Division of Enrollment Management Budget Review FY ‘14

Overview Organizational Structure, Mission & Goals Department Summary Benchmarks Impact of Budget Reduction Key Funding Requests

Organizational Structure Vice President & Associate Provost Associate Vice President Director of Freshmen and International Admissions Director of Admissions Operations Director of Student Financial Affairs Sr. Associate Director Student Financial Affairs Accounting Coordinator 2 Informations and Publications Coordinator Publications Specialist Assistant Vice President & University Registrar Sr. Associate University Registrar Executive Assistant Senior Secretary Accounting Coordinator 3 Total Staff: 150

Mission The Division of Enrollment Management is committed to the development and implementation of data-driven strategies and collaborative campus-wide partnerships that optimize university resources to recruit, enroll, support and graduate a community of diverse and talented students.

Goals  Optimize university resources to enroll and support students by implementing best practices and appropriate technological solutions.  Develop an administrative infrastructure to enhance and support innovative teaching and learning.  Work collaboratively to broaden the university’s presence nationally and internationally.

Purpose Charged with the administrative functions associated with: Outreach and Recruitment of freshmen Admission of new students (freshman, transfer, graduate and professional) Providing administrative infrastructure to support students and the academic community Ensuring the development and maintenance of technology associated with the student information system Collaborating on the creation, development, and implementation of UF academic support infrastructure, data management and analytics supporting the UF campus enrollment needs and mission Maintaining academic records for all students in perpetuity Forecasting and calculating financial need and coordinating financial aid programs Awarding and managing financial aid Advising students on financial literacy (debt management workshops, loans advising, etc.) Contributing to the development, implementation, and adherence to federal, state, and institutional enrollment and financial support policies All of these activities are fundamental to the generation of student credit hours and thus revenue for UF.

Reach The Division of Enrollment Management interacts with numerous constituent groups on campus, at the state and federal level as well as nationally Academic Colleges and Administrative Departments Current and Former students Federal and State agencies Prospective students and parents (domestic and international) Secondary and postsecondary institutions

Office of the Vice President for Enrollment Management

Office of the Vice President Providing leadership and vision in executing the strategic recruitment, admission, registration, academic records management, and student financial support functions including the appropriate technology tools Modeling and projecting future enrollment Interpreting and implementing new and existing campus policies and procedures and legislative mandates related to enrollment Formulating strategic use of scholarships and tuition discounting Identifying opportunities for shared services and collaboration around issues of enrollment

Office of Admissions

Mission The Office of Admissions develops and implements outreach, application and selection processes to build a vigorous learning community that supports the university’s mission and values. Core Functions  Admission for Special Populations  Athletic Eligibility  Data Transfer, Reporting and Technology  Freshman Application Review and Decisions  Graduate and Professional Application Support  International Application Support  Outreach and Recruitment  Residency Classification  Transfer Application Support  Transfer Credit Equivalency

Office of Admissions: Staff & Budget Staff of 56 FTE Administration Application Services Athletic Certification Campus Relations International Admissions Operations Outreach Recruitment Scholarships ($7.4 million in scholarships & tuition waivers) Budget $3,119,256 Personnel $2,628,181 OPS $64,661 Operations $426,414

Office of the University Registrar

Mission The Office of the University Registrar provides responsive, considerate and knowledgeable service, ensures adherence to academic policy, creates and safeguards academic records, collects and analyzes critical data and promotes collaborative, informed enrollment management decisions. Core Functions  Student and Administrative System Technology Coordination  Data Collection, Instructor Workload Management, Analytics and Reporting to Campus, State, and Federal Entities  University, State and Federal Policy, Regulation and Statute Implementation and Monitoring  Curriculum Inventory, Class Offerings, Course Prerequisites, Registration, Grade Processing  Academic Records Creation and Maintenance in Perpetuity, Transcript Generation and Distribution  Student Academic Policy Compliance, Identity Management, Student Petitions  Student Enrollment, Degree Certification, Diploma Distribution  Non-traditional and Distance Education Support, Calendar Management  Veteran’s Benefits Eligibility, Veteran’s Advocacy, Athletic Eligibility  FERPA Compliance, Security Management, Undergraduate Catalog, Residency Reclassification

Office of the University Registrar: Staff & Budget Staff of 46 FTE Office Services Registration and Curriculum Services Student Records and Degree Services Systems, Data and Administrative Services Budget Personnel $2,601,419 Operations $429,850

Benchmarking

Benchmarking: Services, Staff and Budgets As benchmarking tools we utilized information from the Common Data Set and surveyed AAU institutions and other large public universities to examine the scope of services provided by the Office of Admissions and the Office of the University Registrar. (Institutions included in the benchmarking: University of North Carolina at Chapel Hill; Indiana University at Bloomington; University of Michigan at Ann Arbor; Ohio State University; Penn State University; University of Texas at Austin; Texas A&M University; University of California at Berkley; University of Illinois at Urbana Champagne; and the University of Wisconsin at Madison; University of Washington; University of Missouri)

Common Data Set Findings Of the 10 Institutions used for benchmarking UF ranks*: Enrollment 1st in graduate student enrollment (16,991) 3rd in overall enrollment (49,589) 4th in transfer enrollment (1,784) 5th in undergraduate enrollment (32,598) 6th in freshmen class size (6,400) Applications 3rd in transfer apps (5,674) 6 th in freshmen apps (29,493) Retention 4th in FTIC first year retention rate (95%) 6th in six-year graduation rates (83.7%) Need-based Financial Aid 3rd in the average need-based aid amount ($13,746) 4th in number of undergraduates on need-based financial aid (15,867) Degrees Conferred 2nd in total number of degree conferred (14,760) *Comparison is based on Fall data.

Comparison of Admissions Services Freshman Recruitment Freshman Scholarships Freshman Application Processing Freshman Decisions Transfer Application Processing Transfer Admissions Decisions* Transfer Credit Equivalencies Graduate Admission Processing International Recruitment International Application Processing Professional Admission Processing The UF Office of Admission provides all of the following services except transfer admissions decisions* Comparison of UF and 7 other institutions who responded to a survey – University of Washington, University of Michigan, University of Texas, University of Missouri, Ohio State University, Pennsylvania State University and University of Indiana

Office of Admissions Budgets

Comparison of Registrar Services The services provided by the UF Registrar’s Office include each of the following items Comparison of UF and 6 other institutions who responded to a survey – University of Wisconsin, University of Michigan, University of Texas, Ohio State University, Pennsylvania State University and University of Indiana Excess Hours Multiple Data Files NCAA Data Files IPEDS Reporting Reporting Classroom Needs Maintain Fleet of Vehicles Data Support for Application Processing Imaging Support University Petitions Committee Coordinates Statewide Course Numbering System SCNS Course Inventory Instructional Workload Collection Coding for Fees Manage Course Repeat Surcharge Statewide Transcript/Fin Aid Exchange FERPA Maintain Machine Room for Computer Output Mail Diplomas and Admissions Letters Mailroom for Admissions and Registrar

Comparison of Registrar Services (continued) Changes to Residency Status Classroom Scheduling Critical University to Students University Curriculum Committee Support Certificate Conferral Process Math and Writing Compliance Process Grades Every Two Weeks Presidential Honor Roll Awards Production of Commencement Program Academic Scholar Recognition Veterans Benefits/Eligibility Veterans Advocacy/Support Collect 98-99% of Grades by Deadline Property Inventory for Admissions and Registrar Building Liaison for Registrar and Admissions Maintain Enrollment Management COOP Plan Copy and Editorial Support of Commencement Program Design of Commencement Program Office of the Veterans Affairs Website Website Design for Commencement Information The services provided by the UF Registrar’s Office include each of the following items Comparison of UF and 6 other institutions who responded to a survey – University of Wisconsin, University of Michigan, University of Texas, Ohio State University, Pennsylvania State University and University of Indiana

University Registrar Budget Comparison

Impact of Budget Reductions

Impacts of Budget Reductions: Office of the Vice President Office of the Vice President for Enrollment Management The office was established with no operating budget – funds and personnel were taken from Office of Admissions and Office of the University Registrar to fund and support functions of the office Unsustainable budget model

Impacts of Budget Reductions: Admissions Admissions Reduction of 30.6% ($807,197) in overall budget since 2007 while seeing a 32.2% increase in freshmen application numbers Staff reductions Recruitment travel reduced significantly Elimination or consolidation of recruitment programs Reduced outreach to community-based organizations and high school guidance counselors

Impacts of Budget Reductions: Registrar Office of the University Registrar Reduction of 26.4% ($659,208) since 2007 while seeing new mandates such as enforcement of excess hours, implementation of graduation survey, increased tracking requirements for Veterans, increased requests from former students for transcripts due to economic downturn Reducing staffing levels or delaying filling of positions Eliminating many OPS positions Training and professional development curtailed Delaying replacement of aging technology Eliminating needed consulting services for technology development

Key Initiatives and Funding Requests

Division Initiatives Developing and implementing an international undergraduate recruitment strategy to further diversify the university’s undergraduate population Expanding services for ever-increasing distance education, online and eLearning programs to provide efficient, consistent service for students and program developers Responding to new mandates from state and federal government initiatives Identifying and implementing appropriate upgrades to the student information system or other technological solutions to support enrollment services Collaborating with colleges to meet enrollment goals Increasing responsiveness to inquiries from students, faculty, staff, alum and external constituencies

Key Funding Requests Staffing – Both the Admissions and Registrar’s Offices are understaffed as compared to many peer institution and are hard pressed to meet ever increasing demands. The addition of the following positions are critical to the future success of the Division of Enrollment Management Admissions – $423,000 for 8 key positions – 2 – positions to replace those redirected to the OVP 3 – positions to support distance, online and eLearning programs 3 – positions to support freshmen and international credential review, data analysis and assessment Registrar - $416,000 for 9 key positions – 2 – positions to support distance, online and eLearning programs 5 – positions to create the OUR contact center to more rapidly respond to campus, state and federal mandates and initiatives 1 – position to support Post 9/11 GI Bill veterans/dependents requirements 1 – position to support NCAA Academic eligibility monitoring

Summary Division of Enrollment Management provides cost-efficient methods of delivering mission-critical services More services are being delivered by fewer people with a substantially smaller budget as compared to many of our peers Budgetary support for the VP’s office is essential to the continued success of the division UF lags behind our peers in spending on recruitment and enrollment services UF lags behind our peers in spending on academic records management and student registration services

Questions