Adrian A. Schiess Director for Student Success and Retention Xavier University, Cincinnati, Ohio

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1 Xavier University: A Success Story Adrian A. Schiess Director for Student Success and Retention Xavier University, Cincinnati, Ohio

2 About Xavier University Pi Private, Catholic, Jesuit ituniversity 4-year private, Masters/Selective Located in Cincinnati, OH Undergraduate/Graduate population of 6, Freshmen (representing 40 states/12 countries) Academically selective Average ACT score of 26 Average SAT score of 1186 Tuition $26,000 per year

3 US News And World Report 2009 Edition: America s Best Colleges Best Universities Master s (Midwest Region) #1 in Retention (89%) #1 in 5-year Graduation Rate (78%)

4 The Make-up of the Retention Effort The position and the approach (centralization) PREP - (Priority Registration Experience Program) Freshman Success Program Early Alert (Faculty, Academic Advisors) Parents Participation Program Sophomore Summer Survey Bursar Hold Initiative Special financial assistance programs Evaluation process

5 The Position and the Approach (Director for Student Success and Retention) Reports to the Vice President for Academic Affairs/Provost Monitors retention trends and evaluates program results Facilitates problem solving in the areas of academic, financial, social, personal Provides personal attention, service-oriented ombudsman (appointments are not necessary) Coordinates retention data, reasons for student attrition, monitors graduation statistics Actively develops new and refined student retention programs M it d i f ll d d t t d t Monitors academic progress of all undergraduate students (GPAs, course withdrawals, failed classes, absenteeism)

6 Xavier s Initial Retention Goals and Objectives Retain 90% of full-time freshman cohort Increase student t satisfaction Provide an intervention that enlists retention efforts from faculty, other university personnel, and families Address social, financial, and academic issues Evaluate academic and social success Improve grades Improve persistence Improve graduation rates

7 What it Costs to Lose a Freshman at Xavier (ROI) COST PER SEMESTER ADMISSION BUDGET ($1,500,000) 000) 850 FRESHMEN IN THE CLASS =$1,765 TO RECRUIT A FRESHMAN COST PER SEMESTER TUITION $13,125 ROOM 2,550 BOARD 1,945 FEES 305 $17,925 DISCOUNT 40% OF $17,925 = $7,170 WHICH IS A COST OF $10,755 PER SEMESTER $1, $1,177 DIFFERENCE PER STUDENT RETENTION BUDGET ($500,000) 850 FRESHMEN IN THE CLASS =$588 TO RETAIN A FRESHMAN ALMOST THREE TIMES MORE EXPENSIVE TO RECRUIT A FRESHMAN THAN TO RETAIN ONE 850 X 5% = 43 STUDENTS LOST IN 1st SEMESTER $10,755 x 43 students $462,465 = 1st SEMESTER LOST REVENUE 807 x 20% = 161 STUDENTS LOST IN 2nd SEMESTER $10,755 x 161 students $1,731,535 = 2nd SEMESTER LOST REVENUE AVERAGE ATTRITION FOR SCHOOLS LIKE US IS 25% PER YEAR = 204 STUDENTS X $10,755 = $2,235,636 LOST REVENUE FOR THE YEAR

8 Priority Registration Experience Program y g p g (PREP)

9 Priority Registration Experience Program (PREP) Purpose Lock in the class Focus on completing academic preparation p in the summer Create a sense of belonging, eliminate social uneasiness, and reduce freshman anxiety To begin parental involvement in student academic and social success - Mid-term grade authorization form - Supportive environment Heighten the level of academic expectation for students and parents Objectives for the day Online placement test evaluations by faculty Academic advising meet your advisor Schedule fall classes, build a schedule with your academic advisor Register lock in your classes for the fall New students receive their official university ID Card

10 Freshman Success Program

11 Freshman Success Program The Office of Admission selects these students and admits them on a conditional basis. These students are from the lower 8% of all admitted freshmen. Designed for the fall semester only Requirements: - May not declare a major - Advised as undeclared - Must take a one credit hour study skills course - Either mathematics or foreign language in the first semester - Limited to 13 credit hours - Mentored by a graduate assistant from the Office of Student Success and Retention Results: From Fall of 2009 to Spring of % matriculation

12 Early Alert Initiative

13 Early Alert Initiative Background Faculty identify attendance problems in fourth week of semester Academic feedback early in semester Early warning for adjustment problems Allows time for appropriate intervention Faculty get to know their students early Follow up contacts made by the Office for Student Success and Retention

14 FRESHMAN FACULTY FEEDBACK FORM TO: (TEACHER S NAME IN ALPHABETIC ORDER, WITH ML LOCATION) FROM: ADRIAN A. SCHIESS, DIRECTOR FOR STUDENT SUCCESS AND RETENTION This is the Faculty Feedback Form for freshmen. It is an early warning mechanism that helps to identify students that may be having difficulty adjusting to your class. Listed below are freshmen in the class and section that you teach. Please mark in the appropriate blocks to indicate any problems at this time. The Faculty Feedback Form has been very successful in assisting freshmen with their adjustment to college. The Office of Student Success and Retention and the Academic Advising Center will collaborate to contact those students who you indicate are showing signs of having academic difficulty. Collegial sharing of this information allows us to work more closely with you to assist students with academic issues. If you would like us to follow up with you regarding our contact with a student please indicate this on the form. Please return all Faculty Feedback Forms within FIVE DAYS to: Adrian A. Schiess, Director for Student Success and Retention, Alter Hall, Room 103, ML We encourage faculty to make comments on this form concerning any other adjustment issues. FALL 05 COMM ORAL COMMUNICATION STUDENT'S NAME ATTENDING CLASS? GRADE AT THIS TIME Smith, Joe Yes No GRADE Johnson, Nikki Yes No GRADE Miracle, Paul Yes No GRADE Jones, Davy Yes No GRADE Preston, Bill Yes No GRADE Research, John Yes No GRADE COMMENTS: Please feel free to use this space to add comments related to the need for tutoring, observed changes in demeanor (anxiety, aggression, depression) or to expand on the feedback provided above.

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16 Faculty Intervention The Results Student is sent an automated immediately after faculty submits feedback Results from the Faculty Feedback are automatically sent to the Office of Retention Automated reminder to faculty who have not responded Office of Retention immediately contact the student via phone and Intervention via online Faculty Feedback is 2-3 weeks faster then previous paper version RESULTS 28% increase in faculty participation

17 Parent Participation Program

18 Parents Participation Program Methods: -Three written contacts each semester -Established an 800 number for parents -Mid-term grades sent home to parents -Parent card Results: -Uncovered student needs by talking with parents - information bonanza! -Established good communication with parents, makes them feel comfortable in calling -Director and Assistant Director for Student Success and Retention, Advising Center, and Learning Assistance Center work closely together, and then follow up to solve problems

19 Family Educational Rights and Privacy Act (FERPA) Obtaining i consent to release student t information Parental notification of academic, medical and personal student information Dependency

20 Parent Participation Program Freshman Adjustment t Survey Survey sent to parents during the first three days of the 1 st semester of the student s t freshman year Parents ask students questions and PHONE IN if they are worried about their student s responses. Have you set a goal for your GPA Sample questions: at the end of the first semester? Can you name four friends that you have at Xavier? Do you have at least one activity that you are participating in at Xavier?

21 From Paper to e-communication 2005 Results (Sent to 765 parents) 25 parents called in results 25 interventions 2010 Results (Sent to 858 parents) 161 took survey 105 interventions

22 Sophomore Summer Survey

23 Sophomore Summer Survey Survey sent to all rising sophomores (second year student) in the last week of May. Designed to identify retention issues for rising sophomores. Purpose: To identify students s at risk for not returning in Fall and intervene before it s too late!

24 Sophomore Summer Survey The Results Sent paper Summer Survey to 812 rising sophomores - We had 185 sophomores respond to the Summer Survey (23%) 2010 Sent electronic version of Summer Survey to 820 rising i sophomores - We had 365 sophomores respond to the Summer Survey (44%) The Summer Survey is now also sent to rising juniors and seniors RESULTS DOUBLED!

25 Sophomore Summer Survey Process improvements: Quick distribution of survey via Made submitting results easier - online Immediate identification of at 450 risk students no waiting for 200 paper % Planning on returning to Xavier in the Fall? % % Definitely Definitely Not Probably

26 Special Financial Assistance Programs Enrollment services grants ($565,000) Awarded to upperclassmen who file the FAFSA Are in good academic standing Show financial need/possibly impacting return to Xavier $130,000 awarded per year Summer school grants ($75,000) Awarded to upperclassmen who file the FAFSA Show financial i need Dollars awarded based on credit hours taken (averages $300 per student) H l t d t i d i h l hi fi i l id Helps students regain academic scholarships, financial aid eligibility and keeps students academically aligned toward graduation

27 Bursar Hold Initiative

28 Bursar Hold Initiative Developed list of undergraduate students who owe the university an amount of money from a previous semester and are unable to register E-Communication with students to determine reason for non-payment Work with financial aid to resolve payment issues Increase students financial aid with loans or grants Match registered students to non-registered students after Priority Registration is completed Review and evaluate students who are removed from delinquent list Set dollar threshold (i.e. $500) for students to be able to register

29 Bursar Hold Initiative 2005 Results no means of tracking results Results (undergrad only) FALL 2008 SPRING 2009 Students with Bursar Holds Start: Update: Start: Update: 15/10/08 19/11/08 7/1/09 7/5/ Total Bursar Hold Amount ($) Total Amount Collected ($) $3,524,272 $923,433 $542,866 $222,400 $2,600,839 $320,466

30 Xavier Retention Program Evaluation Number and percentage of students retained by cohort (fall to fall) Graduation rate Number of students in Freshman Success Program who return for fall classes Number of mid-term grade indicators, (GPA below 2.0, number of class withdrawals, grades of F), compared to final grade indicators Number of student visits to the Student Success and Retention Office Number of parental responses from parent survey Number of Faculty Feedback Forms returned Dollars committed for Summer Grant Program and Enrollment Services Grant Program Number of students whose academic scholarship or financial aid has been restored

31 Summary of Success Remarkable First Year Results Early and quick identification of a larger population of at-risk students Outstanding Revenue Rewards High Tech equals High Touch Increase student service and satisfaction Forecasted 90% retention ti rate for Fall 2010 Forecasted 72% 4-year graduation rate - 2% increase from previous year Increased engagement of faculty in identifying i and mentoring at-risk students Increased FERPA-Approved parental interaction to 99%