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

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

3. Dual Credit Programs Under Review
Texas Legislature

4. On the radar
Quality
Compliance
Enrollment
Student Services

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

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

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

8. 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

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

10. Fall 2015 student registration
Major Compliance Issue

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

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

13. 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.

14. 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.

15. 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)

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

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

18. 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

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

20. How serious is the issue?

21. Dual credit registration errors
Academic Year
Total Errors
1,280
938

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

23. 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

24. 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

25. 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.

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

27. 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

28. 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

29. 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

30. 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

31. 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