Division of Enrollment Management at Sam Houston State University

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Division of Enrollment Managementat Sam
Houston State University
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The Texas State University System Board of
Trustees
President
Vice President of Enrollment Management
Career Services
Financial Aid
Marketing
Registrars Office
Public Relations
Residence Life
Undergraduate Admissions
New Student Orientation
Retention
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Enrollment Management is a journey, not a
destination.
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Change Models

• Accrual or evolutionary change model
• Crisis-oriented or transformational change model
• C. Rational or planned change model
• v creating a perceived need to move to a system
• v developing a plan to establish the system
• implementing the system
• establishing the support to maintain a
  functioning system

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• Implementing the System and Establishing the
• Support 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

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Student Institution Relationship The
institution must have a good relationship from
Prospective Student A. Recruitment, Visitors Center
To Admit B. Admissions, Orientation
To Deposits C. Residence Life
To Enroll D. Registrar, Advising
To Payment E. Financial Aid/ Cashiering
To Retain F. Retention
To Engaged, Fulfilled G. Career Services, FYE, Learning Communities, SAM Center, Student Activities
To Graduate H. Registrar
To Alumni I. Alumni Relations, Recruitment, Marketing, Career Services
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Admissions and RecruitmentA. 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.

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Residence LifeC. Deposits/Assignments and F.
Retention

• Study of demographics of students in residence
  hall
• Learning community opportunities
• Residence hall surveys
• Training of staff in residence hall

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RegistrarD. Enroll and H. Graduation

• Review of TSI procedures
• Review of transcripts electronic and paper
• Review ways to improve student records management
  and archive student records
• Review of student audit process
• Process of providing enrollment reports on
  cohorts
• Graduation analysis
• Analysis of data on course section enrollments,
  closed courses, and cancelled courses
• Review of course scheduling changes
• Analyze how to use technology in the registration
  process

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Financial AidE. Payment

• Review of financial aid procedures
• Analysis of gross vs. net tuition revenues
• Review of publications
• Analysis of Satisfactory Academic Progress
• Procedures for all financial aid recipients
• Analysis of class attendance policies for refund
• regulations
• Review of financial aid appeals process
• Review of scholarships/recipient process
• Review of compliance with all federal and state
  aid regulations
• Review of technology in the financial aid process

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Career ServicesG. Engage/Fulfill and Alumni

• Review data of job placement and services offered
• Review communication between Testing center, SAM
  Center, and Counseling Center
• Review time of service, referrals
• Impact of Career Services to the community -
  satisfaction

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Retention Is aPerformance Indicatorfor Our
CampusesF. Retention

• It is a measure of how much student growth and
  learning takes
• place.
• It is a measure of how valued and respected our
  students feel
• on our campuses.
• It is a measure of how effectively our campuses
  deliver what
• students expect, need, and want.

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A Conceptual Modelof Retention
Entering Student Student Students St
udent Motivation Integration Likelihoo
d Variables Variables
Variables to Persist
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Entering Student Variables

• Academic history (high school, transfer)
• Geodemographic data
• Test scores
• Financial Aid information
• Goals of students

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Student Motivational Variables

• Student Services Assessment
• NSSE Survey
• Student Satisfaction Inventory

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Student 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

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Distribution of StudentCommitment
Some students will leave no matter what we do
Some students will persist no matter what we do.
Some students will allow us to influence their
decision to stay or leave.
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Essential Steps to Retention 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
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Setting 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

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Step II Setting Priorities

• Gather Data
• 1. Compile historical retention and graduation
  data
• a. First-second year retention of full-time,
  first-time students
• b. Semester to semester retention of part-time
  students
• c. 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 liable
• 2. Administer a student satisfaction survey

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Step 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 importance Do we want to add
any other categories?
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Step II Setting Priorities
B. Setting Priorities based on Data
Very Important
Retention Plan Priority
Very Satisfied
Very Dissatisfied
Very Important
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Step 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.

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Step IV Developing Strategies
Areas to consider when developing our strategies
based on our goals Academic Support Financial
Aid Residential Living Student
Orientation Academic Advising Under-represented
groups Sectioning/placement Student
Activities Faculty/Staff Development Career
Planning Exit Interviews Recruitment Early
Alert and Intervention Summer Bridge
Programs Polices and Procedures
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Step IV Developing Strategies
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
Enrollment Management division. Respond more
systematically to the needs of the at risk
students. Develop special programs and services
for under-represented ethnic groups.
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Distribution of StudentCommitment
Focus of our strategies and initiatives
Influence
Will drop out no matter what we do
Will persist no matter what we do.
This is the area in which students can be
influenced.
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Step V- Preparing Action Plans

• Components
• What are we going to do?
• When are we going to do it?
• Who will be responsible?
• How much will it cost?
• How will we know when it has been accomplished?

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Step VI - Success
Review the plan Assess the success in our
cohorts Modify the plan for the next
year Recognize, reward, and celebrate student
success
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Successful retention programs

• Are highly structured and institution-wide
• Are interlocked with other programs and services
• Rely on extended, intensive student contact
• Are based on a strategy of student engagement
• Focus on affective and cognitive needs of
  students
• Track and monitor student progress in all areas

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Best Practices Model for Universities
Recruitment Activities Departmental Brochures
Personal Letters Student Life
Brochures Viewbooks Searchpieces Video/CD
Fact Sheets Minority student
brochures Online Reg. - New Financial Aid
brochures Online Inquiry form Online
Orientation Online Financial Aid App Online
Scholarship App. Online Visit Inquiry Online
Housing app Online Financial Aid
Estimator Broadcast Advertising Online payment
options Virtual Campus Tour Email
Newsletter Online chats w/students Online
catalog Online registration
current College Day/Night Programs Direct
Mail Campus visits for HS students Meetings
for service area counselors Extended Office
Hours Obtaining Names from
Lists Billboard Advertising Using Current
Students to Recruit Career Planning Adult
information nights/programs Posters/Request
cards Using Current Faculty to
Recruit Flexible course schedule Movie
screen advertising No-need scholarships
Toll-free number Extended Office hours
One-stop-shop services
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Best Practices Model for Universities
Retention Activities Academic
Advising by Faculty Career Planning Academic
Assistance Programs Student Satisfaction
Surveys Evaluation of Faculty No-need
employment Early alert/intervention Faculty
sponsors of clubs/org Mentoring in Residence
Halls On-going orientation sessions Student Exit
interviews Student Representation at Board
meetings
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Best Practices Model for Community Colleges
Recruitment Activities Catalog Viewbook A
thletic Department Brochures Factsheet Department
al Brochures Personal Letters Admissions
Letters Student Life Brochures Financial Aid
Brochures Virtual Campus Tour Online
Registration New Online Payment Option Payment
of Deposits Recruitment of Underrepresented
Pop No-need Scholarships One-Stop Shop
Services Special Telethons in Concentrated Period
of Time Calls Made by Trained Students
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Best Practices Model for Community Colleges
Retention Activities Academic
Advising by Faculty Career Planning Academic
Assistance Programs Student Satisfaction
Surveys Evaluation of Faculty No-need
employment Early alert/intervention On-going
orientation sessions Student Exit interviews
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Division of Enrollment Management Communication
Wheel
TSI, placement
Predictive modeling Data/stats
Coordinating Board/Leg.
Testing Center
Retention, Advising, Mentoring
SAM Center/ Advising
Institutional Research
Application of reports, Rules, issues
Admissions Financial Aid Registrar Career
Services Residence Life Retention Orientation
Pre-College Program
Institutional Marketing
Learning Career Inventories
Recruiting
Academic Support
Alumni Relations
Technology
Community Relations
Learning Comm Study Skills Mentoring Tutoring Sam
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SIS and Retention software
SEM Committee
Closing the Gaps
Required
Use to document ideas
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Questions ?