ADMISSIONS INSIDE & OUT
Tools for Continuous Growth
Presented by: Khaleah Bradshaw, Admissions Supervisor
& Michelle Taylor, Associate Director
CSU-Dominguez Hills
Tuesday: April 16, 2013, 1pm
Session ID T3.1570
Introduction
•
Working in an Admissions Office presents a variety of situations and challenges. It is Important to identify
tools that will compliment current business processes, allow room for growth, and result in increased
productivity. We focus on areas that help the staff when efficiency is necessary and resources are low …
asking ourselves the question, how can we do more with less?
•
Our presentation highlights key tools which allow us to manage workflow in a way that will result in goal
achievement as well as staff satisfaction. We have based our structure around the following areas:
leadership, building bridges, inclusivity/transparency, problem solving, resources, accountability,
discipline and professional development.
•
This structure allows us to identify the needs of the office and at the same time ensures that each staff
member is aware of their contribution. This big-picture awareness allows them to see how they contribute
to the bigger goal of accurately and efficiently admitting students while providing excellent customer
service to the University as a whole.
•
While it may seem as if each of these strategies by themselves are very basic, we believe the combination
of the approach is what makes it work extremely well.
AACRAO San Francisco 2013
Session ID: T3.1570
CSU Dominguez Hills…
• Part of the 23 campus California State University System
• Located in Carson, CA (approximately 17 miles from
downtown Los Angeles)
• Public University with undergraduate and graduate
programs
• Approximately 11,000 undergraduates & 2,500
graduates
AACRAO San Francisco 2013
Session ID: T3.1570
Leadership
AACRAO San Francisco 2013
Admissions: 13 Full-Time & 2 Student Employees
Session ID: T3.1570
Leadership
Communication, Communication, Communication … empowers staff
Weekly Meetings/Training Sessions
Every Monday at 10am
Admissions Staff Meeting (Sample Agenda)
April 8, 2013
•
•
•
•
•
Theme Word or Quote for the Week (Dawn) – “Shine It Up”
Word 2010 Mind Task (Patrisha)
Road to Success Report
Staff Communication Committee Report
Staff Development Committee Report
•
FALL 2013 UPDATE
• INC/INCR
• April 1, 2013 was the last date to INCR Freshmen & Transfer applications for Fall 2013.
• Last round of undergraduate missing document letters was mailed April 4, 2013.
• Applications that are missing documents after review should now be coded INC.
• International
• Application deadline is June 1, 2013.
• Applicants residing outside of the USA are encouraged to apply by May 1, 2013 in order to meet immigration
timelines.
• Email Michelle before admitting any out of country international applicants after June 1, 2013.
• Final document deadline is July 15, 2013.
• NSO
AACRAO San Francisco 2013
Session ID: T3.1570
Leadership … Reports
Fname
Hailey
Admit Acad
term Career Academic Plan
Admissions Evaluator Report (live data)
All Inclusive Application Data
Used by entire Admissions Staff
Prog Action
Student
Action Reason Action date gp1
NS13
2128 UGRD Nursing
WAIT
Master of Social
2128 PBAC Work
DENY
Bus
Admin:Sports,Ent
2128 UGRD &Hosp mgt
APPL
NOIN
29-Nov-11
DENY
1-Aug-12
INC
21-Nov-11
T513
APPL
INC
9-Nov-11
EO13
DENY
DENY
17-Aug-12
DENY
DENY
13-Apr-12
WAIT
NOIN
14-Nov-11
Ariana
2128 UGRD Psychology
Master of Social
2128 PBAC Work
Nursing:Family
2128 PBAC Nurse Prac
Criminal Justice
2128 UGRD Admin
Biology:Cellular
2128 UGRD and Molecular
Brian
2128 UGRD Undeclared
APPL
INC
29-Nov-11
Cindy
2128 UGRD Psychology
APPL
INC
30-Nov-11
Takreem
Desiree
Justin
John
Nkeiruka
Amaris
XALC
ADRV NSHO 25-Sep-12
ATHL
Fall 2013
Applications
Freshman Transfer Graduate Total
15937
11355
ADMT-A
40
20
331
391
ADMT-P
0
247
0
247
622
215
0
837
INC-I
5482
1458
608
7548
DENY
925
271
101
1297
DEIN/STRQ-A
33
300
0
333
DEIN/STRQ-C-I
128
588
0
716
1090
887
157
2134
97
211
34
342
ACON-C-I
COMP-C
WITHDRAWN
2058 29350
Building Bridges … Over 400 hours of instruction
• Active role in Training and Utilizing : Academic Advisement
Counselors, Customer Service Representatives, Outreach Officers
(Transfer Center), Student Information Services, Student Success
Coordinators to relay accurate information to both prospective and
denied students regarding admission criteria and application
procedures
• Internal FAQ – Answers to the 100 Most Frequently Asked Questions
• Developing Relationships with : Academic Departments (Graduate
Council), Financial Aid, Housing, Information Technology,
International Advisor, LGBTQ (Safe Space), Orientation (NSO Help
Desk), Student Affairs, Veterans Affairs (Vet Net Allies), VicePresident’s Office, Webmaster
AACRAO San Francisco 2013
Session ID: T3.1570
Inclusive/Transparent
No Hidden Agenda - Trickle Down Effect
• A&R Weekly Digest
• Inclusive Staff Meetings
• Annual Campus Wide Admissions Update
Presentation (2 Hours) with Q&A
• Include Student Employees in training and
professional development opportunities
AACRAO San Francisco 2013
Session ID: T3.1570
4/16/2013
AACRAO San Francisco 2013
Session ID: T3.1570
Proactive Problem Solving
Consistent Policy & Procedure
• Clear & Up-to-Date Website Information (online
information management tracking for approximately 20
web pages)
• All Staff Members are cross-trained within each Unit
• Business Process Guides (BPGs) – Definitive written
instructions, rather than relying on word of mouth (150+)
AACRAO San Francisco 2013
Session ID: T3.1570
4/16/2013
Resources
•
Shared Drive
•
•
•
•
•
•
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Admissions Calendar
Policy & Procedure Spreadsheet
Internal Library
AACRAO Edge, IERF, WES, Presentations &
Webinars
CO Website (Ex. Admission Handbook, Residency
Handbook, Coded Memos, Executive Orders)
CSUDH Website
Queries (Ex. Appeals, Exception Admits,
Miscellaneous Documents)
4/16/2013
Accountability & Discipline
Upward & Downward Communication
• Daily Tallies
• One-on-Ones (every other month)
• Staff Notes & Files
• Give accolades, Unit/Person specific workflow updates,
professional development progress, points for discussion
(questions, concerns, etc…)
• Accurate Annual Evaluations with Examples
• Job Strengths, Progress Achieved, Required Improvements, Goals
• Work with HR for meaningful and well-documented WriteUps & Grievance Hearings
AACRAO San Francisco 2013
Session ID: T3.1570
Professional Development
•
•
•
Required Annually
Mindleaders.com, Fred Pryor Seminars/Career Track
Campus-Based (with Guest Presenters)
• Connections, New Horizons Software Workshops, Road to Success
•
Monthly Trainings
• Collectively, the Admissions Staff participated in approximately 600
training opportunities in 2012
•
Examples: Data Entry Proficiency, EXCEL, Handling Difficult &
Disruptive Behavior, Information Security Training, Military
Transcripts (JST), Quality Service Training for Admission, Saudi
Arabia, and Transfer Credit Update
4/16/13
Summary
•
We hope that our presentation highlighted for you some key tools which allow for
managing workflow in a way that will result in goal achievement as well as staff
satisfaction. We hope that the structure we have shared with you will complement your
current processes and increase productivity…ultimately, doing more with less
•
We believe when management identifies the needs of the office and at the same time
ensures that each staff member is aware of their contribution, the big-picture awareness
allows them to see how they contribute to the bigger goal through accurately and
efficiently admitting students while providing excellent customer service to the University
as a whole.
•
Leadership, building bridges, inclusivity/transparency, problem solving, resources,
accountability, discipline and professional development.
•
While it may seem as if each of these strategies by themselves are very basic, we believe
the combination of the approach is what makes it work extremely well.
4/16/13
Thank You!
Khaleah Bradshaw & Michelle Taylor
kbradshaw@csudh.edu
mtaylor@cudh.edu
admit@csudh.edu
Please complete the session evaluation form using the AACRAO Mobile App
or the paper form provided in your conference bag.
Session ID T3.1570
AACRAO San Francisco 2013
Session ID: T3.1570