People + Technology & Data = Best Practice Enrollment Management

Michelle Foster East Campus Assistant Provost Joseph Bivins East Campus Dean of Science

Are we ready? The class of 2009 is projected to be the largest class to graduate from high school in U.S. history. The population of 18 – to 24- year olds will rise 9% over the next 10 years, increasing to over 30 million. The projected number of high school graduates will increase nearly 10% in the next 10 years, rising to over 3 million Between 1995 and 2015, 20% more students are projected to enroll in U.S. colleges and universities, reaching 16 million. Students of color will represent 80% of the increase in college-aged students between 1995 and From: Noel-Levitz: “Enrollment Strategies That Work in Attracting and Retaining Students

Current Challenges Declining State and Federal Budgets Competitive Educational Environment Changing Demographics Fewer Financial Aid Resources for Students Recruiting & Retaining Qualified Faculty Facility Resources are limited Rising Costs to Provide Student and Academic Support Services

Where to start……? “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? Begin with the end in mind….. S. Covey

DEFINITION: Enrollment Management Enrollment Management is an institution-wide, systematic, comprehensive, research-driven system designed to locate, attract, and retain 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 principles that have the support of administration, faculty and staff. –Start Right –Learning Centered

Enrollment Management is: A comprehensive plan for academic support services –Academic Success Center A comprehensive and holistic approach to advising and influencing enrollment from inquiry to graduation. –Life Map A campus-wide process that integrates often disparate functions and personnel, including transitions, financial aid, institutional research, teaching/learning, academic support services and student services

Data Review Space Utilization Reports Instructional Reports on Faculty [Full-time vs. part-time] Demographic Information High School Graduation Projections Recruitment/Enrollment Trends Retention/Student Success Rates –Withdrawal Rates –Grade Distributions Zip Code Enrollment Distributions Economic Trend Data 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 Comparison Report

Strategic Enrollment Management People + Deans Directors Discipline Chairs Administrative Assistants Students Technology Reporting/Data Electronic Systems Enhanced Academic Support Services Online Student Support Services

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

East Campus Core Principles for Enrollment Supports an optimum learning environment based on standards of excellence Supports effective resource allocation Contributes to camps 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- centered service.

Current Enrollment Goals Facilitate Enrollment Growth - [6 – 11%] Support Learning First and Start Right Principles Class Schedule building on Student Demand Increase Online Course offerings that align with Alternative Delivery Standards Plan Increase Flex Term Offerings that align with College-On- Demand Report Standardize Capacity ranges Support uniform class scheduling policies/calendars Increase space utilization Support Retention of Adjunct Faculty through Professional Development

Current Enrollment Goals Distribution of Classes is scheduled to maximize resources –Faculty –Facilities –Technology Improve and Optimize Service to Students –Academic –Student Maximize Adjunct Recruitment & Hiring Re-Engineer Information & Communications Systems Respond to Demographic and Economic Changes Evaluate Strategic Enrollment Process Continually

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]

The keys to success…….. Dean & Faculty Involvement Continuous Communication –Retreats –Updates –Reports Develop PLANS… –Facilities Plan –Adjunct Hiring Plan –Enrollment/Class Scheduling Plan –Marketing Plan USE Technology –Astra Schedule –Electronic Faculty Workloads

Enrollment Management From the Dean’s Perspective!

Divisional Considerations Strategic Enrollment Goals Divisional Enrollment Goals Unplanned Growth +/- Resources –Physical: –Human: Hiring, Training and Retaining Classrooms and Labs Credentialed Faculty

Divisional Considerations Accommodating students – unplanned crisis –“They cancelled my class” –“But I paid…..” –“I need this class to graduate …..on time” –“It’s the only class that fits into my schedule”..this professor is easy….

Divisional Planning Tools Planning for the Future –Division Strategic PlanDivision Strategic Plan –Enrollment TrendsEnrollment Trends –Course CAP ReportCourse CAP Report –Collaborate with the faculty and staff

Divisional Management and Scheduling Tools Cognos: Enrollment Report Cognos: Instructor Report Banner: SSAMATX (Bldg/Rm Schedule) Banner: SLIAEVN Room Query EXCEL: Enrollment Report Red/Green Report

Questions?

Thank you for coming….. Michelle R. Foster, East Campus Assistant Provost Joe Bivins, East Campus Dean of Science

Division Strategic Plan Strategic Plan Progress Report- Science StrategyDue Action 10/3/2006 update 2/27/2006 update IA1 Research to define and identify the target students.1/5/2007 All Students enrolled in BSC 1010C, 1005L 1005CCompleted IA2 Develop marketing material for inclusion in new student orientation.4/1/2007 Pamphlete specific to liberal arts science courses developed. 90% CompleteCompleted IA3 Implement changes in the ATLAS program to identify and flag students requiring science courses 4/1/07 4/1/2007 Currently working with Edwin Sanchez 10% Complete No further progress. Reassessing need. IA4 Facilitate the improvement of the Science Department Website identifying the new core course offerings.4/1/2007 Faculty rep assigned: Keith Malmos 20% Complete Angy Jimenez and Kim Little assigned as Web contributors

Enrollment Trends Spring 2008Fall 2007Spring 2007Fall 2006 EastsectionsEastSectEastsectEastsect % % % 1005L5 5 92% 1005L6 90%1005L573% 1005C3 2 98% 1005C4 95% 1005C380% 1010C121010C10 98% 1010C9 92% 1010C890% 1011C4 4 98% 1011C3 95% 1011C490% % FULL

Cognos: Enrollment Rpt

Cognos: Instructor Rpt

Banner SSAMATX (Bldg/Rm Schedule)

Banner: SLIAEVN Room Query

EXCEL: Enrollment Rpt CapEnrlAvailSubNumbCRNMtypStartEndsDaysRoomInstructor 28217BSC CLAS TR369Mason BSC CLAS W375Young 32230BSC CLAS W257Smith 32248BSC CLAS TR257Cravaritis BSC CLAS TR257Cravaritis 32 0BSC CLAS TR211Mason BSC CLAS W257Smith 32329BSC CLAS830945TR257Schultz BSC1005L21413CLAS M209Young 24618BSC1005L22552LAB W209Mason 24717BSC1005L22865LAB T209Cravaritis 24420BSC1005L25183LAB T209Cravaritis 24321BSC1005L25184LAB R209Cravaritis 2412 BSC1005L25264LAB W209Smith 24222BSC1005L25275LAB W209Mason 24123BSC1005L25604CLAS R219Cravaritis 24 0BSC1010C21953CLAS830945MW211Falconer 24 0BSC1010C21953LAB T212Falconer 24 0BSC1010C21957CLAS MW211Falconer

Red/Green Report POTDeptCourseModeCRNProfessorMeetBeginEndActualOpenCapStatusActive 1BIOL MCB2010 CN15195 LoCascio, MarcMWF AY 1BIOL MCB2010 CN15197 LoCascio, MarcMWF AY 1BIOLBSC1005LN12266 Singleton, MichaelR AY TWKBIOLBSC1026N15634Noel, WillyS AY 1BIOLBSC1020NW14027 Young, MarthaR AY 1BIOLBSC1005LNW13286 Cravaritis, CandaceR AY 1BIOLBSC2094CNW15394 Rumsey, JohnM AY 1BIOL MCB2010 CNW14015 Schreiber, MelissaS AY 1BIOLBSC1020NW15103 Rediske, AndreaW AY 1BIOLBSC1020NW15499Lee, JamesMW AY 1BIOLBSC1026NW15395STAFF,T RY 1BIOLBSC1050NW14167STAFF,MW RY 1BIOL MCB2010 CNW15201 Rediske, AndreaT RY