Using mobile apps and scheduling software will create a seamless way to collect candidate data and schedule interviews, following the event.

Manager of University Relations: Leverage Data to Guide Campus Strategy

Developing existing and new relationships with top-tier universities to attract interns and new graduates is a significant part of a Manager of University Relations’ role. Many companies have long-standing university partnerships leveraged to recruit each year, but the impact of these partnerships on hiring goals is unclear. Campus software delivers insight into campus recruiting metrics, to determine where campus recruiting teams should allocate future campus recruiting time and resources.

As a Manager of University Relations, you can benefit from campus recruiting software by being confident in the events the recruiting team is attending, and knowing you are spending your budget on the events that will offer the highest return and attract the most qualified candidates. Leverage your campus recruiting software to assess the payoff of historic partnerships and present these recommendations to the leadership team to be the authority on where to best spend your team’s time and budget.

Director of Diversity and Inclusion: Integrate Campus Recruiting and Diversity Hiring

For Directors of Diversity and Inclusion, diversity recruiting efforts may feel disconnected from the hiring team’s efforts. While working closely with campus teams, diversity and inclusion efforts can be derailed as campus teams are spread across the country and have business-specific hiring goals. Campus recruiting software enables Directors of Diversity and Inclusion to measure the effectiveness of campus diversity initiatives to better align campus and diversity hiring goals, and drive workforce diversity initiatives.

As a Director of Diversity and Inclusion, you can benefit from campus recruiting software by increasing the visibility of diversity and inclusion efforts throughout the company. By better understanding the results of campus diversity initiatives, you can most effectively work with the talent acquisition team to reach diversity goals and ensure that it is a widely company supported initiative.

5. What to Consider before Choosing a Campus Recruiting Software

Choosing the right campus recruitment software for your company can be really daunting. With these tips, we will show you what you and your company truly need and how you can find it in your campus recruitment software.

A Modern Platform vs. an Old-world ATS

If the recruitment software you are considering brands itself as an Applicant Tracking System (ATS) – that is a major red flag. You should seriously wonder whether they’re worth more of your time.

In order to keep your organization future-focused, you need to think “modern recruitment platform”. Here is a basic checklist for when you’re shopping around:

•       It should be cloud-based recruitment software.

•       It should be easy to set up and use without having to call up a support agent.

•       It should offer a free-plan as the entry point. Don’t confuse a free-plan with a free-trial.

•       It should be built with APIs to help integrate with other current software into your HRMS system.

•       It should be highly customizable. Every brand and organization is different. You need to be able to design your job ads, but also tailor the backend to your requirements. You should also be able to adjust your application templates, and search filters.

To focus on the first point: most modern recruitment software uses cloud-based software, and this is definitely the way to go over the old server or web-based software.

Cloud-based software means that no installation or on-site server is needed, very little ongoing IT support is required and there is a much lower total cost of ownership. But there are a few things to consider:

•       Where it’s hosted, you want your data hosted in accordance to your company location(s) and jurisdictions.

•       Data Privacy. Make sure they provide full data privacy for your company and its needs.

•       Data Ownership rights. Have it in writing that the supplier will have a backup of your data and provide it to you if you decide to move to another recruitment software.

•       Service Availability. What is the uptime and service like? Don’t be afraid to ask for a customer reference to see if it has experienced any downtime.

What Browsers Does It Work on?

Consider your HR team. Some might use the Chrome browser to access the recruitment software on their desktop but use Safari on their iPads. So make sure to ask the supplier if the software works on all the browsers that your team works on. Try out a free trial or free plan if you can – as some are optimized for certain browsers and won’t work as smoothly on others.

Does It Have an App and Mobile Functionality?

With the rise of workplace flexibility and the demand for top talent, recruiting needs to be done quickly and easily from anywhere. This is why having the recruitment software accessible to everyone in your HR team is so important.

How do you determine accessibility? For starters, make sure your recruitment platform has an app that is designed for all mobile devices and tablets. it’s also important to make sure the app is not limited. It should allow you to view current jobs, candidate resumes, review applications, submit job requisitions, communicate with candidates and schedule interviews.

Check The Total Cost of Ownership

A lot of software providers profit on the hidden costs of recruitment software after unsuspecting clients decide to go with them. So be careful with low set-up costs. Ask your prospective software provider the total cost of owning their software. And not just the costs for a month or a year but for the next three or four years. Here’s what needs to be included in the TCO for you to have complete clarity that it will fit into your HR Budget:

•       Initial Setup

•       Training for staff

•       Yearly or monthly subscription fee (inclusive of all users)

•       Support

•       Maintenance

•       Instant Product Update

•       New career site or integrating a job-board within your existing career site/website

•       Integrating an internal hiring board within your intranet

•       Cost for onboarding module if needed

•       Integration with your payroll or HRMS if needed

Does It Come With a Request-to-Recruit Approval Workflow?

A recruitment platform that’s equipped with a request-to-recruit module is highly beneficial to corporate clients. Gone are the days where you had to chase executives and hiring managers for approval signatures, and then type the information into the system to start hiring.

As a career site is one of the key elements of an employer brand, it’s really important that your recruitment software links back to your career site. Better yet, get one that provides you with an out-of-the-box career site if you don’t already have one.

Is There an On-boarding Option?

Unless you already have an onboarding module that works for you, and one that can integrate with the recruitment software you intend to purchase, then try to find a recruitment software that comes with an onboarding module. Onboarding products have come a long way over the last few years and have matured a fair bit. And make sure that the onboarding module has automation to auto-generate the contracts and forms, a notification system, and a digital signing technology.

Does The Provider Offer On-going Support?

Support at every stage is very important. You need to know and understand the support hours, language, service level and price of what you are getting. Be aware of the hidden costs of support that some suppliers charge you.

6. The Best Campus Recruiting Software Picked for You - RAKUNA

To conduct their jobs, college recruiters rely on a number of tools to help them connect, engage, and build relationships with students. For example, instead of posting internship opportunities or job ads on the typical job boards, where they can get lost in the flood or attract the wrong talent, they find other, fresh avenues.

Rakuna is the campus recruiting platform redefining how top employers recruit young people. The Rakuna Platform includes Rakuna Recruit, the simplest mobile app for career fairs and recruiting events, and Rakuna Recruit Dashboard, the candidate relationship management dashboard for campus recruiting. We are how companies hire millennials.

What Are Some Features of Rakuna Recruit App?

•       100% engaging experience: Impress your student applicants with paperless technology. Converse and connect instead of dealing with manual check-in and data entry.

•       Instant and easy data access: Our intuitive design requires no user training. Make your career fair experiences fun and easy with Rakuna’s intuitive app.

•     Professional and streamlined solution: Make a connection with college students and impress your colleagues with a paper-free, eco-friendly smartphone app.

With Rakuna Recruit Mobile app, recruiters can capture prospective candidates’ information instantly at the point of contact, utilize a customized evaluation form to gather additional data, and rate candidates immediately as the conversation with candidates happen. Unlike check-in solutions, Rakuna Recruit allows recruiters to be 100% engaging with candidates while collecting required information at fingertips.

How Rakuna Recruit Dashboard Benefits Your College Recruiting Strategy?

•       Making your game plan: Unify your team with common goals, questions, and forms that everyone can access during the career fair. Use the dashboard to track dates, staff, and attendees in advance.

•       Engaging top talents: Connect with candidates and use standardized forms to eliminate the administrative side and focus on discussing career options, goals, and ideas with millennials.

•     Beat the competition: Get a headstart on other companies by using the information made immediately available at your fingertips. Scroll through resumes and follow up with your favorite candidates.

With Rakuna Recruit Dashboard, recruiters can dive deep into metrics reports, design evaluation forms, collaborate with hiring managers and recruiting team, and customize automated follow-up emails to candidates to improve candidate relationship management.

To learn more, contact For more tips and tricks on campus recruiting and college recruiting, visit our blog at, subscribe to “In & Outs of Recruiting Millennials” vid-cast, and join the conversation on our LinkedIn Group.

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