Division of Division of Enrollment ManagementEnrollment Management

atat Sam Houston State University Sam Houston State University

The Texas State University SystemBoard of Trustees

President

Vice President of Enrollment Management

Career Services

Financial Aid

Registrar’s Office

Residence Life

Undergraduate Admissions

Marketing

Public Relations

New StudentOrientation Retention

Enrollment Management isa journey, not a destination.

A. Accrual or evolutionary change model

B. Crisis-oriented or transformational change model

C. Rational or planned change model√ creating a perceived need to move to a system√ developing a plan to establish the system • implementing the system• establishing the support to maintain a functioning system

Change Models

Implementing the System and Establishing theSupport and Infrastructure to Transition to the

Enrollment Management Division-------------------------------------------------------------------------

• Enabling Initiative

• Building Morale

• Creating the Capacity to Excel

• Re-engineering Business Practices

• Implementing New Strategies

Student – Institution Relationship

The institution must have a good relationship from:

Prospective StudentProspective Student A. Recruitment, Visitor’s CenterA. Recruitment, Visitor’s Center

To AdmitTo Admit B. Admissions, OrientationB. Admissions, Orientation

To DepositsTo Deposits C. Residence LifeC. Residence Life

To EnrollTo Enroll D. RegistrarD. Registrar, Advising, Advising

To PaymentTo Payment E. Financial AidE. Financial Aid/ Cashiering/ Cashiering

To RetainTo Retain F. RetentionF. Retention

To Engaged, FulfilledTo Engaged, Fulfilled G. Career ServicesG. Career Services, FYE, Learning , FYE, Learning Communities, SAM Center, Student Communities, SAM Center, Student ActivitiesActivities

To GraduateTo Graduate H. RegistrarH. Registrar

To AlumniTo Alumni I. Alumni Relations, I. Alumni Relations, Recruitment, Recruitment, Marketing, Marketing, Career ServicesCareer Services

Admissions and RecruitmentAdmissions and RecruitmentA. Prospective and B. AdmitA. Prospective and B. Admit

• Number and characteristics of prospects, inquiries, applicants, admits,deposits, enrolled students

• Percentage of students moving from one recruiting stage to the next• Number and percent of students for each identified target group

(ethnic group, high ability, particular high schools, geographic areas,Transfer institution) • Calculation of cost to recruit undergraduate and graduate students• Analysis of the effectiveness of direct mail program, college fairs,Telecounseling, advertising, emails, publications• Analysis of tracking process of communication and documents• Review of articulation agreements• Review of faculty and alumni participation in recruiting and admissions processes• Review of technology in admissions/recruiting – Internet based High school transcripts• Rating of prospects• Track initial inquiry code – analyze travel schedule.

Residence LifeResidence LifeC. Deposits/Assignments and F. RetentionC. Deposits/Assignments and F. Retention

Study of demographics of students in Study of demographics of students in residence hallresidence hall

Learning community opportunitiesLearning community opportunities

Residence hall surveysResidence hall surveys

Training of staff in residence hallTraining of staff in residence hall

RegistrarRegistrarD. Enroll and H. GraduationD. Enroll and H. Graduation

• Review of TSI proceduresReview of TSI procedures• Review of transcripts – electronic and paperReview of transcripts – electronic and paper• Review ways to improve student records management and Review ways to improve student records management and

archive student recordsarchive student records• Review of student audit processReview of student audit process• Process of providing enrollment reports on cohortsProcess of providing enrollment reports on cohorts• Graduation analysisGraduation analysis• Analysis of data on course section enrollments, closed Analysis of data on course section enrollments, closed

courses, and cancelled coursescourses, and cancelled courses• Review of course scheduling changesReview of course scheduling changes• Analyze how to use technology in the registration processAnalyze how to use technology in the registration process

Financial AidFinancial AidE. PaymentE. Payment

• Review of financial aid proceduresReview of financial aid procedures• Analysis of gross vs. net tuition revenuesAnalysis of gross vs. net tuition revenues• Review of publicationsReview of publications• Analysis of Satisfactory Academic Progress Analysis of Satisfactory Academic Progress • Procedures for all financial aid recipientsProcedures for all financial aid recipients• Analysis of class attendance policies for refundAnalysis of class attendance policies for refund

regulationsregulations• Review of financial aid appeals processReview of financial aid appeals process• Review of scholarships/recipient processReview of scholarships/recipient process• Review of compliance with all federal and state aid Review of compliance with all federal and state aid

regulationsregulations• Review of technology in the financial aid processReview of technology in the financial aid process

Career ServicesCareer ServicesG. Engage/Fulfill and AlumniG. Engage/Fulfill and Alumni

Review data of job placement and Review data of job placement and services offeredservices offered

Review communication between Review communication between Testing center, SAM Center, and Testing center, SAM Center, and Counseling CenterCounseling Center

Review time of service, referralsReview time of service, referrals

Impact of Career Services to the Impact of Career Services to the community - satisfactioncommunity - satisfaction

Retention Is aRetention Is aPerformance IndicatorPerformance Indicatorfor Our Campusesfor Our CampusesF. RetentionF. Retention

• It is a measure of how much student growth and learning takesplace.

• It is a measure of how valued and respected our students feelon our campuses.

•It is a measure of how effectively our campuses deliver what students expect, need, and want.

A Conceptual ModelA Conceptual Modelof Retentionof Retention

Entering Student Student Student’sStudent Motivation Integration LikelihoodVariables + Variables + Variables = to Persist

Entering Student VariablesEntering Student Variables

• Academic history (high school, transfer)

• Geodemographic data

• Test scores

• Financial Aid information

• Goals of students

Student Motivational VariablesStudent Motivational Variables

• Student Services Assessment

• NSSE Survey

• Student Satisfaction Inventory

Student Integration VariablesStudent Integration Variables• Student satisfaction data• End-of-term grades• Student affiliations• Credit hours attempted• Credit hours earned• Major• Residence status• First generation student• Students needing developmental education• Hours working• Age• GPA

Distribution of StudentDistribution of StudentCommitmentCommitment

Some students willleave nomatter whatwe do

Some students willallow us to influencetheir decision to stayor leave.

Some studentswill persistno matter whatwe do.

Essential Steps to Essential Steps to Retention ImprovementRetention Improvement

Step I: Set the stage for Retention Campus-wide

Step II: Use Data to Establish Retention Priorities

Step III: Integrate Retention Goals with Existing Programs and Services

Step IV: Assess and Evaluate Retention Outcomes

Step V: Prepare (Realistic) Action Plans

Step VI: Recognize, Reward, and Celebrate Student Success

Setting the Stage – Step ISetting the Stage – Step I• Review the institutional mission

• Review the institutional goals

• Assess the current retention efforts and assess strengths, weaknesses

• Review historical retention and graduation data

Step II – Setting PrioritiesStep II – Setting PrioritiesA. Gather Data

1. Compile historical retention and graduation dataa. First-second year retention of full-time, first-time studentsb. Semester to semester retention of part-time studentsc. Four, five, six-year graduation rates d. Special populations

* Undecided majors * Commuters* Late acceptances * Honors students* Athletes * Internationals* Financial aid recipients * Residential

* Academically talented * TSI liable2. Administer a student satisfaction survey

Step II – Setting PrioritiesStep II – Setting Priorities

Student Frequency, Satisfaction, and Importance Categories

* Academic Advising * Recruitment* Financial Aid * Campus Climate* Academic Services * Registration* Campus Support Services * Safety and Security* Payment Options * Student Activities* Housing/Food Services

List categories of CCSSE for student frequency, satisfaction, and importanceDo we want to add any other categories?

Step II – Setting PrioritiesStep II – Setting Priorities

B. Setting Priorities based on Data

Very Important

Very Satisfied

Very Important

VeryDissatisfied

Step III – Setting GoalsStep III – Setting Goals

Sample Retention Goals:

• Achieve an annual return rate of 70% for first-time, full-time freshmen entering the institution in fall 2003. • Increase the retention rate of minority students by 5% in two years. (Look at

Closing the Gaps goals SHSU has submitted to the THECB.)• Achieve a cohort graduation rate (in sic years) of 40% for new students entering the institution in fall 2003.• Increase the term-to-term persistence rate by 2% for part-time students effective with the 2003-2004 academic year.• Increase the first- to second-year retention of undeclared students by 5% by 2004.

Step IV – Developing Step IV – Developing StrategiesStrategiesAreas to consider when developing our strategies based on our goals:

Academic Support Financial AidResidential Living Student OrientationAcademic Advising Under-represented groupsSectioning/placement Student ActivitiesFaculty/Staff Development Career PlanningExit Interviews RecruitmentEarly Alert and Intervention Summer Bridge ProgramsPolices and Procedures

Step IV – Developing Step IV – Developing StrategiesStrategies

Examples of retention strategies:

Integrate registration departments into a One-Stop-Shop department.

Enhance new-student orientation.

Increase the frequency and quality of out-of-class contact between faculty, staff, and students.

Enhance communication between academic support systems and the EnrollmentManagement division.

Respond more systematically to the needs of the “at risk” students.

Develop special programs and services for under-represented ethnic groups.

Distribution of StudentDistribution of StudentCommitmentCommitment

Will drop outno matterwhat we do

This is the area in whichstudents can be influenced.

Will persistno matter what we do.

Influence

Focus of ourstrategies and initiatives

Step V- Preparing Action Step V- Preparing Action PlansPlans

Components:

1. What are we going to do?2. When are we going to do it?3. Who will be responsible?4. How much will it cost?5. How will we know when it has been accomplished?

Step VI - SuccessStep VI - Success

Review the plan

Assess the success in our cohorts

Modify the plan for the next year

Recognize, reward, and celebrate student success

Successful retention programs:

1. Are highly structured and institution-wide2. Are interlocked with other programs and services3. Rely on extended, intensive student contact4. Are based on a strategy of student engagement5. Focus on affective and cognitive needs of students6. Track and monitor student progress in all areas

Best Practices Model for Universities Recruitment Activities

Departmental Brochures Personal Letters Student Life BrochuresViewbooks Searchpieces Video/CDFact Sheets Minority student brochures Online Reg. - NewFinancial Aid brochures Online Inquiry form Online OrientationOnline Financial Aid App Online Scholarship App. Online Visit InquiryOnline Housing app Online Financial Aid Estimator Broadcast AdvertisingOnline payment options Virtual Campus TourEmail Newsletter Online “chats” w/studentsOnline catalog Online registration – currentCollege Day/Night Programs Direct MailCampus visits for HS students Meetings for service area counselorsExtended Office Hours Obtaining Names from ListsBillboard Advertising Using Current Students to RecruitCareer Planning Adult information nights/programsPosters/Request cards Using Current Faculty to RecruitFlexible course schedule Movie screen advertisingNo-need scholarships Toll-free numberExtended Office hours One-stop-shop services

Best Practices Model for Universities Retention Activities

Academic Advising by Faculty Career PlanningAcademic Assistance Programs Student Satisfaction SurveysEvaluation of Faculty No-need employmentEarly alert/intervention Faculty sponsors of clubs/orgMentoring in Residence Halls On-going orientation sessionsStudent Exit interviewsStudent Representation at Board meetings

Best Practices Model for Community Colleges Recruitment Activities

Catalog ViewbookAthletic Department Brochures FactsheetDepartmental Brochures Personal LettersAdmissions Letters Student Life BrochuresFinancial Aid Brochures Virtual Campus TourOnline Registration – New Online Payment OptionPayment of Deposits Recruitment of Underrepresented PopNo-need Scholarships One-Stop Shop ServicesSpecial Telethons in Concentrated Period of TimeCalls Made by Trained Students

Best Practices Model for Community Colleges Retention Activities

Academic Advising by Faculty Career PlanningAcademic Assistance Programs Student Satisfaction SurveysEvaluation of Faculty No-need employmentEarly alert/intervention On-going orientation sessionsStudent Exit interviews

SAM Center/Advising

Pre-CollegeProgram

AcademicSupport

CommunityRelations

AlumniRelations

InstitutionalMarketing

InstitutionalResearch

Testing Center

AdmissionsFinancial Aid

RegistrarCareer ServicesResidence Life

RetentionOrientation

SEMCommittee

Closing theGaps

Division of Enrollment Management Communication Wheel

CoordinatingBoard/Leg.

Learning CommStudy SkillsMentoringTutoringSam 136Labs

Technology

SIS and Retentionsoftware

Recruiting

Applicationof reports,Rules, issues

Predictive modelingData/stats

Learning &CareerInventories

TSI, placement

Retention, Advising,Mentoring

RequiredUse to document ideas

Questions ?