Diana Matot: Director of Admissions Operations, Champlain College Strategic Enrollment Management

Diana Matot Director of Admissions Operations, Champlain College Datatel client since 2004 Vision Statement: By 2020, Champlain College will be the finest small, professionally and globally focused college in the United States. College Values: Distinctive Excellence - Sustainability - Innovation - Human Touch - Global Engagement - Diversity & Inclusion

Objectives of This Breakout Session Share an overview of Champlain College’s goals for Strategic Enrollment Management and how our implementation of Datatel Recruiter will be supporting those goals Give you an update on our Datatel Recruiter implementation status and some flavor for the beta experience Answer any questions you have

Application Volume Increasing Substantially Over the Next 10 Years Number of applications Current systems simply can’t handle the volume increase UndergraduateGraduate

Our Goals for the Recruiter Project: Trigger, Track, and Automate the CRM Function Put useful data and analytics in the hands of the recruitment team and management Reduce time and effort in storing relationship specific information Be able to track progress towards individual and team goals at different milestones and intervals Learn how different populations engage with our Office and institution Create a single record of an individual’s relationship with the institution. Short-run this includes admissions and financial aid; long-run, potentially moving it out until end of first-year and beyond Create opportunities for team to develop territory-specific recruitment and marketing programs for their territories

Challenges With Our Previous Processes Limited integration with outside source lists; manually keyed in Grad and Adult student inquiries manually type in from spreadsheets or s Robust usage of Colleague Communications Management; but not a unified approach: comm codes, remark codes, outlook calendar flags; not consistently utilized A lot of communications happen outside Colleague with individual so we don’t really have a good picture of what’s happening Grad and Adult applications are not automated app upload processes; currently print and key in manually directly into Colleague There is inconsistent reporting amount counselors.

Plans for Recruiter Modules Upload outside lists via automated integration Automation of uploading inquiry info Manage consistent process across Recruiters Use Microsoft Outlook Plug-In for tracking s, tasks, contacts Assign tasks for follow-up Utilize event scheduling—TBD Undergrad: integration with common app Grad & Adult: will automate their application import 7 Suspect Management Prospect Management Campaign Management Events Application

Supporting “Top 75” Processes Each responsible for “top 75” students Treat that constituency with appropriate attention in a systematic way Set specific territory goals Help them be more efficient UG: 8 Recruiters with Geographic territories

Plans for Managing the Cutover to Recruiter Like any first-year implementation we will need to live in two worlds (Colleague w/ Comm Codes and Recruiter) Application Management: Adult and Graduate Offices will launch an online application immediately. The Undergraduate Office is currently working with Datatel to enhance the Common Application to Colleague integration to meet needs “Gray” cutover for undergrad; already too late for Fall 2011 the goal will be Fall 2012; Grad and adult cycles are different; they will have a cleaner cutover Fall 2012 will be cleaner in Recruiter overall

Summary of Expected Benefits from Recruiter Save time and effort manually keying in information Meet the challenges of a drastic increase in application volume More efficient recruitment management, especially for “top 75” Better look and feel of the templates No more post-it notes! More consistent workflow, data tracking across staff Better visibility into all communications that have been sent to a student Integration with Microsoft Outlook for daily work functions eases adoption Better able to react and adjust communication strategy by more efficiently tracking the impact of our actions

The Beta Experience Positives Datatel has been extremely responsive and supportive Teamed with a great consultant As Issues with the product or workflow arise, we never hear “no,” rather we get commitment to work to an acceptable resolution We have had the opportunity to reinvent our processes and procedures It’s been a fun project Challenges We were expected to test pieces of the functionality a bit at a time without thinking about the end-to- end workflow (staged product release timing) Implementation seemed disconnected Working on critical “first source” report Common Application integration needs enhancing to allow for main application OR supplement to be treated as application

Questions? Diana Matot Director of Enrollment Operations