Best Practices in Enrollment Services Presented by the California Association of Community College Registrars and Admissions Officers CACCRAO To the CCCCO Student Services Conference April, 2008

Presenters Sherri Hancock, CACCRAO President-Elect and Dean of Enrollment Services, Skyline College Alicia Terry, CACCRAO Vice President and Registrar, MiraCosta College Sue Vaughn, CACCRAO President and Director of Enrollment Services, Bakersfield College

Agenda Overview – Three Practices – Admissions and Records Roles in the College – Concurrent Enrollment – Online Degree Audits

Admissions and Records Office Roles in the College Analyze functions and tasks office will be required to do Determine internal and external stakeholders Involve staff in filling function and task needs – determine who will do what job Ensure a “fit” with the job to be done Review assignments Do the job At the end of the year, see if everything is working as planned

Relationships… Where does Admissions fit into the scheme of the College?  Information provider  Assist students with entry to college  Integral connection with faculty  Keeper of the records

Concurrent Enrollment Processes ● Regulations define acceptance of concurrently enrolled high school students, both Education Code and Title V ● Concurrent Enrollment Investigation into possible “double dipping” brought focus on regulatory compliance. ● 2003 Q&A issued by Chancellor’s Office followed by 2005 Legal Advisory clarifying numerous points of compliance.

Concurrent Enrollment Processes (Cont) MiraCosta analysis targeted specific areas of concern: – Public school versus private school procedures – Who can sign the recommendation and related documentation – How to enforce 11.0 unit limit and when can it be exceeded – Continuing student status and preventing students from slipping through the cracks without limitations in place – Ensuring all paperwork is accurate and ready for auditors !

Concurrent Enrollment Processes (Cont) Staff trained in acceptance of approval forms and placing unit limits. Signature forms on file for all local high schools. One staff member is responsible for contacting high schools and follow through. Students requesting full-time enrollment must have special processing including assessment, receipt of hs transcripts and meeting with Dean of Counseling to determine if student ready for college level work. Mid-semester review of all concurrently enrolled students to determine if paper work is on file and proper limits placed in computer system. Each upcoming enrollment periods, holds placed on all high school students. Notices mailed to request new permit OR updating of education status. Yearly review of regulations, forms, procedures and reminders to student services departments.

Concurrent Enrollment Processes con’t. What the future holds? Excerpt from the Barstow Desert Dispatch: California court ruling limits some Barstow home school programs Many programs are not affected by new credential requirement By Jason Smith, staff writer March 6, :19PM BARSTOW — A recent ruling by a California court might make it more difficult for Barstow parents to pursue education outside of the traditional school setting. According to Ronda Sheffield, who tutors children in home school programs at Barstow Community College, a new requirement of parents to have teaching credentials to home school will create hardship for parents who teach their children at home. The ruling, issued by the 2nd District Court of Appeals, came down at the end of February and would require parents who home school their children to obtain teaching credentials, a five-year process that requires multiple examinations and a bachelor’s degree.

Online Degree Audits Begins with Imaging System  Incoming transcripts scanned, indexed, made available to counseling, financial aid, nursing program  Rescanned, OCRed, and EDIed into Banner if we have made a template for that school  Templates easy to copy

Online Degree Audits (Cont.) Developed from CSUB process to receive our EDI transcripts Started by manually entering data as transfer evaluations were received and processed Gradually built transfer/articulation data base Time consuming at first, now it saves a lot of time Approximately 23, 518 individual courses articulated

Online Degree Audits (Cont.)

Student do “What-If Evaluations” from web Counselors use it to assist students with graduation applications Evaluators us them for final graduation evaluations

How to Reach Us Sherri Hancock, Alicia Terry, Sue Vaughn,