Registration Data and Assessment 18 th Annual Assessment Fair for Illinois Community Colleges Patrick Peyer, Ed.D. and Michelle Rothmeyer, MS. Ed. February.

Registration Data and Assessment18th Annual Assessment Fair for Illinois Community Colleges

Patrick Peyer, Ed.D. and Michelle Rothmeyer, MS. Ed. February 21, 2014

Rock Valley CollegeRockford, IL

~8,000 students

54% part-time

56% female

28% minority enrollment

26 – average age

Current Focus Areas

1. Drop for Non-payment Process

2. Schedule Adjustment Period

3. Wait-listing Process

4. “Near Graduate” Program

Drop for Non-payment Process

• Study performed to determine timing and value of dropping students for non-payment (de-registration, DREG)

• Spring 2012 Results

• 1,674 seats were dropped for non-payment

• Of the 1,674 seats, 660 seats (223 Students, 13.3%) did not have Financial Aid (FA)

• The remaining 1,014 dropped seats did not meet FA requirements of Satisfactory Academic Progress (SAP)

• The study supported keeping two DREG dates instead of adding additional dates. Additional dates could leave seats empty, create more rework for staff and was not successful in the past.

• The study was utilized to reduce the amount of DREG

DREG Process Improvements

• Improve marketing of payment deadline by creating a payment due campaign

• Collaborate with IT to improve the efficiency and timeliness of the DREG

• Run DREG list one week in advance for telecounseling students to remind them of the upcoming deadline

• Consistent billing schedule set by the Accounting Office

• Improvements resulted in a 19.83% increase of students paying since 2012

Spring Seats Reduction

2012 1674  

2013 1350 19.35%

2014 1342 19.83%

Schedule Adjustment Period Analysis

• The analysis reviewed add slips collected during the Schedule Adjustment Period for Fall 2012 and Fall 2013.

• The premise for the analysis was to determine if those that registered during the Schedule Adjustment period completed the course with success.

• The Schedule Adjustment Period is necessary to financially offset the RVC policy regarding the 100% tuition refund Drop Period and assist students if the need arises to make changes to their schedule.

• This study will also be conducted again in Fall 2014 to confirm results of the Fall 2012 and 2013 study.

Fall 2012 Add Slip Analysis

• 928 total add slips during the fall 2012 schedule adjustment period

• 685 unique students

• 598 of the unique students were returners (87.3%)

• 87 of the unique students were new (12.7%)

• The DFWI rate was 29.5% which is below level of national best practice but higher than the college wide rate for the same period (24.6%)

Outcomes # of Add Slips % of Total

Dropped for 100% tuition refund 37 4.0%

Earned ABC in course 617 66.5%

Earned DFWI in course 274 29.5%

Totals 928 100%

Fall 2013 Add Slip Analysis

• 913 total add slips during the fall 2013 schedule adjustment period

• 708 unique students

• 561 of the unique students were returners (87.3%)

• 147 of the unique students were new (12.7%)

• The DFWI rate was 28.7% which is below level of national best practice but higher than the college wide rate for the same period (24.98%)

Outcomes # of Add Slips % of Total

Dropped for 100% tuition refund 50 5.5%

Earned ABC in course 601 65.8%

Earned DFWI in course 26 28.7%

Totals 913 100%

RVC College DFWI – Fall 2013

Analysis of Waitlist Process

• Analyzed the number of students on all waitlist at specific points in the registration process

• First point in time was after priority registration closed

• Second point in time was at the close of the first week of open registration

• Third point in time was at the close of the waitlist option (one week prior to the start of classes)

• The guideline for analysis was any course with 20+ students on the waitlist at the above listed points in time

• Moving forward:

• Analysis results will be shared with Academic Deans for future course planning

• Analysis will be repeated for each fall and spring semester

Waitlist Analysis Results Spring 2014

Courses with 20+ waitlisted students

  Priority WeekAfter 1st Week Open

Registration End of Waitlist Option    

Course # students Potential CH # students Potential CH # students Potential CH Academic Dean Misc. Information

BIO 274 39 156 49 196 * *Science  

CHM 120 * * 22 88 * *ScienceAdded one section to accommodate

ENG 101 40 120 94 282 51 153Composition  

ENG 103 151 453 199 597 104 312Composition Added a hybrid section

PSY 270  58 174 71 213 34 102Social SciencesTwo sections added after 1st week of open

Total CHs +903 1,376 +567

* insignificant #'s (20 or less on the waitlist at that moment in time)

Note:  Courses with under 20 students/seats at the end of the waitlist period demonstrate the waitlist may have provided the opportunity for the students to get the seat they wished for. Courses with 20 or more students/seats at the end of the waitlist may influence future planning.  

Near Graduate ProgramWhy do we need this program?• Potential to increase enrollment• Potential to increase retention• Provides reminder to student to reach for the academic goal they started• Continued focus on increased graduation numbers at the State and

Federal level

How it WorksThree-Tiered Program• Pre-Graduation Evaluation• Near Graduation Notification• Near Graduate/Stop Out “Invitation to Return”

Requires collaboration from several areas Records, Advising and Admissions

Supportive Data for Near Grad Program

• Pre-Graduation Evaluation

• Near Graduation Notification

• FY 2010-36% of the qualified Near Graduates have graduated within 3 years and 9% are still enrolled

• FY 2011-35% of the qualified Near Graduates have graduated within 2 years and 13% are still enrolled

Year ReviewsDegrees Awarded

Certificates Awarded

2011 1973 1022 6652012 2262 1145 7162013 1034 (as of Spring 13) 582 355

YearQualified Near

Graduates

Completed within 1 year

Completed within 2 Years

Completed within 3 Years

No Completion/Still Enrolled FY2013

2010 3932 805 1197 1407 3572011 3613 843 1271 NA 4852012 4157 NA NA NA NA2013 3448 NA NA NA NA

Supportive Data (continued)

Near Graduate/Stop Out “Invitation to Return”

Initial validation to support initiative

• From the fall 2012 and spring 2013 semesters there were 1,374 students who had stopped out and of those, 112 students returned. Those students registered for 1200 credits which brought in an estimated additional revenue of $120,000. The cost to produce and mail the post card for the 1,374 students was $371.00.

Year Stop Out Head Count

2010 1161

2011 1237

2012 1374

2013 1403

What are others doing?

Questions?

Thank you.

Patrick Peyer [email protected]

Michelle Rothmeyer [email protected]