Summer Toolkit: Your guide to decreasing student melt
Warmer temperatures don’t have to mean summer melt if parents are involved. This summer you can empower families to support their students and keep them on track before Move-In by providing key information and campus resources.
It’s also the opportunity to build trust early — 81% of prospective families want to hear from you weekly or more.
Need some tips to get you through the summer? Use the ideas below as a starting point to inspire your summer communications!
The 7 key topics to cover with families this summer
1. Welcome new families!
Kick things off with a warm introductory email from your department. Even better — get leadership to record a welcome video!
2. Orientation details.
Whether it’s for students only or families as well, onsite or virtual, families need all the info. Share the important details such as how to register, the flow of the event, topics that will be covered, and all the logistics.
3. Housing next steps.
Exciting for students, nerve-wracking for parents—housing details matter. Keep families informed about deadlines and selection to ease concerns and build confidence.
4. Tuition and billing.
Finances are a top concern for families — 87% say paying for college will be difficult. Clear, consistent communication about FAFSA, financial aid options, and who to contact with billing is essential to keeping students on track.
5. Campus resources.
Families can help students navigate challenges — but only if they know where to turn. While 78% praise their school’s general communication, many struggle to find details support services—especially first-gen families, who are 20% less likely to know where to look.
6. Move-In planning.
Create content related to Move-In planning and consider sharing city or campus guides for when families arrive with their new student. Include any information for commuter students and critical logistical tips that apply to your campus like getting an ID card and parking pass.
7. FAQ.
With so much information and communication coming their way, families and students may miss key details. Simplify things with an FAQ that highlights important takeaways and resources.
How to create your summer communication strategy
A successful summer communication plan starts with strong organization, strategic timing, and the right messaging mix. Follow these key steps to ensure families stay informed and engaged before Move-In.
1. Build and organize your contact list
To communicate effectively, you need an up-to-date list of incoming families. Gather parent emails and upload them into your family portal or communication system.
ESP PRO TIP: Import important information onto a parent's profile such as address, phone number, and student name. If you use CampusESP for Student Enrollment, you probably have most of this data in CampusESP already!
2. Plan your communication timing
Engagement in portal visits peak from June to August, with August being a crucial time to set parent expectations. Align your messages with these engagement trends and check for any overlapping communications.
ESP PRO TIP: If you’re creating posts in advance, save your work by not tagging the post to a community. That’ll leave the post in “draft mode” so you can come back to it later.
3. Choose the right communication channels
Different families prefer different forms of communication. While most families prefer email, 33% also ask for text— especially first-gen (44%), Hispanic (48%), and Black (43%) families. Meet families where they are.
ESP PRO TIP: Use CampusESP’s AI SMS editing tool to instantly shorten emails into text messages for quick and effective outreach.
4. Streamline orientation communication
For many families, orientation is their first real interaction with your office or campus. Set clear expectations with communications about what they need to know and how to prepare.
ESP PRO TIP: Hosting an onsite Family Orientation? CampusESP’s Event Check-in feature reduces wait times from over an hour to under 10 minutes, ensuring a smoother experience.
5. Get help from campus partners
You don’t have to do it alone! Families want and need information many departments across campus own — connect with those key teams and ask them to submit content ahead of time to be featured in your family portal.
ESP PRO TIP: You can set up partners as content admins in your portal, allowing them to submit posts for review directly and making it easier for you to manage resources.
6. Keep families informed — without reinventing the wheel
If you’re sending information to students, chances are their parents want to know, too. Repurpose student communications for family-friendly content.
ESP PRO TIP: Use the “Make this content parent-oriented” AI tool to instantly adapt student content for families.
7. Collect feedback
Gather feedback from families with a post-summer survey to improve your communication strategy for next year.
ESP PRO TIP: Set up your survey in User Profile Forms and share via email and in an Advertisement for first-year families for maximum visibility.
8. Celebrate your wins!
Summer communication is a lot of work — so don’t forget to acknowledge your success!
ESP PRO TIP: Treat yourself to some ice cream. Cherry Garcia is our favorite. 🍦
Email templates to get you started
Save time and streamline your summer communications with some help! Whether you want to craft emails from scratch or leverage AI for quick personalization, these resources will help you get started.
Copy & Paste Email Templates
Take these starter emails on Move-In and tuition bills, add your school’s details, and you’ve got your first two summer communications for families complete!
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Subject Line: Important Info for Move-In at [College/University name]
Body Text:
[Insert campus photo]
We’re looking forward to welcoming you and your student to campus soon! To make your Move-In experience as smooth as possible, please read the information below.
Dates and Times for Move-In:
[Insert dates/times]
Before you arrive to campus:
[Insert 3 most important things to know] – this could include a link to a packing list for students living on campus, how to label items, conversations to have with your student before they arrive to campus, etc.
When you arrive to campus:
[Insert 3 most important things to know] – this could include meeting locations, a campus map, parking information, a link to parent orientation schedule, etc.
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Subject Line: Reminder: Tuition Bills Due [Insert date]!
Body Text:
We hope you are having a great summer! We are excited to welcome your student to [College/University name] for the upcoming academic term.
Fall billing and financial aid information will be available on [insert access info] starting [date]. Please note that payment for the fall term is due on [date]. [Insert any information about installment plans].
How to pay online:
[Insert instructions on how to pay bill (with link)].
If you have any questions about tuition or billing or need extra help, you can email [support email] or call [support phone number].
AI templates to get you started
Use the built-in AI content tools in CampusESP, or your fave large language model tool, to get started. Just drop these prompts in and tailor to your liking!
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“Write a warm and engaging email to parents of incoming students, introducing them to (your college name)’s family engagement platform and key resources for their student’s success.”
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"Generate a friendly and informative email reminder for families about upcoming tuition payments. Reference the details at (insert appropriate URL on the college website). The email should include the following details:
The payment deadline date.
Clear instructions on how to make the payment (e.g., online portal, payment methods).
A brief reminder of the importance of meeting the deadline to avoid any late fees or disruptions.
A warm, approachable tone that encourages families to reach out with any questions.
A call to action with a link to the payment portal or contact information for assistance. Ensure the message is concise, clear, and reassuring."
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“Create an email for parents outlining a checklist of key tasks before Move-In, including housing, meal plans, orientation details, and what to bring. Reference the details at (insert appropriate URLs on the college website).”
