Creating an itinerary and planning on-site visits

This guide is intended for search chairs and administrative support. When creating an itinerary and planning a campus visit, please ensure that you consider the following key elements:

Communication and Coordination:

• Ensure that all parts of the itinerary are clearly communicated with key stakeholders, including the hiring department, individuals listed on the itinerary, student listservs, and any others involved.
• If a campus forum is scheduled, work with Media Services once it is confirmed to arrange for recording if needed.
• Book rooms and calendars as early as possible to ensure availability.

Meals and Informal Settings:

• Meals during the visit are often informal and should not be treated as formal interview settings. Keep the atmosphere relaxed and welcoming.

Cost-Saving Measures:

• Negotiate with hotels to secure discounted rates and save on travel-related expenses.

Travel Arrangements:

Consider all aspects of preparing for the candidate's travel, including the following:

• Hotels: Ensure arrangements are made well in advance.

• Airfare: Coordinate with Christopherson for booking flights.

• Ground Transportation: Make arrangements for local transportation.

• Richmond Destinations: Suggest ideas for local destinations candidates might enjoy.

• Reimbursement Process: Provide candidates with clear information about reimbursement procedures and necessary pre-authorization travel forms.

• Contact Person: Designate someone as the main point of contact for the candidate throughout their visit.
  
  

Day-of Visit Considerations:

Ensure that the following are arranged for the actual visit day(s):

• Escort: Designate someone to escort the candidate throughout their visit.
• Meals: Plan informal meals that provide an opportunity for casual conversation.
• Real Estate Tours: If applicable, plan tours of any relevant facilities or campus locations.

• Key Stakeholders:

• Students (leaders)
• Unit and department-specific employees
• Deans
• Unit-specific leadership (e.g., Administration, Development and Alumni Relations, Finance, etc.)
• Cabinet members
  Supervisor and staff/direct reports
• Peer-level positions
• Stakeholders who frequently interact with the position
• External/community partners
  
  
• Campus Tours: Assign someone to lead a comprehensive campus tour for the candidate.
  
  

Here are a few sample Itineraries for on-site visits:

• Sample itinerary 1
• Sample Itinerary 2
• Sample Itinerary 3

Guide for Search Chair and Search support

Please take the time to review the links and videos provided about Richmond, VA, to ensure that you are well-informed when planning the campus visit. These resources will help you become familiar with the local culture, attractions, and amenities, providing valuable context for the candidate's visit and making the experience more seamless and enjoyable.

• 5 minutes with Richmond, VA - video
• All About Richmond - VCU site
• OutRVA - contains a Richmond Travel Guide
• Everything you need to know about moving to Richmond 
• The best things to do in Richmond, VA 
• Love what you find - Richmond

Hotels

Please note that we do not officially endorse or recommend any specific hotels. However, we suggest considering the following options, which have been used in the past for similar visits. These hotels are provided for your convenience, and we encourage you to select one that best fits the needs of the candidate and the visit.

• Courtyard Richmond Downtown - Marriott 

• The Jefferson
• Hilton Downtown Richmond
• Omni Richmond Hotel 

Here are some popular restaurants near Virginia Commonwealth University (VCU) that offer a variety of dining options:

• Edo’s Squid
• Lemaire at the Jefferson Hotel
• L’Opossum
• Kuba Kuba
• The Savory Grain
• La Grotta
• The Roosevelt
• Tarrant’s Cafe
• Maple & Pine
• The Pit & The Peel
• Stella’s

Guide for Assembling a Welcome Basket for Campus Visit Candidates

When preparing a welcome basket for candidates visiting campus, it’s important to include materials that will provide them with essential information about VCU, the surrounding area, and relevant resources. Below is a list of items to consider when assembling the basket:

Essential Documents and Information:

1. Itinerary for the Visit:
• A detailed schedule outlining all meetings, events, and activities during the campus visit.
2. Maps of VCU:
• A map of the VCU campus to help the candidate navigate their visit.
3. Richmond Information:
• General information about Richmond, including local attractions, restaurants, and cultural highlights.
4. Map of Richmond:
• A detailed map of Richmond to assist the candidate with getting around the city.
5. Information About VCU and the Hiring Unit:
• A brochure or fact sheet about VCU, including key programs and academic achievements.
• Information about the hiring unit, such as its mission, key staff, and major projects.
6. Benefits Information:
• Details about VCU's employee benefits package, including health insurance, retirement plans, and other perks.
7. Work-Life Resources:
• Information about resources available to staff and faculty, such as wellness programs, work-life balance initiatives, and professional development opportunities.
8. VCU Strategic Plan:
• A copy or summary of VCU’s current strategic plan outlining long-term goals and objectives.
9. Mission and Vision Statements:
• VCU’s mission and vision statements provide insight into the institution’s values and goals.
10. Organizational Chart:
• An up-to-date chart showing the structure of VCU, highlighting key departments and leadership roles.
11. Strategic Unit Plans (if applicable):
• Any specific strategic plans related to the unit or department that the candidate will be joining.
12. Magazines or Brochures:
• Relevant VCU publications, including magazines, newsletters, or brochures that showcase university life, achievements, and community engagement.
13. Moving and Relocation Assistance Information:
• Information about available relocation assistance programs and services to help the candidate transition to the area.
14. Contact Information for Relocation Services:
• Encourage the candidate to reach out to real estate agencies such as Joyner Fine Properties or Long & Foster for housing assistance.
15. Additional Items to Make the Candidate Feel Welcome:

• Water: A bottle of water to keep the candidate refreshed during their visit.
• Mints: A small package of mints to ensure the candidate feels comfortable and refreshed.
• VCU Gear: Branded VCU items such as a mug, notebook, or pen to help the candidate feel part of the VCU community.

Final Touches:

Ensure that the basket is neatly presented and thoughtfully arranged. Personalize the contents based on the candidate's preferences if known (e.g., including dietary preferences or favorite snacks). Include a personalized welcome letter.

This welcome basket serves as a thoughtful gesture to make the candidate feel valued and prepared for their visit.

VCU Relocation Program Overview

VCU offers a relocation program designed to provide quality services to current and prospective university employees through two local real estate firms: Joyner Fine Properties and Long & Foster. The university's pre existing contract with these firms covers a range of services to assist employees during their relocation process:

Services Offered by Joyner Fine Properties and Long & Foster:

• Real Estate Tours:
  These services are available during the search process to help familiarize candidates with the city of Richmond. Utilizing this service does not obligate candidates to work with either firm for actual relocation or moving services.
  
  
• Drive-Around Rental Assistance and Lending Services:
  Support with finding temporary accommodations or rental properties to ease the transition.
  
  
• Financial Incentives and Moving Services:
  Both firms offer financial incentives and assistance with moving services to support the relocation process.
  
  
• Real Estate Consultation:
  The relocation teams assess individual real estate needs and expectations, helping candidates maximize the benefits of their preferred client status. They serve as advocates throughout the real estate transaction, ensuring a smooth process.

Utilizing the Firms During or After the Offer Process:

• Candidate Contact Options:
  Candidates and new employees have the option to reach out directly to either Joyner Fine Properties or Long & Foster. The HR Professional or Hiring Authority can provide the candidate with the necessary contact information.
  
  
• High-Touch Support for Executive Searches:
  For executive-level searches or when a higher level of support is desired, the HR Professional or  Executive Search Partners can initiate contact with either firm directly. The firms will then reach out to the candidate. It is important that the candidate selects the firm they prefer to work with.
  
  
• Next Steps in the Process:
  Once the candidate has selected a firm, the real estate companies will manage the entire process. No additional contracts or fees need to be signed by the candidate or the university.

Financial Assistance for Relocation Costs:

• If the hiring manager would like to assist the candidate with the actual moving and relocation expenses (such as paying for a moving company, travel costs, rentals, etc.), this can be covered through a sign-on bonus.

This program provides a seamless and supportive relocation process, ensuring candidates and new employees feel well-supported as they transition to their new role at VCU.