Division of Enrollment Management at Sam Houston State University

1. Division of Enrollment Managementat Sam Houston State University

2. The Texas State University System Board of Trustees President Vice President of Enrollment Management Career Services Financial Aid Marketing Registrar’s Office Public Relations Residence Life Undergraduate Admissions New Student Orientation Retention

3. Enrollment Management is a journey, not a destination.

4. Change Models • Accrual or evolutionary change model • 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

5. 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

6. Student – Institution Relationship The institution must have a good relationship from:

7. 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.

8. 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

9. 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

10. 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

11. 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

12. 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.

13. A Conceptual Modelof Retention Entering Student Student Student’s Student Motivation Integration Likelihood Variables + Variables + Variables = to Persist

14. Entering Student Variables • Academic history (high school, transfer) • Geodemographic data • Test scores • Financial Aid information • Goals of students

15. Student Motivational Variables • Student Services Assessment • NSSE Survey • Student Satisfaction Inventory

16. 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

17. 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.

18. 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

19. 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

20. 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

21. 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?

22. Step II – Setting Priorities B. Setting Priorities based on Data Very Important Retention Plan Priority Very Satisfied Very Dissatisfied Very Important

23. 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.

24. 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

25. 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.

26. 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.

27. 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?

28. 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

29. 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

36. 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

37. 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

38. Best Practices Model for Community Colleges Recruitment Activities Catalog Viewbook Athletic Department Brochures Factsheet Departmental 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

39. 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

40. 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 Institutional Marketing Pre-College Program Learning & Career Inventories Recruiting Alumni Relations Academic Support Technology Community Relations Learning Comm Study Skills Mentoring Tutoring Sam 136 Labs SIS and Retention software SEM Committee Closing the Gaps Required Use to document ideas

41. Questions ?