When Nicholas Cubita stepped into his role as Director of Orientation Programs at Seattle University in early 2022, he inherited an orientation model in transition. 

The pandemic had prompted a shift to virtual orientations and while the university embraced the role of technology, they also wanted to ensure that their orientation programs were more inclusive and designed to fit their quarterly schedule.

Today, Seattle University’s approach is a standout example of thoughtful event management in higher education. A blend of structured guidance and flexibility, personalization and sustainability, digital tools (including a new student orientation app powered by Guidebook) and human connection. 

 In a recent Guidebook Meets, Nicholas shared:

• How his team uses technology to streamline and personalize orientation
• Why student voice is essential to orientation program design
• The ways in which Seattle University builds inclusion into orientation
• How balancing structure with flexibility boosts student engagement

Keep reading for a summary of what Nicholas shared with us, or watch the full conversation below.

https://www.youtube.com/watch?v=YnL1P-N-ojc

Orientation As A Full First-Year Journey

Seattle University operates on a quarter system, so orientation comes around every season: fall, winter, spring, and summer. 

In addition to traditional orientation sessions, Nicholas’s team oversees the Ignite First Year Leadership Program, which explores what the first year experience looks like long after the traditional orientation timeframe has passed.

By ensuring students are supported well beyond their first week on campus, Nicholas and his team reinforce the idea that orientation isn’t just a one-time event. It’s the first step in a journey towards feeling connection and belonging.

Orientation Designed For A Diverse Student Body

One of the biggest challenges that Nicholas’s team faced centered around creating a program that was truly representative of Seattle University’s diverse student population, which includes:

• First-generation students
• Pell-eligible students
• BIPOC students
• An ever-increasing number of commuter students and in-state students

The team partners closely with the university's Mosaic Center to understand and address the needs of the many target groups listed above, while also ensuring that those who don’t fall into any of those categories still feel seen and supported from the beginning.

Student Voice Drives Program Design

Student input isn’t a formality at Seattle U—it’s baked into the process. Orientation Leaders and Orientation Coaches (OCs) are involved in everything from UX testing in the app to piloting new session formats. Daily debriefs, real-time feedback, and constant iteration ensure that orientation evolves based on the people it's meant for.

"Some students come to orientation and they're still shopping around at different schools," Nicholas explained. "We really want them to know that we're setting them up for success in this place. This university feels like their home for the next four years."

Making Information Engaging and Memorable

One thing the orientation team prioritizes is making even the most serious content fun and engaging. 

One example? A session called #NewBeginnings, which guides students through the stages of transition as they enter university life.

The session covers a lot of research, theory, data and what Nicholas refers to as “total nerdy stuff”.

To lighten things up and encourage interaction, the team weaves in unexpected elements, like Elsa memes (yes, Elsa from the movie Frozen)when discussing the “letting go” phase.

While every student may not connect with the reference, these live experiments help the team learn what resonates and ultimately deliver more engaging experiences.

The Right Technology, with the Right Intentions

Seattle University’s orientation app - which is powered by Guidebook - plays a central role in the student experience by:

• eliminating the need for printed schedules
• supporting the school’s sustainability goals
• making real-time updates easy
• being flexible enough to accommodate both in-person and virtual orientations

Perhaps most importantly, the app helps students feel less overwhelmed. It includes:

• A centralized, always-up-to-date schedule
  
• Resource sections grouped by theme (e.g. academic resources, parent and family resources, health and wellness)
  
• Push notifications for event reminders and updates
  
• A parent/family track for tailored sessions

A Model for Modern Orientation

Seattle University’s approach to orientation offers a blueprint for event management in higher education that:

• prioritizes inclusion.
• leverages technology
• keeps the student voice at the center

Their use of a new student orientation app, along with a thoughtful balance of structure and flexibility, shows how engagement strategies can evolve to meet today’s students where they are.