Enrollment Services Accomplishment Report (FY10-11)

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Nov 5, 2013 (3 years and 10 months ago)

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Enrollment Management Accomplishment Report
-

FY10
-
11




1


Office of the Associate Vice President for Enrollment Management



Participated in the development of the utb.edu main website and
spear
headed the
i
mplementation and development of
the
“new look”

webpages for
Enrollment
Management
and
its departments.



Improved the use of Informer by using Java script programming, allowing us to create
custom reports for EM and other departments (Orientation, Student Affairs, Dual
Enrollment, Business Off
ice and Academic Advising)
.



Creation of weekly enrollm
ent analytical reports for tracking

enrollment

trends
.



Improvement to importation of application

with the assistance of ACE
.



Improvement
and development of importation of the

Apply Texas

application

wit
h the
assistance of ACE
.



Implemented

ImageNow in EM departments

(Office of the Registrar, Office of
Admissions and Recruitment, Office of Student Financial Assistance and Testing Office)
.



Created a

Veterans Resource Center
.



Implemented FOE recommendation
to merge Office of Admiss
ions and New Student
Relations, n
ow known as
the
Office of Admissions and Recruitment
.



Successfully
transferred

the

Veterans Upward Bound Pro
gram into Enrollment
Management.



Implemented FOE Financial Aid o
ffice recommendations
.



Con
ducted a Peer Review of the Offi
ce of Student Financial Assistance
.




Implemented
Office of Student Financial Services
Peer Review recommendations
.



Encouraged, supported and financ
ed EM staff participation in a Customer Service

Program: “It is all about the

client”
.



Lead an initiative to create a new academic calendar
.



Collaborated with Academic Affairs to
solve troublesome EM
issues related to AA
.


Office of Admissions and Recruitment



Supported Dr. Juliet
V.
Garc
í
a to her
meet
ings
with local school district administrators
and high school counselors
in regards to the

UTB/TSC

transition
.




Successful
ly merged

the Office of Admissions and
New Student Relations
, a
recommendation made by the Foundation of Excellence (FOE) to provide a bet
ter
streamlined process to our students.



Implemented recommendations developed by the Foundations of Excellence study on
the “first
-
year experience”
.



Participated

in
the Foundation of Excellence study on the “Transfer student experience”
.


Enrollment Management Accomplishment Report
-

FY10
-
11




2


Office of Admis
sions and Recruitment Cont’d



Cross
-
trained admissions staff on financial aid
.



Conducted cross
-
training on

Admissions


for staff from financial aid, registrars, testing,
and veterans’ programs

to better service our students
.



Conducted Talisma training for
various campus departments
.



Participated in the implementation
of the Student Services Triage Team; the team
included

members from academic affairs, advising, registrars and admissions. The
team
s


main objective is to review

student specific issues relate
d to the transfer of
courses and how these apply to requirements (core curriculum, degree and graduation).



Conducted student focus groups to redesign a first
-
year student checklist
.



Assigned territories for recruitment staff
.



Participated in the developme
nt of procedure to improve the coding of transfer credits
to support academic advising and reviews for
graduation.




Designed

planned, implemented and evaluated activities in support student enrollment
goals and aligned with strategic initiatives.



Conduct
ed
a fall and spring
High School Counselor Update

Luncheon
.



R
ecruitment activities at campus

outreach

events such as the Distinguished Lecture
Series.



Coordinated and hosted an

on

campus Scorpion Saturday event
.



Continued
collaborations throughout the year with Outreach Programs: GEAR UP,
Upward Bound, CAMP, UTPA Talent Search,
and Higher

Education Equivalency Program.



Conducted the “College for All” conference for area high school seniors


GEAR UP
Region One schools
.



Cond
ucted “College Admissions and Financial Aid” conference for area high school
seniors


GEAR UP UTPA
.



Presented
for

High School Seniors during

their

Music Day


600+ seniors
.




Coordinated efforts in support of The Off
-
Campus Teaching Sites
.



Increased
presence of Admissions and Recruitment on TSTC campus to facilitate
transfer.

In efforts to increase student services.

Staff supported services via the
Academic Achievement Center
.



Participated in STC trans
fer day events, UTB/TSC Campus
tours and
presentation for STC
students, Presentations to over 300 STC students at the Mid Valley and Pecan campus
.



Campus visit programs for area elementary, middle and high school students and service
organizations
.




Hosted the
Texas Scorpion Day event for 1,200 B
ISD Seniors
.


Enrollment Management Accomplishment Report
-

FY10
-
11




3


Office of Admissions and Recruitment Cont’d



Scorpion Day events for stud
ents from
Matamoros (
180 students

in an effort to bridge
the gap due to local violence.
)



Participated in college planning events for parents at area high school
.



Particip
ated

in the

AVID Leadership Conference


State Farm Arena
.




Support of Financial Aid Outreach


BISD and area events

ex.

C
ollege Goal Sunday
.



Increased automation of importing admissions applications:
Apply Texas

and local
application
s

with the assistant of the AVP’s office to better streamline process
.



Supported
online applications in new platform
(ASP.NET / AJAX, LINQ To SQL, ADO.NET /
SQL
-
2005 / JavaScript / XML / HTML)

with the assistance of the AVP’s office and ACE
.



Assisted the Office of Student Financial Assistance
with technical staff, to create the

May Financial Aid Award Request with Loan

form
.




Assisted Office of Student Financial Assistance
with technical staff, to create the
Summer Financial Aid Award Request
with Loan
form.



Assisted Office of Student Financial Assistance
with technical staff,
to create
the
General
Scholarship Online Application
.




Assi
sted the Office of Student Financial Assistance with technical staff, to create the
UTB/TSC Challenge for Excel
lence Scholarship Online Application
.




Participated in the development of the main
www.utb.edu

web site

and Office of
Admission and Recruitment
webpages
.



Developed Math and Science Academy Online Application

in collabora
tion with Mr.
Argueta
.



Developed online application/sign
-
up form for Scorpiontation for Student Affairs
.


Office of Student Financial Assistance



Developed a new “sign in” procedure for students entering our office.


Student signs in
on computer.


Their name is projected on a TV monitor so they know when they are
next in line.


Staff members log into the program and are able to see which student is
next.


It also helps monitor how many students are waiting and how many students are
seen in an hour, day, week, month, etc…





Implemented new office procedure to have more financial aid advisors seeing students


everyone in the office is responsible fo
r a 1 ½ hour shift per day.


There are now at
least 3 advisors seeing students at one time and 5 advisors during peak
periods of

the
day.



Implemented new office procedure to have more financial aid staff verifying financial
aid files.


Old procedure requir
ed 2 full
-
time staff assigned to verification.


New
procedure requires 7 full
-
time staff assigned to verification process.

Enrollment Management Accomplishment Report
-

FY10
-
11




4


Office of Student Financial Assistance

Cont’d



Implemented new office procedure to handle communication from students.


Old
procedure
required 2 full
-
time staff to handle all Talisma interactions.


New procedure
requires 6 full
-
time staff members responding to Talisma interactions.



Implemented new office procedure to scan incoming documents immediately, instead
of waiting until the file
was complete and awarded.



Assigned responsibility of phone center to one staff member.


All actions involving
phones are coordinated through one individual including messages, inquiries, student
questions, part
-
time schedules, etc…



Combined verification do
cuments to reduce the number of forms students need to
complete.



Re
-
organized web pages to be more user friendly

and in the “new look”
.



Added additional on
-
line forms to our web site so students can download them from
their personal computer.



Created on
-
li
ne acceptance form for Imagine College! Program
.



Expanded the State Program and Latest Scholarship web pages to be more
users

friendly
by providing description and links.



Began scanning scholarship and sponsorship applications.



Developed on
-
line request fo
rm for outreach events.



Implemented the FAFSA Quick Stops around campus to help students apply for financial
aid and answer deficiency questions.



Implemented new procedure to advise students of their pending documents at
Scorpiontation.



Developed on
-
line F
inancial Aid Accept/Reject/Change procedure for federal Direct
Loans.



Implemented extended Summer Office Hours.



Proactively advising students of their pending documents through phone calls, emails,
postcards and various outreach events.



Developed a market
ing piece that informs the students of Financial Aid Deadlines.



Began administering the Exemption for Peace Officers Enrolled in Law Enforcement or
Criminal Justice Courses Program.



Continue to implement recommendations made as per the Peer Review conducte
d in
the fall
.





Enrollment Management Accomplishment Report
-

FY10
-
11




5


Office of the Registrar



Created a report to identify students that had signed up for Sting to assist that
department in reconciling their account



Designed reports that identified past and current students with some kind of veteran
program status



Improved the electronic grade reporting process and provided training for faculty
members



Designed the process to identify and monitor nursing students to assist the nursing
academic departments



Provided support to Tele
-
campus staff in order

to have accurate data



Expanded and improved the production of reports for every section that allow
deans/chairs to use in monitoring students that don’t meet prerequisite requirements



Created queries for the Testing staff to identify student records that

reflect completion
of remedial courses, identify those that are TSI complete



Provided set ups to assist in managing the Power of Two and other linked courses



Implemented special registration processes for special student populations; veterans,
BECHS, Upw
ard Bound, MSA, etc.



Redesigned the set ups to produce transcripts to reflect Service


Learning notations



Designed in the design of screens for academic advisors to better serve FTF at
orientation



Piloted the use of a redesign advising screens (XADV) last
year and implemented a
process for the advising center



Made transcript modifications to reflect core course completion



Created a stream of Informer reports to assist the campus community in identifying
various cohort groups

Testing Office



Transitioned from the pencil/paper
-
based Adult Basic Learning Exam (ABLE) to the
computer
-
based Test of Adult Basic Education (TABE) for screening applications to the
Criminal Justice Institute.



The Testing Office encouraged institutional participation in

the Coordinating Board’s
fall

2011 STAAR study to benchmark college readiness standards for the State’
s new
assessment prog
ram. UTB/TSC will take part in this important study this upcoming fall
semester.



Partnered with the Texas Commission on Environment
al Quality to provide local
opportunities for their computer
-
based certification tests.


Enrollment Management Accomplishment Report
-

FY10
-
11




6


Testing Office Cont’d



Currently working with OGC
on a contract to b
egin
testing of the
Performance
Assessment Network (PAN)
. A
n internet
-
based test for PAN’s clients
which include US
Department of Homeland Security, Transportation Security Administration, Federal Air
Marshal Program, US Customs and Border Patrol, US Postal Service, and the F
ederal
Bureau of Investigation.


Veterans Resource Center



Streamlined the
Vocational Rehab process between VA Case Managers (McAllen) and
Veterans Resource Center.



Created and facilitated the Veterans Advisory Committee with representation from
Office of the Registrar, Veterans Upward Bound, Financial Aid, Testing, Student Healt
h
Services, Academic Advising,
and Office

of the President, Office of the Provost, and
Office

of Admissions and Recruitment
.



Created XCH33 to identify the Tuition and Fees for those receiving the Post 9
-
11 GI Bill.



Created additional codes to identify thos
e receiving Federal Tuition Assistance,
Dependents on traditional
Hazelwood

and Transfer of Chapter 33 entitlements. This will
allow to track who are dependents receiving benefits.



Coordinated the early registration of student veterans and dependents for M
ay,
Sum
m
er
I

and
II
, Extended Summer and
fall

terms.



Collaborated with the VUB Program to centralize both offices in Tandy 210

to better
service our Veteran student population
.



Enhanced the Veterans webpage to offer more information for active military spo
uses,
veterans and dependents.



Created the Veterans Resource Center Organization on Black
Board to keep students
informed of tutorials and helpful information.



Communicate with students via email or

via

Talisma on important information and
deadlines.



Conducted outreach activities at local high schools to promote the Legacy Act

(Veteran
Dependent’s

eligibility
)
.



Provided VA access to VUB personnel (David Rivera and Laura Hernandez)

to better
service VUB grant students
.



Submitted office information to th
e Texas 2
-
1
-
1

program for easy reference
.



Collaborated with VUB and sen
t

welcome packets to service members exiting the Armed
Forces and returning the Rio Grande Valley.



Coordinate with Cledia Hernandez (Program Director, Off
-
Campus Teaching Sites) with
VA

information to provide for UTB
/TSC

student prospects.

Enrollment Management Accomplishment Report
-

FY10
-
11




7


Veterans Resource Center Cont’d



Coordinating Local Law Enforcement Agencies with the Texas Veterans Commission for
o
n
-
t
he
-
j
ob
t
raining approval.



Collaborating with the American Military Support to prov
ide supplies for Valley Troops.



Collaborating with the United Way to create
a
coalition to address issues with Valley
Vets.



Instituted new deadline policy for
Hazelwood
/Legacy recipients.


Veterans Upward Bound



Successfully transferred services to
Provost Division under the Associate VP for
Enrollme
nt Management
.



Successfully partnered with Veterans Resource Center for collaborative recruitment for
the VUB program. Moved services to be in the same locati
on as Veterans Resource
Center to better service our students and support customer service.



11
th

Annual Veterans Day Ceremony sponsored by the Veterans Upward Bound
program. This is a yearly ceremony, supported by UTB
/TSC

that helps bring together
our ca
mpus and local community in order to honor our veterans.



Participated in welcome week during August 23
-
25 for the fall 2010 semester. This
provided our VUB program with an opportunity to inform veterans of the services
offered through our program.



Helped

coordinate our first National Veterans Awareness Week in collaboration with
other offices on campus. The event took place on November 10, 2010; it exposed
veterans to resources that did not previously exist on campus.



3
rd

Annual Veterans Day Door Decorat
ing Contest hosted by the Veterans Upward
Bound program. This event took place on November 8, 2010 and it helped bring our
campus departments together to show their patriotic support and participation during
Veterans Week.



Had a meeting with CPT Guenaga fr
om the ROTC program and Ms. Marti DiGregorio to
discuss the possibility of commissioning two cadets during the spring 2011
commencement. After being part of the initial accomplishment of establishing an ROTC
program at UTB
/TSC
, we continue to provide guid
ance and support for them, as well as
collaborate with them for the benefit of our veteran students.



Met with the UTB
/TSC

marketing committee to ask for a secondary logo, to be used
specifically for our program. Our VUB logo was approved and will be use
d along with
the UTB
/TSC

logo.



Enrollment Management Accomplishment Report
-

FY10
-
11




8


Veterans Upward Bound Cont’d



Encouraged partnership amongst the UTB
/TSC

and UTPA ROTC programs by having
Lieutenant Colonel Maricela Garcia Alvarado, UTPA Professor of Military Science, as the
keynote speaker for our 11
th

Annual Veterans Day Ceremony.



Hoste
d Post
-
t
raumatic Stress Disorder (PTSD) Workshops for our faculty and staff. Had
Dr.
Jennifer A. Wood, Ph.D. and Acting Chief of Mental Health for the VA Texas Valley Coastal
Bend Health Care System

give informative w
orkshops on post war
issues

affecting our
campus veteran community.



The VUB program was invited by the Texas Army National Guard to attend the Yellow
Ribbon Ceremony. The ceremony provides valuable information for veterans (and their
family) that are depl
oying or returning from deployment. We provided information on
education and the services provided by our office.



Continued partnership with the Valley Baptist Medical Center, who donated, for the 3
rd

year in a row, a total of $750 to be issued out as awar
ds for the Annual Veterans Day
Door Decorating Contest.



Continued our partnership with the Coast Guard who displayed their equipment during
our Veterans Day Ceremony. This is a great opportunity to bring outside resources to
our campus and show our milit
ary support to our institution.



Continued our partnership with the City of Brownsville to gain their support to bring
their fire engine truck to fly the American flag during our Veterans Day Ceremony. The
time, effort, and equipment are a great asset our
university endeavors to promote
Veterans Day, and to gain the support from our city.



Received a wreath donation from Rosenbaum Flowers for our Veterans Day Ceremony.
Donations are a great success.



Had Mr. Charles William, Assistant Band Director, Homer Ha
nna High School, to have a
musical performance “
Proud to be an American
” at our Veterans Day Ceremony.



Continued our partnership with the Vietnam Veterans Chapter I of Brownsville to
conduct our 21 Gun Salute for our fallen veterans during Veterans Day.



Continued our partnership with the American Legion Post 43 who supported our
Veterans Day Ceremony by playing TAPS to honor fallen veterans.



Invited LT Governor Dewhurst to be the guest speaker at our upcoming 12
th

Annual
Veterans Day Ceremony.



Director
of VUB

participate
d

in the Veterans Day Parade Committe
e for the City of
Brownsville as a partnership to attend
each other
’s

parade and
Veterans Day
Ceremonies.

A great opportunity to collaborate with each other and putting our
resources together.


Enrollment Management Accomplishment Report
-

FY10
-
11




9


Vetera
ns Upward Bound Cont’d



Collaborating

with United Way

and Veterans Resource Cente
r

to create a Veterans
Coalition group to support the needs of our veterans and their families. The
establishment of this coalition is ongoing, and we continue to have meeting
s to finalize
this process. When this coalition is completed, we will be able to be more united in
addressing the critical needs they have.



The Director of VUB was
a law enforcement officer and veteran,
who
were

invited by
the Police Chief to attend his Peace Officer Memorial for many years. As a staff member
for UTB, this is a great opportunity to pay
our

respect
s

for our fallen Law Enforcement
Officers that help protect all of our communities nationwide.



Workin
g with United Way as a 501 C 3, to have them write a grant through the T
exas
Lottery Commission scratch
-
off program. The VUB program will partner with United
Way to help serve our veterans at UTB and our local community, and/or Cameron
County. Further me
etings are forthcoming, but if funding is successful, veterans and
their families will have further support to address their needs.



The VUB Director

participated in the Memorial Day Silent March on May 30, 2011. They
always invite us to participate, and o
ften, some of our VUB program veterans attend as
well. A great opportunity to support our fallen veterans and represent our university.



The VUB Director has also
been recruiting at the VA Clinic in Harlingen, 16 times during
this year. I have talked t
o over 150 veterans and their families, and some of those have
come to participate in our program. Many veterans’ family members are attending
UTB
/TSC

due to the information put out on the
Hazelwood

Legacy Act. Other literature
on UTB
/TSC

has been provid
ed to those who inquired.



Completed the application to be considered for the Texas 2.1.1 database, which will
help with recruitment for veterans looking for the educational assistance through our
VUB program.



Relocated

from Mary Rose Cardenas North
, Room

119, to Tandy

Hall, Room

210

under
Enrollment Management to better serve our veterans.

This will help with continuity,
recruitment, and support for our veterans and their families. Great way to streamline
services. Tandy

Hall, Room
262
functions as our
operational
offices
for VUB participants
only.

Including a computer lab and tutorial services.




T
he VUB program
is now calling

the Veterans Administration on issues that affect our
program participants and he has allowed our program the opportunity to cer
tify our
veterans directly. This has been a great accomplishment considering we have been
asking for this support for over 11 years. The VUB program can

now

better assist our
veterans more holistically.

Enrollment Management Accomplishment Report
-

FY10
-
11




10




M
onthly
meetings
with the UTB
/TSC

Veterans Advisory

Committee to help address
issues concerning our veterans, and future endeavors that can assist our veterans and
their families.



Ms. Laura Hernandez attended a Financial Aid Webinar training to gain better
knowledge on issues that might better serve our ve
teran population.



Director

attended the National Association for Veteran Upward Bound Project
Personnel conference in Tempe Arizona from April 4
-
8. This was a great way to learn
what new changes are going on concerning our program, and our proposal that i
s due
March of 2012.