Maine's Public Universities - University of Maine System

Process Title

What does this Process accomplish?

Process Similarities amongst campuses

Process Differences across campuses

Comments

Implementation Considerations

Process 1:  Develop and implement Marketing and Recruiting plan

Create and implement a marketing and recruiting plan tdat employs reporting and feedback mechanisms to assess results    

All campuses complete tdis process by involving personnel from outside tde admissions office    

-Planning processes
-Target populations
-Participants
-Technology
-Timing, activities, and content
-Marketing and recruiting budgets    

-PSSA – ease of data extraction, ease of report creation, ability for recruiters to communicate witd campus office from remote locations, ad hoc reporting.  -Ability to identify and track populations. -Creation of multiple communication plans for different campuses and different populations for each campus/school.  -Support for “tele-counseling” (e.g., maintain record of contact for follow-up and reference purposes).  Ease of use of multiple media to communicate witd potential students and 3rd parties (e.g., guidance counselors, referring agencies, overseas advisors, career counselors, adult educators)

-Consider how we can be botd collaborative and competitive -Determine whetder common pool of admission codes should be established -Consider best use of UMS resources when individual campuses, including graduate schools and tde law school, compete for tde same students - Discuss ability to generate timely, versatile ad hoc and pre-programmed reports tdat access all data elements stored in PSSA such as reporting by cohort(s), cycle(s), point-in-time including trending reports witdin a cycle and across several cycles, warehousing, and linking to financial data for cost/benefit analysis   

Process 2: Conduct Student Search

Perform campus-initiated outreach to potential applicants/students (e.g. by utilizing purchased names; completing recruitment travel, such as school visits, fairs and forums; and employing free lists, such as camp rosters and recognition lists)    

-All campuses complete tdis process to encourage applications -All campuses “search” Maine    

-Number of outreach activities
-Content and activities
-Timing and Media
-Participants and Technology
-Operating Budgets and Staff size
-Target populations vary by geo-demographics, academic interest, institutional missions, budgets and enrollment goals of each campus/school    

PSSA – security of data between campuses/schools, ad hoc reporting, population tracking, point-in-time comparison reporting, communication plans, access of data on web, campus/school security of specific data. Campus-based activities and communication plans going to same students pose multi- campus applicant issues.

-Consider how campuses can be botd collaborative and competitive to achieve enrollment goals -Explore admission silos and single student records -Discuss assignment of autdority to view and manipulate data -Discuss possible cross-campus data views versus current limited individual campus data views -Investigate data sharing and cost saving opportunities associated witd ETS and ATP score tapes, College Board and similar student search services, and geo-demographic database -Review initiation of contact witd prospective internal transfers witdin UMS and witd tde Community Colleges -Evaluate UMS resources and support for outreach activities for UMS-wide prospects – in-state or out-of-state?  Pool resources or continue to act independently?  

Process 3: Process and manage inquiries

Receive and respond to inquiries from prospective applicants and students tdat are eitder solicited via Process 2 or unsolicited    

-All campuses conduct tdis process to encourage applications  -All campuses perform double data entry because no solutions exists managing inquiries    

-Goals
-Target populations
-Participants and Staff size
-Operating Budgets
-Content
-Timing
-Technology    

PSSA – security of data between campuses/schools, ad hoc reporting, population tracking, point-in-time comparison reporting, communication plans, access to data on web, campus/school security of campus/school specific data. -Campus-based reports, communication plans going to same students – multi-campus issues

-One database witd one prospect record raises key questions:  Who sees what?  Share or not share across campuses?  Collaborate or compete, and if so, when?  -Weigh pros and cons of sharing potential students and data against pros and cons of securing campus data -Review multi-campus issues    

Process 4: Process and manage applications to decision

Receive, assemble, and review applications received to make an admission decision.

All do it – have similar steps to process.

-Details behind steps differ – participants, staffing and budget, technology and timing differ.  -UMF posts fees directly to FAST – all otders have business office post to FAST -USM wants to develop its own candidate evaluation system; UM has an automated system for evaluating candidates  

-Need to manage concurrent applications from same student witd different statuses and communication plans to more tdan one campus/school.  –How will PSSA handle different communication plans and activities? -Ability to disseminate information and communication plans across campus departments? -Duplicate records (data entry error). -Admissions front loads data tdat is used by a variety of entities -PSSA – security of data between campuses/schools, ad hoc reporting, population tracking, point-in-time comparison reporting, communication plans, access to data on web, campus/school security of campus/school specific data -How many forms of System-wide applications can be supported by PSSA?  -Does PSSA have tde ability to accommodate applications to multiple campuses from one form? -Does PSSA have tde ability to accept electronic applications from outside sources? (tde law school requires tdis feature, plus more and different fields) -Explore payment metdods -Campus-based reports, communication plans going to same students – multi-campus issues

-Perfect opportunity for workflow -Who sees what? – To hare or not to share across campuses (potential audit concerns: where is tde correct data and how much information do we share across campuses?)  -Review common waivers and standards (e.g., based on family income or anotder factor) -How much automation do we want to achieve? -Do we want to endorse different kinds of applications and fees, and post tdem on tde web, based on applicant groups? -What kind of information do we want to share and when? sharing potential students and data vs. campus security of data as we complete for tde same students.  -Review multi-campus issues as we communicate (including activities) witd tde same students

Process 5: Process and manage decisions

Enter and communicate decisions on applications to applicants and otders

All do it.

Participants, criteria for decisions, Technology, content and timing

-PSSA – ability to track housing information, different decisions/ communication plans for tde same applicant posted for different campuses. –Require Population tracking, reporting, ad hoc reporting.  -Duplicate records (data entry error). -PSSA – security of data between campuses/ schools, point-in-time comparison reporting, communication plans and synchronization of communication across campuses, access to data on web, campus/school security of campus/school specific data. -Campus based reports, communication plans going to same students – multi-campus issues

-Manage housing communication -Perfect opportunity for workflow -How much information about applicant decision should be, or can be, shared among campuses/ schools – reject or incomplete referrals? -Who sees what? – To share or not to share across campuses; sharing potential students and data vs. campus security of data as we compete for tde same students. -Multi-campus issues as we communicate (including activities) witd tde same students

Process 6: Process and manage confirmations

Perform yield activities, create communications, and recruit accepted applicants to confirm tdeir intent and achieve enrollment    

-All campuses complete tdis process -All but USM participate in orientation  

-Timing and Content
-Events and Technology
-Staff size
-Operating Budgets
-Participants
-UMF admissions office posts deposits directly to FAST, while business offices for otder campuses post to FAST
-UMF, UMFK and UMPI admissions offices process housing applications and deposits
-UM graduate office and undergrad office use admissions file differently witd respect to coding confirmations    

PSSA – Multiple and different decisions and communication plans for tde same student across campuses/schools.  Campus only view of data for campus data.  Overlap reports – who does, who sees, at what level of detail, when. Duplicate records (data entry error). -Will PSSA allow one student to have different careers simultaneously? -PSSA – security of data between campuses/ schools, ad hoc reporting, population tracking, pointing time comparison reporting, communication plans, access to data on web, campus/school security of campus/school specific data -Workflow to support tdis process across multiple campuses and levels -Campus-based reports, communication plans going to same students – multi-campus issues

-One database witd one prospect record raises key questions:  Who sees what?  Share
or not share across campuses?  Collaborate or compete, and if so, when?  What level of competition among UMS campuses/colleges is healtdy?  At what level of competition do we waste resources?  -Weigh pros and cons of sharing potential students and data against same for securing
campus data -Review multi-campus issues (e.g., at how many campuses can a student confirm and
matriculate simultaneously?) -Explore common definition and policy for matriculation, including common code and
field usage across levels  -Explore possibility of sharing immunization records, final transcripts and test scores -Discuss common deposit amount and policies for waiver of deposit, refunds and deferrals      

Process 7: Foster 3d party communica-tions

Ongoing communica-tion and events witd people/ agencies who influence and/or refer applicants to apply or accepted applicants to confirm, such as high school and career counselors (including college and academic department staff), private counselors, Federal programs (TRIO, etc.), overseas advisors, adult education, etc.  tdis process is not tied to an application process.

All do it on and off campus – communica-tion plans include events. -tdis process is not directly supported by ISIS

-UMM, USM, UMPI and UM detailed an 8td process tdat included more targeted 3rd party populations and communica-tion and event plans.

-PSSA – data collection and tracking of 3rd parties who are and are not connected to educational institutions. -Need Auxiliary databases to support communication, tracking and reporting – campus-specific lists. -Campus only view of data for its campus data.  -Overlap reports – who creates and runs, who sees, at what level of detail, when. -Duplicate records (data entry error). PSSA – security of data between campuses/schools, ad hoc reporting, population tracking, point-in-time comparison reporting, communication plans, access to data on web, campus/school security of campus/school specific data. Campus-based reports, communication plans going to same students – multi-campus issues

-Sharing information across campuses/ schools. Competition among campuses/ schools – what level is healtdy? What level wastes resources? -Who sees what – to share or not to share across campuses; sharing potential 3rd party referrers (tdose who make referrals) and data vs. campus security of data as we compete for tde same students  -Multi-campus issues as we communicate witd tde same 3rd party referrers