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Enrollment Planning and Management (EPM)
Annual Report
2000-2001
Introduction
The 2000-2001 year was a transitional period for the area of Enrollment Planning and
Management. A new department was added (Student Enrollment Communication Center)
and a new Associate Vice President for EPM was appointed.
This report reflects the accomplishments of the various departments within Enrollment
Planning and Management It illustrates the incredible amount of work and effort that the
men and women of EPM put in to help the University successfully fulfill its mission.
Where possible we have attempted to align the actions of the various EPM departments
with the Division of Student Affairs strategic goals.
Office of Admissions
DEVELOPING A STUDENT ENROLLMENT PROFILE CONSISTENT WITH A
RESEARCH I UNIVERSITY – Goal II
The Office of Undergraduate Admissions in conjunction with the Office of Academic
Affairs and based on research by IT, established new admission criteria for entering
freshmen for students entering USF effective Summer 2001. Those criteria are as
follows:
3.0 h.s. g.p.a. and higher: AUTOMATIC ADMISSION
2.5-2.9 h.s. g.p.a. USE THE FOLLOWING SCALE
Academic GPA ACT SAT
2.9 20 970
2.8 21 980
2.7 21 990
2.6 21 1000
2.5 21 1010
Below 2.5 g.p.a. DENY ADMISSION
PEP AND SSS PROGRAMS
All applicants with a 2.6 h.s. g.p.a. or higher who have completed the nineteen
high school academic units, but do not meet the sliding scale will be reviewed for
the SSS and PEP Programs and other Profile Assessment considerations.
GED APPLICANTS
Must have passed each portion of the exam with at least 50%. GED applicants
must also present an ACT minimum composite score of 21 or SAT total score of
1010.
HOME SCHOOLED APPLICANTS
A student whose educational program is not measured in Carnegie Units must
present a test score of at least 1010 on the SAT or 21 on the ACT. Transcripts
from home-schooled courses must also be submitted.
To reach enrollment goals for 2001, the following goals were set in conjunction with a
consultant from Noel-Levitz:
11,595 applications
8465 admits
3725 enrolled
Weekly application statistic reports and ―position‖ reports were submitted to the
Associate Vice President of Enrollment Management and the Vice President for Student
Affairs. All indicators at this point predict we will meet our enrollment goals for fall
2001.
Other activities to achieve enrollment goals:
1. Worked with the Noel Levitz consultant to score inquiries using the Forecast Plus
program. Workshops to train all recruiting staff on this new program were provided.
Laptop computers were purchased for all recruitment staff to enable work ―on the
road‖ with inquiries, applicants and admits.
INVITATION TO HONORS PROGRAM LUNCHEON
Approximately 4600 invitations were sent to prospects and applicants inviting
them to learn more about our Honor’s Program. The event held in November was
scheduled in conjunction with a Preview USF. One hundred fifty guests came
for lunch and enjoyed a presentation by Dr. Stu Silverman, Director of the Honors
Program and a welcome by President Judy Genshaft.
SCHOLARSHIPS
In October, a new three-tiered scholarship plan for FTIC was approved. Letters
to admits who met the new criteria were mailed out within two-three weeks of
the admission letter. Flyers detailing the new scholarship program and a letter
were mailed to all Florida high school guidance offices.
An article also appeared in the Tampa Tribune, which offered positive press for
USF and encouraged students to call regarding our new scholarship programs.
HONORS EVENTS FOR HIGH SCHOOL JUNIORS
With the goal of improving the quality of admitted students to USF, we held a
Scholars Day event on campus for high school juniors (invitation list was drawn
from PSAT/SAT/ACT lists.) The event was for juniors and their parents. We
provided lunch, showcased our faculty, honors opportunities, and honors
residence hall options.
EARLY ADMISSION PROGRAM
The Admission Office in conjunction with the Honors Program mailed
information to guidance counselors and high-ability students in the database
letting them know about USF’s Early Admission Program for talented students.
Admissions coordinated a social event in the early fall for this group of students.
NOEL LEVITZ RETREAT
Attended a daylong discussion and brainstorming session with Charlie Hutchins,
the consultant from Noel/Levitz. We produced a list of projects to complete to
help meet enrollment goals and develop a student enrollment profile that shows
enhanced academic quality and increased diversity.
Dailey Information Sessions
Welcomed almost 3500 students and their parents to campus to inform them of
the advantages and benefits of attending a major Research I University. Provided
campus tours for these guests and academic appointments as requested.
PROMOTING AND SUPPORTING DIVERSITY –GOAL VI
Activities for Hispanic Students:
Handwritten postcards were sent by students and by Jennifer Gonzales, Hispanic
Recruitment Coordinator to all Latino admits
USF Club Arriba and LASA students were recruited to help with phoning all Latino
admits.
Happy Birthday postcard was sent with a message in Spanish and English to all
―admits‖ each month who had a birthday that month.
Phone and e-mail follow-up with all scholarship awardees to see if they had
questions.
Puerto Rico High School Visits – Made trip to Puerto Rico to feeder high schools and
invited guidance personnel to a Reception.
Coordinated the trip to Puerto Rico to include staff from ATSS, Graduate School and
Undergraduate Admissions. Met with Media Relations to design a newspaper ad,
provided Spanish text for newspaper ad, designed power point presentation for the
reception
Coordinated a Student Welcome and Orientation specifically for students recruited
from Puerto Rico
Sent an admission representative to the Hispanic Association of Colleges and
Universities 14th Annual Conference ―Changing the Landscape of Education:
Hispanics in the New Century”
Admission recruiter Patsy Feliciano published an article ―A New Wave of Latino
Students‖ in Hispanic Outlook of Higher Education
Contacted and worked with the following Hispanic Student organizations for Latino
Student Welcome Week: Sigma Lambda Beta, Sigma Lambda Gamma, Lambda
Theta Phi, Lambda Psi Delta and the Latin American Student Association.
Assisted with the coordination of Meet N’Greet at the Andros Pool, Latino Student
Welcome Dinner for 150 Latino students, and Women Only Awareness program
Attended Club Arriba meeting and coordinated their volunteer participation at three
admission recruitment events
Attended the Mayor’s Hispanic Advisory Council ―Latinos Unidos Luncheon‖
Presented to the Club Peruano of Tampa at Paracas restaurant on ―Opportunities of
Superior Education at USF.‖ Our presenter received an e-mail message from a USF
parent who was browsing through ―El Chasqui‖ magazine at the Peruvian Consulate
and read an article on ―Oportunidades de Educacion Superior en la USF.‖ The article
praised Jennifer Gonzales, our admission representative, on her excellent presentation
and her ability to answer all the questions asked by the audience.
Supported the ENLACE grant proposal by providing PACT (Parents and Counselors
Together) workshop materials in both English and Spanish. We will be offering these
workshops throughout this next year to Middle Schools.
Presented the first ever Hispanic College Planning Workshop in Spanish for the East
Bay High School Title I Migrant Program. Both students and parents attended.
Activities for African-American Students:
Handwritten postcards were sent by C.O.L.O.R.S. (Coalition of Leaders Organized to
Recruit Students) and Serge Desir, Graduate Assistant and interim Multi-Cultural
Recruiter
Serge followed up with all awardees of the Black Scholar Award
Called African-American students to answer questions regarding Housing,
Orientation, financial aid awards and misc.
Birthday postcards were mailed weekly to admits
Follow-up phone calls to students and guidance counselors were made to firm up
commitments from students for the SSS and PEP programs for summer 2001
Worked with CROP and Upward Bound Advisors, Palm Beach migrant Program and
Sarasota Family YMCA Achievers
Participated in NSSFNS College Fairs in Miami and Tampa
Participated in ―Soaring with Confidence‖ multi-cultural Preview
Participated in the Thurgood Marshall Achievers Society Summit
CREATED NEW STAFF POSITIONS
Wrote job descriptions for two Regional Recruiter positions: Jacksonville and
Miami areas. Advertised these positions in March and will have them filled for
the start of the 2002 recruitment year. These two new recruiter positions will
focus heavily on recruitment of Hispanic and African-American students.
GRADUATE ASSISTANT
Hired a graduate assistant this past year to assist with overall Admission
recruitment duties, but in particular to assist with recruitment of underrepresented
students. This staff member attended various meetings in the community
including Young Black Men of Tampa and S.T.E.P. in Pinellas County. This
individual also stepped up to assist the office to help manage the Black Scholar,
Black Freshman Incentive, and other African American scholarship awards in the
absence of our multi-cultural recruiter.
ACTIVTIES THAT INCREASE THE ENGAGEMENT OF THE UNIVERSITY
WITH THE COMMUNITY AND REGION – Goal IV
SPOTLIGHTS
Admissions sponsored five Spotlight Events (conversion event for admitted
FTIC) in Miami, Orlando, Jacksonville, Fort Lauderdale and St. Petersburg. Staff
members from Financial Aid, Orientation, Residence Life, Honors and a few of
the colleges on the Tampa campus were in attendance. The president of the
Parent’s Association also attended and staffed a table ―For Parents Only!‖ It was
very well received. Over four hundred students attended these events with their
parents.
CURRENT JOINT COMMUNICATIONS
Names of admitted FTIC’s were sent electronically to all the schools and colleges
and the regional campuses. Currently, a few of the schools/colleges send a letter
of congratulations to admitted students. We will shoot for 100% participation
next year.
EXPANDED USE OF ALUMNI IN STUDENT RECRUITMENT
Alumni attended ten college fairs out-of-state for USF this past year in Ohio. New
York, New Jersey, Missouri and Illinois. These volunteers assist USF’s
recruitment efforts by talking with prospective students and their parents and
sharing their good experiences at USF. We hope to continue to build on this
program and double the number of college fairs attended next year. Amy
Eisenhart, Alumni Liaison attended biweekly Alumni Association staff meetings
keeping the staff abreast of Admission issues. She also processed ongoing Alumni
Scholarship recipients’ payments through check requests to USF Foundation and
notification to the Financial Aid Office.
The Admission Liaison attended quarterly Executive Board Meetings informing
the board of admission information and scholarships. Assisted all major functions
of the Alumni Association, including Grad Fest, Homecoming and Alumni
Leadership Weekend. Attended various chapter meetings in Lee, Pinellas, Pasco,
and Hillsborough counties making contact with local alumni and informing them
of volunteer opportunities. The liaison presented at the Presidents Roundtable
Weekend, which included chapter presidents from out-of-state, explaining the
admission process, college fairs and volunteer opportunities.
ATSS MIAM-DADE VISIT
A staff member from Admissions attended the ATSS Miami-Dade Community
College visit and held a ―Time Management‖ workshop for college students.
THE BULLETIN NEWSLETTER
Printed the Bulletin Newsletter, an internal Admissions weekly newsletter. This
newsletter is crucial to keep employees abreast of our goals, where we are in
meeting the goals, and other recruitment news. The Bulletin is distributed to staff
in the following offices, Registrar, Financial Aid, Orientation, ATSS, Career
Services, and SECC. Copies attached in Appendix C.
PROFFESIONAL DAY – COLLEGE OF ENGINEERING
Several staff members from Admissions participated in the Engineering
professional day for high school teachers. We disseminated View books and
other materials and gave a brief presentation on Admissions and scholarships.
STARS (Student Admission Representatives) provided campus tours for guests.
ENGINEERING EXPO
Admissions from Tampa and recruiters from each of the regional campuses
participated in Engineering Expo.
GUIDANCE COUNSELOR APPRECIATION NIGHT
We held a guidance counselor appreciation night for guidance counselors from
Hillsborough and Pinellas counties. The evening included a barbecue at the
Alumni Center and free tickets to the USF/Houston basketball game. Twenty
counselors and their spouses attended the event.
SEARCH MAILING
55,000 SEARCH pieces were mailed to students just completing their junior
year in high school. Approximately 4500 postcards were returned from this
mailing from students interested in hearing more about USF.
PREVIEW USF
55,000 invitations to PREVIEW USF were mailed to high school seniors.
Attendance at the September, October and November events each exceeded 1000
total guests. In previous years, only two Previews were held. A third Preview
was added this fall to get more students and parents to visit campus early. All the
schools and colleges participated in this event. Campus tours and residence life
tours were offered.
VIEWBOOK MAILING
Mailed 55,000 VIEWBOOKS, which included the undergraduate admission
application. In previous years this mailing was approximately 30,000. The
decision was made to try to blanket our market and service area this year since we
hear from so many local students that ―I hear from FSU and UCF, etc., but never
get anything from USF.‖ The View book mailing should have gone out in
August, but publication was delayed this year due to many recommendations from
the Noel Levitz consultant to expand the View book to include information about
the regional campuses, graduate school and transfer student information
ST. LOUIS ALUMNI EVENT
A recruiter attended the USF Alumni event in St. Louis, Missouri in conjunction
with the USF-St. Louis University Billiken basketball game. This was coupled
with the breakfast for guidance counselors in the area and several high school
visits. Twenty-five guidance counselors attended the breakfast!
PHONE CALLING
Congratulatory phone calls were made to all FTIC admits. Many students
received two to three calls reminding them of financial aid deadlines, housing
deadlines and asking them if they had general questions about USF.
HIGH SCHOOL VISITS
The Recruiting staff made hundreds of high school visits and attended college
fairs throughout the state of Florida and in select markets (New York, New
Jersey, Chicago, Pennsylvania, and Washington D.C.) They also scheduled
―Decision Days,‖ - very popular events with the high schools. High Schools
schedule Decision Days to allow us to admit students on the spot, give them a
congratulatory certificate and promote USF throughout the school day. We
scheduled approximately forty of these events throughout the service area.
WEEKLY CCC MEETINGS
Admissions schedule the Coordinated Communication Committee (CCC) weekly
meetings this past year consisting of representatives from the Offices of Financial
Aid, Housing, Orientation, Career Services, Publications, Registrar, Adult and
Transfer Student Services and regional campus representatives. The committee
was created to discuss application statistics, keep each other abreast of the
mailings going out throughout the year, discuss joint publications, joint
telecounseling projects, etc.
MAIL CYCLE
Created a communication plan for all inquiries and applicants. We added several
new letters to the mail cycle including one to all admits from student government
leaders, a letter to admits from the President of the Alumni Association that
included the new Outcomes brochure, and a new flyer designed for the University
Experience course.
GUIDANCE COUNSELOR OUTREACH
A critical part of the enrollment decision process for many students is the
recommendation of the guidance counselor. In many instances, the recommendation
of counselors is instrumental in prompting the student to apply and enroll at the
university. Many counselors in Broward, Brevard, Dade, Orlando and Jacksonville
areas simply have never visited USF and are unaware of the opportunities available
here for their students.
A luncheon on campus for guidance counselors from the local service area and key
counties was scheduled with attendance by 65 counselors
Gift baskets were delivered to all high school guidance offices in Hillsborough and
Pinellas counties
FANTASTIC FRIDAY
Fantastic Friday is an on-campus yield event for admitted students and their
families. We host this event in the spring. The daylong program allows time for
students to meet with faculty and staff in their intended major, tour residence
halls, take campus tours, etc. The program is well attended (almost 2500), and
we’d like to build on the interest of our ―admits‖ by expanding the options.
HOST COLLEGE SUMMIT FOR SUMMER 2001
We have been discussing partnering with College Summit, Inc., a not for profit
corporation supported by local school districts, corporations and foundations that
assist low-income talent enroll in college. We will host a group of 40 minority
students from Florida on campus in July, 2001 through this program. The
program is a four-day workshop where students and the faculty (all brought in by
College Summit) stay overnight in the residence halls and use other USF
facilities. We have the opportunity to offer an admission session and have these
students apply to USF.
COLLEGE PLANNING WORKSHOPS
Early awareness is key in getting students to think about college choice, the
application process and financial aid issues. We offered College Planning
workshops to our top feeder schools in the service area for their high school
juniors (and parents.) We offered the workshop during the day or evening
depending on the high school. We provided all materials for the workshop,
which includes a binder of college planning/financial aid material per family.
This program should be expanded to include Middle Schools.
COFFEE TALK
Coordinated the second annual ―Coffee Talk,‖ seminar on Recruitment and Retention
activities. Invited Deans, Associate Deans, advisors and Department Chairs across
campus to this event.
DIRECTORS RETREAT
Coordinated the annual Student Affairs Directors Retreat. The theme of this year’s
retreat was ―It’s a Whole New Ball Game!‖ Please see Appendix G for sample agenda.
BANNER IMPLEMENTATION
Admission staff attended ―too many to count‖ Banner meetings. Provided testing for
processing high school transcripts, test score functionality, BOR reporting, academic
renewal and numerous other processes. Staff members attended Banner training sessions
for general processing of applications and recruitment modules.
Supporting creative activities that result in national recognition – Goal 1
USA TODAY HOTLINE
Sent an admission representative to serve as a ―Hotline Counselor‖ during the
annual USA Today College Hotline. USF got mentioned in the tabloid.
STAMATS CONFERENCE
Attended the Stamats Conference held in Tampa. Picked up new ideas on hosting
visit days, recruiting students of color, competing with private institutions, and what the
latest trends in higher education demographics look like.
HOSTED MINNESOTA STATE VISITORS
Admissions hosted the Director of Admissions and two Coordinators from
Minnesota State University for a half day visit. They shared their latest
publications and picked up samples from our office.
Activities to complete applications:
Lists of all ―No-Decision‖ applicants were run weekly.
Processors used lists to clean up the no decisions, rather than waiting for files. OPS
workers were hired to help enter transcripts as quickly as possible so an admission
decision could be made.
Activities to generate more applications
Letters were mailed to students who had directed an ACT or SAT test score to us who
had NOT applied. The letter encouraged them to apply and included an application.
A letter was sent to all Red-Hot prospects (from Forecast Plus program) encouraging
application.
Adult and Transfer Student Services
As the 2000-2001 year ends, the Office of Adult and transfer Student Services concludes
its sixth year of service to its USF constituency –prospective and enrolled adult and
transfer learners. In 1994, the original charge for the office outlined four areas of
emphasis for the ATSS staff: recruitment, retention, programming and advocacy for non-
traditional students at USF. Further, the staff was directed to fulfill this charge through
the development of partnerships and collaboration within the university and external to
USF to promote the success of adult learners and transfer students. The 2000-2001 year
has been one that requires the staff to accomplish its goals by utilizing new business
practices and technology as outlined in the Noel Levitz Consultation.
A series of action plans has been developed by the ATSS staff to achieve the outcomes
expected from enrollment goals and targets. The action plans include activities designed
to:
Arrange recruitment visits to community colleges, businesses and the
community to establish and maintain contact with prospective students to
encourage their enrollment at USF
Arrange and host on-campus events to encourage
Develop and implement a communication plan including written
electronic, and published contact to promote student applications and
enrollment at USF
Establish a regular call regimen
The enrollment target for transfer students (community college and other transfers) this
year was 6323. Actual enrollment was 6578.
Accomplishments through USF Strategic Plan Goal Areas
1. (Goal 2) Developing a student enrollment profile consistent with a
Research 1 University.
a. Administered a competitive Scholarship Program that continues to
attract top students to USF who are members of Phi Theta Kappa
Honor Society, All Florida Academic Team and members of
Community College Honors Programs.
b. Continue partnership with Valencia Community College program to
prepare minority researchers. Examples of students achievers in this
partnership include Jason Sutton, winner of two National awards in
science and Hector Hernandez, 2000 USF Graduate in Chemistry
awarded a Fellowship to M.I.T.
c. ATSS hosted Miami Dade Community College at USF August, 2000.
2. (Goal 4) Increasing the engagement of the University with the community
and the region.
a. ATSS recruiter Gail Miller provided a series of workshops for At Risk
Youth in USF service and market area counties
b. ATSS sponsored a 2+2 Ad in Florida Trends Next Magazine-showing
access to the University through our Community College Partners for
students who would enter the workforce or military before continuing
their education.
c. Run With the Bulls‖ a collaborative outreach effort among ATSS
Staff, Academic Advisers and USF Student Services takes the
University to community college campuses.
d. ATSS continued outreach to non-traditional students in the workplace
and through community visits.
3. (Goal 6) Promoting and supporting diversity.
a. ATSS sponsored a 2+2 table at the NSFNSS conference arranged by
Hillsborough County Schools. University and community college
provided information to students.
b. Office of Community Advancement continued a scholarship program
that funded Hispanic Students education at USF. Transfer students
receiving the scholarships rank among the highest persisters with the
highest graduation rates.
Office of Financial Aid
1. Supporting and Increasing Research, Scholarship, and Creative Activities that
Result in National Recognition
Steve Runion and Doug Anderson gave a presentation on electronic Stafford Loan
processing at the International SCT Summit, which was held in Toronto.
Leonard Gude gave a presentation on the Web for Financial Aid at the International SCT
Summit, which was held in Toronto. He also served on the SCT Title IV Enhancements
workgroup.
2. Developing a Student Enrollment Profile Consistent with a Research 1
Institution
In 1999-2000, the University’s Office of Financial Aid issued 53,736 awards totaling
$129,416,000 in funds to 23,029 students through over 600 programs. This is equivalent
to 75 percent of the university’s research budget of $171,282,000 and nearly 50% of the
university’s education and general budget. Financial aid programs are growing in size
and complexity, and educational institutions are facing increasing financial pressures.
Over 64% of the 35,890 students enrolled at USF receive student financial assistance.
The current staffing level provides for 576 enrolled aid recipients per each staff member
or 897 enrolled students per staff member. The counselors to student ratios are 2,303 aid
recipients per counselor or 3,589 enrolled students per counselor.
The Office continues to enhance the student access to office and services by offering
services and access via the web. Students can view all their financial aid information via
the web. The web is updated weekly so as to provide students with the most current
information. Students can also complete and/or obtain all documents from the site rather
than having to come to the office to obtain them or waiting for the forms to be mailed to
them. The Virtual Answer Center is providing students immediate answers to their
inquiries. An increasing number of students are taking advantage of these services.
The Admissions/Financial Aid call center has also improved service to students.
The Office is continuing to work with the Foundation and all the university's colleges and
departments to streamline the delivery of scholarship funds to students at USF.
The Office developed and implemented the new USF Presidential and USF Merit
Scholarship program recommended by Noel-Levitz. The office then trained Admission
and Registrar Office staff to administer the program.
The Office is continuing to enter documents into its imaging system. All documents are
being entered into the system. Once the student files are imaged, problems resulting from
lost or misfiled documents should be significantly reduced.
The Office developed a bookmark and CD ROM on financial aid; these were distributed
to high school guidance counselors and prospective students.
In 1999-2000 the Office purchased new furniture for the lobby (so as to improve its
appearance and to make the students visit more comfortable). The Office staff is also
donating magazines for the students have available to read while they wait to see their
counselor
3. Fostering Interdisciplinary Research and Education
FTIC Students
Analysis of Historical Data conducted by Noel Levitz on All FTIC Students for Fall 2000
showed that the Yield rate for all enrolled students was 39.7%. The yield rate for
students offered aid was 48.8%.
In a Noel Levitz review of Fall 1999 entering students retained to Fall 2000, the overall
retention rate was 78.5%. The retention rate for students offered need-based aid was
78.3% and the rate for no need students receiving merit awards was 81.4%.
Community College Transfer Students
Analysis of Historical Data conducted by Noel Levitz on All FTIC Students for Fall 2000
showed that the Yield rate for all enrolled students was 68.3%. The yield rate for
students offered aid was 78.7%.
In a Noel Levitz review of Fall 1999 entering students retained to Fall 2000, the overall
retention rate was 79.0%. The retention rate for students offered need-based aid was
80.6% and the rate for no need students receiving merit awards was 83.5%.
4. Increasing the engagement of the University in the Community and the Region
Dameion Lovett, our Outreach Coordinator, and other staff members participated in
numerous outreach activities which included orientation sessions, open houses, and visits
to local area high schools. He also participated in Showcase of Services, USF Spotlight
2001 in Miami, Jacksonville, Ft. Lauderdale, Orlando, and St. Petersburg. USF Transfer
Orientation Day, Fantastic Friday for incoming freshman students, Access Days-Area
Health Education Centers (AHEC) info for minority high school students, AHEC
presentation to high school guidance counselors, presentation for graduate students in
School of Social Work, Call Center staff training, Career Expo, etc.
Leonard Gude served as Chair of the SUS Financial Aid Directors workgroup for 2000-
2001.
Leonard Gude was appointed to serve as Member-At-Large to the Florida Association of
Student Financial Aid Administrators Executive Board for 2000-2001.
Leonard Gude was elected to the position of President Elect for the Florida Association
of Student Financial Aid Administrators.
Dameion Lovett is presenting a session at the Florida Association of Student Financial
Aid Administrators.
Spring conference.
Maureen Johnston, Carol Lawrence, and Dameion Lovett are serving on the Florida
Association of Student Financial Aid Administrators Spring conference planning
committee.
Leonard Gude is serving as co-chair of the Florida Advising Counseling and Tracking
System (FACTS) Financial Aid Expert Group.
5. Enhancing the Quality of Student Life and the Intellectual Climate to Support
Teaching and Learning
The Office continues to enhance the student access to office and services by offering
services and access via the web. Students can view all their financial aid information via
the web. The web is updated weekly so as to provide students with the most current
information. Students can also complete and/or obtain all documents from the site rather
than having to come to the office to obtain them or waiting for the forms to be mailed to
them. The Virtual Answer Center is providing students immediate answers to their
inquiries. An increasing number of students are taking advantage of these services.
The Admissions/Financial Aid call center has also improved service to students.
In 1999-2000 the Office purchased new furniture for the lobby (so as to improve its
appearance and to make the students visit more comfortable). The Office staff is also
donating magazines for the students have available to read while they wait to see their
counselor
6. Promoting and Supporting Diversity
The Office of Financial Aid has a diverse staff and is a strong proponent of diversity
within the University.
Dameion Lovett, our Outreach Coordinator, and other staff members participated in
numerous outreach activities which included orientation sessions, open houses, and visits
to local area high schools. He also participated in Showcase of Services, USF Spotlight
2001 in Miami, Jacksonville, Ft. Lauderdale, Orlando, and St. Petersburg. USF Transfer
Orientation Day, Fantastic Friday for incoming freshman students, Access Days-Area
Health Education Centers (AHEC) info for minority high school students, AHEC
presentation to high school guidance counselors, presentation for graduate students in
School of Social Work, Call Center staff training, Career Expo, etc.
Career Center
The following provides highlights of enhancements made to Career Center
programs/services, as well as our partnerships, outreach initiatives, staff contributions
and professional development during the 2000-2001 academic year.
The USF Strategic Plan Goal Areas reflected in the Career Center highlights for this
academic year are:
Goal 4 …Increasing the engagement of the university with the community and the
region.
Goal 5….Enhancing the quality of student life and the intellectual climate to support
teaching and learning.
The following items that support the above USF Strategic Plan Goals are noted in
parenthesis at the end of the statement.
Enhancements & Improvements to Career Center Services/Programs
Merged the Experiential Learning and the Full-time Employment Teams to create
a more holistic and seamless delivery of career and job search advising to
students seeking career- related experience and full-time professional
employment. The reorganization allows the student to work with the same
professional staff member throughout their career planning and job search
endeavors vs. the previous model where students worked with one staff member
regarding experiential learning and another when they began to seek full-time
employment. (5)
Revised the cooperative education procedures for students, resulting in increased
clarity of program eligibility procedures; program requirements/guidelines and
evaluation process. Developed a Cooperative Education Policy & Procedures
Manual that staff uses to administer the program. (5)
Created and implemented a cooperative education pre and post-training skill set
assessment to measure the level of skill development gained by students
participating in the cooperative education program. (5)
Created and implemented an On-Call Advising Service Satisfaction Survey to
assess student’s level of satisfaction with the service. Analysis of returned
surveys indicate 97.5% were Very Satisfied or Satisfied with the service provided.
(5)
Installed the Occupational Information Network ( O*NET) database on each of
the student computer workstations in the Career Center Computer Lab. O*NET,
which has replaced the Department of Labor’s Dictionary of Occupational Tittles,
reflects the occupations of a 21st century labor market, describes job
requirements/worker attributes, uses a classification system linked to labor market
information and gauges transferability of skills so its easier for students to explore
career paths across career clusters. (5)
Reduced registration fee for the Electronic Resume Registration Service from $25
to $15.
Installed encryption software to ensure student electronic resume and student
registration database secured.
Conducted orientation sessions at the Fall & Spring Career Networking Fairs and
provided students an opportunity to register with the Career Center, to ―jump
start‖ their participation in on-campus interviews and resume referral. (5)
Placed the Career Networking Fair Employer Registration Form on line to make it
easier for employers to register for each fair. (4)
Color-coded all career resources in Career Library to make location/shelving
easier for students (5).
Implemented pilot of the Career Center’s new automated recruitment system,
Campus Professional, May, 2001. In addition to features of the current system (
web-based employment JobLine, candidate resume referral from the Career
Center staff and scheduling of on-campus) Campus Professional offers the
following new features: allows students to upload more than one resume; cancel
their own on-campus interview on-line, view employer Information Sessions and
send RSVP’s on line, self-refer their resume to an employment opportunity listed
on the Jobline, conduct keyword search of Jobline employment opportunities,
visit employer websites directly from the Jobline and set up an automated
calendar to track their on-campus interviews/career events. The goal will be to
fully ―roll-out‖ the new system and all its enhancements Fall, 2001. (5)
On and Off-Campus Partnerships/ Collaboration & Outreach Initiatives
Held the first Career Networking Fair targeted to employers from human, health
and social services; government, non-profit agencies and communication. The
fair, held March 29th in the SVC Breezeway, was in partnership with the College
of Arts & Sciences. Despite a severe thunderstorm, which reduced the number of
student participants, the participating employers and students’ feedback indicated
they found it to be a successful day. The goal is to make this fair an annual event.
( 4 & 5)
The Career Center has partnered with the College of Education, College of Fine
Arts, Educational Outreach and Academic Computing to create an Electronic
Portfolio. The portfolio will allow students to ―showcase‖ samples of their work
(i.e. report, pictures of the activity, original musical score, graphic designs etc)
and give them more options than a 1 or 2 page electronic resume. The
groundwork and initial discussions of this project began Spring 2001, with the
continuation of the Electronic Portfolio Project in the coming academic year. (5)
The Career Center collaborated with the Counseling Center and Academic
Advising to develop a career development brochure. The brochure highlights
career planning, career exploration and career implementation steps and the
career-related services provided by each of the offices. Content for the brochure
has been finalized. (5)
Collaborated with National Football League, Marshall Center and Athletics
Association to offer
― Careers in Professional Sports Seminar”, November 14, 2000. Over 250
students attended the
seminar to hear Stuart Scott, ESPN sports reporter; Michael Kelly, executive
director of
Super Bowl XXXV Task Force; Nancy Hogshead-Maker, 3 time gold Olympic
winner and sports
attorney; Chris Greer, marketing manager with Tampa Bay Buccaneers and Julie
Wooten, Human Resources Director with Club Corp. Golf Resorts, talk about
their careers. ( 4 & 5)
The Career Center partnered with the Welcome Week Planning Committee to
offer the ―Would You Like to Look Like A Millionaire” game, August 27, 2000.
The game provided students an opportunity to have fun, learn about Career Center
services and have a chance to win $100 gift certificate toward a business suit at
Citrus Park Mall.
The Career Center partnered with the Marshall Center, Student Government and
the Athletic Association to participate in the Fall Sports Fest event, August 29th.
The Career Center staff operated their Jump Start Jobs Program (an outreach
effort to make students aware of on-campus employment opportunities the first
week of school) and administered the Basketball Jump Shot Contest, to draw
students to the Jump Start Jobs Booth so staff could market Career Center
services and make students aware of on-campus jobs.
The Career Center collaborated with Equal Opportunity Affairs on the
coordination of on-campus interviews for the Federal Workforce Recruitment
Program targeted to students with disabilities seeking summer employment in
federal government. ( 4 & 5)
The Career Center partnered with the representatives from the College of
Engineering, the College of Business and the Office of Resources for Business &
Industry Training to conduct on site visit with employers. Intent of the on-site
visit was to build partnerships and inform companies of the various ways USF can
assist them in upgrading the education/training of their employees and how they
can access a quality pool of candidates for careerships, cooperative education and
full-time employment. Implemented the first on-site visits Spring 2001with
Citigroup, Catalina Marketing and GTE Global Services. (4)
The Career Center continues to successfully partner with the following
departments and offices on these annual events/projects:
Publication of the 36 page Career Networking Fair & Job Search Guide, a
bi-annual
newspaper tabloid, with the Oracle student advertising staff. (5)
21st Century Business & Dining Etiquette seminars that are offered each
semester, in
partnership with Northwestern Mutual Life Insurance, Residence Services
and the
Marriott. (4&5)
Resume Rewrite, a drop by resume critique program, is co-sponsored by
the Marshall
Center as a Patio Tuesday program. Guest employers are invited to
campus to conduct resume critiques the week prior to the Networking
Fair. During the fall semester recruiters from Andersen Consulting, Lab
Support, Target, Enterprise Rent-a-Car, SBC Telcom and Home Shopping
Network participated. During the spring semester recruiters from JP
Morgan & Chase, Lab Support, InRoads, Raymond James & Associates,
BISK Education, T. Rowe Price and SBC Telecom critiqued resumes.
(4&5)
In addition to various classroom presentations and student association
presentations across the campus, the Career Center continues to participate in
campus outreach events as Orientation Showcase, Fantastic Friday, Senior Day,
Patio Tuesday events, ATSS Open House, Women’s Awareness Week, Earth
Day. (5)
The Career Center staff supported graduate student’s learning experiences and/or
research endeavors by: (5)
Allowing the graduate students in Dr. Lloyd Pettigrew’s communication
class to
conduct an assessment of the Career Center’s internal communication
style and
conduct a customized training session on internal communication
strategies
with the staff.
Permitting a doctoral candidate, Diana Holberg, who is finishing an
internship at USF Counseling Center, to present her doctoral research
topic to the Career Center staff and
request their assistance in complete her research survey on “ The worker
and workplace
characteristics that help people deal with stress/change in a healthy
manner. ―
Supervising a Counseling Education graduate student’s internship that
required client contact hours with students seeking career/job search
advising.
Supervising and training two College Student Affairs graduate students
interested in pursuing a career in a university Career Center.
The Career Center conducted a ―We Wanna’ Pizza You” Marketing Campaign
during the Fall and Spring Semester to create awareness and encourage students
to get involved with the Career Center. All students registered with the Career
Center were eligible to be in a drawing to win one free pizza a week for the entire
semester. The pictures/name of winning students placed on the Career Center
website. Campaign co-sponsored with Papa John’s Pizza.
The Career Center conducted a “Penny for Your Thoughts” campaign, February
7-28, 2001. Intent of the campaign was to ascertain student’s awareness of the
Career Center. If students had used services we wanted to learn if they were
satisfied with the service(s) used. If students were not aware, or if they were
aware of the Career Center but had never used the services, we wanted to know
what would engage them in using the service. Students who completed a survey
were provided an opportunity to guess how many pennies were in the J.C. Penny
Jar, located at the front desk in the Career Center office. The person guessing the
number of pennies closest to the number in the jar won a $100 J.C. Penny gift
certificate. Staff collected a total of 577 surveys. J.C. Penny provided two $100
gift certificates. The following ―Penny for Your Thoughts” events were held in
February and were used to engage student’s feedback and create awareness of the
Center.
Find The Lucky Wednesday Penny….
Each Wednesday a penny was hidden in the Career Center. Clues were
posted on the Career Center web page each Wed. at 8:00AM. Students
were invited to visit the Career Center from 8:30-noon to find the penny
hidden in the library or lobby. Winners received a free lunch at the
Campus View Restaurant.
For the Love of Penny’s ( 2/13, 11:00-1:00)
Staffed a booth at the Marshall Center’s Patio Tuesday ―Love-In‖ Event.
Students were asked to complete a survey to win a $100 gift certificate
from JC Penny. Both USPS & A&P Career Center staff conducted the
survey and talked with students about services.
How to get Paid Top Dollars From Day One: Salary Negotiation Tips (
2/21,
11:30-1:30)
Kevin Rutherford, HR Professional with Garden Ridge, Inc. and a
nationally
recognized speaker on salary negotiations and personnel benefits,
conducted the
workshop. Co-sponsored with the USF Graduate Student Association of
College
Student Affairs (5)
Making ―cents‖ of Life After Graduation ( 2/21, 8:00-9:00)
Presentation by James Malinchak, author of ― From College to the Real
World” on strategies for preparing for a successful career while in college
and once on the job.
Co –sponsored with Greek Week and CAB. (5)
A Penny Party ( 2/28 5:30-7:00)
Final event for the Penny campaign was held in Crossroads Café. Invited
students to complete survey, guess pennies in the jar and have a piece of
birthday cake. Winner guessing the number closest to the number of
pennies in the JC Penny jar announced. Winner guessed 4,500 ( actual #
4,485 pennies) Co-sponsored with the Marriott.
Career Center professional staff conducted the career/job search sessions for all
of the University Experience courses each semester. ( 5)
Office of the Registrar
In the 2000-2001 year, all lines of business in the Office of the Registrar contributed to
strong unit performance. The unit’s vision--to deliver quality service—guided our
response to student need for first-rate services and products. Practically every student
consumes services from the Registrar’s Office during the various student life cycle
stages, from admission to graduation. In 2000-2001, customer service levels and unit
performance indicators improved, as new technology uses and enhancements were
implemented.
Personnel
Despite the uncertainty of a new system, redesigned work, and increased or added job
duties, Registrar’s staff performed commendably in the 2000-2001 year. Staff received
the necessary training to make them ―skilled‖ in providing telephone, in-person, and on-
line student services. A mixture of generalists and specialists provided a wide array of
services, resolved problems, and communicated information about unit/University
polices, procedures, processes, and deadlines. Registrar’s personnel participated in a
number of staff development opportunities, including attendance at the workshops,
conferences, and leadership development seminars sponsored by the University and our
professional association. Staff also benefited from new computer purchases and upgrades
as well as permanent salary adjustments or temporary increases for special projects.
Training
Customer Service Skills Training
Computer Skills Training
Sexual Harassment Training
GEMS Training
Banner (OASIS) Training
SQL & Oracle Reports Training
Conferences
SCT Summit
AACRAO Conference
FACRAO Annual Conference
Office of the Registrar Off-Campus Retreat
BOR Data Workshop & SUS Admission Directors & Registrars Meetings
Committees
Privacy Committee
Banner Project Committees
Undergraduate Council
Council on Academic Advising
Academic Regulations Committee
Enrollment Marketing Committee
Systems
In 2000-2001, the Office of the Registrar had primary oversight and responsibility for the
Academic History Conversion project. Unit staff ever mindful of their obligation to data
integrity and preservation of university data provided direction in the conversion of over
550,000 student records and literally millions of other related records—(e.g. courses,
grades, degrees). After conversion, less than one percent (1%) of the records contained
gpa discrepancies. In addition to this major feat, Registrar’s staff assisted largely with
the activation of the Banner Academic History Module. Staff stressed the importance of
robust testing of all system components; the development of training programs and
materials; and the immediate resolution of problems that had the potential to disrupt
services for USF students, faculty, and staff. Towards this end, Registrar’s staff worked
to ensure that student modules once implemented, met the functional needs and
expectations of those served by them. In addition, the Registrar’s systems support area
was expanded in the 2000-2001 year to provide system support for the Office of
Undergraduate Admission and the Student Enrollment Communication Center and
manage several new projects including Banner Recruitment, Admissions and EDI
Modules; Noel-Levitz Forecast Plus and RetentionTrax; and several other special
projects.
Academic History Conversion
Banner 3.x Upgrade
EDI Test Score Implementation
On-line Class Rolls Automation (staff/faculty)
On-line Mid-term Grades Automation (staff/faculty)
Schedule of Classes Automation
Unit PC Hardware/Software/Server upgrade & maintenance
Service Improvements
In 2000-2001, the Registrar’s Office achieved a primary objective to maintain existing
service levels and performance standards. In many cases, we exceeded our expectations,
particularly when operations were not hindered by momentary stoppages where the
system did not perform as expected.
Concurrent Summer/Fall 2001 Registration
Registrar’s Chronicle On-line E-newsletter
Combined Summer/Fall 2001 Schedule Publication & CD-ROM
Mid-term Grades on the Web for Students
Student Records (FERPA) Manual on the Web
Collaboration & Partnerships
Noel-Levitz Forecast Plus
Noel-Levitz RetentionTrax
Banner Overview & Processing Training
Pre-requisite Checking in Registration (Undergraduate Studies, IT, Registrar’s Office)
Grade Scanning Feasibility Study (IT, Registrar’s Office, Academic Departments)
Pre-registration of FTICs Prior to Orientation (Registrar’s Office, Colleges, Orientation)
Service Utilization
Administration & Public Information
Academic Regulations Committee petitions: 3,044
Late registration fee and summer hours waivers: 2000
Athletic Certification: 17 teams; 427 students
AskRocky questions answered within 48 hours of receipt of question
RegQuest questions answered within 24 hours of receipt of question
Questions forwarded by the Office of Public Affairs answered within 24 hours
New Catalog Records or Substantive Changes: 671
Microfilm hard copy catalog records dating back to 1980
Resolve course discrepancies between Banner Catalog, Search-A-Bull , and the Statewide
Common Course Numbering System
Graduation/Certification Area
Completed Miscellaneous Enrollment Certifications: 17,000
Completed/submitted to NSLDS SSCR: 58,146
Corrected NSLDS rejections on-line web site: 1,162
Report Date of Last Class Attendance (NSLDS): 300
Processed applications for degree: 8,865
Evaluated/updated baccalaureate candidates for non-course requirements: 5,000
Awarded degrees: 7,099
Affixed honor designations: 1000
Ordered/Reordered duplicate/replacement diplomas: 500
Permanent Records
Installed Spacesaver Filing System with 35,520 linear filing inches of shelf space; net
gain of 8,520 linear filing inches or 31.5% increase in shelf capacity for growth.
Resolved Duplicate PIDMs in Banner System:
Number of folders copied on microfiche (1994): 20,181
Microfilm: 21 reels of film; approximately 4,000 images
Registration
Fall 2000 Registration: 35,768 headcount; 353,427 credit hours; 5% increase
Spring 2001 Registration: 33,773 headcount; 331,349 credit hours; 5% increase
Summer 2001 Registration: 20,823 headcount; 125,920 credit hours; 10% increase
Withdrawals: 4,729
Cancellations: 10,753
Reinstatements: 7,941
Non-Degree Applications: 1,489
Transient Student Forms: 170
Residency Reclassifications: 415
Residency Appeals: 15
Student Records
Grade Changes: 11,522
Grade Forgiveness: 10,281
Transcript Requests: 42,804 copies; $214,020 in revenue
Academic History Records Conversion Corrections: 2,470 errors or 40%
Systems
Produced Ad-hoc Reports: 926
BOR Files Submitted: 6 files
PC upgrades: 47 (cost savings of 12K)
EDI Test Score Implementation
Admissions Reports and Letters Generation
Banner Admissions & EDI Transcript Modules Testing & Training
ImageCast installation to improve hardware support & centralize virus updates
Improved security model on servers
Migrated to standardized hardware model
Special Projects
Noel-Levitz Forecast Plus
Submitted Oct-2000 Noel-Levitz Modeling File: 34,270 records
Submitted Nov-2000 FTIC scoring file: 17,606 records
Submitted Jan-2001 FTIC scoring file: 31,583 records
Generated Letters in Mar-2001 FTICs not yet applied (Red Hots only): 3,014 records
Submitted Mar-2001 FTIC scoring file: 40,899 records
Submitted May-2001 FTIC outcomes report file
Noel-Levitz RetentionTrax
Reviewed Scripts:
Built security:
Updated Cohorts:
Office of Orientation
Increasing the engagement of the University with the community and the region:
Included the Tampa Bay Convention and Visitors Center and the Ritz Carlton in
the training of the Orientation Team Leaders.
Enhancing the quality of student life and the intellectual climate to support teaching
and learning:
Introduced two academic components to the FTIC orientation: a video on general
education requirements and standards needed to earn a USF degree and a video
introducing the faculty to our new students. Faculty talk about their
undergraduate education, what attracted them to their field, and give advice to
new students. FTIC students will also participate in a 1st semester simulation
exercise at orientation.
Introduced an overview of financial aid, fee payment procedures, and a campus
tour to the transfer student orientation. Specific information on parking was also
included in the ―goodie bag‖.
Created a ―late orientation‖ video (and CD-ROM) for those students who are
admitted late and do not attend a regularly scheduled orientation. We provide a
copy of the video to every college (including The Center for Academic Advising)
as they advise students in a special session. The video outlines campus resources
and services available to all students.
Designed a spirit rally on Sunday, August 27 to kick-off the new academic year.
The marching band performed and several student organizations showcased their
services. A BBQ dinner was served, and the bookstore displayed books (at a
discount) on tips for successful students.
Developed an interest session for FTIC students who do not plan to live in
university housing. Speakers at this session include the Counseling Center,
Parking Services, and the Library.
Partnered with the colleges to provide FTIC students with schedules before they
attend orientation.
Promoting and supporting diversity:
50% of the Orientation Team Leaders are members of an underrepresented ethnic
population.
Created a Spanish version of the Family and Friends Guide
Improvements in our client services for 2000-2001:
Created a ―downloadable‖ reservation form which is available on our homepage
Purchased new outdoor directional signs that are now attached to campus shuttle
signs. Signs will direct students to orientation from both Fletcher and Fowler.
Conducted evaluations of both the FTIC and transfer orientations
Partnered with the colleges, the Center for Academic Advising, and the Dean for
Undergraduate Studies to provide a CD-ROM to every student who attends
orientation. The CD-ROM will include the undergraduate catalog, campus
directory and map, academic information on all the colleges, and instructions on
how to register for subsequent semesters.
Student Enrollment Communications Center
The Student Enrollment Communications Center was established in June of 2000 to
improve information flow to prospective and current students. The center combines two
aspects of communications with students. The first part of the operation is the continued
and expanded use of the Telecounseling Center, an operation established in the summer
of 1999. The second is a centralized mail center. Please note that our unit functionality
coincides with the second goal of the 2000 Strategic Plan for the Univ. of South Florida
as out lined on page 5.
―….developing an enrollment profile consistent with a Research I University.‖
The following are the accomplishments and tallies of the responsibilities given to us.
I. Making thousands of phone calls to prospective and current students.
The Telecounseling Center continues to make contact with various student groups such as
new FTIC’s, new transfers, new graduate and continuing students by answering questions
and concerns a student may have about becoming an enrolled student here at USF.
Thus far we have complete projects for the offices of Admissions, ATSS, Orientation,
The regional campuses in St. Pete, Lakeland and New College, Financial Aid, the Career
Center, Registrar’s, Graduate Admissions, the College of Engineering and ROTC.
Operationally, these projects are performed primarily during the evening. During the
course of the 2000-2001 fiscal year when the SECC began this part of the operation in
September of 2000 until the end of the most recent report at the end of April 2001, there
have been a total of 101,604 calls made.
II. Answering more than 100,000 calls from prospective and current students with
trained and highly efficient operators.
In addition to the important outgoing, outreach efforts of the Telecounseling Center
during the evening, there is a daytime function that supports the offices of Admissions,
Financial Aid and Adult Transfer Student Services. We answer general and specific
questions relating to processes and procedures as they relate to the above-mentioned
areas. As one may imagine, we end up answering an array of other questions and
concerns students and parents may have about USF in general. According to the statistics
compiled since August 2000 up until April of 2001, we have answered 139,251 calls at
an average monthly answer rate of 98.3%.
III. Responsible for mailing over 100,000 letters and packets to prospective and
current students in a variety of recruitment and retention endeavors.
The centralized mail center primarily carries out mailing projects from the Admissions,
ATSS and Financial Aid offices as they specifically relate to the recruitment and
retention process. The primary focus for these two areas is on ―day to day‖ mailings,
special and/or specific projects. In addition, we have performed mailing projects for
ROTC and the Student Government Association. Although we started completing mail
projects for the above areas in July of 2000, this part of operation was not completely
functional and fully staffed until October 2001. As a result, statistics compiled are only
since that time (October 2001) through the end of April of 2001. These statistics indicate
that we have mailed 123,529 various letters and packets.
Since August of 2000 we have also established a monthly newsletter, a mechanism for
monthly reports, and have remained fully staffed with an overall number of 42
employees.
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