Precision Scheduling: Key’s to Strategic Enrollment Management

1. Precision Scheduling: Key’s to Strategic Enrollment Management Michelle Foster, East Campus Assistant Provost Ruth Prather, East Campus Provost

2. 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

3. 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.

4. 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%

5. 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

6. 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]

7. 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

8. 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

9. 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”

10. 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]

11. 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.

13. 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

16. Student Characteristics Report

18. 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.

19. Red/Green Report Color Key: Red – 10 or less enrolled Lt Green – 5 or less seats open Dk Green – Reserve Lt Blue – Cancelled Dk Blue – Online Yellow – Selected Topics/Intern Orange – Cap set at 0 Report Key: POT = Part of Term Mode = Delivery Method Actual = # Enrolled Open = Open seats Cap = Capacity

20. Instructional Report on Sections, Capacity, and Enrollment Enrolled in Previous “like” Term: Did our enrollment meet/exceed our capacity? Sections: Have we built capacity correctly? % Filled: How well efficiently did we schedule our sections?

21. Distribution by TIME/MODE

22. Divisional Report on “Top Enrollment Courses” [Prescriptive Enrollment Modeling]

23. 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”

24. Strategic Enrollment Management People + • President • Vice President • Provost Team • Deans • Directors • Discipline Chairs • Administrative Assistants • Students Technology • Reporting/Data • Tracking Systems • Enhanced Academic Support Systems • Online Student Support Services • Online Learning • Electronic Systems

25. Enrollment Planning Model

26. Enrollment & Facilities System Overview

27. 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

28. Class Schedule “Building Calendar” Dean Scheduling Jurisdiction Ends

29. The Foundation……………… Enrollment Facilities • 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

30. The building blocks Enrollment Facility • 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

31. 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

32. 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

33. Valencia Resources: • Supporting Documentation • http://www.valenciacc.edu/provost/east/teamPresentations.cfm • Institutional Research Home • http://www.valenciacc.edu/ir/ • Valencia Strategic Plan • http://www.valenciacc.edu/lci/

34. Precision Scheduling Question & Answer