1. CCCCIO Fall 2015 Conference

2. SCHEDULING FOR STUDENT SUCCESS CCCCIO FALL CONFERENCE 2015 Craig Justice, Ph.D. (Economics) Vice President for Instruction Irvine Valley College Past President, CCCCIO cjustice@ivc.edu 10/25/2015Craig Justice, Irvine Valley College2

3. 10/25/2015Craig Justice, Irvine Valley College3 Tools Demonstrated Today: Room Utilization Report (EXHIBIT 1) Scheduling Course Summary Report (EXHIBIT 2) Targeting by Department (EXHIBIT 3) FTES Reconciliation Report (EXHIBIT 4) The Punch Line: We need an easily monitored dashboard that shows if goals and targets are being met and an easy tool to add/delete sections of courses to hit targets.

4. 10/25/2015Craig Justice, Irvine Valley College4 The Goal: Build a multi-term “student-centered schedule” that: Offers sections throughout the day, across the week, evenings, and online Is based on students’ preferences and data about their needs (work schedules, educational plans, etc.) Utilizes classroom space optimally Is efficient in terms of WSCH/FTEF or FTES/WFCH Is automated with opportunities to adjust

5. SCHEDULING: THE REALITY The Reality: Course scheduling is often a manual, iterative process not fully-informed by data and prone to expedient, but not optimal, solutions Room utilization challenges (e.g. the “Thursday night gap”) Uncritical use of schedule roll-overs that don’t adapt to trends and changes in students’ needs Domination by faculty preferences over students’ needs (or, “the Nordstrom schedule”) See Exhibit One (Room Utilization-BSTIC 103) 10/25/2015Craig Justice, Irvine Valley College5

6. Utilization Report EXHIBIT 1: Room BSTIC 103: A 60-seat, auditorium style classroom with excellent multi-media. Shows use of the room by any single department or all departments A quick, easy-to-read visual to find gaps in scheduling Note Thursday evening gap - speculation as why this happens more on Th? 10/25/2015Craig Justice, Irvine Valley College6

7. DEPARTMENT-LEVEL DATA The Goal: Hit an FTES Target that is consistent with 30+ enrollment per section The Growth Rule: In departments with high fill-rates (say, 80% and up), add one section of highest-demand course The Data: Dean reviews data about fill-rates, room utilization, and FTES targets with their Department Chairs. See Exhibit 2 (Scheduling Course Summary Report) 10/28/2015Craig Justice, Irvine Valley College7

8. EXHIBIT 2: Scheduling Course Summary Note total section count for Anthro: SP2016=14, FA2015=15, SP2015=17. Analysis indicates that seat capacity in Anthro 2 has fallen from 313 in FA2015 to 231 in SP2016, a reduction of 82 seats. Anthro 2 had a fill-rate in FA2015 of 89.1% with 6 sections offered. Add here. 10/25/2015Craig Justice, Irvine Valley College8

9. DEPARTMENT-LEVEL: ANTHRO The Reality: Courses get scheduled by the chair, reviewed by Dean. Does the Dean provide effective leadership to address challenges in the department (e.g. thin adjunct pool) while pushing to make the targets? The Dean’s Analysis: Dean must effectively assert management rights: Not scheduling a section that would get 25-30 students denies access and suffers opportunity cost of 2.5-3.0 FTES revenue. See Exhibit 3 (TARGETS BY DEPARTMENT) 10/25/2015Craig Justice, Irvine Valley College9

10. EXHIBIT 3: Scheduling Course Summary Note total section count for Anthro: SP2016=14 ( was FA2015=15, SP2015=17). Analysis indicates that seat capacity in Anthro 2 has fallen from 313 in FA2015 to 231 in SP2016, a reduction of 82 seats. Anthro 2 had a fill-rate in FA2015 of 89.1% with 6 sections offered. Action: add 1 section. 10/25/2015Craig Justice, Irvine Valley College10 TERM TOT SEC ADD SEC CTR WFCH OL OSHPT OSHLL OSHTS OSH TOT OSH TOT WFCH CEN FTES WSCH FTEF ENRL SEC CRS FILL RATE FTES WFCH WSCH* FTEF* FTES SEC Department: Anthropology - ADD 1 SECTION OF ANTHRO 2TO INCREASE ACCESS BY 45-60 SEATS Sp 16 14130390012420000.0 0.000 Sp 15 1730912502656665283988.8 1.18619 3.88 Sp 14 1930918403161785764191.1 1.28671 4.11 By adding only sections of courses that have 80%+ fill-rates, student demand (based on prior terms) is enhanced. UNKNOWN FACTORS: has student demand changed?, does adding one more section of a popular course diminish enrollment in other courses? In scheduling practices at this time, there's only one way to find out: experimentation. This "VPI REVIEW" is discussed with the deans, who have in their goals (related to their evaluation) "reaching FTES targets for their departments." Each has had staff development training using "Crucial Conversations" by Patterson, et al. When all else fails, management rights can be asserted; however, it's best when faculty understand the objectives and goals and become advocates of scheduling for growth and creating a student-centered schedule.

11. DEPARTMENT-LEVEL: ANTHRO Have a Crucial Conversation: The Dean’s conversation with the department chair is crucial because the outcome matters so much to both Use the Growth Business Rule: A net addition to sections of a course need not be fully enrolled the first semester it’s offered. (Use fill-rates of 80%, not 95%) to trigger the addition) Use block scheduling: Block scheduling minimizes students’ scheduling conflicts 10/25/2015Craig Justice, Irvine Valley College11

12. SCHEDULING OUTCOMES Outcome 1: A two-year (four-semester) schedule created in the scheduling Information Management System (IMS) Outcome 2: Data-infused business rules built-in to schedule lead to “optimal” schedules Outcome 3: Once a “student centered schedule” is generated, proceed to the staffing step 10/25/2015Craig Justice, Irvine Valley College12

13. COLLEGE FTES TARGETS College Targets: If departments and divisions reach their targets, the college will too (usually) Resident FTES: Monitor for apportionment Growth Targets, Summer Shifts College-size Thresholds (SB 361) Non-resident (NR) FTES: Target for NR tuition If NR students are a target population, the college should schedule to serve their needs See EXHIBIT 4 (FTES RECONCILIATION REPORT) 10/25/2015Craig Justice, Irvine Valley College13

14. EXHIBIT 4: FTES RECONCILIATION REPORT To meet our college growth target, resident FTES must reach 9,985FTES. Our medium-sized college target is now about 9,840 FTES. IVC is attempting to grow its primary term FTES by focusing on high fill-rate courses. Summer 2016 will need to grow by nearly 400 FTES over last year to hit our desired FTES Target. 10/25/2015Craig Justice, Irvine Valley College14

15. What’s Next? For all of us CIOs: Continue to develop tools that illustrate effective scheduling best practices and share them with CCCCIO. For software developers: Create automated tools based on scheduling best practices that can be incorporated into any IMS (People Soft, Banner, DataTel, Workday, et al.) Thank you. 10/25/2015Craig Justice, Irvine Valley College15

16. Enrollment Management in a Multi-College District Sheri Berger Vice President, Academic Affairs, Pierce College 10/25/2015Craig Justice, Irvine Valley College16

17. District and College Goals DistrictCollege Maximize FTES Maximize Revenue Additional Considerations District Enrollment Trends District Growth Potential Maximize FTES Maximize Revenue Additional Considerations Strategic Master Plan Enrollment Management Plan Specialized Programs College Enrollment Trends Facilities Utilization College Growth Potential Initiatives

18. What’s the target? How did we get here? State Influences Starts with the proposed Governor’s January budget. P2 Reporting Reality sets in May Revise and Final Budget Presidential Level Negotiations Surprises!

19. Growth Scenarios

20. How are we doing? Headcounts Enrollments Fill Rates Quarterly Projections

22. Fall Demonstration by Accounting Method

23. Plan for Enrollment Management Produced by the Enrollment Management Committee A standing committee of the College Council Consists of faculty, staff, and administrators across campus Aligned with the College’s Strategic Master Plan Monitored by the Enrollment Management Committee A progress dashboard, created by the Office of Institutional Effectiveness, presented twice a year to the committee

26. Enrollment Management at a Single College… Managing Enrollment and Efficiency Through A Decrease In Student Headcount Deborah Wulff Vice President, Academic Affairs Cuesta College 10/25/2015Craig Justice, Irvine Valley College26

27. 1. In depth analysis of county/district demographics 2. In depth analysis of student enrollments and programs

28. Annual Program Review Data Sets -Analysis PROGRAM REVIEW DASHBOARD Enrollment Division/Discipline/Course Student Demand (Fill Rate) Division/Discipline/Course Efficiency (FTES/FTEF) Division/Discipline/Course Student Success Course Completion Division/Discipline/Course Success by Modality Division/Discipline/Course Degrees and Certificates Awarded Division/Discipline/Course Demographics Division/Discipline/Course PROGRAM REVIEW DASHBOARD LINKS (DISAGGREGATED) Student Demand (Fill Rate) Disaggregated Efficiency (FTES/FTEF) Disaggregated Student Success Course Completion Disaggregated http://www.cuesta.edu/aboutcc/planning/research/Program_Review_Data.html

29. We are like many California Community Colleges: Traditional Enrollment is Decreasing

31. Finding & developing tools to help manage enrollment and maintain efficiency

32. Enrollment Management Committee Reestablished a Workload Committee Developed common terminology Reviewed and developed data sets Made recommendations

33. Quadrants 1. Course Efficiencies Course Efficiencies 2. Program Efficiencies Program Efficiencies

34. Quadrants X-axis Fill Rate (80%) Y-axis FTES/FTEF (15) Semester Term Division Department Unmet Demand Region FTES Total for Sections: FTES/FTEF FTES Fill Rate Median Section Limit Count of Sections

39. Program Efficiencies Quadrant

41. Workload Committee Recommendation Programs located in the lower left quadrant reveal challenges in scheduling, loading and efficiency. Departments were tasked with analyzing Fall 2014 and Spring 2015 schedules, loads, room assignment, program efficiency and define a plan for increasing program efficiency. Developed reporting tools.

42. Dashboard for Managing Enrollment Data Bryan Reece Vice President, Instruction Crafton Hills College 10/25/2015Craig Justice, Irvine Valley College42

44. Implementing Enrollment Strategies StrategiesData Encourage low unit students to take one more class Expand high demand sections Recruit from feeder schools with lower attendance at you college Market workforce development related coursed to local businesses Expand concurrent enrollment Offer more online sections Offer course acceleration sequences Expand tutoring center usage Student load information Student contact information Wait list analysis Classroom availability Salary information Course descriptions Enrollment data by feeder school Open seats Academic support services usage

45. Phase 1 Physical Files 1,000s of files Files located all over campus Difficult to access Difficult to aggregate Phase 2 Home Grown Programs 1,000s of programs Digital files in small programs Difficult to pull data Difficult aggregate data Phase 3 Enterprise Systems 3-5 systems with dozens of bolt-ons Technical skills to access data Canned reports are often difficult to read Customs reports need to be processed by R&P Systems do not speak to each other Phase 4 Dashboards and DataMarts Technical skill to code dashboard All data can be integrated All data configured to your needs Dashboards available 24/7 Finding the Information/Data

46. Dashboard Examples Current RFTES, Enrollment, and Unduplicated Headcount Active Section Enrollments High School Enrollment by Fall Term Number of Students on Wait List by Section and Course Room Number Search Open Sections by Late Start Sections and Discipline Online Open Sections by Late Start Sections and Discipline Emails and Phone for Actively Enrolled Students Emails and Phones for Students Enrolled in Cancelled Sections Emails of Students Actively Enrolled by Term in Current RFTES

47. CCCCO Data Mart Not available IBM Cognos Integrates with SPSS, powerful, robust $26,592 + $6,000 annually Entrinsik Informer Already owned report tool & integrated with Colleague $27,000 less 50% discount $13,500 = WINNER! Cal PASS Data Mart Not available Very expensive Jaspersoft Good platform $45,000 Tableau Powerful, robust, awesome $27,000 + $150/end user + $300/developer Dashboard Options

48. Group Discussion Share something that helps you with enrollment planning, student focused schedule building, or managing productivity….