AIM ACT Information Manager User Meeting:

Tips, Training & Best Practices

The UMR Perspective AIM User since 2002

ACT Enrollment Planners Conference: Pre-ConferenceDowntown Marriott, Chicago, IL

July 19, 2006

Rolla, Missouri “In the Middle of Everywhere”

Population: 17,000 South-Central Missouri

» 95 miles to St. Louis» 100 miles to Springfield» 90 miles to Columbia» 35 miles to Ft. Leonard Wood

Top 100 U.S. Small Towns Not Overly Diverse

» White persons 93.2%

» African American 1.5%

» American Indian and Alaska Native 0.6%

» Asian-American 2.4%

» Not reported: 2.3%

What is UMR?

A Top 50 Technological Research University +5600 students: 4300 Undergrad, 1300 Graduate 90% majoring in Engineering, Science, Comp. Sci. Ave. Student ACT/SAT: upper 8-10% in nation +40% of Freshmen from upper 10% of HS class 24% Out of State Enrollment 96% 5 Year Average Placement Rate within 3

months of Grad Ave. Starting Salary in 2005: $49,300

Undergraduate Demographics Average Age: 21.6 years old

Gender: » 23% Female» 77% Male

First Generation College Students:» 2005-06: 37%

Residency:» Missouri Residents: 76%» Out-State Students: 24%

Ethnicity: » African-American: 4% » Asian-American: 3% » Caucasian: 83% » Hispanic: 2% » Native-American: 1% » Non-resident, International: 2%» Not Disclosed: 5%

UMR's Academic Major Distribution by Headcount

Engineering Majors, 73%

Arts & Science

Majors, 22%

Management & Business Majors, 5%

Engineering Majors

Arts & ScienceMajors

Management &Business Majors

Technological Institutions: Enrollment Mix

0

0.1

0.2

0.3

0.4

0.5

0.6

0.7

0.8

0.9

1

0 0.1 0.2 0.3 0.4 0.5 0.6 0.7 0.8 0.9 1

% Engineering, Business, Science & Math Enrollment

% E

ng

ine

eri

ng

En

rollm

en

t

UMR

Stevens

Cal Tech

Col. Sch. Mines

Georgia Tech

Michigan TechWorcester

RPI

MIT

S.D. Mines

N.M. Mining

Technological Institutions

Mizzou

"On the bubble"

Science / Tech. Based Comprehensive

Brooklyn Poly

IIT

DrexelCarnegie Mellon

Michigan

N.C.State

Iowa State

NJIT

Case Western

VT

Purdue

Texas Tech

RIT

Lehigh

LT

Life as an Outlier

Potential United States Undergraduate Engineering MajorsAll College Bound, ACT Tested Students Interested in Any Engineering Field

40000

45000

50000

55000

60000

65000

70000

Num ber 63653 66475 67764 64571 64937 63329 63601 65329 65776 61648 54175 52112 51445 48438

1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004

Concerning Student Interest Data

Source: ACT 2004

Missouri’s 2004 Student Funnel for All Engineering Fields

High School Seniors: 61,378 High School Graduates: 57,573 ACT Testers/College Bound: 42,862 Any Engineering Interest, all scores: 1,599 Engineering Interest, +21 comp. score: 1,102

(21 = MO average score / 50%) Engineering Interest, +24 comp. score: 807

(24 = UM minimum for auto admission) UMR’s Freshmen Engineering Majors 520

from Missouri

+9

> 20 %

+11% to +20%

0% to +10%

Decreases

-11

+7

+12+4

-22+11

+53+7

-10

+9

+20

-20

-6

-8

+7

+2

-11

+5

-4

+16

+13

+5-7

-6

-8

-4

-1

-12

+3

-2

-3

+8+3

+2-1

-3

+4

-7+6

-3

+9

Projected Change in High School Graduates2002-2012

+3

+10

-10

0-1-2-10 -10

-17

STAMATS, 2005

NCES, 2004

SOURCE: WICHE 2004, KNOCKING AT THE COLLEGE DOOR

Enrollment Concerns & Challenges in 2000

8 Year Decline New Students (-700 students) 52% Graduation Rate 82% Retention Rate 22% Female Enrollment 4% Traditionally Underrepresented Minorities

Only 1 New Degree Program (Computer Engineering) added to UMR’s Academic Portfolio in close to 15 years

Industry Asking for MORE Graduates Declining Student Interest in Engineering, Computer

Science, Physics, Chemistry, and Math A Fast Approaching Decline in Midwestern College-Bound

Students

EM Plan Starts with anAssessment of the Strategic Plan

Where are Enrollment Management’s 3 R’s & Marketing’s 3 P’s ?

If they are included in the Strategic Plan, determine if the goals were based on desire or data.

Agreement on Assessment Indicators Must Happen» Each indicator must be measurable and

addressed within the Enrollment Management Plan – Quality externally verified data is always preferred

Tweaking and Implementing the Enrollment Management Plan

1. Creation of a campus-wide Enrollment Development Team2. Phasing out of previous SEM team3. Restructuring EM division to include separate areas and champions

for key Strategic Goals and Student Services » (New Student Orientation, Diversity Programs, Women’s Programs, Pre College Programs)

4. Updating and Modifying the SEM strategic plan5. Creating Research and Assessment positions dedicated to enrollment

reporting and retention research6. Using marketing research to implement specific messages to target

audiences7. Reworking the web8. Redesigning the visual “look” and “image” of UMR (Loud and Proud

campaign)9. Re-evaluating the data sources and management systems

EM OBJECTIVE: Building Campus coalitions through the use of data to

drive Strategic Investments

Helping a Campus Define Enrollment Priorities Support for new programs

» a School of Business/business programs– Architectural engineering– Environmental engineering– Biochemical engineering– Teacher Education Programs with Math & Science Focus– Technical Communication– Interdisciplinary Degrees in Engineering and Arts & Sciences

» 17 Graduate Certificates– MS in Biology (PhD coming)

Assist with Prioritizing New Facilities– Residence Halls– Student Union– Recreational Facilities– Wet Lab Building for Biology

Impact of a Data-Driven Enrollment Plan

AY2005-06» 5602 Students

21% increase over the 4626 students in Fall 2000; 28% increase in new students since Fall 2000 (1581

in 2005, 1239 in 2000)

» Much of our undergraduate growth will now be due to increased retention rates. We set all-time high retention (87%) and graduation rates (64%) in AY 2005-06

» 91% of courses taught on-campus» 9% of courses taught through distance ed

Due to Low Market Interest in STEM Majors, UMR Embraced a Segmentation and Communication Strategy to Increase Enrollment by Improving the Yield of Admitted Undergraduate Applicants who Enroll

FS2000 FS2001 FS2003 FS2005

4TH WEEK CENSUS

Beginning Freshmen

42% 696

43% 715

51% 897

50% 914

w/ Admit to Enroll Yield %

New Transfers

61% 195

62% 231

73% 281

96% 312

 

    TOTAL 891 946 1178 1226

UMR ENROLLMENT

3,000

3,500

4,000

4,500

5,000

5,500

6,000

6,500

Fall

Tota

l Num

ber

of Stu

den

ts

On - Campus Other Programs

Other Programs 308 314 227 355 412 456 476 471 501 600

On - Campus 4,719 4,673 4,517 4,393 4,575 4,848 4,983 4,936 5,101 5,400

1997 1998 1999 2000 2001 2002 2003 2004 20052006 Goal

Enrollment by Academic Quality

Average ACT Composite Score by Year: 1990 - 2005 First-time Freshmen

2021222324252627282930

1988

1989

1990

1991

1992

1993

1994

1995

1996

1997

1998

1999

2000

2001

2002

2003

2004

2005

Year

Ave

rage

AC

T S

core

Series1 Series2

All Students, Totals

United States 5,063 Other Countries 539 Total 5,602

ALASKA

CALIFORNIA

IDAHO

OREGON

WASHINGTON

MONTANA

WYOMING

UTAH

COLORADO

ARIZONA

NEW MEXICO

TEXAS

OKLAHOMA

KANSAS

NEBRASKA

SOUTH DAKOTA

NORTH DAKOTA MINNESOTA

WISCONSIN

IOWA

ILLINOIS

OHIOIN

KENTUCKY

WV

VIRGINIA

NO. CAROLINA

GEORGIA

FL

ALABAMA

MS

MISSOURI

ARKANSAS

LA

NEVADA

HAWAII

MICHIGAN

PENNSYLVANIA

NJ

NEW YORK CTMA

VT

NH

MAINE

TENNESSEE

CAROLINA

SO.

MD

DE

RI

DC

35

3

4

5

7

6

1

17

47

106

51

123

43

4

25

3875

72

1391

7

5

19

14

369 17

21

10

10

15

235

9

9

4

165

14

142 4

2

University of Missouri - Rolla Geographic Origin of All Students - Fall 2005

Note: Geographic Origin is defined as student's legal residence at time of original admission to UMR.Source: Integrated Postsecondary Education Data System (IPEDS) frozen files, end of 4th week of classes.

10

3

7

25

DC 1

50 or more students

10 – 49 students

1 - 9 students

No students

Legend

1

VIRGIN ISLANDS

1

PUERTORICO

1

Total On-Campus Enrollment: Under-represented minorities(Undergraduate and Graduate)

168 197 213 230 218 237

2426 23

27 23 2158

6383

100 100126

0

50

100

150

200

250

300

350

400

450

2000 2001 2002 2003 2004 2005

Enr

ollm

ent

0%

1%

2%

3%

4%

5%

6%

7%

8%

% o

f to

tal e

nrol

lmen

t

African-American Native American Hispanic % of total enrollment

Success in Growing Diversity

Improving Student Success

Retention Rates 2005 » General Student Body: 87% (82% 2001)» Female Students: 88%» Minority Students: 89%» CAMPUS GOAL: 90%

Graduation Rates 2005» General Student Body: 64% (52% 2001)» Female Students: 71%» Minority Students: 60%» CAMPUS GOAL: 70%

Enrollment Concerns & Challenges in 2000

8 Year Decline New Students (-700 students) 52% Graduation Rate 82% Retention Rate 22% Female Enrollment 4% Traditionally Underrepresented Minorities Only 1 New UG Degree Program (Computer Engineering)

added to UMR’s Academic Portfolio in about 10 years

Industry Asking for MORE Graduates Declining Student Interest in Engineering, Computer

Science, Physics, Chemistry, and Math A Fast Approaching Decline in Midwestern College-Bound

Students

Enrollment Status & Challenges in 2005-06

5 Year Growth Pattern in all Strategic Plan Areas 64% Graduation Rate (UMR Record) 87% Retention Rate (UMR Record) 24% Female Enrollment (+230 new students) 5 Year Increase (+978 students) New School of Management, 8 new Mission Based Degree

Programs and 17 Graduate Certificate Programs

Industry STILL Asking for MORE Graduates FURTHER Declines in Students Interested in Engineering,

Computer Science, Physics, Chemistry, and Math degrees/careers

A MUCH FASTER Approaching Decline in Midwestern College-Bound Students

A Campus-Wide Use Strategyfor AIM & EIS

Implementation, Training &

Maintenance

2001 EM DATA PROJECT GOAL:

Give Campus Academic Units Easy Access to Student Market Data to Encourage More Active, Data-driven Involvement in the New Student Recruitment Process

CHALLENGES

Academic Departments wanted to be more involved in the University’s recruitment efforts, but had little direct access to prospective student databases.

Accessing, segmenting and analyzing prospective Student Information and available ACT tested student data from the campus ERP was cumbersome and virtually impossible for most faculty and staff.

Buy and implement new data toolsets during a 17% reduction in operational budgets due to state funding reductions

1. strategic planning2. assessing the viability of new majors3. recruiting new majors 4. awarding of departmental scholarships5. finding new, market viable majors for UMR 6. measuring future viability of under enrolled

programs7. market data for accreditation reports, funding

proposals & new program proposals

Departments wanted a set of “easy-to-use” tools for retrieving

data and making reports for:

TOOLSETS CHOOSEN

AIM EIS EMT Connect2 (AIM Interface) Online HTML Version of

Traditional Admission Funnel Reports

Strategic Planning Applications EIS & AIM:

Fit Gap Analysis of Academic Program Offerings New Program Student Market Assessments Accreditation and Program Viability Reviews Scholarship and Pricing Strategies Retention Programs and At-Risk Student

Assessment Designing and Pricing New Residence Halls Establishing Need for and Designing New

Recreation Center Assessment of Varsity and Intramural Sport

Offerings Assessment of Summer Camp Offerings

Rachel MorrisEnrollment Management Data, Reporting &

Technology Coordinator

•Installed AIM & EIS in every Admissions & Recruitment PC (including laptops) and each of Deans’ Offices. After installation; provided a short overview, and encourage them to “play” with it. Fall 2002

•Sent email training flyer to all deans, chairs, and directors of every campus department. Flyer gave a brief overview of what the AIM & EIS software could do for their departments. (see handout)

•Started scheduling training in January 2003

Implementation Strategy:

How We Got Started

Keys for Training

All participants have a laptop The trainer needs an lcd projector and laser

pointer Try to limit the session to less than 10

participants Make the group run common queries and

reports to ensure they understand how to use the program

Build in time for each person to “play” while you supervise

Send a follow-up email reminding the participants to use the program and how receive assistance if needed

FAQs for Campus Use

How does this help with recruitment? Does this replace PeopleSoft data? Why are the AIM student lists different than

the admitted student lists? Can I break the system or ruin the database? How do you import the updated AIM Data?

#1 FAQ

How do you run reports and get the data out of AIM – for call lists or mailing lists?

CONSTANT REMINDERS ABOUT STUDENT INFORMATION SECURTY & INTEGRITY

Please note: All student information shared in the sessions and via the databases is to only be used for legitimate university purposes and cannot be shared with outside or unauthorized parties. The student information is considered confidential and federally protected by the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) standards.

Maintaining the Toolsets

Annually Remind Academic Leaders about the availability of the programs and need to install software on key faculty PCs

Remind the Campus of When to Download Monthly Updates of AIM – using a shared drive for distribution

Designing Refresher Courses and Follow-up Training is Needed

AY2006-07 Training Schedule

EIS, AIM, Connect2 Training twice Monthly» Beginner and Refresher Sessions will start

Fall 2006

Sessions will consist of two 90 Minute Sessions» 90 minutes on how to use EIS & AIM» 90 Minutes on how to use Connect2

QuestionsContact Information:

Jay Goff

Dean of Enrollment Management

goffjw@umr.edu

573-341-4378

Rachel Morris

Enrollment Management Data, Reporting & Technology Coordinator

rachelm@umr.edu

573-341-4452