PRECISION SCHEDULING: KEY’S TO STRATEGIC ENROLLMENT MANAGEMENT Michelle Foster, East Campus Assistant Provost Ruth Prather, East Campus Provost

Agenda  Fast Facts  Challenges  Our roles as Campus Leaders  Developing Good Principles  Facilities  Schedules  Faculty  Defining Enrollment Management  Data Review  Strategic Enrollment Planning Process  Managing the Demand

Fast Facts…….. The U.S. Department of Education Institute of Education Services National Center For Education Statistics  Enrollment increased 26% [14.5 million to 18.2 million] between 1997 and  Full Time – 34%  Part-Time – 15%  The number of young students has grown more rapidly than the number of older students; but this pattern is expected to shift.  Projection: from 2006 to 2017 NCES predicts a rise of 10 percent in enrollments of people under 25 and a rise of 19 percent of people 25 and older.

Valencia Fast Facts……….. * Valencia Statistical History Fact Book  Population Projections*  Enrollment Growth Over last 3 years exceeded 36%  Enrollment growth exceeds Enrollment planning  Plan for 5 to 6 % growth  Actual Enrollment % Florida7.5 to 24.1%12.5 to 33.9% Orange-1.7 to 20.1%3.1 to 54.7% Osceola5.9 to 34.8%20.3 to 96.3%

Challenges  Increase in demand  Declining state and federal budgets  Changes in workforce  Competitive Educational Environment  Changing Student Demographics  Recruiting & Retaining Faculty  Rising Costs to provide academic and student support services  Limited Facilities Resources  Unemployment  Fewer Financial Aid Resources for Students

Roles and Responsibilities {Provost & Assistant Provost}  Develop good principles [Communication/Collaboration/Coordination]  Facilitate:  Strategic Planning & Goal Setting  Faculty Hiring  Class Schedule Building  Space Utilization  Technology in support of learning  Empower Deans & Faculty Chairs  Ensure Excellence [Plan, Execute, and Assess]

East Campus Core Principles for Enrollment  Supports an optimum learning environment based on standards of excellence  Supports effective resource allocation  Contributes to campus and college enrollment goals  Provides for appropriate faculty and student support systems in all delivery and scheduling options  Reflects College and Community needs  Ensures shared decision making process with effective engagement of primary stakeholders  Provides for “best-proactive” approach to student- and learning-centered service  Align with College Strategic Plan

Current Valencia Enrollment Goals  Facilitate Enrollment Growth – 8% Fall 2010  Support Learning Assured and Start Right Principles  Build Class Schedule based on student demand  Increase online offerings that align with Alternative Delivery Standards Plan  Increase Flex Term offerings that align with College-on-Demand Report  Support uniform class scheduling policies/procedures  Increase Space Utilization  Support Recruitment & Retention of Faculty  Distribution of Classes is scheduled to maximize resources  Faculty  Facilities  Technology  Respond to Demographics and Economic Changes  Evaluate Strategic Enrollment & Facilities Process Continually

DEFINITION: Enrollment Management  Enrollment Management is an institution-wide, systematic, comprehensive, research-driven system designed to locate, attract, retain, and graduate the students the institution wishes to serve. From: Noel-Levitz: “Enrollment Strategies That Work in Attracting and Retaining Students”

Enrollment Management is:  An organized and systematic approach to managing resources:  Faculty  Space  A philosophy reflected in activities that have the support of administration, faculty, and staff.  Start Right  Learning Assured [Learning Centered]

Where to start…… Begin with the end in mind….. S. Covey  “Who” are the students we ultimately want?  “Where” are they?  “What” is it that they expect/desire?  “When” do they want it?  “How” do they want it delivered?  “Why” do they want it? NOTE: Answers to these questions will help determine the information we need to track and evaluate.

Data Review  Demographic Information  High School Graduation Projections  Recruitment/Enrollment Trends  Retention/Student Success Rates  Withdrawal Rates  Grade Distributions  Zip Code Enrollment Distributions  Economic Trend Data  Space Utilization Reports  Instructional Reports [Full- and Part-Time Faculty  Community College Survey of Student Engagement [CCSSE]  Satisfaction Surveys  Student Assessment of Instruction  “Functional Evaluations” [i.e. divisional surveys, professional organization surveys]  “Best Practice” Review  Consultants  Site Visits  Conferences

Student Characteristics Report

Two KEY reports in Enrollment Management Red/Green  Daily Report on Course Enrollments  Run during Open Registration  Allows Pro-Active Enrollment Management by Deans  Provides Provost with Snapshot of Enrollment Section/Capacity/%Filled  Weekly/Monthly Report on Capacities and Sections  “Section Management”  Run in weeks prior to open Registration and at end of term [for comparison]  Provides Provost with a snapshot of how efficiently courses/faculty were scheduled.

Red/Green Report Red – 10 or less enrolled Lt Green – 5 or less seats open Dk Green – Reserve Lt Blue – Cancelled Dk Blue – Online Yellow – Selected Topics/Intern Orange – Cap set at 0 POT = Part of Term Mode = Delivery Method Actual = # Enrolled Open = Open seats Cap = Capacity Color Key: Report Key:

Instructional Report on Sections, Capacity, and Enrollment % Filled: How well efficiently did we schedule our sections? Enrolled in Previous “like” Term: Did our enrollment meet/exceed our capacity? Sections: Have we built capacity correctly?

Distribution by TIME/MODE

Divisional Report on “Top Enrollment Courses” [Prescriptive Enrollment Modeling]

Enrollment Management is:  A comprehensive institutional process that extends beyond recruitment and admissions functions.  A complex and holistic approach to analyzing and influencing enrollment from inquiry to graduation.  A campus-wide process that integrates often disparate functions and personnel, including recruitment, financial aid, institutional research, teaching/learning, and student services From: Noel-Levitz: “Enrollment Strategies That Work in Attracting and Retaining Students”

Strategic Enrollment Management People +  President  Vice President  Provost Team  Deans  Directors  Discipline Chairs  Administrative Assistants  Students Technology  Reporting/Data  Tracking Systems  Enhanced Academic Support Systems  Online Student Support Services  Online Learning  Electronic Systems

Enrollment Planning Model

Enrollment & Facilities System Overview

Laying the foundation……  Aligned with principles and College Policies/Procedures  Scheduling Facilities – Banner  Campus Room Scheduling/Event Scheduling Procedures Developed  Aligned with Fire Code Standards  Aligned with Facilities – State Reporting Standards  Inventoried all “spaces” on Campus

Class Schedule “Building Calendar” TERMClass Schedule to: Deans Class Schedule to: Provost Class Schedule to: Web FallNovember 15March 1March 15 SpringFebruary 1May 1May 15 SummerJuly 1October 1October 15 Dean Scheduling Jurisdiction Ends

The Foundation………………  Class Schedule Building  Timeline [Fall, Spring, and Summer] & Scheduling Jurisdiction  Faculty Hiring  Full- and Part-Time  Room Scheduling  Lab Scheduling  Event Scheduling  Student Development Activities  Meetings EnrollmentFacilities

The building blocks  Curriculum Cap  Course and Discipline based; determined by faculty  Enrollment Count  Live and rolling number  Facility Cap  Maximum allowable seats in a room/lab Fire Code State Guidelines  Section Cap  Maximum number of students that can enroll in a section EnrollmentFacility

Enrollment & Facilities System Review  Data Model / Data Dictionary  Measures (Occupancy, Utilization, Facility Availability, Seat-Hours, …)  Dimensions (Facility, Calendar, Clock, Timeline)  Sample Room Schedule tools  Graphical Reports: (Day of Week Report)  Text Based Reports: (Room Schedules)  Sample Reports  Room to Campus to College Level Reporting  Uses:  Security  Food Service  Tutoring  Facility Planners  Student Development  Instructional Technology/AV

WHY Enrollment Management?  Proactive management of resources  Faculty  Facilities  Student – Centered  Quality Management  Enhances recruitment, retention, and graduation planning  Creates a continuous “Best Practice” of assessment, planning, and execution

Valencia Resources:  Supporting Documentation  tions.cfm tions.cfm  Institutional Research Home   Valencia Strategic Plan 

Precision Scheduling Question & Answer