Using Data to Move from Supply-sided to Demand-Sided ...

Using Data to Move from Supply-sided to

Demand-Sided, Inter-Session

Scheduling CEANY 2013 Annual Conference

Karen Schuhle-Williams, Ph.D.

[email protected]

mailto:[email protected]

Institutional Profile:

• Comprehensive SUNY

• 6000 UG/ 2000 GRAD

• Five Schools: 50 UG & 20 Grad Programs

Inter-Session Profile:

• SU - 5 Sessions (2, 5, 7, 10, 12 wk.)

• WI - 3 Sessions (5, 3, 2 wk.) Approximately:

• 250/ 75 Courses

• 2000/800 Students

• 10,000/2400 Credit Hrs.

•Gross Revenue = $2.3+ .5 M.

Culture of Special Sessions

How we were: • Supply-sided

• 55 POTS in SU

• Over-allocating

Revenue

Where we are now…. • New Provost 2008; Left 2013. . .

• Directive: ID & Offer High

Need/Demand Courses

• Year 5 of Strategic Plan

Where we are going: Double SU/WI in 5 Years. . .

II. Student

Support & Services

•Town homes for Session II

& III

•Same-session late-

registration fee “swap”

•BSG Activities

•Student auto e-mail

notification for course

withdrawals of classes

offered in SU/WI

•Minimize off-schedule

sessions and parts-of-term

(POTs)

•Create specialized time

blocks to accommodate

courses w/ > 3 credits

•Enhance internship POTs

and processes as needed.

III. Transforming the

face, culture, and

outcomes of

SummerSession

•Reward positive

performance & eliminate

inequities for chairs

•Expand recognition &

rewards for positive

performance via gain-

sharing

•Investigate

entrepreneurial & intensive

programming

•Consider options toward

identifying revenue stream

for Academic Affairs

special initiatives.

I. Identify and offer

high need/demand

courses

•Create Banner reports re:

early closing FA/SP courses

•SU/WI Historical charts

•Eduventures analysis

•Essential – GenEd, high-

need/demand; high

enrolled (≥ 18 UG & ≥ 12

Grad)

•Optional – offered only

after all essential courses are

staffed

•20 additional online

courses

•Current faculty receive 1st

right- of-refusal to teach in

SU/WI

•Adopt e-file course review

& submission process.

Next Phase Initiatives

•DARS 3.5 scheduling enhancements

•ID closed course registration attempts

•Adopt 4-term, by-course, degree

completion enrollment management

•Market accelerated study opportunities

Underlying Tenets

•Revamp SU Session to maximize

service to our current students

•Maximize faculty/dept. rewards/

recognition for supporting

change

•Establish SU as campus priority

Student-Centered Special Sessions & Programs (SS&P) Initiatives -

Demand-Sided Scheduling

Providing course offerings, support, & services that serve our students best, first, and foremost.

Underlying Tenets: Revamp SU Session to maximize service to our current students.

Initiative Key Features I. Identify and offer high need/demand courses. Focus on current student business by giving them what they want and need. Largely, we have offered a "supply-sided,” rather than “demand- sided” product, as is reflected in ever-declining enrollments and revenue. Through data mining, we will identify

and offer courses for which there have been insufficient seats in the fall/spring terms, that students need for timely (and eventually, toward accelerated) degree completion, and

that have had strong enrollments in previous WI/SU sessions.

~Data-driven course offerings ~Existing faculty given preference to teach

~Supplemental staffing as needed ~Add 20 online GenEd courses ~Adopt electronic

course review & submission process

II. Student Support & Services. Essential enhancements necessary to create innovative programs, and grow and sustain enrollments.

To make summer "palatable" nominally, but more desirably, attractive to students, we need to provide them with optimal support and services, aligned with simplified course

scheduling. Additionally, we need to adjust policies, where possible, that minimize the consequences resulting from the shortened timeframe of SummerSession.

~Provide students with attractive town home access/living options. ~Eliminate late add fee in

same-session ~Auto e-mail notification of course withdrawals

~Simplify & minimize sessions for student scheduling ease ~Garner BSG support & services for

SU students ~Adopt electronic course submission.

III. Transforming the face, culture, and outcomes of SummerSession. Motivating the partners in the process.

Our past "supply-sided" model of SummerSession is unsustainable, warranting a shift to a "demand-sided" model, to increase enrollments, revenue, and timely degree completion.

Ancillary goals include identifying revenue streams for AA initiatives, rewarding positive performance, and investigating entrepreneurial programming.

~Recognize positive performance and eliminate chair stipend inequities ~Motivate and reward positive

performance (increased enrollments) by adopting gains sharing ~Investigate entrepreneurial

programming and revenue generation ~Identify additional funding streams for Academic Affairs

Critical Course Criteria

Critical = High Need/Demand Courses

U-Grad:

1. ≥ 18 Enrl.

2. Gen. Educ.

3. Closed Prior Term(s)

4. Online

5. Service

Grad:

1. ≥ 12 Enrl.

2. Closed Prior

Term

3. Online

The SU/WI “Call” Process

1. Historical Course

Coding

2. My Course Review &

Comment Chairs

3. Assoc. Deans Group

Mtng. & w/ My Boss

Product

1. 3-year Historical, Critical

Coded Summary

2. Requests &

Recommendations

3. “Update” & Data

4. ‘Love Notes. . . ’

SummerSession Enrollments 2008-2010

Term School Dept Course Cr Title U/G Final #s Crit Instructor Sess

Avg Class Size # of

Courses

2010

Critical Mix

2010 2009 2008 2010 2009 2008 Opt Crit %

John: Great going on your critical course mix and average class size for SU '10! In addition to those courses identified as critical (highlighted in gold and designated as "Critical" with a "Y" in your historical summary), please include the FA '10 closed courses listed below, representing high demand/need classes for

our students. Please replace low enrolled courses with those identified as high need/demand and include courses for which you have insufficient seats for SP '11 (e.g., already closed courses: ACC 388; BUS 325 & 369), service courses, as well as any SLN courses (which may be offered in longer duration time

blocks, such as seven, ten, and 12 weeks, by combining Sessions). Please distribute your courses evenly across all three sessions. Thank you.

Business Administration & Economics 15 14 15 13 15 12 4 9 69%

Closed ACC 282 Intro Manag Acc Closed BUS 421 Invstmt Analysis

Closed ACC 283 Acct Sys/Sftware Closed BUS 422 Corp Fin Policy

Closed ACC 386 Intermed Acct II Closed BUS 440 Bus To Bus Markt

Closed ACC 388 Cost Accounting Closed BUS 465 Human Resrc Mgmt

Closed ACC 485 Fed Income Tax I Closed ECN 202 Prin Of Ec Macro

Closed ACC 486 Advanced Acct Closed ECN 204 Intro Statistics

Closed BUS 345 Intl Bus Envirnt Closed ECN 304 Interm Statistic

Closed BUS 368 Project Manageme Closed ECN 321 Money & Banking

Service Courses

BUS 280

BUS 335

BUS 365

BUS 465

2010 BU ACC 385.21 3 Intermed Acct I U 9 Kent, D 2

2010 BU BUS 317.31 3 Mgt Info Systems U 20 Y Anfuso, John 3

2010 BU BUS 325.21 3 Princples Financ U 21 Y Gargano, Robert 2

2010 BU BUS 345.11 3 Intl Bus Envirnt U 19 Y Lockemeyer, Jennifer 1

2010 BU BUS 366.11 3 Org Behavior U 19 Y Bailey, Zay 1

2010 BU BUS 375.21 3 Business Law I U 11 Lockemeyer, Jennifer 2

2010 BU BUS 378.21 3 Bus Gov& Society U 16 Bailey, Zay 2

2010 BU BUS 389.21 1 Bus Careers Sem U 11 Taylor, Jeffrey 2

2010 BU BUS 465.11 3 Hum Resrc Mgmt U 12 Y Waite, Melissa 1

2010 BU BUS 475.21 3 Strategic Mgmnt U 19 Y Conklin, William 2

2010 BU BUS 475.31 3 Strategic Mgmnt U 18 Y Conklin, William 3

3-Year Historical, Coded, Department Data

Dear John: ‘Love Notes…….’

Dear John: Great going on your critical course mix and average

class size for SU ’13! In addition to those courses identified as

critical (highlighted in gold and designated as "Critical" with a

"Y" in your historical summary), please include FA ’13 closed

courses listed below, representing high demand/need classes for

our students. Please replace low enrolled courses with those

identified as high need/demand and include courses for which you

have insufficient seats for SP ’14 (e.g., already closed courses: ACC

388; BUS 325 & 369), service courses, as well as SLN courses

(which may be offered in longer duration time blocks, such as

seven, ten, and 12 weeks). Please distribute your courses evenly

across a.m./p.m., and all three sessions. Thank you. KS-W.

Assoc. Deans’ Update

Special Sessions & Programs

Associate Deans’ Update ~ November, 2013

re: SummerSession ’13

Important Dates

• SU ’14 Schedule & Website Available - Monday, March 3

• SU ’14 Registration Starts – Monday, March 24

E-CALL (SU ’14 sent 11/5 – 11/6;), including:

• Rolled SU ’13 Schedule/EXCEL file from Registrar as attachment

• Call memo & SU ’14 Links to all forms & documents, within E-mail:

• Three-year historical course summary with:

o Critical course coding

o Notations & Requests

o Closed FA ‘13 courses

Summer Enrollments & Critical Mix

School Summaries 2009 - 2010

SCHOOL SUMMARIES Avg Class Size

# of

Courses

2010

Critical Mix

2009 Critical Mix

2010 2009 2008 2010 2009 2008 Opt Crit % Opt Crit %

School of AHSS Totals 10 10 9 67 75 65 24 43 64% 20 55 73%

Business Administration & Economics 15 14 15 13 15 12 4 9 69% 7 8 53%

School of EHS Totals 11 11 13 54 51 58 20 34 63% 13 38 75%

School of HHP Totals 12 11 9 50 42 56 23 27 54% 9 33 79%

School of SM Totals 16 11 11 20 24 28 9 11 55% 12 12 50%

Office of VP Totals 7 8 11 8 9 8 7 1 13% 9 0 0%

SU'10 Total Enrollments/Critical Mix 12 11 11 212 216 227 87 125 59% 70 146 68%

Schools Dean Summary

Summer Enrollments & Critical Mix Summary 2010 – 2013

Department & School Summaries

SCHOOL OF EHS

DEPARTMENT SUMMARIES Avg Class Size

# of

Courses

2010

Critical Mix

2010 2009 2008 2010 2009 2008 Opt Crit %

COUNSELOR EDUCATION 6 9 7 9 6 6 8 1 11%

CRIMINAL JUSTICE 6 6 15 3 3 1 0 3 100%

EDUCATIONAL ADMINISTRATION 19 17 21 9 10 10 0 9 100%

EDUCATION & HUMAN DEVELOPMENT 14 14 13 23 24 34 6 17 74%

PUBLIC ADMINISTRATION 8 10 16 10 8 4 6 4 40%

SOCIAL WORK 0 0 4 0 0 3 0 0 0%

School of EHS Totals 11 11 13 54 51 58 20 34 63%

By School, Department Summary

Churn…. Churn……..

Churn……

Chair Submits Schedule to Registrar Registrar Enters Courses

Process

1. Proposed Schedule

Coding & Analysis

Product

1. Proposed Critical

Course Summary data

by School &

Department

Summer Enrollments & Critical Mix Summary 2010-2011

Department Summaries by School

February 9, 2011

Business Administration & Economics

SUMMARY

2010

Critical Mix

SU'11 Proposed

Critical Mix

# of

Courses Crit %

# of

Courses Crit %

Business Administration & Economics 13 9 69% 10 8 80%

SCHOOL OF EHS

DEPARTMENT SUMMARIES

2010

Critical Mix

SU'11 Proposed

Critical Mix

# of

Courses Crit %

# of

Courses Crit %

COUNSELOR EDUCATION 9 1 11% 10 0 0%

CRIMINAL JUSTICE 3 3 100% 7 5 71%

EDUCATION & HUMAN DEVELOPMENT 23 17 74% 23 15 65%

EDUCATIONAL ADMINISTRATION 9 9 100% 7 7 100%

PUBLIC ADMINISTRATION 10 4 40% 4 1 25%

SOCIAL WORK 0 0 0% 3 0 0%

School of EHS Totals 54 34 63% 54 28 52%

By School Proposed Schedule Coding


Process


Coding & Analysis


Comments

Product

1. Proposed Critical by

School & Department

2. Requested “Tweaks” to

Assoc. Deans

3. No more ‘Love Notes’

Proposed SU'11 - February 9, 2011

Business Unit SU'11 Proposed

Critical Mix

SCH COURSE SEC HRS TITLE U G TIME # of Courses # of Critical % Critical Critical High

Enrlld GenEd SLN F10 Closed Srvc

Business Administration & Economics 10 8 80%

BU BUS 317 21 3 Mgt Info Systems U 17.30-21.30 Y Y

BU BUS 325 21 3 Princples Financ U 13.00-15.05 Y Y

BU BUS 366 11 3 Org Behavior U 12.30-16.30 Y Y

BU BUS 378 31 3 Bus Gov& Society U 10.15-12.20

BU BUS 389 21 1 Bus Careers Sem U 10.15-11.45 Y Y

BU BUS 465 11 3 Hum Resrc Mgmt U 12.30-14.30 Y Y Y

BU BUS 475 21 3 Strategic Mgmnt U 10.15-12.20 Y Y

BU BUS 475 31 3 Strategic Mgmnt U 10.15-12.20

BU ECN 204 11 3 Intro Statistics U 8.00-12.00 Y Y

BU ECN 304 31 3 Interm Statistic U 10.15-12.20 Y Y

Excellent critical course mix and distribution across days, times, and sessions. Thank you for offering 465, a service course.

Add the following service courses in Sessions II and III:

280 Princ. Acctng

335 Prin of Markting

365 Princ. Mngmnt.

Total BU Critical Mix 10 8 80% 8 4 0 0 4 1

BU ACC 498 51 3 Actng Internship U 0.00- 0.00

BU ACC 498 52 6 Actng Internship U 0.00- 0.00

BU BUS 498 51 3 Internship U 0.00- 0.00





Review of Proposed, by Dept. w/ “Love Notes”

Excellent critical course mix and distribution across days, times,

and sessions. Thank you for offering 465, a service course.

Please add the following service courses in Sessions II and III:

280 Princ. Acctng

335 Prin of Markting

365 Princ. Mngmnt.

Proposed Course “Tweaks”


Process


Coding & Analysis


Comments

3. Assoc. Deans

Individual Mtng. &

w/ My Boss

Product

1. Proposed Critical by

School & Department

2. “Requested “Tweaks”

3. Negotiations

The “Dance”

Outcomes

Identify High Need/Demand, “Critical” Courses

Move to a Student-Centered Model

Reduce POTS and Simplify Schedule

Generate Revenue for All Funds Budget

SummerSession 2008 - 2010 Detail

SU '08 SU '09 08 - '09

Change SU '10

'09 - '10

Change

08 - '10

Change

UG Headcount 1256 1,288 2.5% 1,263 -1.9% 0.6%

GR Headcount 828 794 -4.1% 765 -3.7% -7.6%

Total Headcount 2084 2082 -0.1% 2028 -2.6% -2.7%

UG Cr. Hours (including OAP) 6242 6263 0.3% 7040 12.4% 12.8%

GR Cr. Hours (- MSW Adj. ) 3747 3377 -9.9% 3380 0.1% -9.8%

Total Cr. Hours 9989 9640 -3.5% 10420 8.1% 4.3%

Total Adj. Revenue* $2,058,756 $2,262,368 9.9% $2,338,813 3.4% 13.6%

SU Payroll

Instructional $522,504 $512,954 -1.8% $496,205 -3.3% -5.0%

Non-Revenue Generating $158,823 $163,243 2.8% $174,359 6.8% 9.8%

Total $681,327 $676,197 -0.8% $670,564 -0.8% -1.6%

% Critical Courses 46% 68% 47.8% 59% -13.2% 28.3%

* Total Adjusted Revenue = [Total Revenue - (Overseas + Tuition Waivers) ]

Custom Marketing & Tracking

Date Population Message

(Subject Line)

May 4 Students within junior or senior status

who lack their language requirement.

Get your language

requirements done

May 5 Students who have

dropped/withdrawn from a course in

Spring ’13, since census, and the

course is scheduled for Summer ’13.

Graduate sooner

May 5 Students enrolled in BIO 111 who

received <C- for Fall 2012 (final grade)

or Spring 2013 (midterm grade).

Interested in improving

your cumulative GPA?

Using Data to Move from Supply-sided to

Demand-Sided, Inter-Session Scheduling

[email protected]

mailto:[email protected]

Using Data to Move from Supply-sided to Demand-Sided ...

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