best practices in enrollment services presented by the california association of community college...
TRANSCRIPT
Best Practices in Enrollment Services
Presented by the California Association of Community College Registrars and Admissions Officers CACCRAO
To the CCCCOStudent Services Conference
April, 2008
Presenters
Sherri Hancock, CACCRAO President-Elect and Dean of Enrollment Services, Skyline College
Alicia Terry, CACCRAO Vice President and Registrar, MiraCosta College
Sue Vaughn, CACCRAO President and Director of Enrollment Services, Bakersfield College
Agenda
Overview – Three Practices– Admissions and Records Roles in the
College– Concurrent Enrollment– Online Degree Audits
Admissions and Records OfficeRoles in the College
Analyze functions and tasks office will be required to do
Determine internal and external stakeholders Involve staff in filling function and task needs –
determine who will do what job Ensure a “fit” with the job to be done Review assignments Do the job At the end of the year, see if everything is working as
planned
Relationships…
Where does Admissions fit into the scheme of the College? Information provider Assist students with entry to college Integral connection with faculty Keeper of the records
Electronic entry Manual entry
Yes
No
Yes
NO
yes
Prospect completes
admissions appl ication
WebSMARTCCCApply
Paper appl ication
Appl ication information loads into
Banner
Is appl ication information complete?
Student record is created
Student is contacted for
addi tional information
Information provided?
Student registers for a
class
Becomes a part of department/
col lege enrollment data
Seeks counsel ing
Meets EOPS el igibil i ty
Fi lls classOn class rosters
Meets financial aid
el igibil i ty
Assessment perfomed
Meet athletic el igibil i ty
requirements
Meets veterans el igibil i ty
requirements
Meets international
student el igibil i ty
Instructor(s) submit grades
Permanent record
maintained
Student accesses
other student services
Student accesses
Instructional services
THE ADMISSIONS PROCESS AND RELATIONSHIP OF PROCESS TO THE COLLEGE
Matriculation required?Orientation
done
Concurrent Enrollment Processes
● Regulations define acceptance of concurrently enrolled high school students, both Education Code and Title V
● 2001-2003 Concurrent Enrollment Investigation into possible “double dipping” brought focus on regulatory compliance.
● 2003 Q&A issued by Chancellor’s Office followed by 2005 Legal Advisory clarifying numerous points of compliance.
Concurrent Enrollment Processes (Cont)
MiraCosta analysis targeted specific areas of concern:
– Public school versus private school procedures– Who can sign the recommendation and related
documentation– How to enforce 11.0 unit limit and when can it be exceeded– Continuing student status and preventing students from
slipping through the cracks without limitations in place– Ensuring all paperwork is accurate and ready for auditors!
Concurrent Enrollment Processes (Cont)
Staff trained in acceptance of approval forms and placing unit limits. Signature forms on file for all local high schools. One staff member is
responsible for contacting high schools and follow through. Students requesting full-time enrollment must have special processing
including assessment, receipt of hs transcripts and meeting with Dean of Counseling to determine if student ready for college level work.
Mid-semester review of all concurrently enrolled students to determine if paper work is on file and proper limits placed in computer system.
Each upcoming enrollment periods, holds placed on all high school students. Notices mailed to request new permit OR updating of education status.
Yearly review of regulations, forms, procedures and reminders to student services departments.
Concurrent Enrollment Processes con’t.
What the future holds? Excerpt from the Barstow Desert Dispatch:
California court ruling limits some Barstow home school programsMany programs are not affected by new credential requirementBy Jason Smith, staff writer March 6, 2008 - 7:19PMBARSTOW — A recent ruling by a California court might make it more difficult for Barstow parents to pursue education outside of the traditional school setting.
According to Ronda Sheffield, who tutors children in home school programs at Barstow Community College, a new requirement of parents to have teaching credentials to home school will create hardship for parents who teach their children at home.
The ruling, issued by the 2nd District Court of Appeals, came down at the end of February and would require parents who home school their children to obtain teaching credentials, a five-year process that requires multiple examinations and a bachelor’s degree.
Online Degree Audits
Begins with Imaging System Incoming transcripts scanned,
indexed, made available to counseling, financial aid, nursing program
Rescanned, OCRed, and EDIed into Banner if we have made a template for that school
Templates easy to copy
Online Degree Audits (Cont.)
Developed from CSUB process to receive our EDI transcripts
Started by manually entering data as transfer evaluations were received and processed
Gradually built transfer/articulation data base Time consuming at first, now it saves a lot of
time Approximately 23, 518 individual courses
articulated
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Online Degree Audits (Cont.)
Student do “What-If Evaluations” from web
Counselors use it to assist students with graduation applications
Evaluators us them for final graduation evaluations
How to Reach Us
Sherri Hancock, [email protected]
Alicia Terry, [email protected]
Sue Vaughn, [email protected]