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Strategic Plan Homepage
Enrollment Services
I. Mission Statement and Goals
II. Registrar's Office Update
III. Financial Aid's Office Update
IV. Admission's Office Mission Statement and Update
Enrollment Services Mission Statement for FY
06
The mission of the Enrollment Services division at Clayton State is to
attract, enroll, and provide support for diverse and well-qualified students
who can benefit from what our university has to offer and who will be likely
to persist to graduation. The Enrollment Services staff is committed to
becoming a highly trained professional group that seeks to accomplish our
mission by offering excellent customer service, utilizing technology to
improver our services, and working diligently to facilitate communication
with students, within Enrollment Services offices, and with other offices
across campus.
Enrollment Services Goals
Within 3-5 years, Enrollment Services division will:
- Improve professionalism in our offices— space and
staff.
- Utilize available technology to facilitate a more
efficient work place and excellent customer service.
- Increase communication
- Internal within enrollment services division
- Across campus—utilizing Campus Review and Campus Calendar
- External—via the website
- With students via a coordinated communication plan
- Achieve adequate staffing to support enrollment
growth
- Create a meaningful staff development program
- Be recognized and respected by internal and
external constituents as a division that provides excellent customer
service.
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Registrar’s Office Update
FY 06
Registrar’s Office
Mission Statement
We
facilitate the educational process by providing a welcoming and encouraging
service environment to students, faculty and staff. We provide accurate and
timely processing of data related to course offerings, registration and
academic records. We provide support and advice to faculty and staff
regarding academic policies and procedures. We provide security and privacy
for the university’s academic records. We provide training to faculty and
staff concerning the Family Educational Rights and Privacy Act (FERPA). We
facilitate technological development as related to student administrative
services and systems.
The
Registrar’s Office supports the overall education goals of the university by
providing these critical components in the academic support structure. We
act as a “behind the scenes” facilitator for faculty, students, and staff as
they pursue the academic goals of the university.
Long Range Goals
- Asses the
organizational structure of the Registrar’s Office in order increase
efficiency and better utilizes the abilities of staff members.
- Improve customer
service to our current and former students as well as members of the
campus community.
- Improve graduation
processing through technology and staffing.
- Decrease the number
of students who apply for readmission, but fail to enroll, by improving
communication and facilitating procedures.
- Provide campus wide
training on FERPA and the importance of information and identity
security.
- Provide staff
training and development to keep abreast of current regulations and
technology.
|
Objective
(Priority Order) |
Relationship to
Univ. Strategic Planning Themes and Unit Long-term Goals
|
How the
Objective will be Accomplished:
Strategies,
Methods, Action Plan |
Evaluation of
Success (June 2003) and Implications for future goals and
objectives |
|
1. Improve
graduation response time. |
Expand academic
programming
Technology
enhanced programs and services |
·
Move current position from ¾ time to full-time
·
Add full time person to do graduation evaluations.
·
2003-2004 we processed 1396 applications. This represents a
10% increase from 2002-2003.
For 2004-2005, we are running 16%
ahead of 2003-2004.
Additional
Cost: $36,700 (salary plus benefits) |
·
Reduce wait time.
·
Increase student satisfaction.
·
Move application deadline closer to actual graduation date.
|
|
2. Reduce turn
around time for transcript evaluation. |
Enrollment
management(per Enrollment Management Plan)
Expand Academic
Programming |
·
Hire transfer evaluator to accommodate increased enrollment of
transfer students.
Additional
Cost: $36,700
(salary plus
benefits)
·
Convert temporary part time to permanent full time for data entry.
Additional
Cost: $18,000
(currently
funding $12,500 from casual labor) |
Maximum two week
turn around on transfer evaluations for accepted students. |
|
3. Degree Verify
through the National Student Clearinghouse |
Enrollment
management
Technology
enhanced programs and services |
·
Get the required technical support for CTS. |
Student
satisfaction improves and we save money. |
|
4. Market CAPP
to students and faculty. |
Enrollment
management
Technology
enhanced programs and services |
·
Email and demonstrations for students and faculty.
|
Improve
graduation rates.
Improve
retention.
|
|
5. Improve
customer service to students. |
Enrollment
management |
·
Convert casual labor position to full-time receptionist.
Current funding
- $14,600 from revenue account using casual labor. Additional funds
needed - $16,700. |
Improve student
service and satisfaction. Improves retention. |
|
6.
Increase communication to students and campus.
All students
will receive a letter from the President’s Office |
Enrollment
management plan.
Technology
enhanced programs and services. |
Email and letter
generation in banner. Increase signage around campus.
Cost: $2000.00
|
Increases
registration and enrollment. Improves retention. |
|
7.
Improve communication with the Financial Aid Office regarding
HOPE Scholarship GPA calculations. |
Enrollment
Management
Enhanced
Programs and Services |
Registrar’s
Office will begin to use the comment feature in ZOAHOPE to provide
additional information to all financial aid counselors.
No additional
costs |
Improved student
satisfaction and retention. |
|
8.
Work in conjunction with the Admissions Office to develop a
more efficient and effective communication plan for readmit
students. |
Enrollment
Management
Enhanced
Programs and Services |
Develop the plan
and implant using recruitment software. |
Improve
registration and enrollment of readmit students. Improve our
ability to tract and better serve our readmit population. |
Financial Aid's Office Update FY 06
MISSION STATEMENT
The financial aid office at Clayton College and State
University is committed to providing quality financial aid services to all
eligible students accepted to the University and Technical Institute. We
will deliver federal Title IV programs, State of Georgia programs, federal
Veteran Affairs Benefits and Scholarship assistance to students who seek
financial educational funding via these resources. We will serve our
students in a timely, equitable, accurate, courteous and fiscally astute
manner adhering to all federal, state, and university regulations.
Financial Aid Goals
Create a financial aid
database warehouse and deliver biweekly reports on awarding.
Create and implement a Student Loan Default management
strategy.
Review organizational structure in financial aid office and
determine if changes should be made in direct reports.
Continue cross training of
staff and cultivation of seasonal assistance when needed.
Continue to implement
office policies in line with Federal and State guidelines and Veterans
Affairs.
Objectives for Upcoming Fiscal Year [2006, July 2005 – June 2006]
|
Objective
(Priority Order)
|
Relationship to
Univ. Strategic Planning Themes and Unit Long-term Goals
|
How the Objective
will be Accomplished:
Strategies, Methods, Action Plan |
Evaluation of
Success (June 2006) and Implications for future goals and
objectives |
Resources (Salary +
benefits) |
|
1. Process all
student loan requests within 5 business days of request date |
Financial Stability
Enrollment
Management
Student Life
Technology Enhanced
Programs and Services |
Hire loan processor |
All student loan
requests received 5 business days before the start of class will be
processed by the financial aid office |
40,000 |
|
2. Award all
financial aid applicants with complete files by the Financial Aid
Office’s “complete file” deadline date prior to first day of class. |
Financial Stability
Enrollment
Management
Technology Enhanced
Programs and Services |
Hire financial aid
counselor
Mail 1st
batch of student awards and missing information letters in March 05
Upgrade BANNER
financial aid modules immediately after OITS testing and approval. |
All files completed by the financial aid
deadline dates for fall and spring semesters will be awarded before
the first day of class. |
45,000 |
|
3. Increase
customer service via technology. |
Enrollment
Management
Technology Enhanced
Programs and Services
Student Life |
Hire imaging
coordinator.
Scan all student
documentation received within 24 hours of receipt
|
Professional staff
rather than students will be responsible for all the imaging and
coordinating of student documentation received in the Office of
Financial Aid.
All documents
received will be available for processing by counselor within 24
hours of receipt date. |
35,000 |
|
4. Decrease the
number of Financial Aid Office complaints through utilization of
technology and increased customer service related training. |
Enrollment
Management
Technology Enhanced
Programs and Services
Student Life |
Implement the Financial Aid Office’s customer
service policy.
Regularly train staff on professional
customer service issues.
Regularly review and discuss our Office’s
mission. |
The numbers of
financial aid related complaints are measurable reduced.
|
|
|
5. Increase
student loan default awareness. |
Financial stability
Technology enhanced
programs and services
Student Life
|
Hire loan processor (see Objective #1)
Institute an In-Person entrance interview
process for incoming freshmen.
Institute an In-Person exit interview process
for all graduating seniors.
Incorporate loan indebtedness workshops into
the annual financial aid awareness fair. |
Decrease Clayton State University’s
student loan default rate by 3% by 2007. |
Already requested
in #1 |
|
6. Increase newly
admitted students’ awareness of the importance of maintaining
Satisfactory Academic Progress (SAP). |
Enrollment
Management
Student Life
Financial Stability
|
Send letter to all students accepted to the
University as “Learning Support”, “Probation” and “Presidential
Exceptions” informing them of the federally mandated SAP policy and
services offered in Learning Support Office. |
Decrease the number
of students who lose financial aid because of SAP.
Increase the
University’s retention rate.
|
|
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Admissions Office Update FY 06
Mission Statement
Our mission is to recruit, admit, and enroll the
optimum number and type of students to meet the enrollment goals of the
University. We are dedicated to providing timely, courteous, helpful,
proactive and professional assistance to our prospective students and other
constituents.
We strive to utilize technology to automate
systems, reduce unnecessary costs, and increase our efficiency in order to
provide outstanding service.
We will actively recruit students who are diverse
in the broadest sense of the term, who will be academically successful, and
who will be likely to graduate and become loyal alumni.
Long Range Goals:
- Obtain the necessary staff, operations
budget, and technical resources to achieve the goals set forth in the
enrollment management plan.
- Improve admission processing utilizing
additional staff and improved technology.
- Improve customer service from the point
of first contact through enrollment.
- Expand recruitment outreach to open new
markets and fully penetrate primary markets utilizing additional
recruitment staff, Deans and department heads.
- Coordinate campus-wide recruitment
efforts.
- Utilize reliable data and external
information to more effectively plan new student recruitment and predict
enrollments.
|
|
Objectives
(Priority order) |
Relationship to Univ.
Strategic Planning Themes and Unit Long-Range Goals (or other
justification) |
How the Objective will
be Accomplished: Strategies, Methods, who responsible, collaboration
needed, etc. |
Evaluation of Success
and Implications for future goals and objectives |
Resources
Needed:
--fiscal
--human
Include reference
to resources
needed from collaborating
unit
not $. |
|
1 |
Improve admission
processing, recruitment, customer service and data collection and
retrieval. |
Enrollment
Management, Image/Marketing, Technology Enhanced Programs and Services |
Obtain and implement
recruitment software. Work with OITS and Academic Affairs to gain
support and funding. |
Improve
recruitment efforts, ability to retrieve data, conduct research,
evaluate effectiveness of activities, effectively manage communications. |
Approximately
$115,000 to
purchase
recruitment
software and
a server. |
|
2 |
Restore application
fee funds to use for technological enhancements, additional
publications, marketing and new recruitment initiatives. |
Enrollment
Management, Financial Stability Aimed at Prosperity |
Convert all
positions now funded by application fees to positions funded through
state allocation. |
New technologies
will be implemented, additional publications will be created and new
recruitment initiatives outlined in the Enrollment Management Plan will
be implemented. |
Additional State
funds needed:
Leslie Hemingway: $54,600
Theodora Riley: $52,000 |
|
3 |
Expand recruitment
outreach as outlined in the Enrollment Management Plan. |
Enrollment
Management, Financial Stability Aimed at Prosperity |
Work through the
budget process to secure funding for new positions. |
Goals achieved for
increased outreach into expanded markets as outlined in the Enrollment
Management Plan. |
2 additional
recruiters $80,000 |
|
4 |
Improve admission
processing, customer service and accuracy of data entry. |
Enrollment
Management, Financial Stability Aimed at Prosperity |
Hire permanent staff
to replace student staff. |
Reduce incomplete
files, reduce the number of data entry errors, improve customer
satisfaction. |
2 additional
administrative support/data entry positions. $60,000 |
|
5 |
Implement tasks
outlined in the Enrollment Management Plan. |
Enrollment
Management |
Obtain the
additional operating budget to implement enrollment management plan.
Submit budget increment requests to the budget process for FY06. |
The tasks listed in
the Enrollment Management Plan will be implemented. |
Personal Services:
see objectives 2,3,&4. Non-personal services: $27,000 |
|
6 |
Develop more
efficient and effective communications plan for new and readmit
applicants and reduce staff time required to implement. |
Enrollment
Management, Image/Marketing, Technology Enhanced Programs and Services |
Develop the plan and
implement using recruitment software. Director of Admissions and
Registrar |
Yield from applicant
to enrolled will improve by 20%Letters will be mailed daily instead of
weekly. |
See objective 1 |
|
7 |
Produce effective
reports for planning by integrating the Enrollment Planning Service
(EPS) data with application data. |
Enrollment
Management, Financial Stability Aimed at Prosperity |
Use recruitment
software to provide reliable, on-demand reports to show progress toward
enrollment goals. |
Administrators will
have reliable data to make decisions. Market research can be
effectively conducted using EPS data. |
See objective 1 |
|
8 |
Develop a more
effective communications plan that does not take significant staff time
to operate. |
Enrollment
Management, Image/Marketing, Technology Enhanced Programs and Services |
Recruitment Plus
software will run letters and processes at night so letters and emails
can be sent in the morning. It currently takes 1 staff member a day to
send communications. |
Admission and
recruitment letters will be mailed/emailed daily instead of weekly. |
See objective 1 |
|
9 |
Improve conversion
rates from inquiry to applicant to accepted to enrolled. |
Enrollment
Management, Image/Marketing, Technology Enhanced Programs and Services |
Implement a system
that integrates the recruitment and admission functions so they work
harmoniously. |
Extensive
communications plans will be extended from inquiry through enrolled.
Reliable data will be available to identify source of inquiry and the
impact on enrollment. |
See objective 1 |
|
10 |
Collect and report
data on students admitted to Clayton State University. |
Enrollment
Management, Image/Marketing |
Utilize the Admitted
Student Questionnaire produced by the College Board to collect data. |
Data produced.
Students rate college characteristics, how we compare with competition,
financial aid, image, etc. |
$6,000 funded
through application fees, provided that staff salaries are funded as
outlined in Objective 2. |
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