Dennis Long, Lake Washington Technical College Jack Huls, Peninsula College Clint Gabbard, Walla Walla Community College Kayeri Akweks, State Board for Community and Technical Colleges

Inquiry, Application, Contact Management, Communications and Process Tracking using current No or Low Cost Data Management tools and software Student Services Conference April 10, 2008

Inquiry, Application, Contact Management,

Communications and Process Tracking

using current No or Low Cost Data

Management tools and software

Student Services Conference

April 10, 2008

For every email, phone, and other requests for college information LWTC responds with a mailing within 24 hours. This mailing consists of: A cover letter describing our pleasure with their interest, contact information for different components of the college, a call to action, and application materials A general brochure of the college A “family” of program sheets that address the inquirers request A class schedule Scholarship information

For every email, phone, and other requests for college information LWTC responds with a mailing within 24 hours. This mailing consists of:

A cover letter describing our pleasure with their interest, contact information for different components of the college, a call to action, and application materials

A general brochure of the college

A “family” of program sheets that address the inquirers request

A class schedule

Scholarship information

Inquiry Management Flow Chart INQUIRY PHONE IN PERSON WEB SMS SD5030 INITIAL LETTER APPLICATION NO STUDENT DEVELOPMENT LETTER NO YES YES FINANCIAL AID LETTER YES NO STUDENT LIFE LETTER YES NO CALL CAMPAIGNS YES APPLICATION ADMISSION INITIAL LETTER REGISTRATION NO YES E-MAIL #1 NO E-MAIL #2 NO E-MAIL #3 NO CALL CAMPAIGNS YES YES YES YES REGISTRATION

Every request enters the following communication track: Inquiries, including contact information, added daily to master spreadsheet in public folders so faculty can make email or phone contact 24 hours after initial contact - packet mentioned above sent 6 days after initial contact - a letter regarding student development support, including assessment, advising, and special programs sent 20 days after initial contact - In-depth financial aid information sent 27 days after initial contact - student activities information sent

Inquiries, including contact information, added daily to master spreadsheet in public folders so faculty can make email or phone contact

24 hours after initial contact - packet mentioned above sent

6 days after initial contact - a letter regarding student development support, including assessment, advising, and special programs sent

20 days after initial contact - In-depth financial aid information sent

27 days after initial contact - student activities information sent

Same day e-mail to faculty Updated Program Inquiries have been placed in Public Folders. Instructions Simply click on this link ( outlook://Public Folders/All Public Folders/Admissions & Registration/Program Inquiries/ ) and you will reach the spreadsheets. Open one of the spreadsheets in this file, click on one of the highlighted columns, and pull down the menu for your program by either program code or program title. We are running this information for 4 consecutive quarters. Each spreadsheet has two tabs at the bottom; one for Inquiries and one for Applicants. These lists are cumulative. Students are added to the lists on a daily basis. Once a student registers for classes they are automatically removed from the list. If you find a student who has registered on your list please let me know. If don’t have access to Public Folders we would be happy to email you a copy of your program inquiries. If you have questions or have trouble accessing the files please l

Updated Program Inquiries have been placed in Public Folders.

Instructions

Simply click on this link ( outlook://Public Folders/All Public Folders/Admissions & Registration/Program Inquiries/ ) and you will reach the spreadsheets. Open one of the spreadsheets in this file, click on one of the highlighted columns, and pull down the menu for your program by either program code or program title. We are running this information for 4 consecutive quarters. Each spreadsheet has two tabs at the bottom; one for Inquiries and one for Applicants. These lists are cumulative. Students are added to the lists on a daily basis. Once a student registers for classes they are automatically removed from the list. If you find a student who has registered on your list please let me know.

If don’t have access to Public Folders we would be happy to email you a copy of your program inquiries. If you have questions or have trouble accessing the files please l

Web based & E-mail communications Info@lwtc.edu Admissions@lwtc.edu Advisor@lwtc.edu www.lwtc.edu, Who's next Incoming Message Accounts are monitored daily with message notices going directly to owner(s) Reply to message as appropriate, e-mail plus; Hard copy, links to information and/or service Add to Inquiry Data base if new contact Follow up campaigns, see communications pipeline Forward to Faculty as new inquiry if appropriate, include information as to what information have been sent/shared If current student follow up as appropriate Who’s Next Appointment system follow-up Run management report on all appointments and drop-in meeting with Student development staff Send follow-up message asking if there are other questions of additional information / services that they would like to receive Respond to reply as appropriate Enrollment services Run report daily for mailing of materials Mailing sent including info re: advising

Reply to message as appropriate,

e-mail plus;

Hard copy,

links to information and/or service

Enrollment services

Run report daily for mailing of materials

Mailing sent including info re: advising

Enrollment Management on a Tight Budget Map out the process and outcomes desired Involve lots of areas of the campus in developing the processes Remain flexible as timeline start to become shorter Use your data to redirect efforts and resources

Map out the process and outcomes desired

Involve lots of areas of the campus in developing the processes

Remain flexible as timeline start to become shorter

Use your data to redirect efforts and resources

MYPC

Personalize it

Student Profile Information

Registration Notification

There are many important factors that you need when you choose the college that is best for you. Knowing what you want and need is crucial to making a good decision. Why Peninsula College? If you are looking for a small, intimate college that offers challenging classes, dedicated faculty, and amazing undergraduate research opportunities that are often only available at the junior and senior years of university study, then Peninsula College may be just the right choice for you. If you are looking to train for a profession, our professional and technical programs can help to prepare you to enter the workforce after just one or two years. In some cases, the training time is even shorter. And, depending on the program, you can earn a college degree, a certificate, or both. But perhaps one of the most important reasons for choosing Peninsula College is financial. You can accomplish your objectives, whether it be a degree or a certificate, for a fraction of the amount it would cost at a four-year college or university. And if you're from out-of-state, you pay just slightly more than an in-state student. In today's expensive world, that's a real bargain! Consider Our Assets: A long-standing tradition of academic excellence. An emphasis on university transfer courses and degrees that smoothes the way toward your bachelor's degree. Professional and technical programs that are based local as well as national employment needs. Tuition that is a fraction of what you would normally expect to pay - and a Financial Aid Office that is available to assist eligible students. Excellent student support services that are free to all of our students, including academic advising, tutoring, computer labs, and career information. A weekly Studium Generale lecture and performance series that brings a variety of speakers, performers, and writers to campus from all over the United States and Canada. We will continue to keep in touch with you from time-to-time. Do not hesitate to contact us if we can answer any of your questions personally. You can reach us at 360-452-9277 or 1-877-452-9277 (Washington State Only) or at [email_address] . Links: MyPC Apply for Admissions Learn about Financial Aid Next Time: Message from the President Unsubscribe • Mark as Read • Send to a friend Email Communications direct to the prospective student Seamless Automation Variety of content & links to important information Email address for direct communication

There are many important factors that you need when you choose the college that is best for you. Knowing what you want and need is crucial to making a good decision.

Why Peninsula College?

If you are looking for a small, intimate college that offers challenging classes, dedicated faculty, and amazing undergraduate

research opportunities that are often only available at the junior and senior years of university study, then Peninsula College

may be just the right choice for you.

If you are looking to train for a profession, our professional and technical programs can help to prepare you to enter the workforce after just one

or two years. In some cases, the training time is even shorter. And, depending on the program, you can earn a college degree, a certificate, or both.

But perhaps one of the most important reasons for choosing Peninsula College is financial. You can accomplish your objectives, whether it be a

degree or a certificate, for a fraction of the amount it would cost at a four-year college or university. And if you're from out-of-state, you pay just

slightly more than an in-state student. In today's expensive world, that's a real bargain!

Consider Our Assets:

A long-standing tradition of academic excellence.

An emphasis on university transfer courses and degrees that smoothes the way toward your bachelor's degree.

Professional and technical programs that are based local as well as national employment needs.

Tuition that is a fraction of what you would normally expect to pay - and a Financial Aid Office that is available to assist eligible students.

Excellent student support services that are free to all of our students, including academic advising, tutoring, computer labs, and career information.

A weekly Studium Generale lecture and performance series that brings a variety of speakers, performers, and writers to campus from all over the United States and Canada.

We will continue to keep in touch with you from time-to-time. Do not hesitate to contact us if we can answer any of your questions personally.

You can reach us at 360-452-9277 or 1-877-452-9277 (Washington State Only) or at [email_address] .

Links:

MyPC

Apply for Admissions

Learn about Financial Aid

Next Time: Message from the President Unsubscribe

• Mark as Read • Send to a friend

Personal Portal Page

Statistics Monthly Snap Shot

New Registrations 2008

Web Statistics

Web Statistics Monthly History

Web Statistics Days of the Week

How Did You Hear

What are the top 10 interests? Understanding the areas of interest students choose allows the institution to focus on enhancing systems of delivery in those areas.

TOP 10 Academic Choices AA Degree Nursing Associates in Business Business Administration Medical Assistant Early Childhood/Chemical Dependency/AS Degree Computer Applications Technology Criminal Justice/Multimedia Communications Massage Therapy IT Systems Administration

TOP 10 Academic Choices

AA Degree

Nursing

Associates in Business

Business Administration

Medical Assistant

Early Childhood/Chemical Dependency/AS Degree

Computer Applications Technology

Criminal Justice/Multimedia Communications

Massage Therapy

IT Systems Administration

Enrollment Report Fall Quarters 47% of all prospects who hit MyPc enrolled 63% Of all verified students enrolled

47% of all prospects who hit MyPc enrolled

63% Of all verified students enrolled

Ed Plans Student Login

Initial Plan Creation Page

Course Planning screen

Course planning screen after importing course sequence

Advisor/ Administrator menu

Advisee Plan Search screen FERPA blocked FERPA blocked

Ed Plans submission report screen

Projected Enrollment screen

Advisee Plan adherence screen FERPA blocked FERPA blocked

Ed Plans Current Functionality One click current course availability Multiple plan development capability Test score exposure with login to Ed Plans system Sequence import in pre-defined 2 year sequence for 2 year degrees & 1 year for certificates Movement of courses with drop down menus Pre requisite exposure Individual course categorization by student Degree worksheet exposure Exposure of current major/ intent Administrative reports Plan compliance report Enrollment report v 1.0 Advisee plan report by advisor Generic logins available on limited basis Business rule filtering available Architected in re-hosted dot-net environment Integrated with CIS SMS Golden Image degree audit information Save & Exit without submission option Transcript import/ integration with SMS system

One click current course availability

Multiple plan development capability

Test score exposure with login to Ed Plans system

Sequence import in pre-defined 2 year sequence for 2 year degrees & 1 year for certificates

Movement of courses with drop down menus

Pre requisite exposure

Individual course categorization by student

Degree worksheet exposure

Exposure of current major/ intent

Administrative reports

Plan compliance report

Enrollment report v 1.0

Advisee plan report by advisor

Generic logins available on limited basis

Business rule filtering available

Architected in re-hosted dot-net environment

Integrated with CIS SMS Golden Image degree audit information

Save & Exit without submission option

Transcript import/ integration with SMS system

Ed Plans Enhancement Wish List One click registration Multiple plan development capability with “active” plan status identified for enrollment forecasting Integration of test scores at time of sequence import Sequence import in multi year format (Ft; Pt; Qtr block etc) Drag & Drop course selection/ movement Pre-requisite checking integration Auto categorization of courses related to degree audit logic Integration with degree audit Major intent change capability Administrative reporting Progress to degree by intent code, population etc Report builder- web interface for filtering of information/ data extraction Enrollment management reporting with forecasting based on historical data and integrated logarithm in development Public SIM college interface/ skin Access to high school transcripts for integration with High school programs/ systems Access to and integration with CCbenefits data/ other economic labor market information Enhanced usability i.e.: look, feel, flow, graphics Integrating careers to majors to programs feature Integrating w/financial aid systems to monitor student progress ADA Accessibility Hotlinks to advisor email Data validation to 4yr or other transfer institution Integrate transcript into course sequencing/ population process Single sign on authentication with other suite of online advising tools Flexibility around business processes (ability to use business rules as appropriate within institutional climate, staffing and systems) Advisor access to create or revise plans upon submission

One click registration

Multiple plan development capability with “active” plan status identified for enrollment forecasting

Integration of test scores at time of sequence import

Sequence import in multi year format (Ft; Pt; Qtr block etc)

Drag & Drop course selection/ movement

Pre-requisite checking integration

Auto categorization of courses related to degree audit logic

Integration with degree audit

Major intent change capability

Administrative reporting

Progress to degree by intent code, population etc

Report builder- web interface for filtering of information/ data extraction

Enrollment management reporting with forecasting based on historical data and integrated logarithm in development

Public SIM college interface/ skin

Access to high school transcripts for integration with High school programs/ systems

Access to and integration with CCbenefits data/ other economic labor market information

Enhanced usability i.e.: look, feel, flow, graphics

Integrating careers to majors to programs feature

Integrating w/financial aid systems to monitor student progress

ADA Accessibility

Hotlinks to advisor email

Data validation to 4yr or other transfer institution

Integrate transcript into course sequencing/ population process

Single sign on authentication with other suite of online advising tools

Flexibility around business processes (ability to use business rules as appropriate within institutional climate, staffing and systems)

Advisor access to create or revise plans upon submission

QUESTIONS??? Dennis Long, Lake Washington Technical College, [email_address] Jack Huls, Peninsula College, [email_address] Clint Gabbard, Walla Walla Community College, [email_address] Kayeri Akweks, State Board for Community and Technical Colleges, [email_address]