1. Your Community College: Open 24 hours!
Threasa Klingbeil & Becky Brewer
Thank you for coming to this session today. We’re excited to share what we’ve been doing with registration blitzes/ large scale registration events and hope to share

2. Overview History of Epic Event at Lansing Group Activity
Expanding Epic
Data & Feedback
Lessons Learned
Discussion B
Questions welcome throughout, and at the end.

3. History & Genesis
Epic Registration Event 2008 B

4. History New President June 1, 2008
Identified date, theme, and co-chairs
8.8.08; classes began
2.5 weeks total preparation
Operational Team: “Planning Committee”
Leadership Team: “Blitz Committee”
All college services open 8 am – midnight on main campus
Games inside & outside
Free food & prizes B
Event of Epic Proportions
Olympic Theme
Long working meetings - doing the work from a conference room in groups
- No Sub committees- Just assignments for each person

5. Expanding Epic
2009 T

6. New Features of 2009 New theme: Rock Around the Clock
Expanded hours to 27
Sub committees within planning committee
Child activity center
Three radio remotes
Information tables in the gym
Two DJ/music stations
Solicited corporate sponsors for the event
Outdoor Signage
Event specific logo & website T
~ Theme, chosen for all future events
~Why 27 hours and not 24, based on our campus culture we felt that if we cut the event off at 9:00am (24 hours) that we would cut off a lot of our student population from participating in the event. We had students checking-in all morning.
~ Child activity center: will talk about more in a few slides
~ had three radio remotes, 2 from stations around Lansing and the campus radio station, and two different locations for the DJ on campus, one on each floor of the event with a variety of music
~ Corporate sponsors as prizes for students and staff will talk about more in a few minutes
~ Made sure all out door signage lead to welcome center and check in table and all doors to building did so also
~ Specific logo on bottom of screen added flames in background for publications and banners you will see later.
~ Show website and point out corporate sponsors page

7. Discontinued Scaled back food Scaled back mini-orientations
Smarter marketing T
Scaled back food
Discounted prices for students vs. free food
Less for staff & volunteers
Scaled Back mini-orientations
08 – every hour
09 – 5 total sessions
Not well-attended the prior year
Staffing was an issue
Smarter marketing
Web 2.0 tools
Website/ Commercial
Social network like facebook and twitter
Infused into regular communications
Postcards
Banners
LCC TV

8. Why 27 hours vs. 12?
“To get what you never got, you have to do what you’ve never done” – Texas Wisdom
“I would not have been able to attend this semester because my work schedule prevented me from take the Assessment tests during regular business hours. “
Commitment to students and community
“When we put on an event such as this – something that runs for 27 hours – we are conveying to our entire Lansing community that we are willing to do whatever it takes to meet their needs.  We are telling people who can’t come to register during traditional hours that the college is here for them, too.” – BOT Chairperson
Excitement and positive publicity T
~Proactive vs. reactive – it’s not longer sufficient to sit behind your counter and open your doors. We know that we have a group of students that will come to LCC no matter if we had this event or not but we also know we have a group of potential students who may have chosen to attend LCC because of this event. To get those students we may never have gotten we had to do something we have never done before, stay open for 27 hours straight.
~ As community college we have realized that we need to remove all excuses not to enroll in our classes. For example A student got off work at midnight, heard the commercial and came right in. Once here he told staff that
~To show that LCC is committed to our students and the surrounding community, by showing that we are willing to make sacrifices to assist our students.
~ Generated excitement and positive publicity, How often does your Associate director of FA get interviewed and followed through the process of a new student? Ours never did until this event…expect that there will be fewer people over night, but the reward is the headline and the overall numbers

9. Scope of the event
Beginning on Friday August 7, 2009 at 9:00am continuing till Saturday August 8, at noon.
2 weeks before first day of Fall semester
Planning began 7 months prior to the event
~Dean of student called meeting with last year committee in February
~Committee make up adjusted and chairs identified proposed dates
~ Dean took dates to leaders across campus and received confirmation of dates
~ Planning Committee given responsibility to contact outside vendors and areas around campus. For the most of part were able to make decisions. Co-chairs took large decisions to blitz committee and dean of students out side of planning committee meetings
~ Planning committee met by –weekly for first 5 months then met weekly. Some meetings were reporting meetings and others were working time for the sub committees.

10. Committees Planning Committee: Who was represented? Blitz Committee:
Sub Committees
of planning committee
Student Services
Institutional Effectiveness
Entertainment
Music/ Decorating
Off Campus Rep
Dean of Students
Sponsorship
Divisional Office
Risk Management
Marketing
Marketing/ Public Relations
Media Services
Tech Support
Food
Volunteers/ Incentives
Academic Rep
Administrators
Child Care
Student Rep
Police & Public Safety
Gym/ Non Profits
Operational Staff
~ Planning Committee given responsibility to contact outside vendors and areas around campus. For the most of part were able to make decisions. Co-chairs took large decisions to blitz committee and dean of students outside of planning committee meetings
~ Planning committee met by–weekly for first 5 months then met weekly. Some meetings were reporting/update meetings and others were working time for the sub committees.
~ Co-chairs met once a month with blitz committee for updates and suggestions

11. The Day(s) Of… Student Services Staff Non teaching college Employees
Board of Trustees Chairperson
Department Representatives
Non Profit Organizations
Banks & Credit Unions
Student organizations
Faculty
Committee members
Committee members had specific locations to be the go to person for

12. Our Location One building, activities on two floors
Student Services Areas
Classrooms
Hallways
Gymnasium
Mall of campus
~All student services stayed at their counters
~ Classrooms for Registration Room, child care center, staff rooms
~ Hallways for Games, food, music, characteristic
~ Gymnasium for Department reps, non profit organizations, banks, credit unions, Student clubs and Organizations
~ Mall of Campus for outdoor games

13. Energizer Bunnies Keeping Students Motivated Keeping Staff Fresh
Prizes
Check-in, wrist bands, Check-out
Volunteer T-shirts
Dress in theme
Food
Free, reduced prices
Free Food
Break Rooms
Games
Indoor, outdoor
Decorating Contest
Prizes for Participating
Gymnasium
Child Care
Music
Tattoos
Prizes will take about in a few minutes
Free food, popcorn, cotton candy, ice cream

14. And the winner is… Most prizes donated, $5,000 value
Students had two ways to win prizes
Check-in (hourly prize drawings)
Points and Check- out
Three levels
Drawing held
“No stingy sticker people”
Mailed prizes after the fact
Staff had to work the event to be eligible
~Any students how came to campus that day and wanted to participate in the event were entered into an hourly drawing for a prize that on average was valued around $10.
~ As students completed activities the received stickers worth points, when their business was done they were put into a drawing based on the points they received
~three levels
Raodie 250 points average of $20 value
Back up singer 325 points min $25-$30 value
Rock Star 400 points min $50-$100 value
~Students who had completed business prior to the event could get stickers for all business completed no questions asked, NO stingy sticker people
~ Check-out, any student who checked out of the event had to fill out a exit survey to be entered into the drawing being conducted by Institutional Effectiveness and Research.

15. Who would have thought? Operational Issues What was it like overnight?
Safety & liability
Child Care/ Child Activity Center
Others
What was it like overnight?
Student traffic
What were staff up to? T
~ Extra public safety, this a special day when extra safety is needed, consider the number of officers over night.
~ Need to know who is going to be in building over night, consider closing non traffic areas, multiple staff in each area at all times
~ Liability, Risk management advice on games, waivers signed by students for outdoor games
~ Child Care
What is this?
Run by CHDV Department, staff and students
Conflict with college policy?
Didn’t advertize
~ Others include heat/air conditioning and lights staying on, Phones queues active, extra trash cans, shut off sprinklers and fertilizers, buildings left open, extra bathroom supplies and cleaning supplies, advertize phones and face to face, toner and paper,
~more details in our numbers/data section
~advising busy all 27 hours except for about 30 minutes between 4 and 5 am

16. Data & Feedback
Students and staff B

17. Data & Feedback - Students
Challenge: no front door
2008
2009
Intakes
399
501
Passport/wristband participants
168
209
Surveys completed
183
180
New Admissions
128
142
Total Registrations
850
1558
New Registrations
419
416
Total Credits
5065.5
7382.5
IP addresses
n/a
907 B
(OVERALL LCC#s – up 8%, increase in new students 35%.)
Intakes:
~ remarkable dropoff in intakes after 10 pm
~ 26% increase in intakes over 08 – biggest changes (decreases) were at the 1:00 time and the 7:00 time from 08.
Points/Passport Participants:
~ 24% increase in passport/wristband participants over 2008
IP Addresses
~explain it
~increased awareness contributing factor – larger #s than normal both on and off campus

18. Student Survey Responses
53% first time LCC students
47% returning students B

19. How did you hear about…? Just happened to be on campus today 14%
Radio 14%
TV 4%
Postcard 17%
Staff 18%
Word of Mouth 9%
Friend 12%
Flyer/Poster 12%
Facebook/Twitter 1%
Staff, word of mouth, friend = 39%

20. Completed the following…
Completed the admissions application
71%
Completed a mini-orientation
35%
Received academic advising
73%
Completed a financial aid application
Checked status of financial aid
72%
Met prerequisites for my classes (testing/waivers)
67%
Toured the campus
45%
Registered for courses
76%
Received my StarCard
66%
Established residency and/or checked address B
PS: Tour & orientation??!

21. For this event I was able to enroll in…
ALL of the classes I wanted
54%
SOME of the classes I wanted 2%
NONE of the classes I wanted
29%
DID NOT ENROLL in any classes today
15% B

22. Mission Accomplished?
I felt I accomplished my goals for this registration event.
Strongly Agree
78%
Agree
14%
Neutral 5%
Disagree 2%
Strongly Disagree 1% B
SA +A = 92%
Contrast with prior slide which was 29% said “none of the classes I wanted”

23. Time spent less than 30 minutes 11% 31 to 60 minutes 23%
20%
91 to 120 minutes
18%
more than 120 minutes
27% B
Fairly evenly dispursed

24. Feedback - Staff Positives Challenges Great energy, well organized
Helped students
Camaraderie with staff
Free parking, food, & prizes
Hourly statistics & follow-up reports
Challenges
Many classes were full
Bottle-neck for advising
No central point of entry
Philosophical push-back
Lack of interest in gym info tables B
Advising – students sitting for a long time waiting. This year, we pre-scheduled drop ins, so they knew they could leave and do other business and come back say at 11:00.
Layout & navigation suggestions from each year
Ways to highlight all the services and opportunities.
FAQ debrief HANDOUT

25. Lessons Learned
Transferring the idea to your campus T

26. Lessons Learned The volunteer dilemma… Identifying Staff to students
What is a volunteer?
What we learned about volunteer sign-up
Training for non student services staff
VIP volunteers
Identifying Staff to students
Communication with Staff
Costly Entertainment
Establish roles for committee T
~4 kinds of volunteers:
True volunteer, who worked without pay doing unskilled things, being friendly
Volunteer from across campus who (as part of their paid hours for their regular job) came over and did unskilled things, was friendly
Student Services staff person who worked extra hours, unpaid, doing any kind of work (skilled or unskilled)
Student Services staff person who volunteered to adjust their hours to do skilled work
~ Volunteers sign up online and chose their own times and locations instead of committee doing so
Highest and best use – consider when assigning people to tasks. For example, academic advisors making popcorn? No way.
~ Training for non student services staff, can’t expect everyone know the student path, need to do briefing before event and show them what they are doing and help understand student path
- VIP volunteers, i.e Board of Trustee chairperson
~ Identifying staff to students, need staff to stand out so student know who to ask questions to, we used T-shirts and buttons
~ Communication to staff Planning committee meet with staff earlier
Found lack of Communication from Blitz Committee to their staff (Planning Committee go to staff meeting earlier)
~ Outside games costly and not used much this year because of weather, next year do more LCC created games inside.
~ Establish roles for committee
When does their commitment start and end?
Do they need release time during planning time?
What are their roles the day of the event (do they work customer service)?

27. Rockin’ your campus Leadership at all levels Available resources
Timing
Communication & Collaboration
Conservation of Energy
Chair selection B
Campus size and culture impact this greatly but…
President to operational leaders
Resources (Fiscal, Human Capitol, space)
Not interfere with other college operations, and resources
Orientation
Registration
Enrollment fairs
Student outreach phone drive
Rotating chairs
Not overtaxing any one functional area with planning

28. The Big Question
Would Lansing Community College have another Rock Around the Clock Registration Blitz?
YES! B
Talked about
Committee member tryouts
Just finished thank you letters, data collection, storing/cleanup, so the process really is from February (early organization and planning) through September (reporting, thank yous, and cleanup)
Feb ID chairs
March begin meeting again
¾ Planning Committee,
8/9/09 1:00 pm

29. Thank You for Your Time & Attention!
Threasa Klingbeil & Becky Brewer