REDWOODS COMMUNITY COLLEGE DISTRICT Meeting of the Enrollment Management Committee (EMC) Eureka: 7351 Tompkins Hill Road, AD 201 (Board Room) Monday, March 21, 2011 1:10 – 2:40 p.m. AGENDA EMC Mission To interpret enrollment trends, patterns and projections, student achievement/success data, basic skills student achievement data, and to inform all institutional divisions and units in meeting CR’s enrollment goals within a framework of collaboration continued growth and community alignment. The Enrollment Management Committee (EMC) also formulates enrollment goals consistent with the College’s mission and program review data, develops FTES budget projections, implements, monitors, and periodically revises the process of student enrollment and retention. 1. Call To Order 2. Approve March 7, 2011 Meeting Minutes* 3. Action Items 3.1 Recommendation to discontinue printed schedule (Kathy) 3.2 Recommendation to hold an additional meeting on March 28 (Keith and Bruce) 3.3 Recommendation for development of the 2 year Enrollment Management Plan— Institutional Effectiveness Indicators (Keith) 4. Discussion Items 4.1 Update on Summer Schedule (Keith) 4.2 Revised Budget/Section Assumptions (Keith and Bruce) 4.3 Update on FY 11-12 Scheduling and TLU Allocation (Bruce) 4.4 Re-examine late registration and the disadvantages to students (Keith) 5. Reports 5.1 BPC Actions 6. Announcements 7. Adjournment (* denotes attachment) PARTICIPANT DETAILS > Dial your telephone conference line: (888) 886-3951 > Enter your pass code: 308897 PARTICIPANT CONFERENCE FEATURES: *0 - Contact the operator for assistance. *6 - Mute/unmute your individual line with a private announcement. REDWOODS COMMUNITY COLLEGE DISTRICT Meeting of the Enrollment Management Committee (EMC) Eureka: 7351 Tompkins Hill Road, AD 201 (Board Room) Monday, March 7, 2011 1:10 p.m. Draft NOTES PRESENT Mara Chaykin, ASCR, Anna Duffy, David Gonsalves (phone), Melissa Green, Anita Janis (phone), Allen Keppner, Pam Kessler, Geisce Ly (phone), Mike Peterson, Tiffany Schmitcke, Keith Snow-Flamer, Juana Tabares, Danny Walker, Bruce Wagner and Maggie Lynch. ALSO PRESENT Jesse Wiedel, Joe Hash MINUTES The minutes from the February 23, 2011 meeting were approved with corrections. ACTION ITEMS COURSE SCHEDULE PRINTED COMMENTS & PROOFING PROCESS Tiffany noted that the department of Admissions and Records has been trying for several years to get away from having a printed schedule. Scheduling changes are constantly being made in Datatel and the paper schedule is outdated the moment it is printed. She also noted that it takes approximately one full week to input all of the comments that are associated with courses. It was also brought to the committee’s attention that Printing Services no longer has the staff person/position that created both the printed schedule and the course catalogue and there also may not be a budget for it. Suggestions were also made to simplify the format of the paper schedule if printing continues. There was discussion regarding the need to get input from the counselors and advisors regarding how they use the printed schedule. Melissa asked that a data driven and Interested Based decision making process be used to problem solve and work collectively to work together to determine the issues surrounding a printed schedule. Bruce noted that if there is a printed schedule it needs to be sent out to the academic departments for proofing. Next Steps: Discussion will be carried to the next meeting so that information can be gathered from the counselors and advisors. Ask Paul DeMark to attend the next meeting to address concerns related to the printed schedule VIRTUAL CAMPUS TLU & FTES COUNTING Bruce reported that the two-year scheduling task force has met 3 times and has compiled all requests received for courses. He noted that everyone was asked to put in course requests that would promote student success and completion. He stated that with the requests that have come in we are 760 TLUs over what was offered last year and we must get back to last year’s number. He also stated that it has been a very difficult task so far to determine what adjustments must be made. 101 TLU ALLOCATION The committee reviewed two recommendations regarding the 101 Corridor TLU allocations and scheduling procedures for Virtual Campus courses. Bruce read the recommendations aloud because committee members participating by phone did not receive the emailed version. Maggie stated that she has questions about what data will be used to make decisions regarding the TLU allocations and is also concerned with restrictions to campus offerings. Committee members agreed that changes should be made to the language used in both recommendations and there were several suggestions made. Bruce will make the changes to the recommendations and send them out to committee members. Keith noted that until the changes have been made we are conceptually endorsing the recommendations. FURTHER GUIDANCE OF SCHEDULING There was discussion regarding how the Task Force should proceed with development of the two-year schedule. Bruce noted that the Task Force has identified roughly 400 TLUs that can be cut. It may be necessary to look at revitalization, discontinuance, or moving programs to Community Education. There was also discussion regarding faculty reassign time and overload. It was noted that it would be helpful to have direction that the district endeavors to not pay overload, however there will be times when this is not possible. It was suggested that Dr. Goswami be included in a conversation relating to the TLU allocations and overload. Keith asked Maggie and Alan to work on draft language for a recommendation regarding an overload policy. He also noted that he and Bruce have been invited to attend the next Budget Planning Committee meeting so that EMC and BPC can coordinate work that is being done to reduce the budget. FUTURE AGENDA ITEMS Printed Schedule continued from last meeting ADJOURNED The meeting adjourned at 2:40 p.m. SUBMITTED lw Synopsis: 12 not printing 4 printing same number 4 printing reduced number 2 printing and charging $1 possibly going to $2 I believe I know the answer to this, but need some back up. Are we required to print class schedules? We want to not print the summer 2011 schedule. Cerritos College Chaffey College will not print for Summer 2011 however will post an on-line version. Fall 2011 and Spring 2012 will be combined into one schedule and printed. Contra Costa College still prints a schedule, has sold it for $1. The price may go to $2 to push students to the free online pdf. Summer/Fall are combined. We are flirting with the idea of printing it no more. CSM, Skyline and Cañada still print class schedules and also have them online. In addition, CSM has reduced the number of copies printed and Cañada prints a combined summer/fall schedule. Irvine Valley College experienced no reduction in enrollment or FTES as a result of not printing the class schedule. Folsom Lake College stopped printing class schedules effective with the spring 2010 semester. All colleges in Los Rios no longer print schedules as well. There was some resistance at the start from staff and some students, but really not that much. Our approach was to advertise the new practice as “going green” AND that class schedules are outdated the day they’re printed. We have various methods of class schedule delivery online, plus we have printed copies of the class schedule for student services office and staff, i.e., A&R, counseling, DSPS, EOPS, outreach centers Folsom Lake College experienced an increase in FTES and enrollment – from spring 2009 to spring 2010. No impact with no class schedule. Rio Hondo does not print a schedule. Long Beach City College cannot attribute any loss of FTES to not printing the schedule. We did not offer as many courses/sections and had little trouble filling the ones we offered. We do have a PDF version of the schedule available on our home web page. El Camino is reducing the number of schedules we print. All schedules are online so we will have some printed schedules on campus and some distributed to feeder high schools and local libraries. Crafton Hills College: No hard copies for summer… limited hard copies for fall and working to cease printing schedules altogether. To the original point of the question, are colleges required to print schedules i.e. is it a T.5 thing? College of the Canyons only prints a limited quantity and then sell them for $1. It is online for free. Gavilan College still prints schedules each semester. We have a combined schedule for our Summer/Fall terms. Santa Rosa Junior College still prints but this is interesting to see how many colleges have stopped. Good survey! MiraCosta College still printing, but reduced numbers. And I suspect at some point in the near future, it will all be online. Santa Barbara City College still prints. This is Ventura’s first year without a printed schedule, but we do post a PDF version online. Beginning Summer 2011, Victor Valley College will not print our schedule. I have advocated for a few dozen hard copies of the schedule for SS staff and counselors. IVC stopped printing a class schedule this spring for all terms. The only complaints came from staff, none from students. De Anza no longer prints a schedule. Bakersfield College has not printed schedules for at least two full years. This is Moorpark’s 2nd year without printing a schedule. It’s totally on-line, we don’t even have a .pdf version. Long Beach City College stopped printing last year. College of the Sequoias quit printing schedules this year. It’s all on-line and we have computers for students to use to look up classes. # Recommendation/Action Item Action Taken Status Enrollment Management Plan Forward the spring plan to the MC and Senate for their information. The EMC approved the spring enrollment management plan developed by an EM task force. Another task force has been created to begin working on the two year enrollment management plan. A request has been forwarded to the PRC for Trends & Assessment/Planning program review summaries to inform the Enrollment Management Plan. Once developed by the EMC the two year plan will be vetted through the integrated planning committees, Management Council, Academic Senate, Cabinet, and the Budget Planning Committee. IR Status-101 Corridor Survey Forwarded to IR EM Scorecard Forwarded to Cabinet for approval. Forwarded to the IEC for review and revision. Employee and Student Satisfaction Survey Action Plans Forwarded to subcommittee of the EMC to review and revise the action plans Task Force members: Pam Kessler, Allen Keppner, Melissa Green, Cheryl Tucker Deployment of the survey has been delayed given the lack to an adequate number of staff in Institutional Research. Dr. Goswami reported to the college in a December 17, 2010 email that the process to fill the IR direction position will be started. Cabinet approved moving forward with populating the scorecard. IR is in the process of gathering the data. The scorecard has been forwarded to the IEC for review as possible internal strategic performance indicators that are tied to CR’s mission, values and goals. The EMC approved the subcommittee's work on the spring EM Plan that culminated in a set of achievable goals for Spring semester, with a proposed budget, based on a realistic assessment of the college. The EMC convening a task force to develop a two year EM Plan for submission the EMC by April. As part of this work, the PRC will send Trends and Goals executive summaries of the program review documents to the EMC for inclusion in the 2 year EM Plan. The college has made the commitment to redeploy a student satisfaction action survey in April, 2012. Multiple Measures Forwarded to . English and math faculty and student services staff subcommittee of the EMC to review and revise have worked together on development of multiple measures for English and math placement The Academic Support Center web-site has been updated to include more up to date information on preparation for the Accuplacer test and appointments available The English and math faculty have provided English and math course level descriptions and samples that will be utilized by advisors to assist students who fall within zones between two different courses in choosing the course they would have the best opportunity to be successful in. Data from IR is being utilized to further analyze the relationship between Accuplacer scores and course success in math for validity purposes and to help inform improvements for the assessment procedures Recently, the matriculation flow process was mapped to identify key areas of implementation for a continuous improvement plan to move the college towards mandatory assessment, advising and orientation for new, matriculating students. This plan will be put into action incrementally to ensure quality improvements over time that will lead to long lasting results. Task Force: Pam Kessler, Judie Hinman, Melissa Green, Mary Grace Barrick, Cheryl Tucker, Bruce Wagner, Todd Olsen, Amber Buntin EAP Waitlist procedure Student Feedback Online Form Implemented Implemented The English and math faculty approved using the EAP in the assessment process. The CCCCO has added CR to the list of schools accepting EAP scores. Approved and has been implemented for Spring 2011. Co-chairs of the EMC worked with Maggie to develop the appropriate questions, and has uploaded the form to the website and MyCR site. When a student fills out the form, an email will be sent to Tiffany. She can then forward that problem if necessary to the appropriate person. AP 5055 Review and Revision In Review Over the next few weeks, we can observe what kinds of problems are reported, and we can discuss the form further at the next EMC meeting. Any appropriate changes in the form recommended by the EMC can be made at that time. A small group of EMC members have been asked to review the proposed AP 5055 against the LAO recommendations for enrollment priorities. Summer Enrollment The schedule was approved by the EMC and forwarded to the BPC for funding. Task Force members: Pam Kessler, Allen Keppner, Kathy Goodlive, Bruce Wagner, Melissa Green, Cheryl Tucker A task force was created to develop a district summer schedule with the guidance that we’re looking at offering 100 sections this summer. Initial summer schedule guidelines were created by the Cabinet and forwarded to the EMC for consideration as it developed the schedule: 1. 100 calculated sections 2. Focus evening courses to 101 Corridor beginning Summer ‘11 3. High FTES generating classes 4. Online classes (increase online without stipends (use currently trained faculty)) 5. Lab sciences 6. Mendo, Del Norte, KT parity 7. 19-20% evening 8. no evenings in Eureka if possible 9. Two courses in Southern Humboldt if possible 10. Look to online for Mendo or Del Norte students as a possible substitute for low enrolled traditional classes Although the EMC considered Cabinet guidelines, at the same time the EMC understood that one of its key responsibilities is to recommend scheduling, instructional and student support strategies to enhance student access, success, retention, persistence, and goal attainment. Task Force members: Rachel Anderson (lead), Tiffany Schmitcke, Barbara Jaffari, Juana Tabares, Barb Franklin, Zach DeLoach, and Anna Duffy. Keith Snow-Flamer was the liaison. The EMC approved a summer schedule that held: Calculated Sections Target Calculated Sections: 100 Total Calculated Sections Scheduled: 87 Total TLUS scheduled: 385 Sections in reserve: 13 Projected FTES of Scheduled Sections 80% Efficiency rate: 225.68 85% Efficiency rate: 261.89 Costs Total cost of 100 calculated sections: $344,256 Total of scheduled sections: $292,618 2011 cost: $91,686 2012 cost: $200,932 2012 cost of reserve sections: $51,638 Calculated Sections by location: Eureka Area (including VC and 101): 71.6 Mendocino: 4 Del Norte: 7.7 KT: 1.7 The BPC recommended reducing the FY10-11 budget exposure for the summer schedule to accommodate $75,000—which equates to a reduction of approximately $16,700. 2011-12 FTES Target In Review A task force has been created to develop recommended FTES/TLU allocations, annual schedule, and other issues associated with the FY1112 district schedule. The cabinet provided some initial guiding principles for the committee’s consideration as it develops the schedule: 1. Target FTES is 4950 resident FTES a. equal % cut in annualized FTES based on 2010-11 actual (5200) 2. Number of calculated sections funded is determined by site productivity 3. Selected adjustments permitted for instructional/schedule integrity 4. All new program/class initiatives (e.g. EMP driven) may be funded with excess reserves 5. 101 Corridor is considered separate entity 6. Virtual campus will be a stand-alone division and function like the 101 Corridor as it relates to TLU allocations 7. Focus evening courses to 101 Corridor Summer ‘11 The EMC and the task force must balance the question of whether we focus on opportunity (access) or focus on student success. An initial two year schedule has been put together and is being reviewed by the task force. The task force recommended revising the scheduling guidelines for the Eureka area and virtual campus. Task force members include: Mike Peterson, Allen Keppner, Kathy Goodlive, Zach DeLoach, Joe Hash, Rachel Anderson, Tiffany Schmitcke, and Geisce Ly. Bruce Wagner is the liaison. The first detailed look at the 2-year schedule requests has been completed. Requests were 760 TLU's over this year's level, and that we also need to cut down an additional $400,000 as well. The first round of reductions identified 882 TLU's. That includes 130 grant-funded TLU's that don't need to be included in the budget. Also found was $65,000 in reductions in the PRME budget. Next steps: The list was sent to the Deans so that they can build a preliminary list of sections. The Deans will use the information on the 2-year schedule and "reductions" spreadsheet to compile a preliminary list of classes for Fall. We can then compare your list with our TLU numbers to make sure we're in close agreement. The Deans will also check the full-time TLU numbers in your division/location to make sure they are accurate. The task force would like to have this information back by March 21 or 22 so that we can prepare for final TLU allocations at the March 28 EMC meeting. It is hoped that the Deans will use the reduction list to provide guidance to your area coordinators as they build their Fall schedules. After those lists come back, the task force can look them over and discuss any discrepancies. Because of Spring break, we don't see how we can be ready to have EMC make final TLU allocations at our next meeting on March 21. Recommendations to: 1. The college should not create separate TLU allocations for the 101 corridor sites. Rather, departments and divisions should be given a TLU allocation for all of their Eureka-area classes. Department area coordinators should work with their deans to create a coherent plan for courses at the 101 sites, based on the Approved by EMC and included in the scheduling guidelines. The EMC approved criteria of student success, completion, and access. Area coordinators and deans will also need to coordinate offerings with the 101 sites manager. 2. Scheduling procedures for Virtual Campus courses should not be changed. Specifically, each department, division, or campus can schedule VC courses out of their overall TLU allocation. The FTES generated will be counted toward the total of the originating campus. Area coordinators and deans will also need to coordinate offerings with the Dean of Distance Education to avoid duplication across the district, compliance with curriculum requirements, etc.