Post on 25-Dec-2015
PRECISION SCHEDULING: KEY’S TO STRATEGIC ENROLLMENT MANAGEMENTMichelle Foster, East Campus Assistant Provost Ruth Prather, East Campus Provost
Agenda
Fast Facts Challenges Our roles as Campus Leaders Developing Good Principles
Facilities Schedules Faculty
Defining Enrollment Management Data Review Strategic Enrollment Planning Process
Managing the Demand
Fast Facts……..The U.S. Department of Education Institute of Education ServicesNational Center For Education Statistics
Enrollment increased 26% [14.5 million to 18.2 million] between 1997 and 2007. Full Time – 34% Part-Time – 15%
The number of young students has grown more rapidly than the number of older students; but this pattern is expected to shift.
Projection: from 2006 to 2017 NCES predicts a rise of 10 percent in enrollments of people under 25 and a rise of 19 percent of people 25 and older.
Valencia Fast Facts………..* Valencia Statistical History Fact Book 2008-2009
Population Projections*
Enrollment Growth Over last 3 years exceeded 36%
Enrollment growth exceeds Enrollment planning Plan for 5 to 6 % growth Actual Enrollment 10 -12%
2015 2025
Florida 7.5 to 24.1% 12.5 to 33.9%
Orange -1.7 to 20.1% 3.1 to 54.7%
Osceola 5.9 to 34.8% 20.3 to 96.3%
Challenges
Increase in demand Declining state and
federal budgets Changes in
workforce Competitive
Educational Environment
Changing Student Demographics
Recruiting & Retaining Faculty
Rising Costs to provide academic and student support services
Limited Facilities Resources
Unemployment Fewer Financial Aid
Resources for Students
Roles and Responsibilities {Provost & Assistant Provost} Develop good principles
[Communication/Collaboration/Coordination] Facilitate:
Strategic Planning & Goal Setting Faculty Hiring Class Schedule Building Space Utilization Technology in support of learning
Empower Deans & Faculty Chairs Ensure Excellence [Plan, Execute, and Assess]
East Campus Core Principles for Enrollment
Supports an optimum learning environment based on standards of excellence
Supports effective resource allocation Contributes to campus 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-
and learning-centered service Align with College Strategic Plan
Current Valencia Enrollment Goals Facilitate Enrollment Growth – 8% Fall 2010 Support Learning Assured and Start Right Principles Build Class Schedule based on student demand Increase online offerings that align with Alternative Delivery
Standards Plan Increase Flex Term offerings that align with College-on-Demand
Report Support uniform class scheduling policies/procedures Increase Space Utilization Support Recruitment & Retention of Faculty Distribution of Classes is scheduled to maximize resources
Faculty Facilities Technology
Respond to Demographics and Economic Changes Evaluate Strategic Enrollment & Facilities Process Continually
DEFINITION: Enrollment Management
Enrollment Management is an institution-wide, systematic, comprehensive, research-driven system designed to locate, attract, retain, and graduate 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 activities that have the support of administration, faculty, and staff. Start Right Learning Assured [Learning Centered]
Where to start……Begin with the end in mind….. S. Covey
“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?
NOTE: Answers to these questions will help determine the information we need to track and evaluate.
Data Review
Demographic Information High School Graduation
Projections Recruitment/Enrollment
Trends Retention/Student Success
Rates Withdrawal Rates Grade Distributions
Zip Code Enrollment Distributions
Economic Trend Data Space Utilization Reports Instructional Reports [Full-
and Part-Time Faculty
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
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?
Enrollment Management is:
A comprehensive institutional process that extends beyond recruitment and admissions functions.
A complex and holistic approach to analyzing and influencing enrollment from inquiry to graduation.
A campus-wide process that integrates often disparate functions and personnel, including recruitment, financial aid, institutional research, teaching/learning, and student services
From: Noel-Levitz: “Enrollment Strategies That Work in Attracting and Retaining Students”
Strategic Enrollment Management
People +
President Vice President Provost Team Deans Directors Discipline Chairs Administrative
AssistantsStudents
Technology
Reporting/Data Tracking Systems Enhanced
Academic Support Systems
Online Student Support Services
Online Learning Electronic Systems
Laying the foundation……
Aligned with principles and College Policies/Procedures Scheduling Facilities – Banner Campus Room Scheduling/Event
Scheduling Procedures Developed Aligned with Fire Code Standards Aligned with Facilities – State Reporting
Standards Inventoried all “spaces” on Campus
Class Schedule “Building Calendar”
TERM Class Schedule to: Deans
Class Schedule to: Provost
Class Schedule to: Web
Fall November 15 March 1 March 15
Spring February 1 May 1 May 15
Summer July 1 October 1 October 15
Dean Scheduling Jurisdiction Ends
The Foundation………………
Class Schedule Building Timeline [Fall,
Spring, and Summer] & Scheduling Jurisdiction
Faculty Hiring Full- and Part-Time
Room Scheduling Lab Scheduling Event Scheduling
Student Development Activities
Meetings
Enrollment Facilities
The building blocks
Curriculum Cap Course and
Discipline based; determined by faculty
Enrollment Count Live and rolling
number
Facility Cap Maximum allowable
seats in a room/lab Fire Code State Guidelines
Section Cap Maximum number
of students that can enroll in a section
Enrollment Facility
Enrollment & Facilities System Review Data Model / Data Dictionary
Measures (Occupancy, Utilization, Facility Availability, Seat-Hours, …)
Dimensions (Facility, Calendar, Clock, Timeline) Sample Room Schedule tools
Graphical Reports: (Day of Week Report) Text Based Reports: (Room Schedules)
Sample Reports Room to Campus to College Level Reporting
Uses: Security Food Service Tutoring Facility Planners Student Development Instructional Technology/AV
WHY Enrollment Management? Proactive management of resources
Faculty Facilities
Student – Centered Quality Management Enhances recruitment, retention, and
graduation planning Creates a continuous “Best Practice” of
assessment, planning, and execution
Valencia Resources:
Supporting Documentation http://www.valenciacc.edu/provost/east/tea
mPresentations.cfm Institutional Research Home
http://www.valenciacc.edu/ir/ Valencia Strategic Plan
http://www.valenciacc.edu/lci/