People + Technology & Data = Best Practice Enrollment Management

1. People + Technology & Data = Best Practice Enrollment Management

2. Michelle Foster East Campus Assistant Provost mrfoster@valenciacc.edu Joseph Bivins East Campus Dean of Science jbivins@valenciacc.edu

3. 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 2015. • From: Noel-Levitz: “Enrollment Strategies That Work in Attracting and Retaining Students

4. 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

5. 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

6. 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”

7. 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

8. 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

10. 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

11. Student Characteristics Comparison Report

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

15. 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

16. 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.

17. 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

18. 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

19. 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.

20. Red/Green Report Color Key: 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 Report Key: POT = Part of Term Mode = Delivery Method Actual = # Enrolled Open = Open seats Cap = Capacity

21. Instructional Report on Sections, Capacity, and Enrollment Enrolled in Previous “like” Term: Did our enrollment meet/exceed our capacity? Sections: Have we built capacity correctly? % Filled: How well efficiently did we schedule our sections?

22. Distribution by TIME/MODE

23. Divisional Report on “Top Enrollment Courses” [Prescriptive Enrollment Modeling]

24. 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

25. Enrollment Management From the Dean’s Perspective!

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

27. 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….

28. Divisional Planning Tools • Planning for the Future • Division Strategic Plan • Enrollment Trends • Course CAP Report • Collaborate with the faculty and staff

29. 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

30. Questions?

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

32. Division Strategic Plan

33. Enrollment Trends % FULL

34. Cognos: Enrollment Rpt

35. Cognos: Instructor Rpt

36. Banner SSAMATX (Bldg/Rm Schedule)

37. Banner: SLIAEVN Room Query

38. EXCEL: Enrollment Rpt

39. Red/Green Report