Best Practices in Enrollment Services

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Best Practices in Enrollment Services

• Presented by the California
• Association of Community
• College Registrars and
• Admissions Officers
• CACCRAO
• To the CCCCO
• Student Services Conference
• April, 2008

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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

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Agenda

• Overview Three Practices
• Admissions and Records Roles in the College
• Concurrent Enrollment
• Online Degree Audits

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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

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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

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(No Transcript)
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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 QA issued by Chancellors Office followed
  by 2005 Legal Advisory clarifying numerous points
  of compliance.

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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!

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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.

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Concurrent Enrollment Processes cont.

• What the future holds? Excerpt from the Barstow
  Desert Dispatch
• California court ruling limits some Barstow home
  school programs
• Many programs are not affected by new credential
  requirement
• By Jason Smith, staff writer
• March 6, 2008 - 719PM
• BARSTOW 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 bachelors degree.

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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

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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

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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)
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Online Degree Audits (Cont.)

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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

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How to Reach Us

• Sherri Hancock, hancocks_at_smccd.edu
• Alicia Terry, aterry_at_MiraCosta.edu
• Sue Vaughn, svaughn_at_bakersfieldcollege.edu