PRECISION SCHEDULING: KEY’S TO STRATEGIC ENROLLMENT MANAGEMENTMichelle Foster, East Campus Assistant Provost Ruth Prather, East Campus Provost

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

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.

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%

2015 2025Florida 7.5 to 24.1% 12.5 to 33.9%Orange -1.7 to 20.1% 3.1 to 54.7%Osceola 5.9 to 34.8% 20.3 to 96.3%

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

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]

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

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

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”

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]

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.

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

Student Characteristics Report

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.

Red/Green Report

Red – 10 or less enrolledLt Green – 5 or less seats openDk Green – ReserveLt Blue – CancelledDk Blue – OnlineYellow – Selected Topics/InternOrange – Cap set at 0

POT = Part of TermMode = Delivery MethodActual = # EnrolledOpen = Open seatsCap = Capacity

Color Key:

Report Key:

Instructional Report on Sections, Capacity, and Enrollment

% Filled: How well efficiently did we schedule our sections?

Enrolled in Previous “like” Term: Did our enrollment meet/exceed our capacity?

Sections: Have we built capacity correctly?

Distribution by TIME/MODE

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

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”

Strategic Enrollment Management

People +

President Vice President Provost Team Deans Directors Discipline Chairs Administrative

AssistantsStudents

Technology

Reporting/Data Tracking Systems Enhanced

Academic Support Systems

Online Student Support Services

Online Learning Electronic Systems

Enrollment Planning Model

Enrollment & Facilities System Overview

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

Class Schedule “Building Calendar”TERM Class Schedule to:

DeansClass Schedule to: Provost

Class Schedule to: Web

Fall November 15 March 1 March 15

Spring February 1 May 1 May 15

Summer July 1 October 1 October 15

Dean Scheduling Jurisdiction Ends

The Foundation………………

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

Enrollment Facilities

The building blocks

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

Enrollment Facility

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

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

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/

Precision Scheduling

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