people + technology & data = best practice enrollment management

People + Technology & Data = Best Practice Enrollment

Management

Michelle Foster

East Campus Assistant Provost

mrfoster@valenciacc.edu

Joseph Bivins

East Campus Dean of Science

jbivins@valenciacc.edu

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

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 enrolledLt Green – 5 or less seats openDk Green – ReserveLt Blue – CancelledDk Blue – OnlineYellow – Selected Topics/InternOrange – Cap set at 0

POT = Part of TermMode = Delivery MethodActual = # EnrolledOpen = Open seatsCap = 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 Plan– Enrollment Trends– Course 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 PlanStrategic Plan Progress Report- Science

Strategy Due Action10/3/2006 update

2/27/2006 update

IA1

Research to define and identify the target students. 1/5/2007

All Students enrolled in BSC 1010C, 1005L 1005C Completed

IA2

Develop marketing material for inclusion in new student orientation. 4/1/2007

Pamphlete specific to liberal arts science courses developed.

90% Complete Completed

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

Enrollment Trends

Spring 2008 Fall 2007 Spring 2007 Fall 2006East sections East Sect East sect East sect

1005 5 1005 8 92%1005 6 88%1005 7 85%

1005L 5 1005L 5 92%1005L 6 90%1005L 5 73%

1005C 3 1005C 2 98%1005C 4 95%1005C 3 80%

1010C 12 1010C 10 98%1010C 9 92%1010C 8 90%

1011C 4 1011C 4 98%1011C 3 95%1011C 4 90%

% FULL

Cognos: Enrollment Rpt

Cognos: Instructor Rpt

Banner SSAMATX (Bldg/Rm Schedule)

Banner: SLIAEVN Room Query

EXCEL: Enrollment RptCap Enrl Avail Sub Numb CRN Mtyp Start Ends Days Room Instructor28 21 7 BSC 1005 21331 CLAS 1000 1115 TR 369 Mason24 10 14 BSC 1005 21352 CLAS 1900 2145 W 375 Young32 2 30 BSC 1005 21358 CLAS 1800 2045 W 257 Smith32 24 8 BSC 1005 24750 CLAS 1130 1245 TR 257 Cravaritis32 13 19 BSC 1005 24751 CLAS 1130 1245 TR 257 Cravaritis32 32 0 BSC 1005 25181 CLAS 1300 1415 TR 211 Mason32 14 18 BSC 1005 25262 CLAS 1800 2045 W 257 Smith32 3 29 BSC 1005 25488 CLAS 830 945 TR 257 Schultz24 10 14 BSC 1005L 21413 CLAS 1900 2145 M 209 Young24 6 18 BSC 1005L 22552 LAB 1000 1245 W 209 Mason24 7 17 BSC 1005L 22865 LAB 800 1045 T 209 Cravaritis24 4 20 BSC 1005L 25183 LAB 1430 1715 T 209 Cravaritis24 3 21 BSC 1005L 25184 LAB 1430 1715 R 209 Cravaritis24 12 12 BSC 1005L 25264 LAB 1300 1545 W 209 Smith24 2 22 BSC 1005L 25275 LAB 1900 2145 W 209 Mason24 1 23 BSC 1005L 25604 CLAS 800 1045 R 219 Cravaritis24 24 0 BSC 1010C 21953 CLAS 830 945 MW 211 Falconer24 24 0 BSC 1010C 21953 LAB 830 1115 T 212 Falconer24 24 0 BSC 1010C 21957 CLAS 1000 1115 MW 211 Falconer

Red/Green ReportPOT Dept Course Mode CRN Professor Meet Begin End Actual Open Cap Status Active

1BIOLMCB2010C N 15195

LoCascio, Marc MWF 800 850 10 14 24A Y

1BIOLMCB2010C N 15197

LoCascio, Marc MWF 800 850 6 18 24A Y

1BIOL BSC1005L N 12266Singleton, Michael R 1900 2145 4 20 24A Y

TWK BIOL BSC1026 N 15634Noel, Willy S 800 1120 2 22 24A Y

1BIOL BSC1020 NW 14027Young, Martha R 1900 2145 25 3 28A Y

1BIOL BSC1005L NW 13286Cravaritis, Candace R 930 1215 18 6 24A Y

1BIOL BSC2094C NW 15394Rumsey, John M 1900 2145 17 7 24A Y

1BIOLMCB2010C NW 14015

Schreiber, Melissa S 800 1045 13 11 24A Y

1BIOL BSC1020 NW 15103Rediske, Andrea W 1900 2145 18 14 32A Y

1BIOL BSC1020 NW 15499Lee, James MW 1730 1845 16 16 32A Y1BIOL BSC1026 NW 15395STAFF, T 1900 2145 0 24 24R Y1BIOL BSC1050 NW 14167STAFF, MW 1130 1245 0 24 24R Y

1BIOLMCB2010C NW 15201

Rediske, Andrea T 1900 2145 0 24 24R Y