1 OGLALA LAKOTA COLLEGE Enrollment Management Annual Report Enrollment Management Director, Lynn Cuny Academic Year: 2017-2018 Enrollment Management 1. Describe your unit’s/department Mission or Purpose: Vision Oglala Lakota College Retention Department strives to provide quality opportunities and support services to rebuild the Lakota Nation through education Mission Oglala Lakota College Retention Department embraces Wolakolkiciyapi to increase recruitment, retention, persistence, and completion. Oglala Lakota College accomplishes this task through the implementation of a comprehensive Enrollment Management Plan through collaboration and unity. 2. 2017-2018 Budget: $ 143,573 3. Personnel Data: Name Title Years of Service Lynn Cuny Director 4 months Wayne Weston Retention Advisor 6 months 4. Personnel Changes: New staff. Enrollment Management office was vacant; Wayne Weston began to take on duties, until Director Lynn Cuny was hired. Wayne Weston was then hired for the Retention Advisor position. Beginning September 4, 2017 Wayne Weston is the Student Support Manager, and doing retention advisor duties part time.
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OGLALA LAKOTA COLLEGE
Enrollment Management Annual Report
Enrollment Management Director, Lynn Cuny
Academic Year: 2017-2018
Enrollment Management 1. Describe your unit’s/department Mission or Purpose:
Vision
Oglala Lakota College Retention Department strives to provide quality opportunities and
support services to rebuild the Lakota Nation through education
Mission
Oglala Lakota College Retention Department embraces Wolakolkiciyapi to increase
recruitment, retention, persistence, and completion. Oglala Lakota College accomplishes
this task through the implementation of a comprehensive Enrollment Management Plan
through collaboration and unity.
2. 2017-2018 Budget: $ 143,573
3. Personnel Data:
Name Title Years of Service
Lynn Cuny Director 4 months
Wayne Weston Retention Advisor 6 months
4. Personnel Changes: New staff. Enrollment Management office was vacant; Wayne
Weston began to take on duties, until Director Lynn Cuny was hired. Wayne Weston was
then hired for the Retention Advisor position. Beginning September 4, 2017 Wayne
Weston is the Student Support Manager, and doing retention advisor duties part time.
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5. Describe any special accomplishments of your staff:
The EMO already has a good working relationship with all the local high schools. The
EMO plans to host another job fair in 2018. EMO has also worked closely with The
Project Success grant to create more paid internships for our Oglala Lakota College
students. Fall semester 2017 we hope to have at least 30 students enrolled in the paid
internship program. The EMO office has teamed up with the foundational studies Prep
and test high school seniors with the accuplacer test in high school. EMO utilizes the
high school contacts from foundational studies to recruit more OLC freshman, and to
encourage early entry to OLC for dual credits. EMO also has the Early Alert process in
place to help retain students. All OLC faculty and staff use this program. EMO director
presented trainings to staff on how and why we use the Early Alert system. The director
of EMO will ensure follow up on all Early Alerts. EMO also worked to establish a
Jenzabar mobile app for our students to use. Students like to have access to information
easily and quickly which is how the new mobile app will help retention rates.
6. Describe your units Professional Development Activities: Face to face, meetings with
the director of Jump Start and EMO staff to incorporate and define ways to help the OLC
student Persist and Complete. The EMO staff attend all staff meetings and training
about OLC from other staff members and departments to ensure we are working as a
team. Lynn Cuny Director or Enrollment Management plans to enroll in a PhD program
to help ensure quality for EMO.
7. Describe your unit’s Professional Development Needs: EMO would benefit from
another staff person to ensure all early alerts are received, sent and that follow up is
done. EMO would also benefit from a calling tree system. A system that would allow
EMO to utilize an automated voicemail or text message that could go out to all student
phone numbers to keep students informed. Enrollment Director worked with IT
department to initiate Jenzabar mobile app. This will be easier for students to access.
8. List number of customer service concerns/complaints you have received for the year:
Summer Fall Spring Total
Concerns received 0 0 0 0
Complaints received 0 0 0 0
None
9. Described four most common customer service concerns/complaints and how you
addressed them:
Early Alerts: The concern is that faculty submitted early alerts and then never heard any
feedback about the student if they were a stop out or if they went to a different course.
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This year we will add verbatim when closing out early alerts so all staff knows the
outcome.
Students Changing Phone numbers: The students change numbers frequently during the
semester. Jenzabar mobile app will help students stay up to date and informed about
classes, homework and attendance.
Text Books: Many courses at OLC require expensive textbooks. Textbook expenses can
put a financial hardship on our students. EMO has an established lending library for
students to utilize.
Internet/Wi-Fi: Most of our students live in rural areas; a lot of homes do have the
internet or wifi. Most of OLC’s students have a college center near their home. EMO
plans to work with the Information Technology department, college center staff, and
TRIO to provide more access to the internet for our students. By having access to the
internet more frequently our students will be able to complete homework, and log onto
online classes more often which will increase their attendance, persistence and
retention.
Recruitment materials:
10. List the number of individuals you have served for the academic year:
Academic year ’17/’18 served
Summer Fall Spring Total
# Students 12 31+ 24 67
# Faculty 45 30 75
# Staff 28 16 44
# Community Members
10 25
35
11. Describe number of Activities you held within your department. (Orientations,
Training, etc.):
Fall 2017
Activity #1 Title: Center Staff and Department Chair Meeting
Purpose of the activity: Center Staff and Department chairs will discuss student persistence and retention for the
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upcoming school year. Lynn Cuny EMO director will host. •Data from the Assessment office
Rotating Table Top Discussion in groups of Center
Who was the target audience? Counselors and academic advisors
Number in attendance. 28+16=44
Activity #2 Title: (Early Alert Training)
Purpose of the activity: Early Alerts (EAs) are designed as a communication tool between the Enrollment Management Office (EMO), center staff and instructors to assist in the retention of students. It is through this team effort we will be able to increase OLC retention, persistence and completion. It is not designed or meant to replace any face to face interaction between instructor and student, but to assist in the retention of the student. Instructors should try to address concerns prior to creating an early alert except in the case of attendance. Each unexcused absence should be recorded as an EA
Who was the target audience? Center Staff/ Instructors (adjunct)
Number in attendance. 18 + 30=48
Activity #3 Title: Great Lakes Paid Internship Program training
Purpose of the activity: The purpose of this training is to ensure other staff were on board with this paid internship program. Discussed details of how the student would be paid, and criteria for obtaining funds. Enrollment Director also let staff know that she would be creating a streamlined student internship handbook and application.
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OLC hopes to increase the number of paid internships each semester.
Who was the target audience? Olglala Lakota College Faculty and Staff
Number in attendance. 6+30=36
Activity #4 Title: College Tour, Treasure Hunt Activity
Purpose of the activity: An OLC college tour is a tour of a college or university's campus. Prospective students, their family members and other visitors take campus tours to learn about the college or university's facilities, as well as student life, culture on campus, academics, and programs offered by the institution. Many students have never been to OLC Piya Wiconi campus. We give students the opportunity to talk to financial aid, registrar, department heads and any personnel needed to answer student questions.
Who was the target audience? OLC Freshman
Number in attendance. 31
Spring 2018
Activity #1 Title: (Early Alert Training)
Purpose of the activity:
Who was the target audience?
Number in attendance.
Activity #2 Title: JOB FAIR
Purpose of the activity:
Who was the target audience?
Number in attendance.
Activity #3 Title:
Purpose of the activity:
Who was the target audience?
Number in attendance.
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12. Describe your unit’s significant accomplishments. Provide data that supports the
accomplishments if applicable: The EMO office has accomplished the Early Alert
system in Jenzabar. Enrollment Director delivered training on the Early Alert system and
provided written reminder in email. The Enrollment Management Office now has a
director Lynn Cuny who can guide recruitment, retention and completion for our
students. The Enrollment Management office also accomplished adding a Jenzabar
Mobile App for students to utilize.
EARLY ALERT (POLICY)
The purpose of Early Alerts (EAs) is to identify, assist and monitor students who are at risk.
Early Alerts are geared toward increasing retention, persistence and completion rates. The
decentralized structure of Oglala Lakota College (OLC) is designed to be student centered. OLC
staff and faculty work collaboratively to ensure student success by addressing the personal
factors identified in the Enrollment Management Plan. It ensures all academic and nonacademic
units meet their annual goal of increasing student retention, persistence and completion.
OLC acknowledges each student faces different circumstances and work to identify common
concern types available in the EA system. Faculty and staff must use their professional
judgement in classifying the student circumstance in the concern type. OLC understands strong
communication is needed between faculty and staff in order for EAs to be effective to identify
and assist at risk students.
Students are encouraged to participate in the support systems OLC provides. Through OLC
support systems, students will become personally responsible and gain ownership of their
education and career path.
Roles and Responsibilities
Enrollment Management Office Responsibilities:
It is the EMOs responsibility to monitor EAs on a daily basis.
It is the EMOs responsibility to designate follow up assignment to appropriate OLC staff.
It is the EMOs responsibility to monitor task assignments for closure within five (5)
working days.
It is the EMOs responsibility to review EAs on a weekly basis.
It is the EMOs responsibility to send reminder notifications to assigned OLC staff for
EAs open longer than five (5) working days.
It is the EMOs responsibility to close EAs on a weekly basis.
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It is the responsibility of the EMO to ensure collaboration and communication between
staff, faculty, adjunct faculty and students during the EA process from initiation to
closure of the EA.
It is the EMOs responsibility to document and report EAs on an annual basis.
Student Responsibilities:
It is the student’s responsibility to comply with the expectation outlined in the student
handbook.
It is the student’s responsibility to comply with the expectations as outlined in the course
syllabus.
It is the student’s responsibility to adhere to the OLC attendance policy 81-350.
It is the student’s responsibility to know and understand the disabilities policy 85-600.
It is the student’s responsibility to work with faculty, adjunct faculty and staff throughout
the EA process when an EA is submitted. It is the student’s responsibility to comply with
the intervention plan.
It is the student’s responsibility to adhere to the add/drop policy 81-300.
It is the student’s responsibility to utilize OLC email to communicate with staff and
faculty.
Instructor Responsibilities (Faculty & Adjuncts):
It is the instructor’s responsibility to attend Early Alert training.
It is the instructor’s responsibility to seek assistance as needed when creating and
submitting an EA.
It is the instructor’s responsibility to work with students if possible prior to submitting an
EA.
It is the instructor’s responsibility to submit EAs when students have an unexcused
absence including and beginning the first week of class.
It is the instructor’s responsibility to monitor attendance weekly and throughout the
semester according to attendance policy 81-350.
It is the instructor’s responsibility to identify students who are at risk in academic
performance early in the semester, prior to midterm grades.
It is the instructor’s responsibility to use professional judgement to determine the concern
type that best fits the student circumstance when creating an EA.
It is the instructor’s responsibility to include specific details of this concern under part 6,
“Detail about this concern”.
It is the instructor’s responsibility to work with the student and OLC center staff/staff as
needed to resolve the student concern.
Counselor/OLC staff responsibilities (College Center & Other Staff): Depending upon the
structure, district personnel may serve dual roles.
It is the responsibility of OLC staff to review EA emails and follow up assignments on a
daily basis.
It is the responsibility of OLC staff to take action and appropriately intervene depending
upon the concern type and circumstance.
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It is the responsibility of the OLC staff to create an intervention plan documenting action
taken to resolve the concern type.
It is the responsibility of OLC staff to initiate follow up assignment within 24 hours
depending upon the circumstance.
It is the responsibility of OLC staff to follow up and work throughout the EA process by
working with the instructor and student to create a detailed intervention plan.
It the responsibly of OLC staff to close the follow up assignment when the detailed
intervention plan has been created prior to the next class. The EA should be closed prior
to the next class.
It is the responsibility of OLC Center Directors to notify the EMO of any changes in staff