AIM ACT Information Manager User Meeting: Tips, Training

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AIM ACT Information Manager User MeetingTips,
Training Best PracticesThe UMR Perspective
AIM User since 2002ACT Enrollment Planners
Conference Pre-ConferenceDowntown Marriott,
Chicago, ILJuly 19, 2006
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Rolla, Missouri In the Middle of Everywhere

• Population 17,000
• South-Central Missouri
• 95 miles to St. Louis
• 100 miles to Springfield
• 90 miles to Columbia
• 35 miles to Ft. Leonard Wood
• Top 100 U.S. Small Towns
• Not Overly Diverse
• White persons 93.2
• African American 1.5
• American Indian and Alaska Native 0.6
• Asian-American 2.4
• Not reported 2.3

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What is UMR?

• A Top 50 Technological Research University
• 5600 students 4300 Undergrad, 1300 Graduate
• 90 majoring in Engineering, Science, Comp. Sci.
• Ave. Student ACT/SAT upper 8-10 in nation
• 40 of Freshmen from upper 10 of HS class
• 24 Out of State Enrollment
• 96 5 Year Average Placement Rate within 3 months
  of Grad
• Ave. Starting Salary in 2005 49,300

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Undergraduate Demographics

• Average Age 21.6 years old
• Gender
• 23 Female
• 77 Male
• First Generation College Students
• 2005-06 37
• Residency
• Missouri Residents 76
• Out-State Students 24
• Ethnicity
• African-American 4
• Asian-American 3
• Caucasian 83
• Hispanic 2
• Native-American 1

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UMR's Academic Major Distribution by Headcount
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Life as an Outlier
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Concerning Student Interest Data
Source ACT 2004
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Missouris 2004 Student Funnel for All
Engineering Fields

• High School Seniors 61,378
• High School Graduates 57,573
• ACT Testers/College Bound 42,862
• Any Engineering Interest, all scores 1,599
• Engineering Interest, 21 comp. score 1,102
• (21 MO average score / 50)
• Engineering Interest, 24 comp. score 807
• (24 UM minimum for auto admission)
• UMRs Freshmen Engineering Majors 520
• from Missouri

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Projected Change in High School
Graduates 2002-2012
9
-17
-11
-20
-4
-10
7
-10
11
-6
-11
4
-2
-22
-2
-1
-3
-8
0
-7
53
-3
10
3
5
7
5
4
-7
3
12
6
-6
-4
3
-10
13
8
20
-8
2
-1
-3
2
16
-1
-12
7
9
9
gt 20 11 to 20 0 to 10 Decreases
-10
STAMATS, 2005 NCES, 2004
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SOURCE WICHE 2004, KNOCKING AT THE COLLEGE DOOR
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Enrollment Concerns Challenges in 2000

• 8 Year Decline New Students (-700 students)
• 52 Graduation Rate
• 82 Retention Rate
• 22 Female Enrollment
• 4 Traditionally Underrepresented Minorities
• Only 1 New Degree Program (Computer Engineering)
  added to UMRs Academic Portfolio in close to 15
  years
• Industry Asking for MORE Graduates
• Declining Student Interest in Engineering,
  Computer Science, Physics, Chemistry, and Math
• A Fast Approaching Decline in Midwestern
  College-Bound Students

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EM Plan Starts with anAssessment of the
Strategic Plan

• Where are Enrollment Managements 3 Rs
  Marketings 3 Ps ?
• If they are included in the Strategic Plan,
  determine if the goals were based on desire or
  data.
• Agreement on Assessment Indicators Must Happen
• Each indicator must be measurable and addressed
  within the Enrollment Management Plan Quality
  externally verified data is always preferred

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Tweaking and Implementing the Enrollment
Management Plan

• Creation of a campus-wide Enrollment Development
  Team
• Phasing out of previous SEM team
• Restructuring EM division to include separate
  areas and champions for key Strategic Goals and
  Student Services
• (New Student Orientation, Diversity Programs,
  Womens Programs, Pre College Programs)
• Updating and Modifying the SEM strategic plan
• Creating Research and Assessment positions
  dedicated to enrollment reporting and retention
  research
• Using marketing research to implement specific
  messages to target audiences
• Reworking the web
• Redesigning the visual look and image of UMR
  (Loud and Proud campaign)
• Re-evaluating the data sources and management
  systems

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EM OBJECTIVE Building Campus coalitions through
the use of data to drive Strategic Investments

• Helping a Campus Define Enrollment Priorities
• Support for new programs
• a School of Business/business programs
• Architectural engineering
• Environmental engineering
• Biochemical engineering
• Teacher Education Programs with Math Science
  Focus
• Technical Communication
• Interdisciplinary Degrees in Engineering and Arts
  Sciences
• 17 Graduate Certificates
• MS in Biology (PhD coming)
• Assist with Prioritizing New Facilities
• Residence Halls
• Student Union
• Recreational Facilities
• Wet Lab Building for Biology

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Impact of a Data-Driven Enrollment Plan

• AY2005-06
• 5602 Students
• 21 increase over the 4626 students in Fall 2000
  
• 28 increase in new students since Fall 2000
  (1581 in 2005, 1239 in 2000)
• Much of our undergraduate growth will now be due
  to increased retention rates. We set all-time
  high retention (87) and graduation rates (64)
  in AY 2005-06
• 91 of courses taught on-campus
• 9 of courses taught through distance ed

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Due to Low Market Interest in STEM Majors, UMR
Embraced a Segmentation and Communication
Strategy to Increase Enrollment by Improving the
Yield of Admitted Undergraduate Applicants who
Enroll
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UMR ENROLLMENT
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Enrollment by Academic Quality
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University of Missouri - Rolla
Geographic Origin of All
Students - Fall 2005
WASHINGTON
35
MAINE
MONTANA
NORTH DAKOTA
MINNESOTA
5
5
OREGON
VT
19
4
2
WISCONSIN
NH
3
IDAHO
14
10
SOUTH DAKOTA
MA
4
14
NEW YORK
4
CT
MICHIGAN
WYOMING
3
21
7
7
PENNSYLVANIA
IOWA
14
NEBRASKA
NEVADA
25
NJ
OHIO
43
IN
6
UTAH
ILLINOIS
2
10
17
5
WV
369
1
COLORADO
VIRGINIA
5
DC 1
10
KANSAS
17
16
MISSOURI
123
KENTUCKY
CALIFORNIA
3875
15
NO. CAROLINA
47
TENNESSEE
4
51
ARIZONA
OKLAHOMA
ARKANSAS
NEW MEXICO
10
72
9
6
MS
GEORGIA
ALABAMA
7
5
23
LA
TEXAS
13
91
2
9
All Students, Totals United States 5,063
Other Countries
539 Total
5,602

• ALASKA

FL
1
HAWAII
VIRGIN ISLANDS 1
PUERTO RICO 1
Note Geographic Origin is defined as student's
legal residence at time of original admission to
UMR. Source Integrated Postsecondary Education
Data System (IPEDS) frozen files, end of 4th week
of classes.
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Success in Growing Diversity
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Improving Student Success

• Retention Rates 2005
• General Student Body 87 (82 2001)
• Female Students 88
• Minority Students 89
• CAMPUS GOAL 90
• Graduation Rates 2005
• General Student Body 64 (52 2001)
• Female Students 71
• Minority Students 60
• CAMPUS GOAL 70

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Enrollment Concerns Challenges in 2000

• 8 Year Decline New Students (-700 students)
• 52 Graduation Rate
• 82 Retention Rate
• 22 Female Enrollment
• 4 Traditionally Underrepresented Minorities
• Only 1 New UG Degree Program (Computer
  Engineering) added to UMRs Academic Portfolio in
  about 10 years
• Industry Asking for MORE Graduates
• Declining Student Interest in Engineering,
  Computer Science, Physics, Chemistry, and Math
• A Fast Approaching Decline in Midwestern
  College-Bound Students

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Enrollment Status Challenges in 2005-06

• 5 Year Growth Pattern in all Strategic Plan Areas
• 64 Graduation Rate (UMR Record)
• 87 Retention Rate (UMR Record)
• 24 Female Enrollment (230 new students)
• 5 Year Increase (978 students)
• New School of Management, 8 new Mission Based
  Degree Programs and 17 Graduate Certificate
  Programs
• Industry STILL Asking for MORE Graduates
• FURTHER Declines in Students Interested in
  Engineering, Computer Science, Physics,
  Chemistry, and Math degrees/careers
• A MUCH FASTER Approaching Decline in Midwestern
  College-Bound Students

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A Campus-Wide Use Strategyfor AIM EIS

• Implementation, Training
• Maintenance

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2001 EM DATA PROJECT GOAL Give Campus Academic
Units Easy Access to Student Market Data to
Encourage More Active, Data-driven Involvement in
the New Student Recruitment Process
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CHALLENGES

• Academic Departments wanted to be more involved
  in the Universitys recruitment efforts, but had
  little direct access to prospective student
  databases.
• Accessing, segmenting and analyzing prospective
  Student Information and available ACT tested
  student data from the campus ERP was cumbersome
  and virtually impossible for most faculty and
  staff.
• Buy and implement new data toolsets during a 17
  reduction in operational budgets due to state
  funding reductions

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Departments wanted a set of easy-to-use tools
for retrieving data and making reports for

• strategic planning
• assessing the viability of new majors
• recruiting new majors
• awarding of departmental scholarships
• finding new, market viable majors for UMR
• measuring future viability of under enrolled
  programs
• market data for accreditation reports, funding
  proposals new program proposals

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TOOLSETS CHOOSEN

• AIM
• EIS
• EMT Connect2 (AIM Interface)
• Online HTML Version of Traditional Admission
  Funnel Reports

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Strategic Planning Applications EIS AIM

• Fit Gap Analysis of Academic Program Offerings
• New Program Student Market Assessments
• Accreditation and Program Viability Reviews
• Scholarship and Pricing Strategies
• Retention Programs and At-Risk Student Assessment
• Designing and Pricing New Residence Halls
• Establishing Need for and Designing New
  Recreation Center
• Assessment of Varsity and Intramural Sport
  Offerings
• Assessment of Summer Camp Offerings

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• Rachel Morris
• Enrollment Management Data, Reporting
  Technology Coordinator

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Implementation Strategy How We Got Started

• Installed AIM EIS in every Admissions
  Recruitment PC (including laptops) and each of
  Deans Offices. After installation provided a
  short overview, and encourage them to play with
  it. Fall 2002
• Sent email training flyer to all deans, chairs,
  and directors of every campus department. Flyer
  gave a brief overview of what the AIM EIS
  software could do for their departments. (see
  handout)
• Started scheduling training in January 2003

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Keys for Training

• All participants have a laptop
• The trainer needs an lcd projector and laser
  pointer
• Try to limit the session to less than 10
  participants
• Make the group run common queries and reports to
  ensure they understand how to use the program
• Build in time for each person to play while you
  supervise
• Send a follow-up email reminding the participants
  to use the program and how receive assistance if
  needed

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FAQs for Campus Use

• How does this help with recruitment?
• Does this replace PeopleSoft data?
• Why are the AIM student lists different than the
  admitted student lists?
• Can I break the system or ruin the database?
• How do you import the updated AIM Data?

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1 FAQ

• How do you run reports and get the data out of
  AIM for call lists or mailing lists?

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CONSTANT REMINDERS ABOUT STUDENT INFORMATION
SECURTY INTEGRITY

• Please note All student information shared in
  the sessions and via the databases is to only be
  used for legitimate university purposes and
  cannot be shared with outside or unauthorized
  parties. The student information is considered
  confidential and federally protected by the
  Family Educational Rights and Privacy Act (FERPA)
  (20 U.S.C. 1232g 34 CFR Part 99) standards.

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Maintaining the Toolsets

• Annually Remind Academic Leaders about the
  availability of the programs and need to install
  software on key faculty PCs
• Remind the Campus of When to Download Monthly
  Updates of AIM using a shared drive for
  distribution
• Designing Refresher Courses and Follow-up
  Training is Needed

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AY2006-07 Training Schedule

• EIS, AIM, Connect2 Training twice Monthly
• Beginner and Refresher Sessions will start Fall
  2006
• Sessions will consist of two 90 Minute Sessions
• 90 minutes on how to use EIS AIM
• 90 Minutes on how to use Connect2

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Questions
Contact Information Jay Goff Dean of Enrollment
Management goffjw_at_umr.edu 573-341-4378 Rachel
Morris Enrollment Management Data, Reporting
Technology Coordinator rachelm_at_umr.edu 573-341-445
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