Bringing the University Open Day
experience online

Bringing the University Open Day experience online

Bringing the University
Open Day experience online

The challenge

We had been working with Bishop Grosseteste University for a few months when the Covid-19 pandemic arrived in the UK with full force, causing devastating disruption to people’s lives and livelihoods.

Once BGU had ensured the safety of its students and staff, thoughts turned to the next academic year. Student recruitment is vital to the university, and one of the key ways in which they attract students is through open days, when students visit the campus and hear talks about their courses and student life.

Clearly, that would not be possible this year, but BGU still needed a way to show themselves off to potential students. The idea was to create a Digital Open Day experience which would, as best as possible, recreate the day in an interactive online environment.

With 40 different subjects to cover across undergraduate and postgraduate levels, as well as topics such as admissions and accommodation, this would be no small task. But with crunch time closing in, we had just six weeks to get from concept to completion in time for the first open day.

laptop lifestyle
Our approach

We started by thinking about the traditional open day experience. Why did students travel from all over the country to visit the campus? What was it that they wanted to find out? What are the key messages that appeal to them? And how could we provide these things to them in new ways?

To help answer these questions, we created personas - characters with different goals that they wanted to achieve. Like Carla, a prospective student who wants to find out more about BGU; Mr and Mrs Roberts, Carla’s parents who want to help their daughter make the right choice; and Stephanie, a history lecturer who usually delivers a subject-specific talk during the open day.

From there, we expanded on these personas and asked ourselves what they hoped to achieve.

mr and mrs Roberts' reasons to chooses BGU mr and mrs Roberts' reasons to chooses BGU mr and mrs Roberts' reasons to chooses BGU

Her parents, meanwhile, are working from home, and may want to join the open day from their work computers rather than sharing a screen with Carla. As for Stephanie, she’s agreed to deliver her normal talk via a pre-recorded video, but she’ll need help setting this up in her own home.

Moscow list

This research helped us to draw up a Moscow list (must have, should have, could have, won’t have) to define the scope of the project.

We determined that the Open Days must have:

  • Interactive chat with multiple ‘rooms’ running simultaneously
  • Single homepage hosting all elements, rooms for each subject area
  • Pre-recorded video content (e.g. introduction from vice-chancellor, course presentations)
  • Easily accessible ways to apply for courses
  • A ‘live’ feed where website content can be scheduled to support video content
Video content

BGU had an existing bank of good quality video media, so this was included in the Digital Open Days, along with new pre-recorded subject-specific presentations, leaving lecturers free to answer questions using the live chat feature.

BGU video 1
BGU video 2
BGU video 3
BGU video 4
Iterative design

With the scope defined, it was time to start designing. We started with simple wireframe concepts as a way to get the conversation going, adding detail and clarity throughout the design process until we had something which the client was completely happy with. We moved onto creating a proof of concept to demonstrate that the technology could work - this was particularly important in the case of the ‘live’ feed, which was unlike anything we had ever attempted before.

BGU concept design
BGU wireframe design
opendays multi screen opendays multi screen
The build

Content such as text, images and quotes would need to appear at specific times on a half-hour cycle. There would also need to be a ‘live’ feed on the homepage, with a video, banner and a curated live chat to talk about general questions. Most importantly, we would need a way to control everything using the highly flexible Craft CMS, so that BGU staff could add content with just a small amount of training.

admin panel example
display section example

We adopted a collaborative, agile development process throughout the build, receiving feedback from stakeholders while building the website. This helped us to define a number of additional requirements which had not been considered in the initial scope.

For example, it became apparent that pre-recorded videos would be much easier than live ones - this would reduce the impact of technical difficulties and allow subject staff to concentrate on answering questions from students in the live chat.

live chat graphic

We still wanted to simulate the experience of watching a live stream though, so we had to work out a way of making videos autoplay from the right moment, depending on when visitors joined the room. We also expanded the proofing features so that admins could set the ‘time’ to see what visitors to the site would be seeing at a particular time.

Another feature which we added after initial feedback was the registration system, which would capture the name and email address of anyone attending the Digital Open Day. Anyone who had signed up for the Open Day but did not attend could then be invited to future Open Days.

With a conventional open day, talks would be spread throughout the day, allowing the same member of staff to give talks for undergraduate and postgraduate courses.

We simulated this experience by adding the option to enable or disable rooms at particular times, so that undergraduate rooms would be open in the morning and postgraduate rooms open in the afternoon, allowing one person to manage both.

openday screen1
openday screen2
openday screen3
The outcomes

Just six weeks on from the first concept, we had a working system in place, containing 45 subject specialist or topic-based rooms and many hours of video content. The portal was launched in time for the first Digital Open Day on 13th June 2020.

The Digital Open Day was a great success. Over 300 prospective students took part, and there were high levels of student engagement across the rooms, with very active chat conversations. The portal received high praise from University staff, including subject specialists who used the chat features to interact with potential students.

Further Digital Open Days are planned for the rest of 2020, and the portal will continue to provide a great way for students to get a taste of life at BGU until they can hold physical open days again.

"The Digital Open Days portal is way beyond our expectations, and it went down extremely well with staff and prospective students. Having looked at some other universities’ online open days, ours is light years ahead of the sector. We are really going to stand out with this."

Ben Rook, Marketing Manager