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Joanne T. Ceres Director of Enrollment Management & Registrar Pitt Community College Converting Applicants to Students: Keep in Touch Using Communications.

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Presentation on theme: "Joanne T. Ceres Director of Enrollment Management & Registrar Pitt Community College Converting Applicants to Students: Keep in Touch Using Communications."— Presentation transcript:

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2 Joanne T. Ceres Director of Enrollment Management & Registrar Pitt Community College Converting Applicants to Students: Keep in Touch Using Communications Management

3 Welcome Packet sent to all new students when application was processed Problem: No follow-up, no further contact until time for registration Problem: Information Overload Problem: Too generic, not tailored to specific needs

4 Information Packet Registration Information Program Brochures Important Dates Transcript Request Advisor List All information sent in one packet

5 Ability to personalize correspondence You control the timing of mailings either with the days function or with send by option Allows you to continuously keep in contact with prospects, keeping your institutions name in the forefront Keeps a history, so you can measure the effectiveness of each piece sent

6 Formed in Fall 2006 in response to declining enrollment in Spring 2006 Academic areas Student Development services Admissions Distance Learning Other areas as needed Representation From Across Campus:

7 Define what communication tracks are needed Decide which specific materials need to go to all students and which will go to targeted populations Determine optimum timing for receiving materials

8 1.Review existing Welcome Packet to see what was currently being sent 2. Re-design initial welcome letter 3.Form sub-committees to do the work

9 Review the generic documents currently included in the welcome packets and make suggestions for changes and/or additions to these materials Welcome Packet Registration Information Important Dates Advisor List Transcript requests Program Brochures Review the generic documents currently included in the welcome packets and make suggestions for changes and/or additions to these materials

10 Make recommendations regarding the initial communication with students who have been accepted or readmitted

11 Determine what materials students need to receive about available services on campus such as financial aid, distance learning, weekend college, disability services, career services, etc Make recommendations as to when and how students should receive this info.

12 Three distinct Welcome Letters should be designed A letter to Health Science students placed into AGE A letter for University Transfer students Generic letter for all other students

13 Eventually a 4th track for Business Division students was added Three tracks were set up to include the 3 types of welcome letters

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18 Admissions workflow chart currently in use by Admissions Counseling should be re-designed and included in initial mailing Advisor contact information should be incorporated into each welcome letter to eliminate need for separate contact sheet Transcript Request forms should be included in 1st mailing

19 Mailings in each track should correspond with the steps outlined in the Admissions flowchart.

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21 14 days after welcome letter Personalized welcome letter with advisor info, admissions flowchart Upon receipt of admissions application Financial aid step-by-step Placement testing info 7 days after welcome letter 2 nd Letter 1 st Letter 3 rd Letter

22 60 days after welcome letter Campus Cruiser mailing 21 days after welcome letter Presidents letter Advising letter (separate letters for AGE, University Transfer, Business) 45 days after welcome letter 5 th Letter 4 th Letter 6 th Letter

23 Registration information 2 weeks before Priority Registration Services Piece 90 days after welcome 8 th Letter Final Letter 7 th Letter

24 Enrollment has increased every term since CM has been implemented Fall 2008 showed a 9.48% increase in headcount from Fall 2007 The number of no-show students has decreased by 2% from Fall 2007 to Fall 2008 Smoother admissions & registration processes

25 Change of major notification Letter to prospective graduates Instructions to Learn & Earn applicants Letter to Dual Enrolled students who have graduated Address changes (out-of-state students) Awarding of articulated credit Registrars Office

26 Personalized follow-up letters from Admissions Counselors & Recruiters Letter to prospects when SAT or placement test scores are received without an application Congratulatory letter to GED/AHS grads with info about curriculum programs Recruitment

27 Build a Recruitment track incorporating communication with parents for high school students Incorporate communications into existing tracks to reduce postage costs Do more data mining of historical files to build forecast models

28 Thank You. Joanne T. Ceres


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