Demonstrate continuous improvement in program development/enhancement in the Division of Enrollment Management
Objective
Employee Development
Employees will demonstrate effective communication and knowledge/expertise of their area.
Indicator
Highly Qualified Candidates
All departments will improve recruitment efforts to insure that every search produces a highly qualified pool of candidates.
Criterion
Job Descriptions and Qualilfications
The job descriptions held in the Human Resources office list the required and optional job qualifications for applicants.
Finding
Current Job Descriptions
The job descriptions for the positions in the Enrollment Management division are current.
Indicator
Employee Retention
All departments will retain employees by insuring appropriate technical and professional development support.
Criterion
Procedure Manuals
Each department has current procedure manuals either in a paper or on-line version for the processes in that specific office.
Finding
Procedure Manuals
In 2005-2006 three of the six Enrollment Management departments had written procedure manuals. In 2006-2007 four of the six Enrollment Management departments had written procedure manuals.
Indicator
Admission Counselor Training
Continue on-campus training for Admission Counselors to stay up to date with current programs, scholarships, and opportunities for recruitment efforts.
Criterion
Yearly Training for Admissions Counselors
If admissions counselors are trained each year, students may not have to contact campus for unanswered questions.
Finding
Admissions Counselors Trained
In Fall 2005 and Fall 2006, all admission counselors were trained.
Indicator
Organizational Charts
Current organizational charts will be maintained.
Criterion
Organizational Chart
If the organizational chart is up to date, it will show the current structure of the division.
Finding
Organization Chart
In 2005-06 the organization chart was up-to-date with no changes from the previous year. In 2006-07 the organization chart was modified to add the Assistant Vice President position and direct reports.
Action
Continue Training Each Year
Staff will continue to be trained each year.
Action
All Departments Have Procedure Manuals
All Enrollment Management departments will have procedure manuals.
Action
Updated Organizational Charts
As changes are made within the division, the organizational chart will be updated.
Objective
Communication And Planning
Insure effective communication and planning throughout the enrollment management process.
Indicator
Meetings
Hold regular directors' meetings, VP of Enrollment Management meetings with Academic Affairs, Impact Meetings to plan and execute the University's and Division's strategic objectives.
Criterion
Meeting with Academic Affairs
If the VPEM meets with the Academic Affairs Associate Vice Presidents, the strategic objective can be met.
Finding
Weekly Meetings with Academic Affairs
During the academic 2005-06 year, the VP of Enrollment Management had weekly meetings with the Office of Academic Affairs.
Criterion
Impact Meetings
If the Enrollment Management division directors meet with other divisions on campus, the strategic objective can be met.
Criterion
Regular Meetings Result in Meeting Objectives
If the Vice President holds regular directors'''' meetings, the division''''s strategic objectives should be met.
Finding
Director Meetings
During the academic 2005-06 year, the VP of Enrollment Management had bi-weekly meetings with directors of division.
Finding
Planning Impact Meetings
During the academic 05-06 year, the specific directors from Enrollment Management had monthly meetings with personnel from finance, financial aid, registrar''s office, and computer services.
Indicator
One-on-One Meetings
Hold one-on-one bi-weekly meetings with each director to provide an overview of collaborative activities, updates from administration, reports and department activities to insure that communication lines are open.
Criterion
One-on-One Task Agendas
If the Vice President holds bi-weekly meetings with each director, the Vice President will have the most current inofrmation of each department to be knowledgeable outside the division.
Finding
Bi-Weekly One-on-One Meetings
During (05-06) (06-07) the VP fo Enrollment Management had bi-weekly meetings with each director one-on-one.
Action
Continue Meetings
Continue scheduled meetings with listed group(s) for efficiency.
Action
Continue Scheduled Meetings
Continue scheduled meetings with listed group(s) for efficiency.
Action
Continue Meetings
Continue scheduled meetings with listed group(s) for efficiency.
Action
Continue Meetings
Continue scheduled meetings with listed group(s) for efficiency.
Objective
Staff Development
Implement a program of regular professional development for all staff.
Indicator
Yearly Professional Development Opportunities
All employees will be offered at least one professional development opportunity (on or off campus) each year.
Criterion
Professional Organizational Memberships
Each department has membership to a professional organization related to their field to attend conferences and/or receive up-to-date information.
Finding
Off Campus Professional Development
75 Enrollment Management employees attended an off-campus professional development event (based on job duties some employees may attend more than one event).
Criterion
On Campus Professional Organizational Opportunities
Each employee in the division is approved to attend professional development on-campus.
Finding
Annual Professional Development
Of the 100+ employees in the division, each was provided opportunity for annual professional development.
Action
Professional Development Opportunities
The directors in Enrollment Management will continue to provide information to direct reports for professional development opportunities.
Action
Attend More Professional Development Events
As budget and scheudling allow, employees will be able to attend more professional development opportunities.
Objective
Staff Performance Evaluation
Provide effective methods for evaluating staff performance.
Indicator
Annual Performance Evaluation
All employees will have an annual performance evaluation with their supervisor.
Criterion
Employee Performance Reviews
If thre are areas of concern to be correcected, the supervisor can use the performance review for writtend ocumentation, encouragement,and correction.
Finding
Evaluation of Staff Directly Reporting to VP
In Fall 2005, all directly reporting staff in the VPEM office were evaluated.
Criterion
Supervisor/Director Evaluation
If there are areas of concern to be corrected, the Vice President can use the performance review for written documentation, encouragement, and correction.
Action
Internal Evaluation Process
The VP for Enrollment Management will continue to use the internal evaluation process.
Goal
Closing the Gaps
Recruit and retain quality students to include "Closing the Gaps" participation and success goals
Objective
Recruit And Retain
Increase the academic profile, diversity and academic performance of the freshman and transfer class.
Indicator
Increase Average SAT Scores
Increase the entering SAT scores for admissions to 1040.
Criterion
Average SAT Score
If the average SAT scores increase, it should increase the academic profile of the entering cohort.
Finding
SAT Average
The SAT average of 1031 did not meet the goal of 1040.
Indicator
Increased Diversity Of Students
Increase the number of students enrolled in each ethnic classification with overall enrollment increase of 2%.
Criterion
Ethnic Enrollment
If the enrolllment increases overall, it should result in an increase in each ethnic group''s enrollment. Hispanic enrollment increase by 4%, Black student enrollment by 4%.
Finding
Enrollment Increase
In Fall 2006 the enrollment was 15,935. This represents a 4.0% increase over the fall 2005 figure of 15,357. The Hispanic student enrollment increased 10% and the black student enrollment increased 4%.
Indicator
First-year Retention
Increase the first-year retention rates by one point.
Criterion
Retention Rates
If the academic performance of the freshmen and transfer class improve, it should increase the first year retention rate.
Finding
First Year Retention Rate
The first year retention rate for Fall 2005-Fall 2006 was 73%.
Indicator
Increase Graduation Rate
Increase the six-year graduation rate for full-time freshmen by 1%.
Criterion
Graduation Rates
If the academic performance of the freshmen and transfer class improve, it should eventually increase graduation rates.
Finding
Six-Year Graduation Rate
The six-year graduation rate for full-time beginning freshmen was 44%.
Action
Monitor Rates and Plan
SHSU will continue to monitor each rate and plan programs according to need.
Objective
Prospect And Applicant Pools
Increase the size and quality of the prospect and applicant pools.
Indicator
Prospect And Applicant Yield Rates
Improve the yield rates for prospect and applicants.
Criterion
Applicant Yield Rate
If the applicant pool increases with improved academic profiles, the accepted yield should increase.
Criterion
Accepted Student Yield Rate
If the accepted pool increases with improved academic profiles, the enrolled student yield should increase.
Finding
Accepted to Enrolled Yield Rate
The yield rate for accepted to enrolled student is 43%.
Action
Monitor Rates
SHSU will continue to monitor the rates and implement programs appropriate to improving these rates.
Objective
Expand Recruitment
Expand recruitment activities in Texas, including the establishment of regional offices in Dallas-Ft. Worth and Houston.
Indicator
Funding For Admission Counselor Positions
Receive funds for Admission Counselor positions.
Criterion
Hiring of regional recruiters
If the funds are received, the hiring of regional recruiters can be accomplished.
Finding
Dallas/Fort Worth Regional Recruiter
SHSU has one regional recruiter in the Dallas/Fort Worth area to recruit prospective students to SHSU.
Action
Hiring More Regional Recruiters
SHSU will continue working on hiring regional recruiters in the areas of Houston and San Antonio/Austin areas.
Objective
Communication With Counselors
Improve communications with high school and community college counselors.
Indicator
Counselor Training
Provide counselor training on and off campus.
Criterion
High School Counselor Conference
If we provide counselor training for high school counselors, communication will improve.
Finding
High School Conference
SHSU will host a high school counselor conference in the fall with 27 high school counselors attending.
Criterion
Community College Counselor Conference
If we provide counselor training for community college counselor''''s, communication will improve.
Finding
Community College Conference
SHSU hosts a community college counselor conference in the spring with 27 community college counselors attending.
Action
Community College Conferences
These conferences provide current useful information to the community college counselors and will continue to be hosted.
Action
High School Conferences
These conferences provide current information to high school counselors and will continue to be hosted.
Action
Expand Counselor Contact
SHSU will expand counselor contact with high school counselors by providing on-line access.
Objective
Recruitment Opportunity Expansion
Create new recruitment programs for middle school, junior high and high school students through grant programs.
Indicator
TG Grant Proposal For Go Center
Submit proposal for grant money for mobile GO center from TG.
Criterion
GO Center Approval
If the grant proposal is approved, new recruitment programs can be implemented.
Finding
Pioneer Foundation Grant
The Pioneer Foundation grant was approved for the purchase of the truck and trailer.
Finding
TG Grant Approval
The TG grant was approved for the Go Center activities for 07-08.
Indicator
Student Teacher Opportunities
Opportunity to train student teachers to provide public education students with "Closing the Gaps" material.
Criterion
Provide CTG Materials
If we provide "CTG" materials to student teachers in public education to provide to students, the college going culture will improve.
Finding
Meetings to Plan Outreach Efforts
Meetings were held to plan the outreach efforts.
Action
Student Teacher Involvement
SHSU plans to expand the student teacher involvement with recruitment materials.
Objective
Community College Partnerships
Develop effective partnerships with community colleges that improve institutional efficiency, simplify the transfer process and help attract a larger number of qualified transfer students.
Indicator
Establish And Maintain Articulation Agreements
Establish and maintain articulation agreements with community colleges.
Criterion
Articulation Agreements
If we establish and maintain articulation agreements with community colleges, we can attract larger numbers of qualified transfer students.
Finding
Articulation Agreements Signed
In 2005, SHSU had signed 9 articulation agreements with community colleges.
Finding
Articulation Staffing
SHSU has one person assigned to developing and maintaining articulation agreements with community colleges. This person communicates with community colleges weekly.
Indicator
Joint Admissions/Reverse Transfer
Establish and maintain joint admission/reverse transfer agreements with community colleges.
Criterion
Joint Admission/Reverse Transfer Agreements
If we establish and maintain joint admission and reverse transfer agreements with community colleges, we can attract larger numbers of qualified transfer students.
Finding
Joint Admission/Reverse Transfer Staffing
SHSU has one person assigned to developing joing admission/reverse transfer agreement with community college.
Action
Develop Articulation Agreements
SHSU will continue developing articulation agreements with community colleges to ease the transfer process.
Action
Work with Community College Personnel
SHSU will work with the community college personnel to transfer information to grant transferrable credit.
Goal
Retention Efforts
Ensure an effective college transition for all incoming students
Objective
Orientation
Maintain summer orientation program for freshmen and transfer students, parents.
Indicator
Summer Orientation For Students And Parents
Maintain summer orientation program for freshmen and transfer students.
Criterion
Orientation Dates and Schedule
If we maintain summer orientation programs, we improve the effectiveness of the college transition for all incoming students.
Finding
Non Mandatory Orientation
For Summer 2005, new student orientation was not mandatory.
Action
Orientation Planning
The 2006 orientation planning will include creating a mandatory policy.
Goal
Technological Advancement
Continue to enhance technological changes in Enrollment Management
Objective
Technological Advancement
Invest in technology to enhance divisional efficiency and service.
Indicator
Degree Audit Software
Convert from PACE degree audit software to DARS
Criterion
DARS
If we convert the PACE degree audit software to DARS, it should result in enhanced technological improvements in Enrollment Management.
Finding
DARS Conversion
The Registrar''s Office continued to work on converting the degree plans into DARS.
Indicator
Document Imaging
Implement and maintain a document imaging system.
Criterion
Departments with Imaging
If we implement and maintain a document imaging system, it should result in enhanced technological improvements in Enrollment Management.
Finding
Document Imaging Committee
A document imagining committee was formed for Enrollment Management, and scanners were purchased.
Indicator
Recruitment Software
Implement a web-based recruitment software package.
Criterion
Recruitment information from E-Connect
If we implement a web-based recruitment software package, it should result in enhanced technological improvements in Enrollment Management.
Finding
Pilot of Hobson's Software
The Hobson''s Software was piloted this year.
Indicator
Course Scheduling
Improve course scheduling software.
Criterion
Scheduling Software
If we improve the course scheduling software, it should result in enhanced technological improvements in Enrollment Management.
Finding
Ad Astra Purchase
In 2005-06 the Ad Astra scheduling software was purchased.
Indicator
Scholarship Software
Implement scholarship software, Scholar X.
Criterion
Scholar X
If we implement Scholar X for stuent scholarships, it should result in enhanced technological improvements in Enrollment Management.
Finding
Scholar X Implementation
The Scholar X software has not been implemented in all colleges on campus.
Indicator
Student Assessment Software
Implement Academic Coach, student assessment of career choice, learning style, and interests.
Criterion
Academic Coach
If we implement Academic Coach for student assessment of career choice, learning style, and interests, it should result in enhanced technological improvements in Enrollment Management.
Finding
Pilot Program for Academic Coach
The pilot program for Academic Coach was successful in ________ of students taking Academic Coach.
Indicator
Formal Analysis Of Student Financial Aid
Conduct a formal analysis of our financial aid programs and recommend changes in present programs and awarding practices.
Criterion
Banner Conversion
If analysis and recommendations are followed, Financial Aid should convert from SCT Plus to Banner to help with processes and awarding.
Finding
Consortium Agreement with Banner
A consortium agreement was signed with Banner as to the conversion.
Indicator
Conversion To Banner
Prepare for the conversion from SCT Plus to Banner.
Criterion
Preparation for converstion from SCT Plus to Banner
A training schedule must be established to facilitate the successful conversation from SCT Plus to Banner.
Finding
Conversation Schedule
Because the conversion is not scheduled until Fall 2008, a schedule has not been completed.
Action
Conversion Schedule
The conversion schedule will be completed in 2007.
Action
Event Management and Graduation Planner
Once implemented, SHSU will move to the more advanced modules of Ad Astra--event planning and graduation planner.
Action
Pilot Program
A pilot program will be used to see how the legacy document imaging system works in the offices.
Action
SCT Plus to Banner Schedule
The SCT Plus to Banner conversion is scheduled for Fall 2008 - Spring 2009.
Action
Hobson's Software Utilized
The Hobson''s software will be used with all prospective students.
Action
Associate Deans' Review
The Associate Deans will review this information with the appropriate Deans.
Objective
Programming For Articulation Agreements
Maintain programming for articulation agreements with Community Colleges for transfer and reverse transfer programs.
Action
Continue Articulation Agreements
SHSU will continue to provide articulation agreements to Texas community colleges.
Goal
Regulation Compliance
Insure that all departments observe institutional, state and federal regulations.
Objective
Reporting Procedures
Ensure the accuracy and timeliness of state, federal and organizational reporting.
Indicator
Calendar Of Reporting Functions
Develop a calendar of all reporting functions.
Criterion
Calendar for Reporting
If we develop a calendar for state, federal, and organizational reporting, it should result in accuracy and timeliness of reporting.
Finding
Calendar of Reporting Timelines
Each department has a calendar of reporting timelines.
Action
Consolidated Calendar
The Enrollment Management departments should move toward a consolidated calendar for the division''s reporting deadlines.
Objective
Accuracy
Ensure accuracy of the reports.
Indicator
Periodic Audits
Conduct periodic audits of each department.
Criterion
Audit Schedule
If we are audited on a periodic basis, it should result in the accuracy of the reports.
Finding
Audits
In 2005-2006, New Student Orientation was audited by Internal Audit. Also Enrollment Reporting by Texas Public Universities and Health Institutions was audited in 2005.
Finding
Completed Audits
The following departments in Enrollment Management were auditied in 2005-06:
Indicator
Consult Institutional Research
Work with Institutional Research, Computer Services, and other campus departments to insure accuracy.
Criterion
Workorder System
Workorder System--If we work with Institutional Research, Computer Services and other entities for reporting, it should result in the timely observation of reports and deadlines.
Finding
EM Departments Use Work Order System
The Enrollment Management departments use the workorder system for new, updated, or changed data elements for reports. When the workorder system is used the timeliness of reporting is improved.
Action
Review of Data Definitions
The Enrollment Management Division will begin to review data definitions within the departments to also improve accuracy.
Action
Department Submitted for Audit
The Division of Enrollment Management will continue to submit departments for periodic audit review.
Goal
Marketing
Utilize and continue positive collaboration with the SHSU Director of Marketing
Objective
Publications
Develop and maintain divisional publications, websites, and other communication means that promote the university's image and have a common look and feel.
Indicator
Common Look And Feel Of Publications
Work with the Director of Marketing to insure that all major divisional publications have a common look and feel.
Criterion
Common Look and Feel of Publications
If we collaborate with other departments in the division, it should create a common image of the university.
Finding
Undergraduate Admissions began "Common" Look
The Undergraduate Admissions office began the "common" look of recruitment publications.
Action
Modify Publications
SHSU will continue to modify the publications to create a common image of the University.
Objective
Website Development
Develop effective websites for each departments.
Indicator
Coordinated Websites
Redesign departmental websites to coordinate with university image and current information.
Criterion
Departmental Websites
If we redesign departmental websites, it should result in effective, informative websites for parents, students, faculty, and staff.
Finding
Committee Formed to Discuss Publications
A committee was formed to discuss and plan the "common" look and information to provide.
Indicator
VPEM Website
Maintain the website for Vice President for Enrollment Management.
Criterion
VPEM Website
If we maintain the Vice President for Enrollment Management''s website, it should result in current information for parents, students, faculty, and staff.
Finding
VPEM Website
The VPEM website has been maintained with current, useful information.
Action
Monitor Progress of New Websites
The VP for Enrollment Management will monitor the progress of newly created websites in the division.