Dual Credit Program enrollment update Tony Matamoros Director of Dual2Degree High Schools & Services August 10, 2016

Overview Review of Dual Credit Programs Enrollment Changes and Timelines Enrollment Verification Process Roster Submittal & Validation Process Roster Errors & Late Processing Fee

Dual Credit Programs Under Review Texas Legislature

On the radar Quality Compliance Enrollment Student Services

South Texas College internal Review SWOT Analysis Strengths, Weaknesses, Opportunities, Threats Dual Enrollment Process Mapping Enrollment & Student Services Faculty Hiring Process

Rethinking Enrollment Management As enrollment increases, STC must ensure the admission and registration process for students is seamless.

ENROLLMENT PROCESS – general overview Student Registration Dual Credit Rosters HS Transcript & Test Scores Orientation & Advisement Admission Application & Assessment

Enrollment Process-Detailed Overview Admission Application Verification of Eligibility Orientation and Advisement Transcripts and Test Scores Dual Credit Rosters Clear Holds Roster Validation Exception Report Registration Errors Late Processing Fee Census Day

Ongoing enrollment Challenges Admission Application HS Enrollment Processes Registration Testing Student Records Management Communication Faculty/Parent Involvement Growth

Fall 2015 student registration Major Compliance Issue

ADMISSION APPLICATIONS Number of Students Missing an Admission Application by First Class Day Fall 2014 Fall 2015   2,205 2,314

Board-approved policy changes Policy #3230 – “Dual Credit Programs with Partnering School Districts” Policy #3232 – “Dual Credit Student Eligibility Requirements” Effective Fall 2016

Policy #3230 NEW: Late Processing Fee - $200 Late Processing Fee assessed per course when it is determined the student or high school was responsible for not meeting the deadline. Course Repeat Fee – A fee of $125 per credit hour will be assessed to school districts for students who repeat a course more than twice.

Policy #3232 NEW: Enrollment of students in program is subject to College policies and procedures. Dual credit students may not enroll in college-level courses until the Spring semester of their 9th grade, and then limited to no more than two (2) courses for that semester from an approved list of recommended courses. All 10th grade students will be limited to only two (2) dual credit courses per semester, and 11th and 12th grade students should not exceed 16 credit hours per semester.

MOU Revisions: Registration of students NEW: Dual credit students must be registered by first class day Registration will only be based off course rosters (no “S” forms)

Student enrollment checklist Students must be “cleared to enroll” by first class day

MOU Revisions: Submittal of student records via treX NEW: Transcripts and test scores must be submitted electronically via Texas Records Exchange (TREx) System

MOU Revisions: Courses and instructor validation NEW: Enrollment of students in courses taught by STC Faculty limited to 25 students Instructors must validate rosters twice: First Week Roster Validation Census Day Roster Validation Instructors must communicate registration errors to HS/STC contact persons by Census Day

Failure to validate roster – implications on students College Transcript Financial Aid GPA Graduation Transferring of College Credit

How serious is the issue?

Dual credit registration errors Academic Year Total Errors 2014-2015 1,280 2015-2016 938

NUMBER OF STUDENTS WHO CLEARED ENROLLMENT AFTER CENSUS DAY 223 Fall 2015

MOU Revisions: LATE PROCESSING FEE NEW: A Late Processing Fee of $200 per course will be assessed to students who did not enroll by first class day Fee will only be assessed to students who were cleared to enroll by Census Students who do not enroll by deadline will not receive college credit and must notified and removed from course

MOU Revisions: registration appeals An appeal may be filed due to the following reasons: Student was not added to course roster Student was not dropped from course roster before Census/Withdrawal Deadline

MOU Revisions: registration appeals NEW: A registration appeal may only be considered when it is determined the student was not enrolled or withdrawn from a course due to a College error. It is the responsibility of the student to initiate the appeal process by contacting the appropriate dual credit department no later than 30 calendar days after the end of the semester in which the grade was/should have been issued.

Enrollment verification of students Verification of student enrollment eligibility is a responsibility of the school district:

Proactive ISD ENROLLMENT model Pre-Registration Verification of Eligibility Submit Rosters Register Students 10th Grade – Fall Semester 11th Grade – Spring Semester Year-Round Process All Students Not Meeting Enrollment Requirements are Dropped Master Schedule Finalized in June Rosters Provided in July/August Students Registered with Minor Exceptions

reactive isd ENROLLMENT model Pre-Registration Submit Rosters Register Students Exception Report 10th Grade – Fall Semester 11th Grade – Spring Semester Master Schedule Finalized And Rosters Provided in August Not All Students Are Registered – Many Not Cleared to Enroll by First Class Day High School Waits for Exception Report to Determine Eligibility Students are Registered Through Census

Comparison of ISD enrollment verification models Pro-Active Re-Active Year-Long Verification Process Not Dependent on Exception Report Low Risk of Not Meeting Enrollment Deadlines Low Risk of Late Processing Fees Verification Conducted During Peel Enrollment Cycle Dependent on Exception Report High Risk of Not Meeting Enrollment Deadlines High Risk of Late Processing Fees

Fall 2016 Deadline Items Due June 10 – July 29 New Student Admission Application Deadline High School Transcripts & Test Scores Due August 1 – August 12 Dual Credit Rosters Due August 28 Registration Deadline – All Students Must Be Registered August 29 First Class Day September 02 First Week Instructor Roster Validation August 30 – September 14 Deadline to Drop Courses at 100% and Course Even Exchanges

Submitting rosters Verify Student Enrollment Eligibility Submit Dual Credit Rosters (1st Version) Schedule Changes Should be Minimized When Submitting Updated Rosters, Indicate Schedule Changes (Adds & Drops) Instructors Must Validate Rosters and Report Errors