OFFICE OF THE CHANCELLOR RCCD Enrollment ......Meetings resume in FA16 Adjourned: 4:58pm Office of the Chancellor RCCD Enrollment Management Committee Wednesday, April 27, 2016 CAADO,

OFFICE OF THE CHANCELLOR

RCCD Enrollment Management Committee

Tuesday, May 24, 2016 CAADO, Conference Room 209

3:30-5:00pm AGENDA

Approval of Agenda and Minutes

Discussion Items

a. Updates on Marketing Efforts- Dr. Burke

b. EMD, Exception Reports and FTES updates- R. Bajaj

c. Enrollment Management Dashboard – Ongoing Support- R. Herman

d. Revisit the deadline to add alignment with deadline to drop with refund-S.Thomas e. Threshold for drop for non-payment- D. Foster

Information Items

a. FY 2016-17 FTES Planning- A.Brown

Future Items

a. Other

b. Next Meetings – S. Thomas

Committee Members:

Moreno Valley Riverside

Robin Steinback Virginia McKee-Leone

Norm Godin Mazie Brewington

LaTonya Parker Kathleen Sell

David Vakil Mark Sellick

Dyrell Foster

Sal Soto District Dr. Michael Burke

Norco Raj Bajaj

Diane Dieckmeyer David Torres

Melissa Bader Aaron Brown

Peggy Campo Chris Carlson

Beth Gomez Rick Herman

Mark DeAsis Sylvia Thomas

CTA Faculty Association

Chris Rocco

Office of the Chancellor RCCD Enrollment Management Committee

Wednesday, May 24, 2016 CAADO, Conference Room 209

3:30pm- 5:00pm MINUTES

Meeting called to order: 3:38 pm Present: Melissa Bader; Raj Bajaj; Michael Burke; Peggy Campo; Chris Carlson; Peggy Cartwright; Mark DeAsis;

Dyrell Foster; Beth Gomez; Rick Herman; Virginia McKee-Leone; LaTonya Parker; Mark Sellick; Sal Soto; Sylvia, Thomas; David Torres; David Vakil

Absent: Mazie Brewington; Aaron Brown; Diane Dieckmeyer; Norm-Godin; Richard Mahon; Chris Rocco;

Kathleen Sell; Robin Steinback Approval Minutes from April 27, 2016 were reviewed and approved Of Minutes:

I. Discussion Items

a. Marketing efforts

i. Every week during the enrollment period, an email is sent to students reminding them to register for

classes. For the first couple of days after the e-mail is sent out, Norco saw a spike in enrollment.

ii. Mailers- were sent to 315,289 households and post office box.

MVC: 86,801

NOR: 93,573

RIV: 134,915

iii. Discussed revisions needed to mailers to make them more appealing to the eye with less information. We

need to be cautious of the image we are sending out, so we can attract the biggest audience.

iv. Collected and tracked the raw data from the post cards to get a general idea of what students are looking

at. We are able to see the number of times each bullet item was expanded and could identify if they

clicked from the college website directly or from the postcard link.

v. Need to try multiple ways of marketing each college’s offerings. Some methods work with some, but not

for all people.

vi. Website homepage is difficult to navigate. We need to look for a more simplified way to find open classes

and register. How do we give the right information up front, simplify as much as possible, and show all

that is possible. Need to take out the extra content. Dr. Burke will arrange a follow up meeting with web

people to discuss future of website.

vii. At other colleges, when a student applies, a welcome letter, student ID and registration status is

immediately given. Our college takes days to send out information, and students become impatient.

b. EMD, Exception Reports and FTES updates

i. EMD- RIV and MOV make sure the FTES is reported in the term it ends. Will have a solution on that.

ii. Exception report- Only run the exceptions for sections which are within 97-103 range on catalog. Work on

the ones that need attention. Adding verbiage to soft screen to let staff know to be careful when

scheduling classes for daily census contact hours.

iii. FTES update- TBA compliance: Norco beats the target, MOV and RIV are short on targets. There are

some fluctuations between now and P3 due to positive attendance not being reported yet, until SP16. It

will be larger; from 298 to 400.

c. Enrollment Management Dashboard

i. Ongoing support to dashboard- any changes or updates to dashboard should be directed to David, Raj,

and Scott. They will validate the data and Scott’s team will make sure it will be recorded.

d. Alignment the add and drop deadline

i. Deans and some Chairs decided it would not help to reverse the dates. The deadline to drop with refund

should be before the deadline to add.

ii. There are more students dropping than adding.

iii. Will continue with the previous recommendation to align both deadlines.

e. Threshold for drop for non-payment

i. Recommended threshold for FA16 was set to $250- Example: a student has a 3 unit course, didn’t pay

health or activities and materials fee, it would be about $236. Will see how it goes and look at the impact.

Students who are receiving the BOGG waiver an FAFSA are exempt. (Motion: P.Campo, 2nd Motion: L.

Parker)

II. Information Items

a. FY 2016-2017 FTES Planning- Dr. Burke

i. There was an FTES growth of 616.76 from 15/16 to 16/17

ii. Planning an unfunded growth of 1% with carry-over from summer

Next Meeting- No meetings for summer. Meetings resume in FA16 Adjourned: 4:58pm


Wednesday, April 27, 2016 CAADO, Conference Room 209


Meeting called to order: 3:34 pm Present: Melissa Bader; Raj Bajaj; Michael Burke; Aaron Brown; Peggy Campo; Chris Carlson; Mark DeAsis;

Diane Dieckmeyer; Dyrell Foster; Beth Gomez; Mark Sellick; Sal Soto; Sylvia Thomas; David Torres Absent: Mazie Brewington; Norm-Godin; Rick Herman; Richard Mahon; Virginia McKee-Leone; LaTonya Parker;

Chris Rocco; Kathleen Sell; Robin Steinback; David Vakil Guest: Peggy Cartwright; Jamie Clifton Approval Minutes from March 30, 2016 were reviewed and approved. (Bader/Gomez) Of Minutes:

I. Discussion Items

a. Alignment of Add and Refund Deadlines- M. DeAsis

i. Mark DeAsis discussed the last day to add and last day to drop with a refund deadlines with the group. A

student last day to add is the second Friday of the second week of the term and the last day to drop with

a refund is the following Sunday. Seats which become vacant after the last day to drop with a refund

remain vacant because the deadline to add has passed. These two additional days are crucial.

ii. Data was collected. 49 community colleges have already aligned the refund and add deadlines. In

addition, 23 have add deadlines after the refund deadline (reversed from RCCD); 18 have refund

deadlines after the add deadlines.

iii. Recommendation was made that RCCD align add and refund deadlines; group voted and it was decided

that the district would align them. The change will be implemented in FA16. (Motion: P. Campos, 2nd

Motion: D. Dieckmeyer)

iv. Raj will contact Elias and other departments regarding this change.

b. Follow up: Drop for Non-Payment- M. Burke

i. Will give IT some instruction to come up with a model or threshold for dropping students due to Non-

Payment.

ii. D. Foster will work with VPSS and IT to come up with a proposal regarding the different severity levels on

holds.

iii. Ask that VPSS research Financial Aid to identify any issues that might affect students.


a. Marketing- M. Burke

i. Peggy presented sample of the mailers to be sent out to residents. There will be about 315,000 printed

and delivered within the next couple weeks.

ii. Each mailer is specific to each college.

iii. Each link on the mailer is measurable and will be able to tell us how successful the mailers are by the

number of people who visit the website on the postcard.

iv. Peggy will send the page layout so that each group can access it and use it to reach out to students in

different methods.

b. FTES report, P2- R. Bajaj

i. Raj a presentation regarding FTES numbers always changing and the challenges.

ii. Look into getting an error/exception report to alert deans and department chairs when errors in

scheduling occur.

iii. P1 and P2 results will change, but once P3 comes out, we will freeze data.

Next Meeting- May 24, 2016 @ 3:30pm Adjourned: 4:45pm



Wednesday, March 30, 2016 CAADO, Conference Room 209

3:00-4:30pm AGENDA


Discussion Items

a. Application Deadline b. Drop for Non-Payment.

i. What the data tells us? David Torres c. Trend data on high school population in local feeder districts- D. Torres

Information Items a. Communication/Marketing Strategy – P. Cartwright

Future Items

a. Other


Committee Members:

Moreno Valley Mazie Brewington

Robin Steinback Kathleen Sell

Norm Godin Mark Sellick

LaTonya Parker District David Vakil Dr. Michael Burke

Dyrell Foster Raj Bajaj

Sal Soto David Torres

Aaron Brown

Norco Chris Carlson

Diane Dieckmeyer Rick Herman

Melissa Bader Sylvia Thomas

Peggy Campo CTA Faculty Association

Beth Gomez Chris Rocco

Mark DeAsis

Riverside

Virginia McKee-Leone




Meeting called to order: 3:09 pm Present: Melissa Bader; Michael Burke; Aaron Brown; Peggy Cartwright; Dyrell Foster; Beth Gomez; Virginia

McKee-Leone; LaTonya Parker; Mark Sellick; Robin Steinback; David Torres; Sylvia Thomas; Absent: Raj Bajaj; Mazie Brewington; Peggy Campo; Chris Carlson; Mark DeAsis; Diane Dieckmeyer; Norm-

Godin; Rick Herman; Richard Mahon; Chris Rocco; Kathleen Sell; Sal Soto; David Vakil Approval Minutes from March 09, 2016 were reviewed and approved. (Bader/McKee-Leon) of Minutes:

I. Discussion Items

a. District Feeder Schools vs. Non Feeder-

i. Projected change for the next 10 years by county; Riverside County- High school graduates are projected

to grow about 1% in the next year; that is equal with State and better than Orange and L.A county.

ii. Feeder school grade counts in last 6 years: 12 grade enrollments have gone down and continue to go

down. This has an effect on our first time students to RCCD.

iii. Cohort graduation rates: Corona, Norco, Val Verde, at 90% and MVC and Jurupa are at 80%. These

numbers don’t necessarily mean the students are coming to community college and/or are prepared.

Filipino and Asian have higher cohort graduation rates. Hispanic, African America, American Indian have

lower graduation rates. Hispanic is the largest growing group, but is the least successful.

iv. Students from feeder schools, under 20 years of age had a low rate in early 2000. Some factors for the

dip are due to no longer printing schedules, reducing classes because of budget cuts, and order of

registration. Non feeder schools, first time students, under 20yrs old for FA14- did not vary much between

feeder schools.

v. Students are normally from the service area, but we want to appeal to students from other communities

as well.

vi. High school students who graduate don’t always come here, and when they do, they are not prepared.

We need to find out the college going rate. First generation is being told they are prepared and AVID

students are being encouraged to skip community college and go to four-year colleges; that needs to

change.

b. Drop for Non-Payment-

i. Collected data of students who were dropped for non-payment in FA14 and SPR15 and found that two

out of three come back.

ii. Dropping for non-payment has an effect on re-enrollment for the next term; students who have debt

cannot re-enroll the next semester/term unless their account is paid.

iii. There are many scenarios why students are being dropped and it’s a big issue. Found that students were

being dropped for partial payment of units; this is not only for class units, but health, parking and other

miscellaneous fees. The reason to drop is to avoid a large bad debt, but in fact debt could be as low as

ten dollars, yet students are dropped.

iv. We need to create a threshold, where anything below that amount, we don’t’ drop. If the students has

about 6 units or more in debt (about $250), then drop them.


a. Marketing Strategies-

i. The group was asked to submit a dollar amount and small descriptor by April 8th to Aaron Brown, to see if

money is available.

ii. The plan is to split the mailers with a set for each institution, but also make them aware of the

opportunities at the other sites, as a District.

a. 15/16 will be a mailer with some low cost media, online and/or individual plans by college.

b. 16/17 will repeat mailer, plus additional costs, such as billboards, radio and theater.

iii. Mailers need to go out no later than the end of April.

b. College base planning-

i. In conversation with VP’s of Business: 15/16 is short of target and we need to add the most impact to 16/17 enrollment. Decision was made to achieve target, (funding stand point), we need to roll back some portion of SUM 16/17 into 15/16 to reach target amount. Sister colleges are 8-12% growth range (1,000 FTS), and we are projected at 600 FTS for 15/16. Marketing efforts are being designed; however, money is needed now to implement changes in advance of 16/17. Need an idea of the costs before 16/17 is funded.

Next Meeting- April 27, 2016 @ 3:30pm Adjourned: 4:15pm




3:30-5:00pm AGENDA


Discussion Items

a. Update on FY 16-17 Ceiling/Target, P1 – A. Brown

Information Items

a. Issues for Consideration (Carry over from previous agenda)

a. Application Deadline

b. Drop for Non-Payment.

i. What the data tells us? David Torres

b. Key demographics on “other” first-time college students – D. Torres

c. Trend data on high school population in local feeder districts – D. Torres

d. Communication/Marketing Strategy – P. Cartwright

e. Distance Ed Snapshot – S. Thomas

Future Items

a. Other


Committee Members:

Moreno Valley Kathleen Sell

Robin Steinback Mark Sellick

Norm Godin District LaTonya Parker Dr. Michael Burke

David Vakil Raj Bajaj

Dyrell Foster David Torres

Sal Soto Aaron Brown

Norco Chris Carlson

Diane Dieckmeyer Rick Herman

Melissa Bader Sylvia Thomas

Peggy Campo RCCD Faculty Association Beth Gomez Chris Rocco

Mark DeAsis

Riverside

Virginia McKee-Leone

Mazie Brewington




Meeting called to order: 3:34 pm Present: Melissa Bader; Michael Burke; Aaron Brown; Peggy Campo; Chris Carlson; Mark DeAsis; Diane

Dieckmeyer; Dyrell Foster; Norm-Godin; Rick Herman; Virginia McKee-Leone; Robin Steinback; David Torres; Sylvia Thomas; David Vakil

Absent: Raj Bajaj; Mazie Brewington; Beth Gomez; Richard Mahon; LaTonya Parker; Chris Rocco; Kathleen Sell;

Mark Sellick; Sal Soto

I. Discussion Items

a. P1 results- Surrounding College’s growth rate comparison:

Chaffey 8.31% growth funded 1,100 FTS (year/year)

MSJC 11.27% growth funded 1,047 FTS (year/year)

RCCD 3.95% growth funded 616 FTS (year/year)

San Bernardino District 7.5% growth funded 794 FTS (year/year)

b. FY 16-17 Ceiling/Target

Make a decision now to plan for 16/17. Set target and strategy starting in summer, to benefit 15/16 and carry

over to 16/17. 15/16 FTES Target is 28,599- We will pull 480 from summer + 686 growth (2.4%), unfunded

will be 292.86 (1%) and our revised base is 28,599, with a total funded of 29,285, a ceiling target of 29,577;

which means we need to produce1,458 FTES for 16/17.


a. Marketing Strategies-

People think we are still in budget crisis and don’t believe there are classes available. We need to make

scheduling changes and advertise ahead of time, so students are aware of classes that offered. This will give

students the opportunity to register with us, rather than to go with sister colleges. The drop rate in second 8 week

classes is high. Discussed use of billboards and returning to printed schedules.

b. Staffing/Jobs-

Dr. Burke- New jobs in Riverside county: 2012- 30k; 2013- 50k; 2014-50k; 2015-50k; 2016-50k planned.

Employment goes up, enrollment goes down. We need to hire staff in order to offer more classes.

III. Action Items/ Future Items

a. Marketing & Support- Need to find ways to attract new students. Requested 55k for this year in marketing.

b. Check with Raj to see if pulling back 480 FTES from summer is realistic.

c. David to discuss:

a. Drop for Non-payment (what does the data tell us?)

b. Key demographics on “other” first time college students

c. Trend data on high school population in local feeder districts

Next Meeting- March 30, 2016 @ 3:00pm Adjourned: 4:57pm


February 24, 2016 Spruce St., 3rd Floor 9:00am- 10:00am

MINUTES Meeting called to order: 9:02 a.m. Present: Michael Burke; Raj Bajaj; Aaron Brown; Chris Carlson; Mark DeAsis; Diane Dieckmeyer; Dyrell Foster;

Beth Gomez; Rick Herman; Virginia McKee-Leone; Mark Sellick; Robin Steinback; David Torres; Dr. Sylvia Thomas

Guests: Elizabeth Hilton; Peggy Cartwright Absent: Melissa Bader; Mazie Brewington; Peggy Campo; Norm Godwin; Richard Mahon; LaTonya Parker; Chris

Rocco; Kathleen Sell; David Vakil

I. Discussion Items

a. FTES Allocation

Aaron discussed fund allocations: 14/15 - Waiting for P1 to come out this coming week and see where

numbers are. If funded in 14/15 for more FTS, it will impact base in 15/16. Would be funded for about 340

more FTS, which is about 1.6 million dollars in a two year period. If numbers hold, what is the strategy moving

forward for 15/16? If we move money from 15/16 to 16/17, we would have to make up. Other option is to

leave it and hope to make it up in the next year.

b. FY 16-17 Ceiling/Target

Raj Bajaj presented the Credit FTES Ceiling for 15/16 sheet. Spring estimate: Norco will meet Target, MVC

might make targets. Riverside is soft. There are a few things that can be done to help: monitor the number of

drops and online classes. Very close to base funding at this point.


a. Financial Aid Implications-

Elizabeth Hilton: Financial Aid department has not seen increase or decrease in numbers, as far as student

counts. They have, however, seen more first time students in spring. There will be changes to BOG for 16/17.

b. Marketing Strategies-

Peggy Cartwright: Presented overview of marketing strategies and ideas. Need to aggressively reach

students who are not only our traditional high school crowd, but reach out to returning students who need

retraining; those are hardest to reach out to. Other colleges have radio ads, newspaper ads, and direct mail

pieces. We should look at the roll of the college vs. the roll of the district, find out who does what at each

college and invest some dollars in a marketing plan. Need to focus not only in reaching students to attend, but

find strategies to increase retention of current student’s for their success. We need to change other people’s

perception on what we have to offer at each college.

c. Waitlist FAQ’s

Sylvia Thomas discussed how students are wait-listing fewer sections. District wide, almost 100 fewer waitlist

sections.

III. Action Items/ Future Items

a. Website- upgrading/ changes Our webpage doesn‘t look like a lot of the websites out there. It is too complex for students to find information.

Other websites are “one click” and go. Have we reached a point of change? Need to upgrade and change our

website to attract more students and make it easier to navigate.

b. Marketing Strategies- What are the rules of engagement? Who does what? c. P1- Navigation and results d. Incremental changes- Find strategies for Summer, Fall and Spring e. Drop rate- What are the reasons and how can we control drops

Next Meeting- March 9, 2016 @ 3:30pm Adjourned: 10:10 a.m.

Documents

OFFICE OF THE CHANCELLOR RCCD Enrollment ......Meetings resume in FA16 Adjourned: 4:58pm Office of the Chancellor RCCD Enrollment Management Committee Wednesday, April 27, 2016 CAADO,