admissions inside & out€¦ · aacrao - denver 2014 session id: 2012.0 session rules of...

ADMISSIONS INSIDE & OUTTools for Continuous Growth

Presented by: Khaleah Bradshaw, Admissions Supervisor & Michelle Taylor, Associate Director

CSU-Dominguez Hills

Tuesday: April 1, 2014, 1pm

Session ID 2012.0

AACRAO - Denver 2014 Session ID: 2012.0

Session Rules of Etiquette• Please silence your cell phone/pager

• Please complete the session evaluation using the AACRAO

mobile app or the paper form in your registration packet, drop

boxes are available throughout the convention center.

• If you must leave the session early, please do so as discreetly as

possible

• Please avoid side conversation during the session

Thank you for your cooperation!


Introduction• Working in an Admissions Office presents a variety of situations and challenges. It is important to identify tools

that will compliment current business processes, allow room for growth, and result in increased productivity. We

focus on areas that help the staff when efficiency is necessary and resources are low … asking ourselves the

question, how can we do more with less?

• Our presentation highlights key tools which allow us to manage workflow in a way that will result in goal

achievement as well as staff satisfaction. We have based our structure around the following areas: leadership,

building bridges, inclusivity/transparency, problem solving, resources, accountability, discipline and professional

development.

• This structure allows us to identify the needs of the office and at the same time ensures that each staff member is

aware of their contribution. This big-picture awareness allows them to see how they contribute to the bigger goal

of accurately and efficiently admitting students while providing excellent customer service to the University as a

whole.

• While it may seem as if each of these strategies by themselves are very basic, we believe the combination of the

approach is what makes it work extremely well.


CSU Dominguez Hills…

• Part of the 23 campus California State University System

• Located in Carson, CA (approximately 17 miles from downtown Los Angeles)

• Public University with undergraduate and graduate programs

• Approximately 12,000 undergraduates & 2,300 graduates

Leadership … Building Office Morale

• Annual On-Campus Office Retreat

• Lunches

• Semi-Annual Office Lunch

• Management Thank You Lunch

• Impromptu Lunch Gatherings

• Recognition & Encouragement Efforts

• Birthday Cards / Singing

• Holiday Party

4/25/2013


LeadershipCommunication, Communication, Communication … empowers staff

Weekly Meetings/Training Sessions Every Monday at 10am

• Staff Communication Committee Report

• Staff Development Committee Report

• Unstoppable

• SUMMER 2014 UPDATE

• NO ACON or WAIT for Summer 2014 • Need grades through Fall 2013 & Winter 2013/14, if applicable

• We are currently open to the following (opened 2/1/14)• CSO BS Applied Studies & CSO BS Quality Assurance

• Application Deadline March 4, 2014

• Document Deadline April 8, 2014

• Closed to Freshman & International Applicants

• HUX & MSQA• No I-20 for International – ONLINE ONLY

• Application Deadline March 7, 2014

• Document Deadline April 1, 2014

• FALL 2014 UPDATE

• The Freshman INC/INCR Document Deadline was 2/15/14. We will take documents in person at the front counter today and incoming mail postmarked through 2/15/14.• Late documents may be submitted with an Admission Appeal

Leadership … ReportsAdmissions Evaluator Report (live data)All Inclusive Application DataUsed by entire Admissions Staff

FnameAdmit term Acad Career Academic Plan

Prog Action

Action Reason Action date

Student gp1

Hailey 2148 UGRD Nursing WAIT APLE 29-Nov-13 NS13

Takreem 2148 PBACMaster of Social Work DENY DENY 1-Nov-13

Desiree 2148 UGRD

Bus Admin:Sports,Ent&Hosp mgt APPL INC 21-Nov-13 T513

Justin 2148 UGRD Psychology APPL INC 9-Nov-13 EO13

John 2148 PBACMaster of Social Work DENY DENY 17-Jan-14

Nkeiruka 2148 PBACNursing:Family Nurse Prac DENY DENY 13-Feb-14

Amaris 2148 UGRDCriminal Justice Admin WAIT APLE 14-Nov-13 XALC

Ariana 2148 UGRDBiology:Cellular and Molecular ADRV DENY 25-Jan-14

Brian 2148 UGRD Undeclared APPL INC 29-Nov-13 ATHL

Cindy 2148 UGRD Psychology APPL INC 30-Nov-13

Fall 2014 Freshman Transfer Graduate Total

Applications 15774 11412 1414 28600

ADMT-A 17 44 57 118

ADMT-P 0 186 0 186

ACON-C-I 539 184 0 723

INC-I 6694 1743 482 8919

DENY 627 332 29 988

DEIN/STRQ-A 16 599 0 615

DEIN/STRQ-C-I 53 494 0 547

COMP-C 1490 292 95 1877

WITHDRAWN 26 30 7 63


Building Bridges … Over 400 hours of instruction

• Active role in Training and Utilizing : Academic Advisement, Athletics,

Counselors, Customer Service Representatives, Outreach Officers (Transfer

Center), Student Information Services, Student Success Coordinators to

relay accurate information to both prospective and denied students regarding

admission criteria and application procedures

• Internal FAQ – Answers to the 100 Most Frequently Asked Questions

• Developing Relationships with : Academic Departments (Graduate

Council), Financial Aid, Housing, Information Technology, International

Advisor, LGBTQ (Safe Space), Orientation (NSO Help Desk), Student

Affairs, Veterans Affairs (Vet Net Allies), Vice- President’s Office,

Webmaster


Inclusive/TransparentNo Hidden Agenda - Trickle Down Effect

• Inclusive Staff Meetings

• Annual Campus Wide Admissions Update Presentation (1/2 Day) with Breakout Sessions

• Graduate Admissions, International Admissions, Residency, Transfer Credit, and Undergraduate Admissions

• Include Student Employees in training and professional development opportunities


Proactive Problem SolvingConsistent Policy & Procedure

• Clear & Up-to-Date Website Information (online

information management tracking for approximately

20 web pages)

• All Staff Members are cross-trained within each Unit

• Business Process Guides (BPGs) – Definitive written

instructions, rather than relying on word of mouth

(150+)

Resources• Shared Drive

• Admissions Calendar

• Department Calendar

• Business Process Guides (BPGs)

• Internal Library

• AACRAO Edge, IERF, WES, Presentations & Webinars

• Chancellor’s Office Website (Ex. Admission Handbook, Residency Handbook, Coded Memos, Executive Orders)

• CSU-Dominguez Hils Website

• Queries (Ex. Appeals, Exception Admits, Miscellaneous Documents)

Accountability & Discipline Upward & Downward Communication

• Daily Tallies

• One-on-Ones (every other month)• Staff Notes & Files

• Give accolades, Unit/Person specific workflow updates, professional development progress, points for discussion (questions, concerns, etc…)

• Accurate Annual Evaluations with Examples• Job Strengths, Progress Achieved, Required Improvements,

Goals

• Work with HR for meaningful and well-documented Write-Ups & Grievance Hearings

Professional Development

• Required Annually

• Lynda.com, Fred Pryor Seminars/Career Track

• Campus-Based (with Guest Presenters)• Connections, New Horizons Software Workshops

• Monthly Trainings • Collectively, the Admissions Staff participated in

approximately 600 training opportunities in 2013

• Examples: Data Entry Proficiency, Data Security & Privacy, EXCEL, Information Security Training, Mental Health First Aid, Military Transcripts (JST), Quality Service Training for Admission, Transcript Authenticity & Verification, and Transfer Credit Update

Summary• We hope that our presentation highlighted for you some key tools which allow for

managing workflow in a way that will result in goal achievement as well as staff satisfaction. We hope that the structure we have shared with you will complement your current processes and increase productivity…ultimately, doing more with less

• We believe when management identifies the needs of the office and at the same time ensures that each staff member is aware of their contribution, the big-picture awareness allows them to see how they contribute to the bigger goal through accurately and efficiently admitting students while providing excellent customer service to the University as a whole.

• Leadership, building bridges, inclusivity/transparency, problem solving, resources, accountability, discipline and professional development.

• While it may seem as if each of these strategies by themselves are very basic, we believe the combination of the approach is what makes it work extremely well.


Thank You!

Khaleah Bradshaw & Michelle Taylor

[email protected]

[email protected]

[email protected]

Please complete the session evaluation using the AACRAO mobile app or the paper form provided in

your registration packet.

Session ID 2012.0