JCC’s Enrollment Planning Cycle How I learned to love data, Interdepartmental cooperation, and crystal balls. David Seguin Jamestown Community College SUNY AIRPO June 16 th, 2005

Planning/Monitoring/Reporting Cycle Sept. Fall Census –Updates EAR Fall Trend reports Fall to Fall retention Oct. –High School Reports H.S. Capture Rates Students in Seats Revise projections Courses in H.S. report Nov –Reconvene EPC Fall Updates Revise 2 – 5 yr proj. Dec –Monitor Spring reg Daily enrollment reports EPC mtg

Cycle continued Jan - Feb –Fall SUNY forms 16c & 24 Update EAR –Spring Census Update EAR –EPC mtg Next Year’s FTE target Course in HS update New Yr. EAR April –Monitor Sp & Sum Regs Daily reg. reports May – June –Sp. 16c & 24 –Update EAR July –Summer Census –Update EAR

Cycle Continued Aug –Summer 16c & 24 –Final EAR –Monitor Fall regs Daily reports Sept –Start new cycle –Compare projections to actual –Update and revise conversion factors and weighted averages

Reports Enrollment Analysis Report (EAR) Appendix 1 –Utilized in setting, communicating, and monitoring progress toward Budgeted FTE. –Developed in June/July after budget approved

Reports Fall to Fall Trends by Student type Appendix 2 –Tracks changes in enrollments by Student Type

Reports Fall to Fall Retention Appendix 3

Reports High School Capture Rates- Appendix 4 HS students ‘in seats’ –Appendix 5 HS projections - Appendix 6 (4 pages) Courses in High Schools – Appendix 7

Reports Projection report Appendix 8 (3 pages)

Registration Report Monitors daily activity compared to last year’s activity (event driven). Monitors registrations to budget target

Enrollment Projections Committee (EPC) Meets 2 to 3 times per semester Monitors current enrollments Reviews potential changes affecting enrollments Recommends FTE budget for coming year to Administrative Council (President & Deans)

EPC Membership All College Deans (4) Assistant Dean of Administration (Controller) Director of Marketing & Alumni Affairs Chaired by Assoc. Dean of Research & Planning/Director of IR.

Recent Track Record Summary of Projected FTE budgets to Actual FTES

Planned FTE Next Year’s budgeted FTE represents a decrease of 20 FTES from this year’s approved budget of FTE=$7,470 Loss of approx $150 K. Appendix 9

More to be done Improve tracking of Courses In HS Students who come to JCC Find best mix of courses/programs for non-traditional students Assess impact of DL courses

Finally, find a better crystal ball!