Outside the Box: Applying SEM Principles to an Innovative Program

1. Outside the Box:Applying SEM Principles to an Innovative Program Presented by: Zina Evans Tammy Aagard Steve Pritz University of Florida Tuesday, Nov 12, 2013: 9:00 am Session ID 1899 Session ID: 1899

2. Session Rules of Etiquette • Please turn off your cell phone/pager • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session • Please complete the session evaluation Thank you for your cooperation Session ID: 1899

3. Learning Outcomes of this Session: • Identify enrollment management issues associated with innovative programs • Understand how SEM principles guided decisions for the roll-out of this program • Identify applications of these SEM issues to programs at the your campus Session ID: 1899

4. Introduction • The challenge • The idea • The SEM implications • The implementation • The evaluation Session ID: 1899

5. The challenge Session ID: 1899

6. The Challenge • Demand vs. Capacity • Efficient Use of Resources • Space Utilization • Student/Faculty Ratio • Increase Access • Signature Program Session ID: 1899

7. “During the quiet time here on campus, I have found the joy in doing what I enjoy and did not have the chance to do during fall and spring because so many student organizations compete for space such as dance rooms.” DanQing The idea(s) Session ID: 1899

8. The Idea • Increase Access and maximize classroom space utilization without increasing the student/faculty ratio. • Create a signature program based on a Spring/Summer enrollment calendar with a central academic theme where students from multiple majors collectively worked towards a minor. • The Innovation Academy Session ID: 1899

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10. “These IA bonding sessions have helped me realize that you can make a big university small; you can’t make a small university big. IA PRIDE!” David SEM Implications - admissions Session ID: 1899

11. The SEM Implications - Admissions • Messaging • Focusing on the IA Concept rather than what it is NOT • Opportunities – entrepreneurship, creativity, innovation, internships, integration into the university’s Innovation Square • Never presented as “alternative” – but as an expansion or extension of the UF opportunity • Small college experience with the benefits of a large research institution Session ID: 1899

12. The SEM Implications - Admissions • Roll-out • Guidance counselor workshops • Newsletter created • Started recruiting season with flyer--later table piece • Initially used Admissions website for IA until their website was developed • http://innovationacademy.aa.ufl.edu/admission.aspx Session ID: 1899

13. The SEM Implications - Admissions • Populating the program • Strategy was to build a cohort of interested students through a checkbox on the admission application • Using this strategy and a “What’s This?” link we generated an IA prospect pool of 2347 in the first year and 3981 in the second year • Market to the prospect pool with weekly newsletter, target email campaigns, online chat sessions and social media • Class of 300 first year and 377 second year Session ID: 1899

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15. Majors • Animal Sciences • Entomology and Nematology • Plant Sciences • Accounting • Business Administration • Economics • Finance • Information Systems • Management • Marketing • Sustainability and the Built Environment • Computer Science • Digital Arts and Sciences • Industrial & Systems Engineering • Visual Art Studies • Advertising • Journalism • Public Relations • Telecommunications • Anthropology • Biology • Chemistry • English • Geography • History • Mathematics • Political Science • Psychology • Sociology • Health Science Session ID: 1899

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17. “I am thrilled with my fall internship opportunity because it will really embrace the creative aspect of my studies as a business administration marketing major.” Alejandro sem implications – financial aid Session ID: 1899

18. The SEM Implications – Financial Aid • Developed a unique Cost of Attendance based on Spring/Summer enrollment • Lower Cost of Attendance $17,926 for IA; $20,200 for non-IA • Pay less for a degree = Borrowing less • Negotiated with state officials so students could use Bright Futures for the alternative calendar Session ID: 1899

19. The SEM Implications – Financial Aid • Set aside funding during packaging so as not to short-change IA students in gift aid • Determined the impacts of using Financial Aid on a different calendar • Students using PELL and Bright Futures during pre-fall enrollment • Exit counseling in fall Session ID: 1899

20. The SEM Implications – Financial Aid • Local Financial Aid • Can award more students overall because of lower Cost of Attendance for IA students • Communication strategies for pre-fall enrollment and ongoing Session ID: 1899

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22. “I felt (and still feel) that even in Gainesville, I was still with family. That family was, and is, my Innovation Academy cohort. Ultimately, it is the powerful bond with my cohort that made my transition to UF swift, and Gainesville my “home away from home.” Hammaad SEM Implications - Registrar Session ID: 1899

23. The SEM Implications - Registrar • Restrict Access (or not) To Fall Activities and Services • Football /Athletic Event Tickets • Recreation Center Access • Student Health Care Center • ID Cards • Libraries • Residence Halls • Student Government service • Student Organizations • Etc. Session ID: 1899

24. The SEM Implications - Registrar • Curriculum Modifications • Required the same minor in Innovation • For all IA students • Regardless of major Session ID: 1899

25. The SEM Implications - Registrar • Course Offerings Management • IA Students take standard major courses • IA Minor courses only available to IA students • College and Department Offerings Coordination • New program communication challenges • Timely creation of IA only sections • Expanded offerings in summer terms Session ID: 1899

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27. The SEM Implications - Registrar • IA Fall Schedule of Courses Limited To: • Internships • Practicums • Coop • Research • Study Abroad • Online courses Session ID: 1899

28. The SEM Implications - Registrar • Registration Prep and Appointment Assignment • Reengineered to accommodate IA students • Traditionally, students not attending fall • Not assigned registration appointments • Do not receive registration notifications • Registration Restrictions • No registration for Brick and Mortar courses in fall • Only IA students allowed to register for IA minor courses • Registration Prerequisite Checking • Modified to manage unique IA requirements Session ID: 1899

29. The SEM Implications - Registrar • Universal Tracking Monitoring • Reengineered to allow continuation • With non-standard attendance pattern • Degree Audit • Realignment to manage unique required minor Session ID: 1899

30. “The Beaty Laundry Basket was the ultimate brainchild of a whole year's worth of creativity classes, the frustration of taking my laundry downstairs, and the teamwork of a group of individuals who put aside their differences to put together their ideas. My team became my best friends, my prototype became my go-to laundry basket, and the practicum became another A+ for my GPA.” Michael The implementation Session ID: 1899

31. The Implementation • Academic issues • Working with colleges • Multidisciplinary • Degree requirements offered on a Spring Summer calendar • The Minor Session ID: 1899

32. The Implementation • Student Services Issues • Orientation • Housing • Access to student services • Participation in sororities and fraternities Session ID: 1899

33. The Implementation • Enrollment Issues • Pre-fall enrollment • Admitted Students Enrolling Non-Degree • potentially doing poorly prior to matriculation • Study Abroad • Admitted Never Matriculated Students • Studying Abroad Prior to Attending First Campus Class • Three Tier Orientation • Registration in the third tier Session ID: 1899

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35. The Implementation • Enrollment Issues • Tracking and Reporting • Legislative requirement to report on progress • Some students may move out of IA if approved Session ID: 1899

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37. “That day we learned that doing something different can feel very awkward but pushing through that uncomfortable stage is what we have to do in order to pursue creativity. I am excited for what this class will bring for the rest of the semester.” Natalia The evaluation Session ID: 1899

38. The Evaluation • Admissions • Changes to application for admission to require students to certify that they know they are applying to IA • Financial Aid • IA program is becoming a year-round program for the purposes of Financial Aid • Requires additional communication about aid implications Session ID: 1899

39. The Evaluation • Registrar • Changes to Orientation • Changes to pre-fall enrollment • Changes to Fall Access to Activities and Services • Infrastructure changes have had to be reversed • Support Infrastructure Still In Adaptation Mode Session ID: 1899

40. The Evaluation • Big Picture Items • Continuing challenges because of uniqueness • Evolutionary phase yielding continual change • Cost • Discontinued discounting of courses to incentivize enrollment Session ID: 1899

41. Returning to the Challenge • Did we address the challenge? • Demand vs. Capacity • Efficient Use of Resources • Increase Access • Signature Program Session ID: ###

42. http://innovationacademy.aa.ufl.edu/ Questions? Session ID: 1899

43. Thank You! Zina Evans zevans@ufl.edu Tammy Aagard taagard@ufl.edu Steve Pritz spritz@ufl.edu Please complete the session evaluation form using the AACRAO Session ID: 1899