Padriac Shinville, Dean of Enrollment ServicesLindsay Eickhorst, Director of Advisement &

Career Services

Heartland Community CollegeNovember 11, 2013

Session ID 1759

SEM-ANTICS: Defining the Relationship

Between Intentional Efforts & Desired Results

Heartland Community College

• Founded in 1990• College Locations:

– Main Campus, Normal IL– Heartland Pontiac Center– Heartland Lincoln Center

• Average Student Age: 26• Teacher/Student Ratio: 19:1• First Generation: 43%• Programs of Study:

– 26 Degrees– 53 Certificates

Fall 1991:

8112001:

4,2332011:

5,5582012:

5,3242013:

5,005

Heartland Community College

Undergraduate Headcount

2009: 655 (baseline)2015: 818*2020: 954*2025: 1,090*

*Complete College America ICCB proposed goal

Heartland Community College Fiscal Year

Graduates

Heartland Community College

Strategic Focus Goals FY12-14 • HCC will effectively transition

students into college-level coursework by assessing, accelerating, and augmenting student readiness.

• HCC will empower our students to explore options, develop intentional pathways, and achieve relevant academic and career goals.

Heartland Community College

Strategic Focus Goals FY14-16 • HCC will effectively assess

students’ experiences, creating actionable intelligence applied at key momentum points to improve student learning.

• HCC will enhance decision making at all levels of the organization through processes and technologies which guarantee the quality and availability of data and information to drive organizational improvement.

Admissions photo?

Strategies For Helping Students Transition and

COMPLETE!

• Attendance at the 2012 SEM Conference in Orlando, FL.

• “Applying SEM at the Community College”

• ENTHUSIASM!

Three Ingredients That Kick-Started Institutional

Change

A concept and process that enables the fulfillment of institutional mission and the students’ educational goals.

SEM Principles:• Establishing comprehensive goals for the number and

types of students needed to fulfill the institutional mission.

• Promoting students’ academic success by improving access, transition, persistence, and graduation.

• Promoting institutional success by enabling effective strategic and financial planning.

• Creating a data-rich environment to inform decisions and evaluate strategies.

• Strengthening communications and marketing with internal and external stakeholders.

• Increasing collaboration among departments across the campus to support the enrollment program.

SEM Defined

Four Legs of the Chair: People, Culture, Processes, and

Technology

Culture

PeopleProcesses

Technology

SEM-Antics

  

People 

 Culture

 Processe

s

 Technology/

Data

Establish comprehensive goals for the number and types of students needed to fulfill the institutional mission

• What kind of college do we want to be?

• Enrollment Reports by cohort

“Delivering programs and building relationships that enhance students’ access, transition, persistence, and goal attainment will determine the institution’s ability to recruit and retain students ...” (pg. 5)

SEM-Antics

  

People 

 Culture

 Processes

 Technology/

Data

Promote students’ academic success by improving access, transition, persistence, and graduation.

• ES Re-Org

• Strong Interest Inventory

• Director of Student Success & Coordinator of GENs

• GPS

• Assidere

• Student Success Guide

• Catalog by Career Cluster

• Next Step

• Student Admit Type

• Senior Days/New Student Days

• Placement by Program Of Study

 • IAI for High

Schools

• Advisement

• ES Website

• ES myHeartland (portal)/myPlanner

• PeopleSoft Projects (3)

• FY 13-14 Staff Changes• PeopleSoft Projects• Business Processes• Orientation Take Over:

Senior Days/New Student Days

Enrollment Services Division

• Orientation came to Enrollment Services in late January 2013

• 1st Senior Day was April 18th

• 7 Senior Days/7 New

Student Days, 517 Students Attended

• 96.3% of students who attended, enrolled in classes

Where are we headed?

Senior Days/New Student Days

SEM-Antics

  

People 

 Culture

 Processes

 Technology/

Data

Promote institutional success by enabling effective strategic and financial planning.

  • SEM Committee

• Operational Plan

• Retention reports

The Make-Up:PresidentVP Learning & Student

SuccessAVP Academic AffairsEnrollment Services (3)Instructional Chairs (2)Student Success (2)Director of MarketingAdult EducationContinuing EducationController

Heartland Community College

SEM Committee

Outcomes:• College Wide

Education/Communication• No Late Enrollment Policy• No Drop for Non-Payment• Four Ways to Pay • Financial Responsibility Statement

Heartland Community College

SEM Committee

SEM-Antics 

People 

Culture 

Processes

 Technology/

Data

Create a data-rich environment to inform decisions and evaluate strategies.

• Personas

• From how many…to how WELL?

  • Student Profiles Report

  

Making Personal Connections

“Relationships are important, and assisting students in identifying a person or persons they know is committed to their success improves the likelihood of that success.” (pg. 40)

SEM-Antics

  

People 

 Culture

 Processe

s

 Technology/

Data

Strengthen communications and marketing with internal and external stakeholders.

• Academic Calendar

• ACT Code Postcard to HS Juniors

• Stop Outs and Non Returners

• Advisor Emails

• No Late Registration

• March/April/November Open Registration Dates

• Priority Registration/Celebration Monday

• High School Feedback Reports

• SharePoint ES Reports

• SARS Grid

Academic Calendar High School Guidance Counselors

College Now Postcard“Good Luck on the ACT” - ACT Code

Non-Returner Letter - Advisement sent personalized letter to students

Stop-Outs Post Card- Sent to 1115 Students

New/Current Students- Sent to 3563 Students

Phone-A-Thon- College Wide Initiative- Called 2250 Students

• 1500 (30%) Students Re-Registered for Spring 2014

• 250 Students Attended Celebration Monday!

Priority Registration Week Celebration Monday

• Enrollment Services Team Approach• Email Communication to Students,

Faculty, and Staff• Postcards and Other Marketing• 61 Classroom Visits by Advisors

Personalized Advisement• Classroom Advisement Sessions

• Developmental Classes• General Education Classes

• 2 Advisement Appointments• Initial and Follow Up Appointment

Structure/Design• Department Liaisons• Special Population Advisors• Workshops • Academic Standing Program

• 85 Current Participants• GENS Courses Taught by Advisors• Personalized Emails• Instant Advisement• Social Media

Advisement

“Relationships are important, and assisting students in identifying a person or persons they know is committed to their success improves the likelihood of that success.” (pg. 40)

Personalized Emails  

Dear Terry, 

Everybody needs a little help sometimes.  In reviewing your midterm grades, I noticed you have been experiencing difficulty in at least one course this semester.  As your advisor, let me help you identify the obstacles to your classroom success. I can prepare you to have a positive conversation with your professor to get you back on track.  I’d also like to connect you with free individual tutoring right here at Heartland where you can:• ask one-on-one questions and do extra practice or review• get study tips, help with vocabulary, or a little quick feedback on a project or activity.Tutoring Services also offers drop-in support in two areas:• Math Help Lab tutors offer assistance and can answer questions for all HCC math courses.  • Tutors in the Writing Lab provide help and feedback at any point during the writing process.  I understand sometimes circumstances make it impossible to finish a class. If we can’t find any other solution, the last day to withdrawal from a full semester course is Wednesday, November 6th . This may be done in person in advisement or through IRIS (Internet Registration and Information System). Telephone requests will not be accepted. If you receive financial aid, please check with that office prior to withdrawing. Advisement Hours:Monday, Tuesday & Thursday 8:00 a.m. - 6:00 p.m.Wednesday 10:00 a.m. – 7:00 p.m.Friday 8:00 a.m. – 4:30 p.m. Thanks!Emily

www.heartland.edu

Outreach/Social Media

Heartland Community College

-Facebook Page-Twitter Account

Instant Advising-3 Weeks, 12 stations-Over 150 Students Served

SEM-Antics

  

People 

 Culture

 Processes

 Technology/

Data

Increase collaboration among departments across campus to support the enrollment program 

• Supporting Student Success Calendar

• Coordinator of College Now

• Best Practices:ES SEM Presentation

• Personas &Prerequisites

• CTE placements

• College Now

• Marketing 

 

Student Success Calendar HCC Faculty and Staff

-Collaboration with Dean of Student Success-Communication Plan Developed to Supplement Calendar

• Front Line Staff Have ALL the Answers!

• Data, Data, Data • Celebrate Successes • Continuous Assessment &

Improvement• Communication

In 12 Short Months… What Have We

Learned?

• Milestones & Momentum Points (KPIs) For Enrollment Services (?)

• Transcript Clearinghouse• Articulation Database• Prerequisites in PeopleSoft• 3C’s• Student Profile Report• Web Redesign (Phase 2)• Catalog Redesign (Student Handbook)• Graduation Audits at 15, 30, 45 credit

hours

Where Are We Going?

Bibliography

Bontrager, Bob, and Bruce Clemetsen. Applying SEM at the Community College. Washington, DC: American Association of Collegiate Registrars and Admissions Officers, 2009.

Goben, Allen. “Collaboratively Leading Institutional Effectiveness Efforts in Higher Education Institutions. How Can We Cohesively Build All Four Legs of the Chair To Support the Strongest Institutional Effectiveness Efforts in Education?”SAS. 2007.

Questions?

Padriac.Shinville@heartland.edu

Lindsay.Eickhorst@heartland.edu