Implementing On-Time Registration for All Students at a Large - - PowerPoint PPT Presentation
Implementing On-Time Registration for All Students at a Large Community College is Not Difficult George Gabriel, Ph.D. Vice President of Institutional Effectiveness and Student Success Initiatives Meghan Oster Policy Planning Specialist David
George Gabriel, Ph.D. Vice President of Institutional Effectiveness and Student Success Initiatives Meghan Oster Policy Planning Specialist David Epstein Dean of Arts, Communications & Humanities Northern Virginia Community College
February 2015
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NOVA Background Why On-Time Registration for All Students Implementing On-Time Registration Lessons Learned
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24,300 Enrolled in Workforce Development 25,342 Enrolled in Extended Learning Institute (Annual Headcount)
6 Campuses 3 Centers Outside of Washington, D.C. Over 150 Countries Represented 150 Degrees and Certificates Offered
78,461 Students
(Annual Headcount)
4,260 Faculty & Staff
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On-Time Registration
Overall, on-time registration has proven to increase student success (NOVA Data) Minimizes disruption by late registrants Instructors do not need to go over material already covered Instruction on learning skills, class protocols, semester calendar can be covered in first class All students begin from the same starting point
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35,671 37,929 39,021 40,576 40,431 10,948 11,067 11,023 11,288 11,372 FALL 2009 FALL 2010 FALL 2011 FALL 2012 FALL 2013 # OF STUDENTS COHORT Registered for All Classes On-Time Registered Late for At Least One Class
Figure 1. Number of NOVA Students Who Registered On-Time for All Courses and Students Who Registered Late for At Least One Course: Fall 2009 through Fall 2013 Cohorts
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76.5 77.4 78.0 78.2 78.1 23.5 22.6 22.0 21.8 22.0 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% Fall 2009 Fall 2010 Fall 2011 Fall 2012 Fall 2013 % of Students Registered for All Classes On-Time Registered Late for At Least One Class
Figure 2. Percentage of NOVA Students Who Registered On-Time for All Courses and Students Who Registered Late for At Least One Course: Fall 2009 through Fall 2013 Cohorts
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Representatives from all relevant stakeholder groups
Different levels of administrators
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Encouraged extensive dialogue
staff
Effective and efficient implementation
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On-Time Registration Role of IR Marketing Class Scheduling IT Support Exemption Approval Process Special Groups Documents
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Using trend data, IR built possible scenarios Provided target data to frontline staff (New Student Orientation) Tracked registration during summer Used the Call Center to gather student feedback during the summer
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Faculty
classroom (e.g., checking rosters during the first week)
Staff
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Students
policy:
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ensure enough courses were offered to meet demand
with the mandate, start courses at different times during the semester (12-week, 8-week, online, etc.)
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IT Issues/Considerations: Policy implementation had to be done within IT capabilities Limiting Loopholes: Denying possibilities of students finding ways to circumvent new policies
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Forms: Waivers/Exceptions were controlled at the Deans level through forms (uniformity). Procedures: Written guidance to frontline staff and decision makers on how to deal with issues during implementation (consistency).
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Senior Citizens
had to find a way to work around the system for this specific group
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Compiled all documents/decisions made during the planning process into a single document (user guide). Certain documents, decisions, and guidance were shared with only faculty and staff in
the new policies.
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95% indicated that they were aware of the policy 50% indicated that the enrolled at least 2 weeks earlier than previous semesters 37% enrolled in a class in an alternate session 58% agreed with the policy
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97% indicated that they were aware of the policy 89% indicated that the policy had been clearly communicated 34% reported reenrolling a student who had dropped a course 79% agreed that the policy would benefit students
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Figure 1. Late Course Registration by Session: Fall 2013 and Fall 2014 (with permission)
11% 9% 10% 19% 2% 2% 3% 8% 0% 5% 10% 15% 20% 16-week 1st 8-week 2nd 8-week Dynamic Percent Session Fall 2013 Fall 2014
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Student communication is very critical. Begin the campaign early and find multiple channels. Front-line staff, faculty, and administrators are brought into the loop very early.
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Provide data from past years, set up targets, and track the progress and implementation continues. Involve IT staff heavily in the process so that they can make necessary adjustments in real- time.
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Assemble a cross-functional group. Assemble a group that consists of people from the top to the bottom of the hierarchy.
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Use logos, taglines, and other visual aids to impress the students and other stake holders. Get the college president to repeatedly communicate to the College community.
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